Grants Management Solution Suite (GMSS) GMSS Requirements Overview 9/30/2016

Agenda Purpose Overview Benefits Performance Capabilities GMSS Requirements Overview Timelines State Feedback

Purpose Today’s discussion is intended to: Discuss where State information comes from Share high-level requirements on HSP/application submission features Provide updated status on the GMSS initiative

GMSS Overview GMSS = Grants Management Solution Suite GMSS is intended to automate the entire grants life cycle GMSS will eventually replace GTS The initial solution was released on June 1, 2016 Current users include: State Users State Administrators NHTSA Regional Managers NHTSA Headquarters

GMSS Overview: Overall Plan 402, 405 & 1906 Applications Grant Awards Funding Distribution Funds Tracking Reconciliation Legacy GTS only automates post-grant award functions

GMSS Overview: Core Modules Current Release Grants Management Solution Suite GMSS 402, 405 & 1906 Submissions Year-End Closeout Invoicing & Vouchers Awards & Notifications

GMSS Benefits Integrates all phases of the grants management life cycle Improves quality and timeliness of financial processing Streamlines grants management processes Provides a secure framework for system users

Performance Capabilities Reduced Effort Single entry of data to reduce redundant data input Easy data input e.g. dropdowns and calendars Carry over of data (from FY18 HSP/application) means less data entry for FY19 HSP/applications and beyond Simplified Data Linking Structured Format

Questions Answers

GMSS Requirements Overview: Sample Input Types and Methods Purpose/Method Narratives Long free-form fields for descriptions Text fields Short free-form fields for a variety of data Drop downs Pre-defined lists Check boxes Multiple choice Calendar Date selection Auto-populated fields Reuse of existing data in GMSS Hyperlinks Link to external sites Document Upload Attaching supplemental files E-signature Electronic Signature

GMSS Requirements Overview: Narrative Input Long free-form field Copy & Past text into the field Can be used for descriptions involving multiple paragraphs of information Text Field Input Short free-form fields Can be used for a variety of information with a limited length Suitable for item names, titles, labels and number values

GMSS Requirements Overview: Drop Down Input Pre-defined list of options Easy selection of existing information or options Requires no new information input on user’s part Selection of one option at a time Check Box Input Multiple choice selection of options Allows the selection of independent options Selection of multiple listed options Options can be unselected if desired Easy selection and un-selection of existing information

GMSS Requirements Overview: Calendar Input Enables the selection of a specific date Validates that the date is accurate Provides a date selector to input the date Specifies the format of the date Auto Populated Field Auto-populated fields contain information already in the system Can be editable or locked Require no input from the user Allow use of existing information without re-entry

GMSS Requirements Overview: Hyperlink Input Input the web address to an internet site Existing web site can be directly linked to Document Upload Allows users to upload an independent document Can allow multiple documents to be uploaded Different versions of the same document can be uploaded and tracked

Questions Answers Discussion

GMSS Requirements Overview: Data Input Sources State e-grant systems State data (multiple sources) Text documents Spreadsheets Images/diagrams Web links NHTSA FARS GMSS (existing data from past HSP/applications)

Discussion What additional information sources are used? How do States create HSPs? Discussion

GMSS Timelines: Overall Project 402, 405 & 1906 Application Submission release - January 5th 2017 Invoicing release – Late Summer 2017 Year End Closeout release – TBD

GMSS Timelines: Release 2.0 HSP/Application Submission Launch Date: 01/05/2017

GMSS Timelines: Next Steps Expect user testing and training in December and updates prior to December

Questions Answers Discussion

Summary…Key Takeaways The Solution GMSS will be flexible and logically organized A large portion of this year’s information may be copied & pasted into GMSS GMSS will reduce entry year over year and automate the linking of data to streamline State effort The Process The requirements have not yet been finalized States will be able to provide feedback throughout the process The HSP template will be available January 5, 2017

Thank you!