How Hatt-Bucher Foundation digitized its grant management processes with Optimy
Hatt-Bucher Foundation
The Hatt-Bucher Foundation is committed to enhancing the quality of life for individuals aged 65 and older who are financially disadvantaged. The foundation provides a range of support services, including hearing aids, financial aid for daily expenses, and funding for recreational activities and holidays. By alleviating financial stress, the foundation aims to bring happiness and comfort to the elderly community — managing hundreds of individual applications per year with a small, dedicated team.
key result: 40% workload reduction
1,000 paper applications a year — and no digital infrastructure
Before Optimy, the foundation processed approximately 1,000 paper applications annually. The volume of physical documents, detailed supporting materials, and manual data handling was stretching the team to its limits.
- ~1,000 paper applications per year requiring manual processing and physical storage
- Extensive manual labor to handle and archive large supporting documents
- No unified system to track requests or communicate decisions at scale
- High environmental footprint from paper-heavy operations
A flexible, cost-effective platform chosen after rigorous comparison
The foundation selected Optimy based on strong recommendations from peer grant-makers and a thorough comparison with other solutions. Optimy stood out for its flexibility, ease of use, and cost-effectiveness. Comprehensive training and ongoing support ensured a smooth transition.
- Fully digital application intake: Eliminated physical forms and storage — applicants now submit online, reducing errors and manual data entry.
- Automated data and payment recording: Applicant-provided summaries feed directly into the platform, drastically lightening the administrative burden on staff.
- entralized request management: All applications tracked in one digital platform, making it easy to monitor status and retrieve information instantly.
- Automated decision communications: ~1,000 decision emails sent annually through the platform, ensuring timely and consistent communication with applicants.
40% workload reduction — more time for what matters
The implementation of Optimy yielded impressive results across efficiency, sustainability, and team capacity. Applicants expressed strong appreciation for the new system's convenience, and staff reported a dramatic improvement in day-to-day operations.
40%
Workload reduction (Administrative burden cut, freeing staff for new initiatives)
1,000
Decision emails/year (Sent automatically, ensuring timely applicant communication)
Zero
Paper applications (Full digitization achieved, cutting environmental footprint)
More
Capacity for impact (Team now able to take on new projects and community initiatives)
With Optimy, we've reduced our workload by 40%, allowing us to take on new projects and better serve our community.
Managing Director — Hatt-Bucher Foundation
A fully paperless operation processing 1,000 applications per year — with 40% less administrative effort and more capacity to serve the elderly community.
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