Management Software for Academic University Grants Programs

Funding research at a university represents the backbone of innovation, scientific discovery, and engagement. It could be a government-sponsored research grant on climatic change or a research grant on a medical breakthrough or a research grant on a field of study in the social sciences, and research at a university happens through academic research grants. Handling research grants, however, is no simple feat.

Through this blog, we will learn the function of grants in higher education, examples of grants for university students, and why a software for grants handling would be necessary and how Fluxx would make the entire process smooth.

What Are University Grants?

Scholarship grants are forms of funding offered in support of research or public service projects or programs for higher learning institutions. These sources of funding come in the form of government agencies, foundation awards, or even from a corporation, and the funding is not repayable, unlike a loan.

Such grants can support research by the faculty, innovation in STEM education, social equity programs, and infrastructure. They generally require the institution to submit an application that may cover goals, budget, timeline, and expected results. After the award, the institution is expected to administer the money in accordance with the regulations of the granting agency and is expected to make periodic reports to the agency.

These grants can have timelines that are not fluid but have set beginnings and endings. In fact, grants offered by other organizations such as NIH can involve several different departments that can include everything from a PI to a finance department, graduate students, as well as administration.

Examples of University Grants

There are several kinds of grants administered in universities which have specific application procedures, terms of the award, as well as tracking processes. These include:

• National Science Foundation Grants: Supports research work in fields such as engineering, computer science, and mathematics.
• National Institutes of Health (NIH) Grants: Funding innovative biomedical and public health research.
• Grants from the Department of Education: Including Title III and Title V to improve institutions and to address the needs of historically underserved populations.
• Humanities Grants: Such as those offered by National Endowment for the Humanities (NEH), which finance academic study in history, language, and philosophy.
• Private Foundation Grants: From sources such as the Gates Foundation, to innovation in health, education, and equity.

In each case, there are likely specific partners, deliverables, and reporting requirements. These are just a few examples among many.

Reasons Why They Must Be Managed Using Software

The scale of research funding at universities makes software an essential tool. Research management entails processes such as handling proposals, tracking awards, post-award compliance, and closeout. Universities must contend with handling proposals, budgets, contracts, sub-awards, and performance information. However, compliance with regulation requirements must also be ensured.

If there is no proper system, grant teams will encounter problems such as delays, reporting problems, and failure to adhere. Grant management software ensures that all grant data is stored and handled centrally and that grant teams are using one source of truth. Grant software also leads to a reduction in paperwork and provides grant leaders with insights and data they need to make informed decisions. Grant software is also scalable.

The Disadvantage of Tracking University Grants Manually

Although many institutions use spreadsheets, emails, or outdated software, this model comes with risks associated with inefficiency. These may include:

• Human Error: This occurs because of formula errors or the entry of figures into spreadsheets, which may affect financial calculations and compliance.
• Version Control Confusion: Managing changes across several teams is extremely difficult without a common platform.
• Siloed Communication: There can be multiple documents or databases for finance, legal, program staff, and faculty, leading to duplication or miscommunication.
• Vulnerability to Audit: In the absence of a well-defined trail of audits, there is a significant vulnerability to audits, especially when they are carried out by
• Delayed Decision-Making: When a leadership team doesn’t have access to real-time data, it makes it difficult for them to make

It makes teams work slowly, adds unnecessary risk, or makes growth difficult to manage.

Other Academic Grant Software Universities Need

However, from a university’s perspective, the combination of grant management software with a range of technology tools would be highly beneficial:

• Financial Systems (ERP): These include Workday, Oracle, or Ellucian Banner systems that are used for budget tracking at the institution.
• CRM for Advancement: Tools such as Salesforce Education Cloud can help in handling relationships with donors as well as grantmakers.
• Tools for Project Management: Tools like Asana or Smartsheet can be used to monitor research milestones and timelines by PIs and research personnel.
• Compliance Systems: Tools to manage IRB submissions, conflict of interest statements, and export control forms help to ensure that research remains ethical and legal.
• Learning Management Systems (LMS): Though unconnected to the grant per se, Canvas or Moodle may be linked to educational projects involving grants.

When effectively integrated, such tools form a full academic infrastructure that enables transparency and collaboration.

How Fluxx Grant Administration Helps Academic University Grant Programs

Fluxx is designed to handle complex grant making, which makes it an ideal solution for institutions of higher education. Right from the submission of a grant proposal to its close-out phase, there is a seamless solution in the cloud-based system offered by Fluxx.

With Fluxx, research offices at universities can:

• Stow all grant-related documentation and communication in one place
• Manage user permissions by department, PI, and function
• Automate workflows related to compliance notifications, reporting deadlines, and approvals
• Compare spending and performance measures simultaneously
• Create reports that satisfy government, foundation, and institutional requirements

Fluxx also integrates with your ERP, advancement, and compliance systems, giving your institution a single source of truth for all awards. Whether you are managing 50 awards or 5,000, Fluxx provides the scalability and visibility you need for success.

Creating a Smarter Future for University Grants

While innovation in the academic field is fueled by research, grant management in these institutions does not have to pose a hindrance. With the aid of the appropriate software, these institutions can shift from a reactive approach to a proactive one. Fluxx is poised to help your university with the ability to provide tools to streamline, secure, and communicate outcomes.

If your university is ready to improve the grant process, Fluxx is your partner for making this a reality.

Request a demo today and learn more about the ways in which top institutions are using Fluxx to effectively and confidently manage research funds.