Vilnius grants and applications administration system
A digital competition-administration platform for managing Vilnius City Municipality funding programmes and applications. The system brings together competition publishing, online application submission, document administration, assessment workflows and communication with applicants in one environment, supporting transparent and efficient grant administration.
The challenge
The task
Vilnius City Municipality needed a centralised information system to replace fragmented competition-administration processes and manage all funding programmes on one platform. The main objectives were to digitise application and assessment workflows, reduce administrative workload and improve process transparency.
The system had to support different types of competitions, including culture, community, sport, non-governmental organisation and other funding programmes. It was important to create a flexible solution that would allow each competition to use its own application forms, assessment criteria, document requirements and administrative workflow.
User authentication, document management, notifications, application-status tracking and administration functions were also essential for managing the entire competition lifecycle, from publication through to approval of the final results.
Main features
Competition administration
Publication of funding programmes, competition configuration, application-deadline management and administration of different competitions within one system.
Online applications
Online application forms, document uploads, draft saving, submission and real-time application-status tracking.
Assessment workflow management
An expert workspace, assessment-criteria administration, scoring, comments and digitised decision-making workflows.
User and document management
Authentication, user-permission administration, notifications, document storage, audit history and a flexible system-administration environment.
Notifications
Automated notifications, deadline reminders and internal communication support smooth collaboration between participants.
Reporting and monitoring
Automated reports, KPI monitoring and analytical dashboards for real-time assessment of project progress.
The result
Municipal grants management information system
We created an information system that centralised Vilnius City Municipality’s competition-administration processes in one digital environment. The platform supports different types of funding programmes, application administration, expert assessment coordination and management of the full competition lifecycle, from publication to approval of results. The system was designed as a modular solution, allowing different funding programmes to use individual application templates, document requirements, assessment methods and administrative workflows without changing the core platform architecture. Automated workflows, centralised document management and clear allocation of user roles reduce administrative workload, improve process transparency and support the efficient administration of large application volumes.
Project results
We created a competition-administration information system to digitise Vilnius City Municipality’s funding programmes. The project covered the full delivery cycle—from analysing user scenarios and designing the UX/UI to system development, testing, deployment and long-term enhancement.
Competition-administration system design and development
Online application and document management
UX/UI design
Expert assessment and review workspace
User authentication and permission management
System deployment, testing and enhancement