Casestudy
X
4900+
applications in Cycle 1,
vs ~1,500 planned
85k+
countries, currencies, and legal frameworks
30+
1days
Days to complete
full review round
90hr saved
Per round, mechanical
checks
The challenge
More applications than anyone planned for
3,500 applications received vs ~1,500 anticipated
Complexity at scale
40+ countries, currencies, and languages, including non-Latin alphabets
~6 hours a day of senior staff time spent on screening and assessment
Consistency and fairness
Ensuring application #1 and application #3,500 get the same rigor
No room to slip
Award notifications targeted for mid-April
Cycle 2 overlapping quickly, with no breathing room in between
Mode 1
Eligibility
Legal registration validation
Organisational size
Geographic alignment
Financial capacity checks
Mode 2
Complexity at scale
Program design
Impact potential
Budget alignment
Sustainability and community engagement
Implementation plan
Weeks 1–2
AI alignment consult
A 30-application sample is used to align the AI with your rubric
Your team leaves with a calibration report within 10 days
Weeks 3–5
Full Cycle 1 deployment
All remaining applications processed, with cover sheets for the advisory board
Complete ahead of mid-April award notifications
Post Cycle 1
Cycle 2 preparation
Criteria refined from Cycle 1 lessons learned
Scalability verified for an anticipated 7,000+ applications
Cycle 3 and beyond
A fully optimised pipeline
Institutional knowledge compounding, cycle over cycle
The results
Before and after Optible.
Before
25 min
After
90 sec
Per application
screening time
Before
14 Staff
After
3 Staff
Required to manage
the full review round
Before
3 Months
After
6 Days
Total round
turnaround time
1
SOC 2 Certified
ISO 27001
US-domiciled (AWS)
GDPR Compliant
Multi-region hosting
Annual pen testing
Running a global grant program?
Let's talk about what your review process needs to look like at scale.
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