Research offices are receiving more funding requests than ever, yet many still rely on manual processes that hinder their ability to keep pace. When staff are stretched thin, reviews slow down, reporting becomes harder to manage, and promising discoveries wait longer for support.
Grant management software, like Foundant, helps ease that strain. By giving researchers, funders, and administrators a centralized way to track applications, monitor progress, and manage awards, even small teams can move decisions forward with confidence and clarity.
Why does administrative overload limit research progress?
According to recent NSF data, major research funders evaluate more than 40,000 funding proposals each year. That level of demand creates real pressure on staff time, especially when the systems supporting grantmaking haven’t kept pace.
In research funding, every hour spent navigating spreadsheets or re-entering data is time taken away from advancing discovery. Yet as application volume grows and compliance expectations become more complex, the administrative load grows alongside it.
When fragmented tools (spreadsheets, email threads, or outdated databases) are stitched together to create a grant management system, it becomes difficult to see a full and accurate picture of a program. Reporting often requires manual workarounds, which increases the risk of delays, inconsistencies, or overlooked details.
Without integrated reporting, funders struggle to connect investments to outcomes or communicate impact clearly to leadership and their wider community.
These inefficiencies add up, with grant administrators spending nearly 35% of their time on admin-related tasks. It also slows the pace of innovation, limiting your foundation’s ability to support meaningful innovation.
How does Foundant transform grant management for funders?
Approving a research grant proposal is rarely quick. According to the NIH, it can take up to 20 months for some grants to move from submission to award. During that time, administrators are reviewing applications, preparing documentation, coordinating reviewers, and checking for compliance at every step.
When these workflows rely on manual processes, errors are more likely. Staff spend valuable time reconciling information instead of guiding programs forward. Grant management software helps ease that strain by providing a more reliable, connected way to manage applications, reviews, awards, and reporting.
Foundant’s grant management software is for funders, so the tools reflect what research offices need most: consistent processes and a secure place to manage information.
Foundant also supports:
- Configurable workflows: Adapt to different program structures without requiring extensive IT involvement.
- Dashboards and reporting tools: Gives teams real-time insight into outcomes and helps them communicate impact confidently.
- Integrated financial tracking: Staff always know where each dollar is in its lifecycle.
With these pieces working together, funders spend less time hunting for information and more time supporting the research that drives discovery.
The digital playbook: How funders can reduce admin and boost impact
Introducing grant management software to foundation staff doesn’t have to feel overwhelming. When funders focus on a few high-impact improvements first, they can begin seeing meaningful results in a matter of weeks.
1. Where should you start?
Before implementing new tools, take time to understand what is already working and what slows your team down. A simple process audit helps reveal:
- Points where staff re-enter the same information
- Review loops that take longer than expected
- Manual steps that consistently cause delays
These observations make it easier to prioritize which workflows should be automated or redesigned first.
2. How can you simplify application and review management?
Centralization makes every stage of the review process easier. With Foundant’s research grant management solutions, funders can gather applications, assign reviewers, and monitor progress in one place.
Bringing all activity into a single system simplifies coordination, reduces back-and-forth communication, and helps decisions move forward more consistently.
3. How can you strengthen governance and transparency?
Clear governance builds trust in the review process. Role-based permissions within your grantmaking system ensure that reviewers and staff see only the information relevant to their responsibilities.
This protects sensitive data and creates a reliable audit trail that supports accountability at every stage.
4. Automate post-award administration
Administrative work doesn’t end when a grant is approved. Funders still track progress, monitor requirements, and communicate with grantees throughout the award period. Foundant makes this easier by automating key tasks such as:
- Award notifications
- Payment schedules
- Compliance and reporting reminders
Configurable templates help teams stay organized, reduce follow-up, and keep every award on track.
5. Use data to drive strategic decisions
Data plays a vital role in understanding impact. Foundant’s integrated reporting tools combine outcome data with financial information, making it possible to:
- Assess ROI with greater accuracy
- Spot emerging trends across research areas
- Maintain a balanced and intentional funding portfolio
With clearer insights, funders can align their giving with the areas where research has the greatest potential to make a difference.
What Quick Wins Can Funders Achieve in 30–60 Days?
The impact of a grants management system can be felt quickly. Within the first 30 to 60 days, many funders see measurable improvements, including:
- Reducing duplicate data entry by connecting finance and grant information in one place
- Cutting down on manual follow-up by using automated email templates
- Making evaluations more consistent by establishing standardized reviewer criteria
- Visualizing funded projects and key milestones through an early impact dashboard
Even these early changes can save staff several hours each month. That reclaimed time gives teams more room to focus on strategy, relationship-building, and the research that moves their mission forward.
What metrics prove that “less admin” delivers more impact?
The benefits of digital transformation in grant administration software show up quickly, and they’re measurable. Funders who move to an integrated, cloud-based system often report:
- Shorter review cycles
- Noticeably lighter administrative workloads
- Higher compliance rates
- Clearer visibility into program performance
When teams can access accurate data without having to chase it across multiple systems, decision-making becomes faster and more confident.
What does success look like?
Success with grant management software often looks like connected systems, shorter decision timelines, and higher reporting compliance.
When Foundant’s research grant management solutions work together, funding teams gain the capacity to focus on analyzing impact data, developing new funding models, and collaborating with grantees.
Foundations that adopt this approach frequently see improvements in governance and a clearer understanding of program outcomes. As the SickKids Foundation shared,
“We’re going to be able to pull impact data and statistics much easier now, and see what our researchers are accomplishing.”
That clarity helps research programs move forward with greater confidence and efficiency.
From administration to advancement
Research moves forward when funders have the time to focus on insight, collaboration, and the strategic support grantees rely on. When administrative work becomes lighter and information becomes easier to access, teams are better equipped to champion the discoveries that make a lasting difference.
Foundant’s grant management software helps research funders streamline operations, strengthen governance, and make data-informed decisions that support meaningful breakthroughs.
Ready to spend less time managing grants and more time enabling discoveries?
Start a conversation with Foundant to explore how a digital grant management system can help you simplify administration and strengthen your funding impact.