PASS Grants Manager (PASS FMM)

Grants management software for holistic and efficient controlling as well as issuing of grants for institutions

Why use a subsidy management software? Municipalities, public institutions and companies can take advantage of a variety of public funding programs with a wide range of funding priorities. This means that numerous organizational units apply for, manage, control and process funding projects. To ensure the success of funding measures, intelligent data management across organizational boundaries is essential.

With our Grants Manager (PASS FMM), the need for highly flexible (spontaneous) storage, processing and evaluation of data can be met. This increases the quality of data and enables smart decisions. Thus, our grant management software is the crucial building block for successful grant management and controlling.

In addition to the recipient side, PASS FMM also maps the active funding side (issuing of funding).

Are you looking for a solution to map the complex requirements of grants management Grants Management? Then take a look at our PASS Grants Suite.

Data exchange with and without PASS FMM:

Get an overview of passive or active funding options within our Grants Management application:

To passive promotion

To actively promotion

The flexibility of the PASS grant management software is also reflected in the free choice of modules. Based on the standard modules, each customer is free to decide which additional modules they would like to use. The standard version already covers a wide range of specialist requirements in grant management.

The Controlling Portal is an additional module of PASS FMM, which allows to graphically evaluate the data stored in the system. Each customer can access a variety of reports, which on the one hand always show a representation of the current key date and on the other hand show a progression over time, e.g:

Number of applications per funding program
Grants approved, requested and paid out
Total costs vs. own funds
Rejection and approval rates at organization level

Each user can also apply filters to the existing reports in order to display them according to his or her own professional requirements. Furthermore, each user can create new reports by combining different object categories (e.g. application, funding program and grant) as desired according to their reporting requirements. The map component can also be used to displaly approved projects with a spatial reference.

The Controlling Portal finally has a dashboard that each user can compile individually and export as a PDF.

[Translate to Englisch:] Foerdermittelverwaltungssoftware: Ad-hoc Reporting

A central task in subsidy controlling is the compilation of data based on specific and varying specifications. With the Grants Manager, any list can be created and exported with just a few mouse clicks. The generated search instruction can be stored in the Grants Management software as a standard search for the respective user, shared with other users and made available as a global search.

[Translate to Englisch:] Fördermittelverwaltungssoftware: Standard Reporting

If required, individual reports can be generated in addition to standard reports, e.g. to meet design requirements (graphics, logo, color) and data output (cover page and table of contents). For this purpose PASS FMM offers the so called Word-Reporting. The administration of the templates is intentionally easy to implement: only text markers have to be defined in the corresponding Word document, where data from the application should be transferred when the report is executed. These reports can either be executed directly within the user interface of the Grants Management software or automatically filed at a specific time and sent by mail to a previously defined group of recipients.

The connection to the electronic file (eFile) or to a document management system (DMS) is already included in the standard and can be implemented in different ways:

Calling up the DMS or eFile with a qualified web link, whereby no files are saved in the Grants Manager itself.
If a file is stored in the Grants Management software, then a mail with this file attached can be automatically generated and sent directly to the DMS for filing there. In the e-mail, the corresponding file number could also be transmitted so that the DMS can automatically file the file in the correct case.
All files of a project can, for example, be exported to a ZIP file at the end of the project and then stored in the DMS.

[Translate to Englisch:] Fördermittelverwaltungssoftware: Flexibilität

PASS Grants Manager is fully customizable and changeable. This means that adjustments can be made in the Software as a Service Professional operating model by the customer and in the Software as a Service Standard usage model based on consolidated customer requests:

Each field can be renamed, moved or deleted.
New fields can be created at any time.
Tabs are completely flexible.
Old data areas can be modified or deleted.
New data areas can be created.
All formulas and functions can be changed.
New formulas can be created at any time.
All displays and functions can be individualized.
etc.

From the project outline to the proof of use

Each funding program is based on its own guidelines, which set out the funding objectives and the requirements for specific implementation. The differences between the individual funding programs can be substantial. It is therefore all the more important to document these differences precisely in order to avoid errors that, in the worst case, could lead to the repayment of funding. This is exactly where our grant management software comes in and provides full support for grant management.

Support programs

Recording of the relevant funding programs with the corresponding specifications for the application process
Automatic deadline reminder when application deadlines are reached

Funding project

Mapping the master data of the project
Deposit of related documents (project outlines, attachment, etc.)

Funding request

Automatic linking with the associated project
Illustration of the key data of the application (start/end grant period, funding rate, eligible costs, etc.))
Recording of the approval notice and the associated master data

Rejection/ approval

Recording of rejections
Recording of multiple grant notices per funding measure (if necessary)

Resource planning

Recording of approved funds per financial year
Reconciliation of the planning with the costs claimed in the calls for funds
Plausibility check: Comparison of approved funds according to the grant notice with the budget planning

Call for funds (incl. award documentation)

Call for funds:

Flexible recording of funds calls per project
Reconciliation of funds submitted and funds disbursed
Plausibility check: automatic check of the funds available according to resource planning

Award Documentation:

Collection of comparative offers
Documentation of the award decision

Amendment notices

Recording of any number of amendment notices, including status tracking

Project completion

Automatic reminder of deadlines for the where-used list
Deposit of the final decision

With PASS Grants Manager you can define your own grant programs and accompany them throughout the entire life cycle of a project.

Support programs

Definition of cost items
Definition of total budget Support program
Status Budget current financial year
Status Budget over all financial years

Request

Definition expenses
Representation financing
Application review
Documentation requested and approved funds

Grant notice

Documentation of the means and the milestones
Resource planning for the relevant financial years

Call for funds

Submission of the relevant funds
Automatic reconciliation with funds planning

Where-used list

Transfer of the proof of use by the grant recipient via the system

Preparation of notices possible at all process steps if required

Notification

With Word reporting, you can access the data stored in FMM and automatically output it to Word documents. The creation of notifications is very simple and can be realized by the administrator on the customer side by determining which contents are to be transferred at the appropriate points in the grant management software via text marks.

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Usage models

SaaS Standard

SaaS Professional

On-Premises

Operational responsibility

SaaS Standard

by PASS

SaaS Professional

by PASS

On-Premises

IT department or IT service provider of the customer

Maintenance

SaaS Standard

included

SaaS Professional

included

On-Premises

separate maintenance contract

New user creation

SaaS Standard

by PASS

SaaS Professional

by IT department or IT service provider of the customer

On-Premises

by IT department or IT service provider of the customer

Customer data

SaaS Standard

encapsulation of customer data within the application through group reference

SaaS Professional

customer data in a separate mandate

On-Premises

customer data in any number of mandates

Customization options

SaaS Standard

extension/adaptation of the data model based on consolidated customer requirements

SaaS Professional

flexible extension/adaptation of the data model

On-Premises

flexible extension/adaptation of the data model

Accounting

SaaS Standard

monthly usage fee

SaaS Professional

monthly usage fee

On-Premises

one-time licensing costs and annual maintenance fees

PASS FMM is available as a SAAS solution in different usage variants: SAAS Standard and SAAS Professional. SAAS Professional provides a test system and a production system with administration rights. This results in a wider range of functions, which are explained in the following table in comparison to SAAS Standard:

Function

SaaS Standard

SaaS Professional

Data import/export to Excel

Plausibility check during data input

Define global searches

Mass data processing

Edit selection lists

Rechte & Manage rights & permissions

Document management

Notifications

Individual appointment reminders

Standard appointment reminders

Word reporting (define your own reports)

Word reporting (use standard reports)

Anonymization of data

View tracking log completely

Independent adaptation of the data model

Information on audit security and cybersecurity can be found here.