Grant Tracker 5.2 is an integrated database program allowing users to input important parameters found in typical NIH-type grants. It can generate a series of reports useful for tracking various expenditures related to a given grant. This information is not only useful for monitoring spending trends, but also for planning the budget for following years. Grant Tracker 5.2 has a few limitations that include few plotting options and the lack of built-in compatibility with spreadsheets such as Microsoft Excel, but the newly released successor version Grant Tracker Q98 reportedly eliminates many of these restrictions.

Grant Tracker provides up-to-date information on expense to date and commitments and balances, allowing easy tracking of a grant's financial status. Although directed at a principal investigator and his or her secretary, this program would also be useful for people responsible for ordering reagents and supplies to track expenditures. Expenses can be listed by category, vendor, or item, which is very helpful for deciding whether a given budget category needs to be modified in mid-cycle. Search routines are built into the program, allowing quick finding of requisitions or purchase orders by number, vendor, or specific item. A nice feature is the ability to input various what-if scenarios and then recalculate the effects of spending on a specific grant. But since these calculations are not saved, they must be printed to enable analyzing different possibilities at a later date. Grant Tracker keeps track of personnel information, and it utilizes password protection to hide personal or sensitive information from users.

Of course, the real utility of this program is completely dependent on how well the database is maintained. One envisions a secretary or head technician sitting down each week and entering the latest ordering figures, personnel data, and other expenditures. It's a rare PI who would have the time to maintain the database, especially with regard to the individual laboratory items purchased over a given period. The built-in password protection consists of two levels: access to the whole program, and access to everything except the personnel information. This enables a secretary or technician to enter budget data, while the PI maintains access to the more sensitive personnel information.

A few minor shortcomings in Grant Tracker 5.2 for Windows make it a less than ideal environment in which to work. For example, it would be ideal if it could automatically read data from another program, such as Microsoft Excel. Another drawback to this program is the limited graphical output; graphics are useful when presenting budget information to an audience. The single graph generated by this program - a bar graph of expenditures for the year, expressed as percents of the total allowed in each budget category - is a nice feature, but the lack of customizability is unfortunate. Having a series of options for the graph would also be nice, allowing the user to define elements such as chart styles, colors, or text formatting. Savvy computer users will find the program limited in its formatting, output, and input abilities, and those already familiar with full-featured spreadsheet or database programs will be frustrated at the lack of user control. These minor complaints aside, considering the primary objective of Grant Tracker - to follow spending on specific grants - Grant Tracker 5.2 successfully meets the mark.

Grant Tracker is a solid, lean program for tracking grant expenditures and planning for a yearly budget. Because of its simple design and logical user interface, novice computer users can start entering and using this program with minimal training. Input of data is straightforward, and output reports are useful and easy to understand. Additionally, the manual is well written and helpful. Grant Tracker is ideal for someone unfamiliar with budget tracking, although it is probably more useful for those familiar with typical structure of an NIH grant. Although it cannot directly read data from an Excel spreadsheet and has limited plotting and customization options, Grant Tracker will be a welcome addition for those wishing to spend as little time as possible generating a report on grant finances. Entering and keeping track of the relatively simple items typical of most grants is easy and convenient.

Although this review focuses on Grant Tracker 5.2 for Windows, KCS Software recently released Grant Tracker Q98. This version comprises a customized module for Quicken 98, and combines the unique features of Grant Tracker with the convenience and flexibility of Quicken. Grant Tracker Q98 is easily customized for any type of grant. Although accounts, categories, and subcategories are programmed into this module as a framework for tracking finances, users may modify, delete, or create new categories providing complete flexibility and customizability. Grant Tracker Q98 supports multiple grant files, and is ideal for the PI with multiple grants, or for a single user to manage multiple grants for different principal investigators.

Grant Tracker Q98 is available for Windows 3.1x or higher running on a 486 or higher machine, at least 8 Mb RAM, and 30 Mb of free hard drive space. The Macintosh version requires System 7.1 or higher, a 68030 or better processor, 8 Mb RAM, and at least 16 MB of free hard disk space. System 8 users must have at least 12 Mb of physical RAM.

Grant Tracker Q98 for Windows and Macintosh is available from KCS Software (Stanford, California) for $199 and includes the Grant Tracker Q98 module, an updated manual, and Quicken 98. KCS Software can be reached by mail at 927 Mears Court, Stanford, CA 94305-1041, by phone or FAX at (650) 493- 7210 or by email at kendric@GrantTracker.com. The Grant Tracker Web site provides more information on Grant Tracker Q98, some accounting tips, and links to other grant-related sites.