As a tech-agnostic firm, we have had the opportunity to support organizations in conducting RFIs and RFPs to implement a variety of SaaS-based solutions.
In supporting organizations in RFIs, we have begun to see a theme: SaaS solutions are built to be flexible and are marketed to apply to a wide range of domains. This is not a negative attribute but an important reality to recognize. We say this because when you are reviewing a SaaS proposal, the proposer can make it seem as though the system was built specifically for your entity’s workflows. In reality, it is simply capable of supporting your specific scenario through configuration.
There are three major categories of software, and we think it is important for organizations to understand the ecosystem of solutions:
Grant Management Solutions
These are purpose-built grant management systems—designed specifically to manage and operate large-scale grants. They track key elements of recipient information, automate qualification status and approvals, and include critical functions such as financial tracking, compliance, and reporting.
Case Management Solutions
These systems help organizations collect client data in a structured format and build workflows around the review and disposition of that data. In customer service-oriented organizations, these systems are primarily built to intake and resolve cases or tickets. In legal or social-service settings, case management includes longitudinal tracking of individuals, multi-agency collaboration, and compliance-driven documentation.
Workflow Management Solutions
A workflow management system enables users to define a sequence of tasks (e.g., data collection, quality assurance, and assessment). Many workflow solutions lack built-in financial governance, auditing, or grant-specific compliance features. While they can be configured for approvals and routing, significant customization may be required to make them viable for full grant lifecycle management.
Conclusion
Whether addressing disaster recovery grant management or permit management for a county, there will always be systems designed specifically for those needs. At the same time, there will also be case management or workflow systems that can be adjusted to fit.
If you find yourself evaluating a SaaS solution, make sure you understand the original intent of the product and its long-term roadmap to properly assess your go-forward plan. There are trade-offs between procuring an adaptable system versus a purpose-built one, and these decisions require nuance and a clear understanding of your organization’s long-term strategic direction.
If you need help in evaluating systems to maximize your long-term ROI, please reach out to the Karma team.
Also published on Medium.