The Ohio Tobacco Prevention Foundation (OTPF) is charged with the task of developing an aggressive and comprehensive plan to promote tobacco prevention and cessation efforts for the state of Ohio.  A large part of the foundation’s purpose is to distribute grant monies from this endowment to both public and private organizations focused on reducing tobacco use among all Ohioans.

With eight program managers managing approximately $30 million in grants annually, an increasing number of applications and over 90 grant recipients, precision and efficiency are vital to the success of OTPF.  The grant application, award and post-award process is an arduous affair, requiring the synchronization of many people and much information.  The sheer volume of administrative tasks associated with the previously paper-based grants process prohibited OTPF from running their grant program as they wanted.

Bamboo Solutions developed an internet-based solution for OTPF, using Microsoft SharePoint Portal technology.  The SharePoint portal solution provides collaborative, information-sharing capabilities between the grantor organization and the 90 plus grantee.  The familiar Windows-based format was easily adopted by all users and was designed to assist users in navigating through vast amounts of information; features that allow for targeting information to specific audiences.

"I am so impressed by this system that I had to tell you... I found it to be user friendly and the customer service is excellent! The system is so easy to use!" - Ohio Tobacco Prevention Foundation Grantee

Sample of Web Parts in use:

• Alert Plus - Notifies users when changes are made to relevant documents or applications and also when assigned tasks are coming due.
• Group Redirect - OTPF is able to restrict cross-site group member access to sensitive pages and redirect them to an alternate page with ease, protecting intellectual property. 
• User Account Setup, Password Change, Password Reset – Help minimize administrative tasks such as creating users, changing and resetting passwords.     

The SharePoint portal has assisted in Ohio Tobacco Prevention Foundation’s transformation from an overburdened organization to a highly efficient, coordinated, grant-issuing group.  This efficiency allows them to grow and focus on their main purpose – facilitating the fight against tobacco in the state of Ohio, not mastering the art of the filing cabinet. 

Interested in learning more about how SharePoint can help your organization manage grants?  Check out our new Grant Management Accelerator.  Designed specifically for organizations receiving grants, the Grant Management Accelerator helps track grant obligations to ensure that needed reports are filed on time and funds received are spent effectively.  Easily keep track of tasks, milestones, and deliverables.  Best of all, the solution can be customized to fit your need.