Grant Application Management System | The Birkdale Trust for Hearing Impaired
Bringing efficiency, structure and transparency to grant application processes.
Result : Grant admin time reduced by 65%, 100% reduction in manual paper handling and streamlined management of 720 grant applications per year
The Customer
The Birkdale Trust for Hearing Impaired is a UK-based charity providing financial support to children and young people with hearing
impairments, as well as organisations that support them.
The Trust focuses on advancing education and promoting the welfare of hearing-impaired young people, offering grants for a wide range of needs including auditory equipment, therapy, training and specialist assessments.
Grants are awarded to individuals up to their mid-twenties, as well as to organisations working closely with young people across the UK
Their Pain
The Trust’s application and review process was highly manual and time-consuming.
Applications were submitted on paper, requiring manual checks and validation alongside supporting documentation. Once reviewed, all
materials had to be photocopied and distributed to nine trustees ahead of bi-monthly meetings.
With up to 60 applications per month, this created a significant administrative burden. This was particularly challenging given the charity operates with only one paid administrator and a board of volunteer trustees.
The Trust needed a digital solution to manage applications, streamline reviews and reduce manual administration.
Our Solution
Using Flight’s configurable platform, we developed a Grant Application Management system tailored to the Trust’s processes.
The system digitises the entire application lifecycle, from submission through to trustee review and final decision-making. Applicants
complete an online form specific to the type of grant they are applying for, with the ability to save progress and return later.
Once submitted, applications are reviewed by the administrator, who can request additional information via the platform if required, before progressing them to trustees. Trustees are automatically notified and can securely access applications, review supporting documents, and record their votes and comments within the system.
Automated reminders ensure timely participation, whilst a dedicated meeting view allows final decisions to be reviewed and confirmed. Outcomes are then recorded in the system and communicated automatically to applicants and reports are generated to summarise activity and grant allocations.
Key Features
- Configurable application forms based on grant type
- Save and return functionality for applicants
- Role-based access for applicants, trustees and administrators
- Trustee voting and comment tracking
- Automated email notifications and reminders
- Application and grant reporting
- Secure document upload and storage
- Automated applicant communications
- Website integration for applicant account creation
Impact
“Our collaboration with Blue Wren has transformed how we manage grant applications.
By digitising what was previously a manual, paper-based process, we have significantly reduced physical paperwork and the administrative
burden. The system allows trustees to efficiently review applications, collaborate on decisions and stay on track with voting.
Whilst we hope to continue to develop the features of the system, we now spend less time managing paperwork enabling more time to focus on supporting the young people and organisations we exist to help. Blue Wren has been and continue to be very supportive in our
digitisation journey.”
– Chris Bevan, Trustee
