Grant Management and Compliance Reporting Platform for a State Agency
Government
What They Were Facing
The Office of Community Development administered $320M annually in federal and state grants across housing, infrastructure, workforce development, and community health programmes. Grant management was spread across four legacy systems and dozens of spreadsheets, with no unified view of fund allocation, expenditure tracking, or compliance status. Sub-grantee reporting was paper-based, financial reconciliation took six weeks per quarter, and the office had received two federal audit findings for insufficient documentation and untimely reporting. Staff spent 70% of their time on compliance paperwork rather than programme oversight and community impact.
How We Solved It
AQBEE deployed Salesforce Government Cloud with a custom grant lifecycle management platform covering federal award acceptance, sub-grant allocation, expenditure tracking, compliance monitoring, and closeout. An Experience Cloud sub-grantee portal enabled community organisations to submit applications, report expenditures, upload documentation, and track compliance requirements online. MuleSoft integrated the state's financial management system for real-time budget-vs-actual tracking and automated drawdown requests. Flow Orchestrator enforced federal compliance timelines with automated reminders, escalations, and audit trail generation. Einstein Analytics provided programme managers with risk-scored sub-grantee dashboards highlighting organisations at risk of non-compliance or underspending. Tableau dashboards gave leadership a real-time view of fund utilisation, compliance status, and programme outcomes across all grant portfolios. Automated report generation produced federal reports in the required formats — SF-425, SF-PPR, and programme-specific templates — on schedule.
The Impact
Automated compliance tracking, documentation requirements, and audit trail generation eliminated all federal audit findings within one reporting cycle.
Real-time integration with the financial management system reduced quarterly reconciliation from six weeks of manual work to three days.
Online reporting portal with automated reminders and guided templates increased sub-grantee compliance rates from 71% to 96%.
Automation of compliance paperwork freed staff to increase time spent on programme oversight and community impact from 30% to 65%.
“We were drowning in compliance paperwork while our communities needed our attention on programme outcomes. AQBEE built us a system where compliance happens automatically — sub-grantees report online, financials reconcile in real time, and federal reports generate themselves. We went from two audit findings to zero, and our staff finally has time to focus on what matters: making sure these grants actually improve people's lives.”
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