SmartSimple

GivingData

GivingData helps grantmakers streamline processes, get the right information when needed, and build stronger relationships with their grantees. GivingData is a platform that empowers foundations to work in true partnership with their grantees. By streamlining workflows and making data more accessible, teams can stay focused on their mission.

Features

• Grants Management
• Dashboards and In-Built Reporting
• Real-time payments and approvals dashboards
• Flexible, automated grant process management
• Grantee portal for applications and reports
• CRM feature include Gmail and Outlook integrations
• Coding hierarchy for award/payment tracking and budgeting
• External reviewer portal
• Data visualisation tools
• Comprehensive reporting features

Benefits

• Streamline grantmaking processes that save time and improve data quality
• A grantee portal that reduces burden for your charity partners
• Programme & relationship management to support data- informed, strategic decisions
• Personalised dashboards to organise your most relevant information
• Flexible knowledge management tools to make data and documents accessible
• Scenario planning to ease forecasting and data tracking across programs
• Quantitative and qualitative tools to analyse grantmaking activities and results
• Streamlined application process for grantseekers
• Full cycle grants management
• Strengthen work of grants managers, programme officers and charity partners.

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at captureteam@smartsimple.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

601112186833412

Contact

Brendan Bardley
+353 879 195 200
captureteam@smartsimple.com

About your service

• Service categories:

  Application Development and Deployment

  Software quality and life cycle

  • Software change, configuration and process management
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: No constraints.
• System requirements: Internet browser

User support

• Email or online ticketing support: Yes
• Support response times: Provider makes its support hub available twenty-four (24) hours per day, with live support offered Monday to Friday from 13:00 to 01:00 GMT/BST (excluding U.S. federal holidays). Unless required by applicable law, support communication is provided in English. Response times are available in the Service Level Agreement. Please visit https://www.givingdata.com/terms/sla
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: All of the following support levels are available at all subscription levels at no extra cost.; Pre-Implementation: Identify core team, Gather key resources, Plan for data migration, Map critical processes, Follow helpful checklists; Implementation: Migrate data + documents, Configure system settings, Translate processes into GD; Client Success: 30-60-90 day post-implementation journey, Account Review meetings, Best practices, Product optimisation; GDCentral (gdcentral.givingdata.com): Connects GivingData users to each other and resources, Product Roadmap, Source ideas for product development and provide feedback; Knowledge Base (knowledgebase.givingdata.com); Library of instructional and informational content designed to help you learn about GivingData and manage your site; Learning Management System; Short courses to help familiarise yourself with the software; Support Team: Error messages, Strange behaviour in the site, Basic how-to questions, Integration set-up and troubleshooting, Urgent issues (e.g. site outage)
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: On-line training is available depending on client requirements. User documentation in the form of training videos is provided to clients in through our Knowledge. Base and client forum.; ; All clients start at the scoping phase of the project where we review the current business processes, pain points of the current process, and goals for the new solution.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Videos
• End-of-contract data extraction: The client owns all of their data stored in the platform. GivingData acts as the data steward. The platform can provide all client-stored data to National Archives Electronic Records Archives (NARA) standards. The significance of this functionality is that it provides self-serve access to all data within your system in a format that you can use without the requirement of the GivingData application/platform.
• End-of-contract process: Contract pricing is based on two components;; 1) Initial One Time Fee for System Configuration - this is an implementation fee associated with setting up a system to authentically reflect an organization's business process; 2) Subscription Fee - Access to the configured system and includes all support and maintenance costs.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Our platform is fully optimised for mobile use, including uploading images or documents from your mobile and completing applications.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: At a high level, our accessibility work aims to:; 1. Ensure that things that are interactive are usable by mouse users and keyboard users, and understandable to screen readers.; 2. Ensure that color contrast is sufficient so people with visual impairments can still see the content clearly.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Testing is done on the platform at each upgrade including screen reader testing. In addition, we offer guidance to clients on meeting accessibility standards with their own branding in platform and testing sites available.
• API: Yes
• What users can and can't do using the API: GivingData supports the following APIs:; ; Web Publishing: These APIs allow for the retrieval of Published Grants data and pairs with our Published Grants feature. The Published Grants feature allows you to decide which Organizations, Grants and Payments should be published, create separate grant Titles and Descriptions for external audiences, and manage a 990 Description for each grant. ; ; CRM: These APIs allow you to retrieve and manage Contacts and Organizations from GivingData. You can manage Contact roles and their associations with Organization and Request records, email addresses, phone numbers, and street addresses. If you have an external CRM, and depending on how your integration is set up, you can use these APIs to keep your GivingData CRM data synchronized.; ; Payment: Grantmakers of all sizes rely on GivingData as their Grants Management System but often want to share data with other systems in their tech stack. GivingData’s Open APIs allow you to pull data from GivingData, publish your grants data to your external website, and develop integrations with other systems. Payment endpoints are now available in GivingData’s Open APIs.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: GivingData is designed as a purpose-built, configurable solution rather than a custom-coded platform, allowing foundation staff to tailor the system to their unique needs without vendor intervention or specialized technical expertise. Its architecture emphasizes flexibility across several core areas:; -Administrators can independently define custom grant stages and dispositions, such as "Exploring," "Planning," or "Approved," and create unique statuses within those stages to mirror internal business processes.; -Automated Workflows are composed of customizable task templates that can be manually assigned or automatically triggered based on specific criteria, ensuring process efficiency and accountability.; -Foundations can customize automated due-date and overdue notifications for both internal staff and grantees, specifying exact intervals.; -Form Logic: Forms support conditional branching logic, which displays or hides questions based on an applicant's answers or internal coding on a record.; -Custom Fields and Labels: Administrators can add an unlimited number of custom fields for application and report forms.; -Dynamic Document Merging: Using a Microsoft Word Add-in, users can create standardized document templates that automatically merge data from database fields.; -Personalized Insights: Users can create custom dashboards and saved searches (SuperSearch) tailored to specific roles.; -Granular Permissions: Using Role-Based Access Control, admins can define granular permissions for users or groups.

