City of Heerenveen: “Outgoing version of Grant Tracking System leads to exclusively positive feedback.”

Where local governments apply for various provincial, national, and European grants, they also provide grants within the local governments themselves. Associations and foundations active in areas such as sports or culture can apply for grants under certain conditions from local governments like Heerenveen. For a long time, this was done very conventionally, where applications had to be submitted physically, and the grant register was maintained in Excel. The outgoing module of the Grant Tracking System (SVS), developed in 2020, ensures much more efficient processes.

Stand out

This is also evident at the City of Heerenveen, says information manager Roland Kielema. In early 2021, he was tasked with improving the application process for grants at the local government during the implementation of a new system. They selected the outgoing module of the SVS through a competitive bidding process. “Beforehand, we first internally drafted a set of requirements and then sought out a supplier through a competitive bidding process who could provide us with a suitable system and guide us through its implementation. This led us to Ignite Group and Gilde-BT software. They immediately stood out due to their expertise and experience with grant processes.” “Ignite Group emerged as the top choice from the bidding process,” said Roland. “Due to the quality of their system, which is distinctive, user-friendly, and meets all current requirements,” he explained.

Step by step

A closer introduction followed shortly after. “Due to the challenges posed by COVID-19, implementing the system in the organization occurred digitally, which however never had a negative impact on the process.” According to Roland, the biggest challenge was that Heerenveen had never previously worked with a grant system, so there was a lack of clear requirements and specifications in that area. “Fortunately, Ignite Group and Gilde-BT have dealt with similar challenges before. We proceeded step by step through a series of sessions. Throughout this process, the teams from Ignite Group and Gilde-BT asked the right critical questions, prompting us to think about how to implement things as efficiently as possible. They then translated our ideas into the system, clearly explaining what was and wasn’t feasible.”

Phasing

Roland indicates that he and his colleagues have found the contacts to be very pleasant. Initially, the meetings were held biweekly, but later they transitioned to every three weeks. When necessary, one-on-one discussions were held. There was also regular email correspondence. “That went smoothly and efficiently. Responses to questions or requests were quick.” He mentions that the system has now been implemented. “We deliberately chose to phase the implementation for thoroughness. The first phase focused on submitting applications. In the second phase, these applications were processed internally. The third phase involved disbursing funds. Additionally, during the initial stages, we differentiated between annual and one-time grants.”

Job done

According to Roland, the feedback on the outgoing module of the SVS has been unanimous. “The feedback has been consistently positive. Both users and governmental staff appreciate the ease of use, efficiency, and clarity it provides. Previously, managing such applications was quite labor-intensive, and there wasn’t always a clear overview. Now, it’s clear at which stage an application is and what steps need to be taken. We faced a significant task, but thanks to the collaborative approach and flexibility of Ignite Group and Gilde-BT, we completed it smoothly without any issues.”