Proof Bravelo^® Works

Indiana 21st Century Fund Bravelo helps government program become paperless

In a society that is striving to become paperless, Bravelo was a welcome addition in the organization of the Indiana 21st Century Fund.

The Indiana 21st Century Research and Technology Fund (The Fund) was created in 1999 by the General Assembly to stimulate the process of diversifying the State's economy by developing and commercializing advanced technologies in Indiana. The Fund makes awards based on peer review, involving a review panel comprised of science and technology researchers and economics experts from across the country.

Each biennium, the 21st Century Fund awards $50 million to various companies and universities in hopes of furthering research and bringing products to market. It's a step to take before seeking seed money and venture capital.

As the 21st Century Fund began operation, it was inundated with paper. There were more than 170 submissions during the first year. Each submission also included 15 copies. Copies of these proposals were then sent to a 30-50 member panel for review. This meant the amount of paper continued to increase, as did the cost of shipping expenses. Every round, the reviewers returned an average of 10% of the shipped requests because they got the wrong materials in error. It took an average of 5 days for them to get the right materials, and increased the cost of shipping the returned materials.

"I was sending out 30-40 12 lb. Boxes by Fed-Ex every night," said Jennifer Mauro of the 21st Century Fund. For three rounds of funding, the organization faced this obstacle.

With only three staffers responsible for controlling the funds and managing the grant making process, it was an overwhelming task. Then they found Bravelo.

The 21st Century Fund began using Bravelo during the 4th round of funding. The system was adjusted for the organization's needs.

"I was impressed immediately," Mauro said. "We had been trying to think of a way we could submit the whole proposal online in order to avoid the paper. I don't think we could function without Bravelo," Mauro said. "BitWise Solutions has that magic touch, and I really appreciate how well they treated us."

Now Mauro has everything submitted online and can manage more than 300 people and projects from her home."

The reviewer system allows the reviewer to enter their feedback in a data format. These reviews are later organized and published in a book, which is used at panel meetings.

Another element allows the organization to keep track of prior award winners. It looks back and gathers statistics, which can then be organized and presented to the general assembly. This plays an important role when it comes time for the General Assembly to seek money for the next biennium.

"Bravelo is easy to use," Mauro said. "Now when submissions come in, they are uploaded on the system. After the cut-off date, we assign reviewers. Previously it would take 2-3 weeks to assign reviewers. Now reviewers have it in-hand within 24-48 hours. Gone is the 11 tons of paper we had the first year." Bravelo also allows the reviewers the opportunity to discuss issues concerning submitted proposals.

"Since we began using Bravelo, we're getting data from the reviewers at a quicker pace," Mauro said.

Each round, the 21st Century Fund becomes larger, averaging 100-115 submissions each round, with more than 120-150 separate reviewers.

"It is important that we are able to manage the reviewers, the awardees and submissions," Mauro said. "Now we're organized, whether we want it to be or not."

Gone are the stacks of paper that once enveloped the office of the 21st Century Fund. Now, information can be found with a simple click of a mouse.

"I don't think we could function without Bravelo," Mauro said. "BitWise Solutions has that magic touch, and I really appreciate how well they treated us."