State of Michigan – Enterprise eGrAMS Implementation
By
Joseph Rodrigues, HTC
and
Viji Jayaraman, State of Michigan
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Copyright © 2004 HTC Global Services, Inc.
Enterprise EGrAMS
Project Overview
• Phase 1
 Enterprise Data Collection & Reporting
• Phase 2
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Setup & Security
Grant Build Module (Application kit configuration)
Application Management (Entry & Submit)
Review Management
Approval, Award & Contract Management
Payments Processing
Progress Reporting
Amendments
• Phase 2a
 Pilot for 6 different grants
 Data conversion of existing automated grants
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Project Goals
Project Overview
 Provide information for all state managed grants available through the
development of an e-grants portal. This will include eligibility requirements
for the grants.
 Decrease costs (to agencies) for future e-grants development and
maintenance
 Develop a web-based, secure and scalable solution that will enable
business users to create and manage online grant-applications. The
system will be configurable by the end user.
 Provide the ability for grantees to apply on-line and to submit progress and
financial reports on-line.
 Provide a means for the grantor to review the grant applications.
 Provide grantors ad-hoc and pre-defined report creation abilities and ability
to download data as needed.
 Provide a user-friendly interface with an efficient workflow for all processes.
 Protect the confidentiality, availability, and integrity of data.
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Key Deliverables and Time Line
Project Overview
Pilot grants deployment
Date
DCH – Substance Abuse
3/1/06
DCH – HIV AIDS prevention
3/1/06
DCH – Family Maternal and Child Health
3/1/06
DCH - Medicaid Long term care
4/7/06
DCH – Bioterrorism
5/12/06
DCH – Comprehensive and Master agreements
6/23/06
Conversion of data from existing automated grants
3/1/07
Add other state Grants (10-20 grants are to be
added each year)
10/1/2007
Enterprise Portal deployment
Date
Search and Find Grants
6/30/06
Enterprise Reporting
7/20/06
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Enterprise EGrAMS
Welcome & Project Overview
 Phase 1 – Enterprise Data Collection & Reporting
 Grantee
 Gateway for all grants across State agencies in the State of MI
 Search & Find capability
 Grantee organizational profile
 User profile (single sign-on)
 Grant Application Entry & Status
 State of Michigan
 Central data repository for all grant related data
 State wide analytical & statistical reporting
 Ad hoc reporting capabilities
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Enterprise EGrAMS
Enterprise EGrAMS Overview
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Enterprise EGrAMS
eGrAMS – Home Page
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Enterprise EGrAMS
Search & Find - Objectives
 Single source for State of MI grants information
 Supports various user defined search and sort
criteria
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Keyword
CFDA Number
State Agency or Office
Eligibility criteria
Date range
Grant Category or Classification
 Supports printing of results
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Enterprise EGrAMS
Search & Find
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Enterprise EGrAMS
Search & Find Results
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Enterprise EGrAMS
Search & Find – Result Details
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Enterprise EGrAMS
Search & Find – Result Details
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Enterprise EGrAMS
Search & Find – Keyword Search
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Enterprise EGrAMS
Enterprise EGrAMS – Pie Charts
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Enterprise EGrAMS
Grant Opportunity Notification - Objectives
Allows potential grantees to receive email
notifications for competitive grants
Notification requests can be based on user
defined criteria
 Specific State agencies
 Specific grant categories or classifications
Supports Register, Un-subscribe & Change
email & notification criteria
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Enterprise eGrAMS
Grant Opportunity Notification - Request
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Enterprise eGrAMS
Grant Opportunity Notification - Request
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Enterprise eGrAMS
Grant Opportunity Notification - Unsubscribe
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Enterprise eGrAMS
Grant Opportunity Notification – Change email
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Enterprise EGrAMS
Organizational Profile - Objectives
Eliminate duplication of grantee agency
level information across state agencies
and grant applications
Single source of grantee agency
information
 General information
 Contacts
 Attachments
Access restricted to Grantee Office role
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Enterprise eGrAMS
Organizational Profile – General
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Enterprise eGrAMS
Organizational Profile – Contacts
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Enterprise eGrAMS
Organizational Profile – Contacts
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Enterprise eGrAMS
Organizational Profile – Standard Attachments
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Enterprise EGrAMS
User Profile - Objectives
Eliminate duplication of user level
information across state agencies and
grant applications
Single user name and password (sign-on)
to access all state agencies and grant
applications
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Enterprise eGrAMS
User Profile Profile – User Information
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Enterprise eGrAMS
User Profile Profile – User Information
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Enterprise eGrAMS
User Profile Profile – Login
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Enterprise eGrAMS
User Profile Profile – Change Password
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Enterprise eGrAMS
User Profile Profile – Forgot Password
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Enterprise EGrAMS
Phase 2
 Phase 2
 Grant Build Module
 General Requirements
 Security Requirements
 Phase 2A
 Implement Pilot Grants
 Conversion of existing electronic grants data
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Copyright © 2004 HTC Global Services, Inc.
