E-grants Electronic Grants Management System (eGMS)

Where to Start?!?

Planning and Acquisition What to look for in a vendor? Presentation Preparedness Adaptable to your needs Cost Effective All in one package deal!

Took approximately 6 months before selecting a vendor Took approximately 6 months before selecting a vendor. Includes: RFP process, solicitation process, and the vendor selection process. Don’t reinvent the wheel, review and adapt.

Development Phase Took an off the shelf product and adjusted to our individual needs. Designed with fillable fields, but some (like USDOJ) are more streamlined, and ask only basic information, then attach text documents; matter of local preference for use/administration

Started grant by grant: Applications Financial Reports Progress Reports Monitoring Reports Close Out Reports PDF’s Static and ad hoc queries

It took approximately 1 year to have all grants up and running in the system. (about 7 different grants). Design decision-making needs clear, Streamline structure or too many cooks… Helps avoid “scope creep” LOTS of testing Need clear deadlines for developers and staff. Decision makers - Testers

Development Process Patience…Patience….Patience

Cost Choices are growing each year, and the systems available range in complexity and price. Software License Fee(s) Off the shelf Product Customized Product(s) Development Training System Maintenance Server Maintenance by Vendor or your own IT staff

Operations Application processes from the beginning to the close out! ~Application In process ~Applications Submitted ~Application Modifications ~Application Review Process ~Award Recommendations ~Award Approved ~Award Binders ~GAN’s (Grant Adjustment Notice) ~Reporting ~Financial Monitoring ~Program Monitoring ~Close outs

Financial Operations Financial Reports from In process to Payment complete ~Financial Report in Process ~Financial Report Submitted ~Financial Report Modifications ~Financial Report in Review ~Payment in Process ~Payment Complete

Program Operations Progress Reports from In process to Progress report approved. ~Progress Report in Process ~Progress Report Submitted ~Progress Report in Review ~Progress Report Modifications ~Progress Report Approved

Automating Grant Applications 24/7 Access Improved Budgeting Configurable Workflows Data capture Save Time (client specific forms) Improved Customer Service Communication Tools Less Waste Centralized Powerful and Flexible Reporting

Benefits for Subgrantees Ease of reporting Accessibility Everything in one location Previous years’ data Application, Financial and Program Connected Available 24/7

Benefits for Grant Manager(s) ~Helpful in collecting federal reporting data ~Accessibility ~Cost Effective – Paperless ~Can be used on site visits ~All data at one’s finger tips ~Consistency ~Pull queries on all data inputted ~Can exchange data with federal reporting and/or accounting systems but can be expensive/complicated

Customizing Each grant can be as simple or complex as an agency wants/needs them to be. Process flows PDF’s Flexibility Reports Assign Roles - that allow a person/organization to see only certain information at certain times.