Choosing the Right Grant Management Approach

Most funders should choose a configurable, off‑the‑shelf platform; custom systems suit rare, highly specific needs with dedicated budgets.

• Off‑the‑shelf delivers faster value and maintenance.
• Custom builds risk scope creep and single‑point dependency.
• Hybrid integrations often meet unique needs without custom cores.

When off‑the‑shelf wins

For the majority of programmes, configurable features cover requirements.

• Forms, workflows and reports tailored without code.
• Proven security, hosting and updates included.
• Community feedback shapes the roadmap.

Key takeaway: Plinth balances flexibility and simplicity.

When custom may be justified

Special cases can warrant bespoke components, ideally at the edges.

• Unusual data models or sector‑specific integrations.
• Research programmes with complex longitudinal tracking.
• Strict on‑premise constraints (rare in 2025).

Key takeaway: keep custom work small and well‑scoped.

Total cost of ownership

Consider staffing, upgrades and risk—not just licence fees.

• Internal developer time and support cover.
• Downtime and security liabilities.
• Change requests and future enhancements.

Key takeaway: the lowest sticker price rarely wins on five‑year costs.

FAQs

Can we start small and extend?

Yes. Launch a single programme then add features as needs grow.

What about data portability?

Plinth offers full exports and migration support.

How do we evaluate vendors?

Run a lightweight pilot with real data and time each task end‑to‑end.