Jacobs Futura Foundation centralises grant management and governance with Microsoft Dynamics 365
Background & Challenges
Background
Every grant application received by Jacobs Futura Foundation represents an opportunity to support athletic development or rainforest conservation initiatives. As the foundation expanded its funding activities, it needed a more structured way to manage applications, assess eligibility, oversee approvals and track how funding was being used.
Many of these processes were managed through spreadsheets and manual administration, making it difficult to maintain consistency, track application progress and ensure the appropriate governance controls were applied throughout the funding lifecycle.
Challenges
- Manual grant management: Applications, assessments and funded projects were managed using spreadsheets and disconnected processes.
- Complex governance requirements: The foundation needed a structured way to review, score and approve applications while ensuring funding criteria were consistently met.
- Limited visibility of application progress: Tracking approvals, project activity and communications relied on manual processes and email.
- Document management challenges: Supporting documentation and project reports needed to be managed alongside application records.
- Limited reporting foundations: The organisation lacked a centralised data source to support future analysis and reporting.
Solution & Implementation
To support a more consistent and transparent grant management process, Jacobs Futura Foundation required a system capable of managing applications from initial submission through to project delivery and outcome reporting. Pragmatiq delivered a tailored Microsoft Dynamics 365 Sales solution to support the full funding lifecycle.
Applications progress through structured stages, from qualification and due diligence through to approval and ongoing project management. A custom user experience was developed to replace an existing spreadsheet-based scoring process, creating a more consistent and auditable approach to due diligence.
Alongside Dynamics 365, Pragmatiq implemented a Copilot Studio agent that enables users to search and retrieve information across Dynamics 365 and SharePoint from a single interface. SharePoint integration connects grant records with supporting documentation and project reports, while Outlook integration provides visibility of application-related communications.
Key Features of the Solution
- End-to-end grant management: Applications, assessments, approvals and funded projects are managed within a single platform.
- Custom due diligence processes: A tailored interface supports due diligence scoring and assessment activities, replacing spreadsheet-based evaluation methods.
- Structured governance and approvals: Stage-based processes and automated notifications help ensure approvals are completed at the appropriate point in the lifecycle.
- Integrated document management: SharePoint integration connects grant records with supporting documents and project reporting information.
- Copilot-powered information retrieval: A Copilot Studio agent enables users to search and retrieve information across Dynamics 365 and SharePoint from a single interface.
- Connected activity tracking: Outlook integration provides visibility of communications relating to applications and funded projects.
Outcomes
By replacing spreadsheets and manual processes with a structured platform, Jacobs Futura Foundation now has greater visibility across grant activity, stronger governance controls and a foundation for future reporting and analysis.
- Improved governance and auditability: Applications, approvals and project activity are managed through a structured and traceable process.
- Greater visibility of grant activity: Teams have a central view of applications, funding requests, project progress and supporting information.
- Connected information and documentation: Grant records, communications and supporting documents are managed together within a single ecosystem.
- Stronger reporting foundations: Centralised data collection provides the basis for analysing application performance, project outcomes and funding activity over time.
- A scalable platform for growth: The solution provides a flexible foundation that can evolve alongside the foundation’s future requirements.
