State of Michigan Enterprise e Gr AMS Implementation

Enterprise EGr. AMS Project Overview • Phase 1 ü Enterprise Data Collection & Reporting

Project Goals Project Overview § Provide information for all state managed grants available through

Key Deliverables and Time Line Project Overview Pilot grants deployment Date DCH – Substance

Enterprise EGr. AMS Welcome & Project Overview q Phase 1 – Enterprise Data Collection

Enterprise EGr. AMS Overview 6 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS e. Gr. AMS – Home Page 7 Copyright © 2004 HTC

Enterprise EGr. AMS Search & Find - Objectives q Single source for State of

Enterprise EGr. AMS Search & Find 9 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Search & Find Results 10 Copyright © 2004 HTC Global Services,

Enterprise EGr. AMS Search & Find – Result Details 11 Copyright © 2004 HTC

Enterprise EGr. AMS Search & Find – Result Details 12 Copyright © 2004 HTC

Enterprise EGr. AMS Search & Find – Keyword Search 13 Copyright © 2004 HTC

Enterprise EGr. AMS – Pie Charts 14 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Grant Opportunity Notification - Objectives q Allows potential grantees to receive

Enterprise e. Gr. AMS Grant Opportunity Notification - Request 16 Copyright © 2004 HTC

Enterprise e. Gr. AMS Grant Opportunity Notification - Request 17 Copyright © 2004 HTC

Enterprise e. Gr. AMS Grant Opportunity Notification - Unsubscribe 18 Copyright © 2004 HTC

Enterprise e. Gr. AMS Grant Opportunity Notification – Change email 19 Copyright © 2004

Enterprise EGr. AMS Phase 2 q Phase 2 Ø Grant Build Module Ø General

EGr. AMS • • • Manages end-to-end grants lifecycle Supports multiple agencies & programs

Enterprise EGr. AMS - Agency Level Overview 33 Copyright © 2004 HTC Global Services,

Grant Administration • • Advantages Configurable security at multiple levels Configurable workflow to tailor

Enterprise EGr. AMS Setup & Security q Setup ü Setup of master parameters, email

Enterprise EGr. AMS Email Text Configuration 36 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Role Access 37 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Application Configuration q Designer Components ü Define data attributes and associated

Enterprise EGr. AMS Narrative section 39 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Budget section 40 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Budget Notes & Business Rules 41 Copyright © 2004 HTC Global

Application Management • • Features Project Director tasks Grant application entry Online validation Display

Application Management • • Advantages Ease of use, online help, intuitive Reduced training to

Enterprise EGr. AMS Application Entry – Face sheet 44 Copyright © 2004 HTC Global

Enterprise EGr. AMS Application Entry – Face sheet 45 Copyright © 2004 HTC Global

Enterprise EGr. AMS Application Entry – Index Page 46 Copyright © 2004 HTC Global

Enterprise EGr. AMS Application Entry - Narrative 47 Copyright © 2004 HTC Global Services,

Enterprise EGr. AMS Application Entry – Budget Detail 48 Copyright © 2004 HTC Global

Enterprise EGr. AMS Application Entry - Budget Summary 49 Copyright © 2004 HTC Global

Review Management • • • Features Peer Reviews Team Reviews Review Consolidation 50 Copyright

Review Management Team Review 51 Copyright © 2004 HTC Global Services, Inc.

Review Management Team Review 52 Copyright © 2004 HTC Global Services, Inc.

Review Management • • Advantages Consistent review criteria across reviewers Single view of related

Approve, Award & Post Award • • Rank Order List with FIFO Allocation Multiple

Enterprise EGr. AMS Ad Board Approval 55 Copyright © 2004 HTC Global Services, Inc.

Approve, Award & Post Award • • • Advantages Reduction of approval time and

Enterprise EGr. AMS Others q. Questions / Discussions 57 Copyright © 2004 HTC Global

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Enterprise EGr. AMS Project Overview • Phase 1 ü Enterprise Data Collection & Reporting • Phase 2 ü ü ü ü Setup & Security Grant Build Module (Application kit configuration) Application Management (Entry & Submit) Review Management Approval, Award & Contract Management Payments Processing Progress Reporting Amendments • Phase 2 a ü Pilot for 6 different grants ü Data conversion of existing automated grants 2 Copyright © 2004 HTC Global Services, Inc.

