1. E-grants
Electronic Grants Management System (eGMS)

2. Where to Start?!?

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

4. 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.

5. 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

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

7. 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

8. Development Process
Patience…Patience….Patience

9. 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

10. 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

11. 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

12. 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

13. 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

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

15. 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

16. 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.