About the Annenberg Foundation

Client: Annenberg Foundation 
Industry: Private Foundation 
Key Stakeholders: Katrina Ashley (Director Grants Manager) 
Client Since: 2018 
Tools Used: SmartSimple Cloud 

Overview 

Established in 1989, the Annenberg Foundation is one of the largest family foundations in the United States, supporting national and international initiatives in education, the arts, civic engagement, animal welfare, and technology. In 2019 alone, the Foundation distributed over $114.9 million in charitable giving. Despite its broad reach and deep impact, the Foundation struggled with an outdated, fragmented grants management system that hindered efficiency and scalability. Seeking to streamline its operations, offer a more intuitive experience for grantees, and reduce administrative burden, the Annenberg Foundation implemented SmartSimple Cloud for Grants Management in 2018. Since then, the Foundation has experienced significant process improvements, a dramatic increase in application volume, and enhanced capabilities for remote work, making it a model of modern philanthropy. 

Challenges 

Prior to using SmartSimple Cloud, the Annenberg Foundation relied on GIFTS Classic and IGAM for online proposals, with other applications managed manually via email. The single-step application process required applicants to submit full proposals up front, often leading to inefficiencies and unnecessary work for both applicants and the Grants team. Separate systems for program staff and grants administrators further complicated workflows, increasing the risk of communication breakdowns and lost data. The Foundation needed a centralized, user-friendly platform that allowed for greater customization, streamlined data entry, and simplified communication. Additionally, it sought to reduce paper usage, digitize manual processes, and enable faster, more targeted vetting through a two-step application process. 

Solutions Implemented 

SmartSimple Cloud for Grants Management provides the centralized solution Annenberg needed. The platform enabled the Foundation to revamp its entire application process by introducing a preliminary Letter of Inquiry (LOI) stage. This two-step approach allows staff to pre-screen applicants, saving time and resources while improving applicant experience. With SmartSimple’s configurable dashboards, branded forms, and user-friendly portals, the Foundation can now create multiple tailored application forms for various initiatives. Integrated scheduling, deadline management, automated reminders, and document storage capabilities helped streamline administration. The “Email Anything” feature further consolidated communications by allowing staff to forward emails directly into grant records. 

Impact & Outcomes 

Since transitioning to SmartSimple Cloud, the Annenberg Foundation has realized several measurable improvements: 

  • Increased Application Volume: Applications rose nearly 80%, from 217 in 2017 to 389 in 2019, thanks to the more accessible and flexible two-step application process. 
  • Administrative Efficiency: Data entry time was significantly reduced; much of the process is now automated. Grant reports are submitted via a secure portal, eliminating the need to track emails manually. 
  • Improved User Experience: Applicants and grantees now benefit from a seamless digital platform where they can upload documents, track deadlines, and receive timely updates. 
  • Paperless Transition: Digitizing the application and reporting process greatly reduced the need for printing and scanning, supporting the Foundation’s goal of going paperless. 
  • Streamlined Remote Work: The cloud-based platform enabled a smooth transition to remote work during the COVID-19 pandemic, with zero downtime and full operational continuity. 
  • Enhanced Due Diligence: A dedicated tab for due diligence notes and pre-configured workflows allows for faster, more accurate vetting and grant review. 

Client Testimonials 

“We spent a lot of our grants administration time entering information into the multitude of custom fields. That time has been greatly reduced with SmartSimple Cloud.” 
— Katrina Ashley, Senior Grants Manager 

“Now with the workflows built into our system on SmartSimple Cloud, we have more time to read our LOI forms and give great feedback.” 
— Katrina Ashley, Senior Grants Manager 

Key Takeaways 

The Foundation valued SmartSimple’s responsive support team and premium customer service. A dedicated support representative provides hands-on assistance throughout implementation and continues to offer tailored solutions. SmartSimple worked closely with Annenberg’s team to fine-tune existing workflows rather than forcing a rigid system overhaul, empowering the Grants team to maintain their best practices while upgrading their infrastructure.