Grant Management Software

The vendor is required to provide to design, implement, and support a comprehensive grants management system (GMS).
- The implementation of this system is expected to:
• Automate, simplify, and streamline the full subrecipient grant lifecycle, from application to closeout. ii. enhance data accuracy and reporting with real-time analytics and dashboards. 
• Provide an excellent user experience and a tool for proactive communication for all invested parties, including department, subrecipients, and federal partners and state partners. 
• Ensure compliance with state and federal grant management regulations. 
• The application programming interface (API) must ensure seamless data interoperability with existing and future department data capture systems relevant to the grants management process. 
• existing internal department deployed software programs such as mule-soft, on-base, sap, eco Interactive, pm web, and others.
- System implementation: deploying a centralized GMS that standardizes and automates department grant management processes, with necessary customization by program based on requirements.
- Workflow automation: enabling automated processes for grant project applications, application decisions, project monitoring, financial tracking, and project closeout, with clearly defined grant funds and year of funds. in addition, automating program level monitoring.
- Data integration: ensuring interoperability with existing and planned department systems, including sap, eco interactive, pm web, and on-base.
- Security and compliance: implementing robust data security protocols and ensuring adherence to state and federal grant regulations.
- User training and support: delivering comprehensive and inclusive training, act compliant and simple documentation, and ongoing user support to facilitate seamless adoption.
- Performance monitoring: establishing metrics to measure system performance, user adoption, and process efficiency.
- System configuration and development
• Configure a customizable GMS to meet department grant management needs compliant to requirements GMS program requirements.
• Develop automated workflows for each major software function which can include but is not limited to application processing, approvals, application evaluation, collaborative grant development, invoice review, status dashboards, data ingest/export, and compliance tracking.
- Data migration and system integration.
• Create a tool to assist in migrating historical grant data from existing systems to the new GMS.
• Conduct initial data transfer of select grant programs to GMS. 
• These transfers will come from a variety of data sources including heritage salesforce, microsoft excel, google sheets, other file repositories.
• Develop APIs to ensure seamless data exchange with v existing platforms (sap, eco interactive, pm web, on-base).
• Configure data calls and configuration options for data received through GMS API for grant manager display and rulemaking across programs.
- System testing and quality assurance
• Plan user acceptance testing (UAT) with affected groups based on functionality needs.
• Conduct UAT to validate functionality.
• Perform load testing, security assessments, and system performance evaluations.
• Remediate defects identified during testing.
- System deployment and go-live support
• Deploy the system in a phased rollout to minimize disruptions
• Provide real-time support during the initial deployment.
• Establish a helpdesk and ticketing system for user inquiries.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: July 15, 2025