How the Hatt-Bucher Foundation digitized its grant management processes with Optimy

The Hatt-Bucher-Foundation is committed to enhancing the quality of life for individuals aged 65 and older who are financially disadvantaged. The foundation provides a range of support services, including hearing aids, financial aid for daily expenses, and funding for recreational activities and holidays. By alleviating financial stress, the foundation aims to bring happiness and comfort to the elderly community.

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Challenges

Before adopting the Optimy solution, the Hatt-Bucher-Foundation faced several significant challenges. The foundation received approximately 1,000 paper applications annually, resulting in a cumbersome and time-consuming process. Handling large amounts of paperwork, including detailed supporting documents, required extensive manual labor. 

Solution

The foundation chose Optimy based on strong recommendations from several peer grant-makers and a thorough comparison with other solutions. Optimy stood out for its flexibility and cost-effectiveness. Key aspects of the solution included digitizing applications, which eliminated the need for physical storage and significantly reduced paper usage. The recording of data and payment information as well as the summarization through the applicants eased the workload on staff. By integrating all applications into a single digital platform, it became easier to manage and track requests. Comprehensive training and ongoing support ensured a smooth transition and promptly addressed any issues.

Results

Despite the challenges in managing this digitization project, the implementation of Optimy has yielded impressive results. Many applicants have expressed their appreciation for the increased efficiency and convenience it provides. The foundation reduced its paper consumption drastically, contributing to environmental sustainability. Administrative workload, especially for staff member Monica, was reduced by 40%, allowing the team to focus on new projects and initiatives. The foundation now sends out approximately 1,000 decision emails annually, ensuring timely and effective communication with applicants. 

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