"The Grant Factory" (Grant Management System)

The Grant Factory takes a grant from the opportunity your team finds, through the application and the award, to the spending, reporting and closeout the funding agency requires. It keeps each award's terms, budget, deadlines and subrecipients in one place, matches expenditures from your financial system to the award, and prepares the performance and financial reports for your staff to approve and submit. Every decision and document is kept for your single audit and the agency's monitoring.

The problem it solves

Cities and counties now manage more federal and state awards than their grants offices were built for, often from several programs with different rules. Opportunities are tracked in inboxes, applications in shared folders, and post-award compliance in spreadsheets kept by one or two people. Expenditures sit in the financial system without a clear link to the award and budget line they belong to, reports are assembled by hand each quarter, and subrecipient monitoring is uneven. When the single auditor or the funding agency asks for support, the evidence is scattered or missing.

Who it’s for

• Central grants offices and grants coordinators in cities, counties and special districts
• Department program managers who run grant-funded projects
• Finance staff and grant accountants who track spending and draw down funds
• Budget offices, managers and elected bodies that approve applications and awards
• Single auditors and funding agency monitors who review the records

1. FindOpportunities from federal listings and the state and private sources you add are matched to your priorities, and the ones worth pursuing are assigned to an owner with their deadline.
2. ApplyApplications are prepared in a shared workspace with tasks, documents, the budget and the match commitment, and approved internally before your staff submit them to the funding agency.
3. ManageOn award, the terms and conditions become tracked obligations, the budget is set up against your chart of accounts, and expenditures from your financial system are matched to the award for review.
4. Report and closePerformance and financial reports are prepared from the award's data for the program manager and finance to complete, approved, and submitted by your staff. At the end of the award, closeout tasks are tracked to completion.

Opportunity pipeline

Every opportunity your team is watching, pursuing or has passed on, with deadlines, owners and the reason for each decision.

Opportunity suggestions

Listings suggested against the priorities and eligible programs you record, with the reasons shown; staff decide what to pursue.

Application workspace

Checklists, tasks, documents, budget and match for each application, with internal approvals before submission.

Award register

Every active award with its funding source, assistance listing, period, amount, match and special conditions in one register.

Compliance obligations

Award terms turned into tracked obligations, such as reports, procurement rules, Buy America requirements and prevailing wage, each with an owner and due date.

Budget to actuals

Award budgets mapped to your chart of accounts, with expenditures from your financial system compared against each budget line.

Cost review

Expenditures that look outside the award's budget, period or allowable categories are flagged for a grant accountant to review and record a decision.

Report preparation

Financial and performance report drafts assembled from award data, for staff to complete, approve and submit.

Subrecipient management

Risk assessments, subaward agreements, reimbursement requests, reports and monitoring visits for each subrecipient, with a portal for them to submit.

Drawdown tracking

Reimbursement and drawdown requests prepared from approved expenditures and tracked against cash received; your staff submit them and funds go directly to you.

Single audit support

Schedule of Expenditures of Federal Awards data and supporting records organized by award, for your auditor.

Document retention

Applications, agreements, approvals, reports and supporting documents kept with each award under your retention schedule.

Grants coordinator

Runs the pipeline and award register, assigns owners and tracks every deadline

Program manager

Prepares applications and runs grant-funded projects and performance reporting

Grant accountant

Matches spending to awards, reviews questioned costs and prepares financial reports and drawdowns

Authorizing official

Approves applications, award acceptance, budget changes and reports before they leave the organization

Subrecipient user

Submits reimbursement requests, reports and documents for their subaward through the portal

Auditor or monitor (read-only)

Reviews awards, expenditures, reports and the audit trail without changing anything

Grants.gov listings

Federal opportunity listings brought in from Grants.gov so your team can review them in the pipeline. Applications are still submitted by your staff through Grants.gov or the agency's system.

SAM.gov

Your entity registration status and expiry are checked, and subrecipients are checked for active registration and exclusions before a subaward is made.

Financial system (ERP)

Expenditures, encumbrances and receipts are imported from your financial system by scheduled file or API and matched to awards.

Payroll and time

Grant-funded payroll and time records support personnel costs charged to awards.

Procurement

Contracts and purchase orders funded by an award are linked to it, with the procurement method recorded for compliance review.

Agency reporting and payment systems

Report and drawdown data is exported in the formats agencies accept, for your staff to submit through the agency's portal or payment system. Moraph does not hold or move funds.

Single sign-on

Staff sign in through your identity provider (SAML or OpenID Connect).

Work API

Award, budget and obligation data available to your data warehouse and reporting tools through the Moraph Work API.

Staff single sign-on

Staff sign in through your identity provider, so your own password and multi-factor policies apply.

Separate subrecipient portal

Subrecipients sign in to their own portal with multi-factor authentication and see only their own subaward.

Role-based access

What each person can see and approve follows their role, department and awards; preparing and approving are always separate.

Encryption and keys

Grant records and documents are encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.

Complete audit trail

Every decision, approval, cost review, report and export is logged with the person and time, and cannot be edited.

US hosting

Data for US government clients is hosted only in Moraph's United States region, under the controls covered by Moraph's SOC 2 Type II report and ISO/IEC 27001 certification.

Moraph cloud

Hosted and operated by Moraph in the United States region.

Dedicated environment

Single-tenant hosting where your policies require it, scoped in the proposal.

Phased by funding source

Start with the awards carrying the heaviest reporting, then bring in other awards and the opportunity pipeline.

With a managed service

Optionally run with a Moraph managed service for configuration changes, integration monitoring and platform administration.

Grants inventory

We record your active awards, open applications and subrecipients with the grants office. We need award agreements and current tracking spreadsheets.

Financial system mapping

Award budgets are mapped to your chart of accounts and funding codes, and the expenditure import from your financial system is set up and reconciled.

Obligations setup

Terms and conditions of active awards are turned into tracked obligations, reviewed with the grants coordinator and program managers.

Approval routes

Approval steps for applications, award acceptance, budget changes, drawdowns and reports are configured to match your policies and delegations.

Subrecipient onboarding

Subrecipients are invited to the portal for their active subawards, with guidance on how to submit.

Training and go-live

The grants office, program managers, finance and approvers are trained on their own tasks, and new awards are managed in the Grant Factory from go-live.

• The Grant Factory does not submit applications, reports or drawdowns itself. Your staff submit them through Grants.gov, the agency's portal or its payment system.
• Moraph does not hold, receive or move grant funds. Drawdowns are paid by the funding agency directly to your organization.
• It is not your accounting system of record. Expenditures are recorded in your financial system and imported for matching and review.
• Cost flags and opportunity suggestions are prompts for staff review. Allowability and eligibility decisions are made by your staff under the award terms and the Uniform Guidance.
• Using it does not by itself prevent audit findings or repayment demands; it organizes the records and deadlines so your staff can meet the requirements.
• Agency report formats and guidance change. Report templates are kept up to date, but staff should confirm each report against the agency's current instructions.
• State and private opportunity sources that do not publish listings in a usable format are entered by your staff.
• The single audit is performed by your auditor. The Grant Factory prepares the schedule and supporting records.

• Load one of your active awards and check that its terms become the obligations you track today
• Import a month of expenditures from your financial system and review how they match to budget lines
• Review a flagged cost and the decision record it produces
• Prepare a sample quarterly report and compare it with the one you last submitted
• Ask a subrecipient contact to submit a test reimbursement request through the portal
• Generate a sample Schedule of Expenditures of Federal Awards and walk your auditor through the supporting detail