Scaling

• Independence of resources: The system was designed for infinite horizontal scalability to meet user demands through the operation of a load balanced environment through multiple application servers.

Analytics

• Service usage metrics: Yes
• Metrics types: GivingData provides cloud-hosted services on the Microsoft Azure platform, which is designed to be fault-tolerant and scalable. To maintain high availability and reliability, the system uses geographic redundancies, meaning data is replicated across different regions to prevent service interruptions.; The platform's "Availability" is audited annually through an independent SOC 2 Type 2 report, which assesses the operational efficiency of the system's uptime controls. Additionally, GivingData maintains disaster recovery plans and real-time replication to ensure business continuity in the event of a significant failure.
• Reporting types: Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Other
• Other data at rest protection approach: Encryption of data using SQL TDE/AES-256
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Data Erasure

Data importing and exporting

• Data export approach: The platform supports many data export/extraction tools. Data export types include Native APIs, Export to JSON/XML, and other native tools. Additionally, supported data export formats include JSON, XML, XLS, PDF. involvement is required to access these reports and export to excel, etc.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Payment Import Tool
  • Contact Import Tool

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: All data is encrypted in motion (SSL) and at rest (hard drives encrypted - AES 256-bit key).
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Other (only allow access via VPN and with conditional access)

Availability and resilience

• Guaranteed availability: GivingData uses commercially reasonable efforts to cause the Service availability in any month to be not less than 99.9%.; ; SLA penalties are on a per client basis.
• Approach to resilience: Available upon request.
• Outage reporting: Email Alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Attribute Based Access Control (ABAC) and Role Based Access Control (RBAC) dictates everything from portal access to application access to the ability to view and modify the contents of a field. These controls extend past the user role, and encompasses the context (location, time of day and other attributes) to the field level. The primary mechanism used to manage permissions within the system is the security matrix. This defines how users can interact with each level of data, based on the way they need to interact with the data. Access settings includes deny, view, add, edit, delete, and assign.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: Between 1 month and 6 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: GivingData is compliant with SOC 1, SOC 2 Type II, SOC 2 and Cyber Essentials (being renewed).
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Requests for changs or enhancements to the platform can come from clients or internal personnel. Givingdata, reviews, prioritized and assigned changed requests. Change management activities are tracked within the project management tool. A change is authorized for development when it is assigned to the iteration. Givingdata maintains separate environments for development testing and production. Code is checked out, and peer reviewed before merging back into the code repository. The change is then deployed, tested and approved.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We are scanning our code/libraries (SCA) and run-time using SAST, DAST and penetration testing. Also, getting external feeds about vulnerabilities in our libraries. We follow our policies and SLAs for remediation based on the identified risk. The information is directly fed into our SIEM and vulnerability scanning tools.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: We use SIEM and ASM to ingest logs from our production and look for security events including data breaches. We follow the IRP to respond to incidents. There are workflows built in to take actions to respond in an automated manner in some use cases. We triage and respond based on the severity. Sec 1 and 2 gets the highest priority.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Yes, we have pre-defined processes for common events. IRP and DBIRP (Data Breach Incident Response Plan) are in place. Security incidents are automatically generated in our security monitoring tool but users can also open tickets through heldesk. Reporting is done by generated dashboards in the security monitoring tool.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Login Access to a Demo site.

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 4%
• Between £250,000 and £500,000: 6%
• Between £500,001 and £1,000,000: 8%
• Between £1,000,001 and £2,500,000: 9%
• Between £2,500,001 and £5,000,000: 9%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: Thursday 20 May 2021
• What the ISO/IEC 27001 doesn’t cover: Please note the above certification is for SmartSimple Cloud and not the other services offered by the organisation.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI
• ISO 9001 accreditation date: Tuesday 30 April 2024
• What the ISO 9001 doesn’t cover: Please note the certifications listed in the application are for SmartSimple Cloud and not the other services offered by the organisation.; ; Cyber Essentials and SOC2 Type 2 certifications noted below are available for all services offered i.e. SmartSimple Cloud, Grants Lifecycle Manager and GivingData.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Cf154920-9b00-49aa-9a6c-9689e36c6912
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: Yes
• Any other security certifications:
  • SOC1
  • SOC2 Type II
  • SOC2 HITrust
  • SOC 3

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at captureteam@smartsimple.com. Tell them what format you need. It will help if you say what assistive technology you use.