How Fondation Charcot transformed its grantmaking with Optimy
Fondation Charcot
Created in 1987, the Charcot Foundation's mission is to support scientific research into multiple sclerosis. The Foundation finances several research projects each year, some of which involve multi-year grants to fund long-term scientific programmes. Its work connects universities, researchers, and expert evaluators across Belgium and beyond.
country: Belgium | founded: 1987
A fully manual, paper-based process with real operational risks
Until recently, every step of the Foundation's call for projects was handled by post — from announcing opportunities to receiving applications and distributing them to evaluators. This approach created significant logistical risk and financial cost for both the Foundation and applicants.
- Applications submitted entirely by post — risk of files getting lost in transit
- Postal costs for both researchers and the Foundation to send and distribute copies
- Difficult to enforce formatting rules (page limits, number of copies, etc.)
- No streamlined way to distribute applications to jury members for evaluation
Digital forms, online collaboration, and standardized evaluation
Fondation Charcot selected Optimy to digitize its entire call for projects cycle — from publishing forms online to managing submissions, reminders, and jury evaluation. The platform replaced every postal step with a secure, accessible digital workflow.
- Online application forms: Published directly on the Foundation's website — accessible to researchers, with standardized fields enforcing all submission rules automatically.
- Progressive application & reminders: Candidates prepare submissions progressively, with automatic deadline reminders reducing last-minute incomplete submissions.
- Digital jury distribution: Applications transferred online to jury members in PDF format — no more physical copies, no postal delays or costs.
- Harmonized financial & scientific reporting: Grantees submit progress reports via a standardized Optimy form, with Excel exports available for analysis and donor reporting.
Less admin, zero lost files, stronger data security
Optimy enabled Fondation Charcot to save significant time across the full grant cycle — from call publication to project monitoring — while drastically reducing the risks associated with the previous paper-based process.
Founded in 1987
Supporting MS research for nearly 40 years
Zero lost files
All applications secured digitally — no postal risk
Online jury process
Applications shared digitally with all evaluators instantly
Higher data security
Sensitive research data protected in one secure platform
Optimy has revolutionized our grant-making process, ensuring efficiency, seamless collaboration, and a smoother path to breakthroughs. Its added values include harmonizing candidate applications and reducing the risk of file loss.
CEO — Fondation Charcot
A fully paper-based research grant process was replaced with a secure, digital workflow — eliminating lost files, reducing costs, and enabling seamless jury collaboration.
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