EGrAMS
•
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Manages end-to-end grants lifecycle
Supports multiple agencies &
programs
Handles competitive and noncompetitive grants
Overview
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Built on Microsoft.NET technologies
Scalable, Modular and Configurable
Runs on MS SQL Server and Oracle
databases
Uses iText library for PDF generation
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Enterprise EGrAMS
Enterprise EGrAMS - Agency Level Overview
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Grant Administration
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Advantages
Configurable security at multiple levels
Configurable workflow to tailor the desired life cycle of a grant
Business Rules configuration to cater to changes even after the software
is implemented
User configured application package, instructions, review checklists,
and progress reports
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Copyright © 2004 HTC Global Services, Inc.
Enterprise EGrAMS
Setup & Security
 Setup
 Setup of master parameters, email message types,
user login / password rules, security questions,
miscellaneous text
 Set up of various master and look up codes used by
the eGrAMS system
 Configuration of email message text
 Set up of Workflow templates
 Security
 Set up of various screens, options supported, etc
 Set up of various roles & role based access (screen
access and option level access – Read/Write)
 Set up of workflow based access
 User Administration
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Enterprise EGrAMS
Email Text Configuration
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Enterprise EGrAMS
Role Access
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Enterprise EGrAMS
Application Configuration
 Designer Components
 Define data attributes and associated business rules
for a grant (grant, timeline, technical assistance,
funding sources, etc)
 Define face or cover sheet templates
 Define Narrative section/sub-sections, data types, etc
 Define budget expense categories, line item
requirements & business rules
 Define review checklists
 Enter / Upload allocations
 Designer Component Validator
 Preview & Publish Grant Application kit
 Copy Designer components
 Configure grant agreement template
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Enterprise EGrAMS
Narrative section
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Enterprise EGrAMS
Budget section
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Enterprise EGrAMS
Budget Notes & Business Rules
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Application Management
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Features
Project Director tasks
Grant application entry
Online validation
Display and print application
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Application Management
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Advantages
Ease of use, online help, intuitive
Reduced training to end users
Reduction of common errors in an application
Transparency of Application Status
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Enterprise EGrAMS
Application Entry – Face sheet
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Enterprise EGrAMS
Application Entry – Face sheet
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Enterprise EGrAMS
Application Entry – Index Page
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Enterprise EGrAMS
Application Entry - Narrative
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Enterprise EGrAMS
Application Entry – Budget Detail
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Enterprise EGrAMS
Application Entry - Budget Summary
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Review Management
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Features
Peer Reviews
Team Reviews
Review Consolidation
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Review Management
Team Review
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Review Management
Team Review
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Copyright © 2004 HTC Global Services, Inc.
Review Management
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Advantages
Consistent review criteria across reviewers
Single view of related section content, checklist, score and comments
Multiple levels of comments
Online review consolidation
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Approve, Award & Post Award
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Rank Order List with FIFO Allocation
Multiple Levels of Approval
Online Acceptance, View Contract
Update Contract and Other
Tracking Info
Features
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Online Progress Reporting
Payment Processing
Online Review & Approval of Progress
Reports
Closeout Process
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Enterprise EGrAMS
Ad Board Approval
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Approve, Award & Post Award
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Advantages
Reduction of approval time and instant notification
Simultaneous viewing of draft contract
Online progress reporting
Timely alerts and reminders
Validation of closeout criteria
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Enterprise EGrAMS
Others
Questions / Discussions
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