TriYoung’s Grant Management System (GMS) is a secure, web-based platform that manages grants, contracts, budgets, and billing in one centralized location. GMS integrates directly with CAREWare and supports RWISE for client eligibility validation, making it the complete solution for Ryan White Program recipients and other grantees who need streamlined fiscal oversight across multiple funding streams.

The system eliminates spreadsheet management, provides real-time budget tracking, automates invoice processing, and ensures audit readiness with centralized documentation. GMS reduces manual errors, improves communication between fiscal teams and providers, and delivers instant reporting for better grant management decisions.

What is a Grant Management System (GMS)?

GMS is a web-based tool that handles your entire grant process from start to finish. You can set up budgets, move money between categories, track what providers are spending, check if clients qualify for services, and manage contracts. Everything happens in one easy-to-use system.

You can manage any type of grant and handle multiple grants at the same time. This works great for organizations that juggle Ryan White programs, government contracts, foundation grants, and other funding sources.

RWISE

Grant Management System Features and Benefits

Secure and Easy to Access

GMS provides cloud-based access with different permission levels for different users. You can submit invoices, upload documents, and communicate all in one secure place that connects directly with CAREWare. The system includes single sign-on with extra security features to keep your data safe.

Track Everything in Real-Time

You can set up budgets by service type or specific services and see invoice status and spending as it happens. The system lets you move money between budget categories during the grant period and compare what you planned to spend versus what you actually spent.

Stay Compliant

GMS automatically checks client eligibility with RWISE and keeps all your records organized for audits. Built-in checks and automated processes reduce errors, and you can access everything you need for HRSA site visits with one click.

Better Reporting

Create custom reports that fit your needs and connect with CAREWare for integrated reporting. You can filter reports by grant, provider, service type, or time period to get the exact data you need for compliance, planning, or internal reviews.

How People Use GMS

Providers submit monthly invoices with supporting documents and confirm that billing information is accurate. They can see invoice status and budget information in real-time and talk directly with grant administrators through the system.

Fiscal staff set up grants, budgets, and funding allocations, then review and approve or reject invoice submissions. They track provider spending, create invoices, and manage contracts and task orders all from one interface.

All users can look at past billing and documents, see updates as they happen throughout the grant period, and search through all financial records. The CAREWare features are built right into the system for seamless access. 

reporting

Problems GMS Solves

  • Managing multiple grants with spreadsheets creates confusion with different versions and makes it hard to track changes. GMS puts all data entry, billing, and reporting in one central place so everyone works from the same information.

  • Keeping provider budgets updated and sharing them with everyone used to require constant manual work. Now everyone sees budget updates immediately without any extra steps from your team.

  • Invoice submission used to be messy and hard to track, with documents scattered across emails and different systems. GMS provides one place for all invoices with clear status tracking and complete audit trails.

  • It was difficult to see spending by service type or provider quickly when information lived in different spreadsheets. GMS offers real-time reports that show spending with lots of filtering options so you can get answers immediately.

  • Manual processes caused errors and delays because people had to enter the same information multiple times. Automatic checks and workflows now reduce mistakes and speed up approvals.

data integration

How Grant Management System Works with CAREWare Integration

GMS connects seamlessly with CAREWare through secure connections. Budget information goes in the cw_contract_item table while service usage goes in the cw_service table. Service categories link through sub-services, and information syncs automatically so you don’t enter data twice. Reports work consistently across both systems.

Grant Management System Implementation Process

  1. Discovery – We learn about your specific needs and current processes
  2. Development – We customize GMS to match your grant structure
  3. Testing – We test the system with sample data to make sure it works right
  4. Training – We teach your team how to use the system effectively
  5. Release – You start using your fully set up GMS
  6. Support – We provide ongoing help and technical support

Grant Management System Training and Support

We provide complete training and support including in-person training sessions designed for your team and video guides with written instructions you can use anytime. The system has help tips built in, along with tools to help users learn new features. Our team provides ongoing support, and we design training that works for both financial and program staff.

Frequently Asked Questions Grant Management System

Yes. GMS was built specifically for organizations managing multiple grants. You can track budgets and reporting across Ryan White grants, government funding, and private foundation grants all at the same time.

Yes. GMS connects directly with CAREWare using secure connections. It uses CAREWare tables to validate billed services and keeps data consistent between both systems.

Yes. Subrecipients get secure access to upload invoices, confirm accuracy, and communicate with administrators. This creates a clear paper trail for audits.

Yes. You can monitor budgets by provider and service category. Budgets update automatically when invoices are submitted and approved.

GMS stores all your financial documents in one place. You can quickly find historical records, show compliance with fiscal policies, and clearly document how funds were allocated and spent.

Yes. GMS works with any type of grant including government contracts, foundation grants, and task-based contracts.

GMS gives you centralized access, built-in security, integrated reporting with CAREWare, fewer errors through automatic checks, and eliminates time spent reconciling different spreadsheets.

Ready to Start Using Grant Management Systems?

Contact TriYoung to learn more about using GMS for your organization.

Why Choose Triyoung

We have decades of experience with CAREWare systems and deep knowledge of Ryan White Program requirements. We create custom applications designed for nonprofits and government agencies and provide complete training and ongoing support.