Tony,

My first response would be to get a good database program (Paradox is my
favorite) and set up a system that will handle proposals, awards,
deliverables, the whole ball of wax.
On second thought, if you DO NOT need a permenant record, use Post-It
Notes and a white board.  You said it was a small research institute.  How
many of these situations are active at any one time? Five? Ten? Fifteen?
I'd say anything less than 20 could be handled by the post-it system.  It
has the added advantage that a quick glance tells you status of all the
projects at once.  Different colored notes mean different things (Red=to
do, Yellow=awaiting package, etc.)
Still, you should get the database software and learn to use it.  A
properly designed system is infinitely extensible and will give you
answers or produce reports exactly as you like them.
Buying a canned system will require just as must time to learn as the
database.

Doug Wilde
xxxxxx@engr.uark.edux