Petah Tikva NGO Support & Allocation Platform

Chen Malool
13 minutes ago
3 min read

The project was designed under the company Malam Team A dual‑interface platform for NGOs and municipal staff to manage support applications and allocations seamlessly.

The Main Problem

• Non-transparent application process: NGOs often lack clear visibility into eligibility, required documentation, deadlines, and status updates.

• Inefficient intake and review: City back‑office teams manually process forms, leading to delays, errors, and lack of coordination.

• Poor communication: NGOs and municipal staff rely on emails or phone calls, resulting in lost messages and delayed responses.

• Data fragmentation: Application details, uploaded files, allocation records, and communications are stored in disconnected systems.

The Solution

The platform provides two tailored interfaces:

• NGO Portal: For submitting & tracking support requests

• Municipal Back‑Office: For reviewing, approving, allocating funds/equipment/support, and managing communication

Key features include:

• Guided submission flow for NGOs: smart forms with contextual guidance, file upload, progress tracker

• Status dashboard with key indicators (submitted/pending/in review/approved/rejected)

• Back‑Office workflow: triage queue, request assignment, checklist & review tools

• Communication hub: integrated messaging, automated alerts (e.g., missing documents, status changes)

• Data & Reporting module: insights on requests, disbursement stats, NGO performance

• Role‑based access control: ensures proper permissions for NGOs vs. municipal reviewers

User Research

We engaged both user groups through interviews, surveys, and usability tests:

NGOs:

• Challenges: uncertainty about eligibility, document requirements, and long wait times

• Desired: clearer process, transparency over timelines and outcomes, trackable progress

Municipal Staff:

• Challenges: unstructured intake, redundant data entry, inefficient reviewer coordination

• Desired: clear overview of pending cases, automated reminders, audit trails

These insights guided feature scope and UX design.

role analyst

1. Goal: Submit and track grant requests efficiently

Pain Points: Lack of clarity on progress and requirements

2. Goal: Organize and assign applications, manage supporting documents

Pain Points: Juggling communication channels and potential data duplication

3. Goal: Review submissions, request supplementary info, approve or reject

Pain Points: Manual processing leads to missing details and delays

Market Research

We reviewed other municipal and NGO‑support platforms:

• Spreadsheet‑based systems: Affordable but error‑prone and hard to scale

• Generic grant‑management tools: Offer batch reviews and dashboards, yet often lack municipal‑specific workflows like local eligibility rules or fund tracking

• Integrated systems: Provide clear UX but expensive with high onboarding costs

Our approach: combine specialized municipality workflows with intuitive, user‑centered communication and tracking features.