Grant Management Software

eCivis is the only end-to-end grant management system in the nation for state, local, and tribal governments.

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Our Experience and Results

When it comes to grants, our conversations with state, local, and tribal governments have found that their greatest challenges are:

  • Workload created by grant research and administration
  • Changing guidelines and training needs
  • Collaboration and information sharing

With over 3,500 government implementations and tens of thousands of users, eCivis is proud to have the nation's leading SaaS grant management system.

Our Software's Capabilities

SaaS Capabilities:

  • Unlimited user accounts within an organization
  • Data integration capabilities with ERP and financial systems, including Tier 1 and Tier 2 systems
  • Multi-layered organization/account structure, for aggregation and reporting of data
  • Guaranteed uptime of at least 99.8% (excluding scheduled maintenance)
  • Ability to create, delete, and edit user accounts controlled by role-based permissions
  • All reports are exportable to Excel or CSV format
  • Infrastructure/application supports server-level performance of average transaction time of less than two seconds

Security and Back-up:

  • Secure access from within and outside of organization’s network environment
  • Configurable role-based permissions, preferences, and alerts, including read-only access
  • Data and file redundancy, including off-site backups of incremental data
  • SSAE 16 SOC 1 Type 2 compliant
  • Open Web Application Security Project (OWASP) certified
  • PCI DSS compliant

Grant Research Capabilities


  • Analysis of key projects relevant to local governments, including likely sources of funding and examples of previously funded applications
  • Grant funding information is fully integrated into the software application to streamline the transfer of key data elements such as due dates, award amounts, and matching funds into award and post-award management
  • Grant listings are searchable by keyword, eligibility, matching funds required, and funding agency
  • Save search criteria and automatically generate email alerts when new data meets search criteria
  • Route grant information to users both within and outside the system
  • Save individual grants with application intention and personalized notes
  • Role-based reporting on usage and grant research activity for any time period
  • Role-based review of all user-saved grants


  • Contains materially all federal & state grants intended for U.S. recipients for the last five years
  • Contains foundations with a history of giving to local governments
  • Contains all application materials including notices of funding, application files, guide files, federal and state forms
  • Contains information culled from agency program officers that is not publicly available (e.g. information increasing the chance of winning)
  • Contains original analysis on grant information as opposed to a direct copy of or simple link to publicly available information
  • Includes monthly federal legislation updates on key legislation affecting local governments
  • Includes specific scoring criteria for grant proposals
  • Financial and matching information for each grant is available, including allowable types of in-kind support
  • Application procedures are clearly delineated
  • Includes lists of previously awarded grantees
  • Includes grant-specific keywords for each grant to enhance searchability
  • Grant information is updated on a regular basis with update activity notated clearly
  • Includes proprietary articles on grant-related topics

Pre- and Post-Award Management Capabilities

Project Management Features:

  • Create an unlimited number of projects
  • Set up project teams with specific permissions for each team member
  • Select project teams across multiple departments
  • Align projects to organizational and departmental strategic objectives
  • Associate projects with departments
  • Supports usage by internal staff, as well as limited access to users outside the organization
  • Track both original funding and allocation of a funding pool to multiple projects
  • Support Uniform Grant Guidance (2 CFR 200) requirements.

Grant Lifecycle Management Features:

  • Supports a traditional pre- and post-award grants workflow including intuitive guidance to support phases within each stage, such as consideration, application, award, implementation, reporting, close-out, and archival
  • Integrate grants information from such as due date and matching information
  • Provides automatic alerts to project team upon material change in grant application or compliance requirements
  • Collects key financial, performance period, and compliance information
  • Assign tasks to project team members
  • Create custom task and process workflows that can support policy and procedures
  • Create custom approval workflows
  • Create groups to manage tasks and/or approvals
  • Solicit awards in a competitive or discretionary process
  • Manage solicitations and awards applicants/sub-grantees
  • Create customized tasks and set reminders
  • Schedule and assign all post-award financial and progress reports
  • Alerts to indicate when tasks are not completed
  • Configurable calendar functionality
  • Automatically alert central management or finance when key milestones are achieved
  • Full validation to ensure workflow entries are completed correctly
  • Detect and notify if multiple departments are evaluating or applying for same grant program

File Management Features:

  • Upload an unlimited number of documents at each stage of the grants workflow
  • Automatically associate documents with grants workflow steps
  • Retrieve documents at project, departmental, and organizational levels by document category

Reporting Features:

  • Pre-defined and configurable reports
  • Supports reporting access based on user role and department assignment
  • Reportsthat reflect all pre-award and post-award activity, from evaluation to close out
  • Configurable reports that show all completed, pending, and past-due tasks
  • Reports that show late financial and progress reports
  • Reports that reflect spending and reimbursement activity by project, grant, and performance period
  • Grant utilization reports, including actual-to-budget and spending-to-date
  • Grant conflict reports
  • Create and save configurable reports, selecting from all grant data elements within the system

Data Integration Capabilities

Integration Features:

  • Securely import or export financial data from ERP or financial systems to match financial data with each grant award
  • Automated import or export process with a frequency of daily, weekly, or monthly
  • Automated import or export process that requires no manual uploads or frequent configuration to perform
  • Allocate imported financial data into the correct project and grant
  • Clear documentation of the process to avoid long implementation times

Training and Support

Training Features:

  • On-demand, self-guided courses on grant writing, grants management, compliance, and fundamentals of grants
  • Expert handbooks and reference material related to federal grant acquisition and management
  • Access to webinars and other rich media resources covering relevant grant-related topics
  • Searchable library of resources and news that cover all aspects of the grants lifecycle including professional and organizational topics
  • Templates and forms
  • Extensive grants glossary

(877) 232-4847 Support:

  • Unlimited telephone support for every user
  • On-demand, self-guided training for all products
  • Implementation team and project management contact
  • Dedicated support team
  • Optional customized onsite training
  • Optional professional assistance with the import of current and historical grant data

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