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Case Study: Digitalizing Grant Management at the Pohlad Family Foundation 

About the Pohlad Family Foundation

Client: Pohlad Family Foundation 
Industry: Family Foundation 
Key Stakeholders: Misha Dashevsky (Grants Manager)
Client Since: 2012 
Tools Used: SmartSimple Cloud 

Overview 

The Pohlad Family Foundation, founded by Carl and Eloise Pohlad, is dedicated to improving the quality of life in Minneapolis–St. Paul, through strategic grantmaking and community investment. But behind the scenes, a time-consuming, paper-based system was slowing down their ability to make an impact. By switching to SmartSimple Cloud for Grants Management, the Foundation digitized its operations, secured its data, and eliminated paper-based inefficiencies, resulting in a more agile, responsive, and user-friendly process for both staff and grantees. 

Challenges 

Prior to SmartSimple Cloud, the Foundation’s grantmaking processes were entirely manual and paper-based: 

  • Application materials and communications were physically mailed
  • Grants managers spent countless hours coordinating with grantees through hard copies 
  • All documents were stored in filing cabinets, creating risks around data loss and inefficiency 
  • Employee matching gift programs relied on labor-intensive mailing and processing 
  • To make matters worse, a switch to a different grants platform didn’t resolve the issues. Costs were rising, support was slow, and system rigidity made even minor updates burdensome.  

Solutions Implemented 

SmartSimple emerged as the top choice after a careful vendor evaluation process led by Program Officer Gina DiMaggio. 

Key reasons SmartSimple Cloud stood out: 

  • Digital document storage and security
  • Highly customizable workflows 
  • Support for employee matching gift programs 
  • Exceptional client support team 
  • No-code tools that empowered internal staff to make changes independently  

Impact & Outcomes 

  • Paperless, Secure Grantmaking 
    • All grant documents are now safely stored in SmartSimple Cloud’s secure system—eliminating the risk of lost files and drastically reducing reliance on paper. 
  • Simplified Employee Matching Gifts
    • What once required hours of mailing and follow-up now takes minutes. Employees have a better experience, fewer steps, and receive faster responses.  
  • Real-Time Access & Accountability
    • Program Officers now have instant access to grant data. Reporting is fast, flexible, and no longer dependent on static spreadsheets.  
  • Positive Feedback from End Users 
    • A post-implementation survey showed: 
      • 80% user satisfaction 
      • 70% reported no issues using the system 

Client Testimonials 

“We did a survey of our users asking about their experience with the grants system, and the response was very positive; 80% said they were satisfied with [SmartSimple Cloud] and 70% said they had no problems using it. I think SmartSimple has a solid understanding of what American private foundations need in an online solution.” 
— Misha Dashevsky, Grants Manager 

Key Takeaways 

The Pohlad Family Foundation’s move to SmartSimple Cloud brought their grantmaking operations into the digital age. With better security, faster communication, and drastically reduced manual effort, the Foundation is now able to focus more energy on community impact rather than administration.