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. 3 Copyright © 2004 HTC Global Services, Inc.

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 4 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Welcome & Project Overview q Phase 1 – Enterprise Data Collection & Reporting Ø Grantee ü Gateway for all grants across State agencies in the State of MI ü Search & Find capability ü Grantee organizational profile ü User profile (single sign-on) ü Grant Application Entry & Status Ø State of Michigan ü Central data repository for all grant related data ü State wide analytical & statistical reporting ü Ad hoc reporting capabilities 5 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Search & Find - Objectives q Single source for State of MI grants information q Supports various user defined search and sort criteria ü ü ü Keyword CFDA Number State Agency or Office Eligibility criteria Date range Grant Category or Classification q Supports printing of results 8 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Grant Opportunity Notification - Objectives q Allows potential grantees to receive email notifications for competitive grants q Notification requests can be based on user defined criteria ü Specific State agencies ü Specific grant categories or classifications q Supports Register, Un-subscribe & Change email & notification criteria 15 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Organizational Profile - Objectives q Eliminate duplication of grantee agency level information across state agencies and grant applications q Single source of grantee agency information ü General information ü Contacts ü Attachments q Access restricted to Grantee Office role 20 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS User Profile - Objectives q Eliminate duplication of user level information across state agencies and grant applications q Single user name and password (sign-on) to access all state agencies and grant applications 25 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Phase 2 q Phase 2 Ø Grant Build Module Ø General Requirements Ø Security Requirements q Phase 2 A Ø Implement Pilot Grants Ø Conversion of existing electronic grants data 31 Copyright © 2004 HTC Global Services, Inc.

EGr. AMS • • • Manages end-to-end grants lifecycle Supports multiple agencies & programs Handles competitive and noncompetitive grants Overview • • Built on Microsoft. NET technologies Scalable, Modular and Configurable Runs on MS SQL Server and Oracle databases Uses i. Text library for PDF generation 32 Copyright © 2004 HTC Global Services, Inc.

Grant Administration • • 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 34 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Setup & Security q Setup ü Setup of master parameters, email message types, user login / password rules, security questions, miscellaneous text ü Set up of various master and look up codes used by the e. Gr. AMS system ü Configuration of email message text ü Set up of Workflow templates q Security ü Set up of various screens, options supported, etc ü Set up of various roles & role based access (screen access and option level access – Read/Write) ü Set up of workflow based access ü User Administration 35 Copyright © 2004 HTC Global Services, Inc.

Enterprise EGr. AMS Application Configuration q Designer Components ü Define data attributes and associated business rules for a grant (grant, timeline, technical assistance, funding sources, etc) ü Define face or cover sheet templates ü Define Narrative section/sub-sections, data types, etc ü Define budget expense categories, line item requirements & business rules ü Define review checklists ü Enter / Upload allocations q Designer Component Validator q Preview & Publish Grant Application kit q Copy Designer components q Configure grant agreement template 38 Copyright © 2004 HTC Global Services, Inc.

Application Management • • Advantages Ease of use, online help, intuitive Reduced training to end users Reduction of common errors in an application Transparency of Application Status 43 Copyright © 2004 HTC Global Services, Inc.

Review Management • • Advantages Consistent review criteria across reviewers Single view of related section content, checklist, score and comments Multiple levels of comments Online review consolidation 53 Copyright © 2004 HTC Global Services, Inc.

Approve, Award & Post Award • • Rank Order List with FIFO Allocation Multiple Levels of Approval Online Acceptance, View Contract Update Contract and Other Tracking Info Features • • Online Progress Reporting Payment Processing Online Review & Approval of Progress Reports Closeout Process 54 Copyright © 2004 HTC Global Services, Inc.

Approve, Award & Post Award • • • Advantages Reduction of approval time and instant notification Simultaneous viewing of draft contract Online progress reporting Timely alerts and reminders Validation of closeout criteria 56 Copyright © 2004 HTC Global Services, Inc.

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