The complexity of managing grants in a deputation.

A Spanish council manages the application and grant among a population that borders the million inhabitants spread over 60 municipalities. So far, the management of these grants has been ongoing with applications developed by specialists of the council, to adequately respond to their needs.

Grant management is a task of great importance for municipalities and citizens, but carries a significant sacrifice for this council: the number of municipalities involved, the variety of types of grants, the importance of transparency, the amount of parameters influencing the assessment and award, etc. Also, you need to share some information on subsidies with other applications used in the Council and the National Database of Subsidies, which is done manually before.

Maintain a quality service, despite the increased workload.

Grant applications increased each year, while the staff responsible for management still had to perform many of the steps involved in the process manually. These two factors caused more work and more likely that any government employee committed a human error, further slowing the process and, therefore, slowing response times to requests. The longer the pipeline, the municipalities had less time to run the subsidies granted by the council, a process that should generally be made before the end of the year; this caused headaches for those responsible for the municipalities, which do not always have the time required to execute the funds allocated in the best way possible.

Given this situation, and thinking that the volume of applications would increase in the following years, the government team of the Provincial search tools and processes that allow them to participate in a more active and agile in the management process is raised grants. The intention was to maintain the level of quality offered to citizens, despite the increase in the workload, and that this was the same for all municipalities that are part of the council; but also took into account the fact facilitate the work of public employees, to avoid errors and to improve their quality of life.

More efficient management of the types of grants without repeating efforts.

In 2009, the governing body of the county council decided to implement the solution for managing grants GRANTS cividas with three main objectives: to automate, standardize and integrate.

Thanks to this decision, it was possible to introduce in this department records management by processes, which allowed coordinators predefine what the flow of processing of any subsidy, and allow the solution to be responsible for distributing work among employees automatically. Moreover, the use of certain tools that would improve and streamline management, such as those concerning the control of state subsidies, the electronic signature or the automatic generation of documents, among other implanted.

Another innovation was the standardization of the different types of grants, contemplating all possible casuistry provided by law. Thus no longer it is necessary as a procedure for each type of grant, while the characteristics and requirements for different municipalities homogeneizarían. In any case, the possibility of defining specific characteristics for all types of grant, based on a common model remained.

Regarding the integration mechanisms were included to export directly from the solution of the information required by the National Grants Database data and that relating to accounting and control of financial resources granted.

Reducing processing times, errors and unproductive labor.

Since 2009 this department subsidies has undergone a significant transformation, thanks to the decisions taken by its leaders, as well as the willingness of the staff involved.cividas GRANTS, meanwhile, gave the deputation of the technological tools necessary to implement this transformation. The result was a reduction in processing times of applications and the errors committed by civil servants, which has resulted in better use of your time and a better service to citizens.

The government team of the council has managed to establish a new way of working more efficiently, leveraging the opportunities provided by new technologies, largely eliminating tasks that previously had to be performed manually, such as signing and generation documents, work distribution or assessment of applications.All the time saved by staff management is now used for more productive issues, such as better analysis of the impact of grants, or the study of new calls for activities or actions that require it.

As regards the municipalities, the streamlining of procedures has allowed the council to advance the time of grant and give municipalities more time to run more optimally planned and subsidies.

Moreover, integration with BDNS and applications such as accounting was a major change, both for the convenience of not having to re-enter data already available, such as the guarantee of absence of errors. The latter is particularly relevant in the case of accounting estimates, which greatly facilitated the automation control important task, essential to justify the use of economic resources associated to any subsidy.

In terms of figures, the evolution of grants has gone from almost 2,000 requests handled in 2009 worth approximately € 8 million to over 3,700 in 2014 worth more than € 18 million, with the areas of culture, sports and cooperation the most benefit from these grants.

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