Grants Management System

The vendor is required to provide grants management solution (GMS) facilitates tracking information related to grants and revenue agreements, generating wire transfer artifacts for administration grants, managing reports, and producing required forms.
- The Microsoft excel solution is primarily used to track reimbursements for non- administration grants and similar data managed by GMS, with information manually collected and entered by the grants administration team.
- Spreadsheets and GMS are used to monitor various aspects of grants, including project award amounts, revenue stream totals, reimbursement percentages, funding sources, grant eligibility rules, and detailed information on reimbursements and wire transfers.
- Grant management
• Implement tools for creating, editing, and managing grant records, including drafts, with detailed attributes such as funding sources, phases, and allocations.
• Develop dashboards for tracking grant performance and status, filterable by key parameters.
• Enable creation of templates and workflows tailored to specific grant guidelines.
• Enable users to generate reports on grant financials, including reimbursement percentages and balances.
• Support grant amendment processes and reallocation of unused funds across grants.
• Enable collaborative tools for stakeholders to review and comment on grants in real-time.
• Enable grant record archival and retrieval for closed or inactive grants.
• Provide a centralized repository for reimbursement documentation, including receipts and justifications.
- Revenue agreements
• Create a centralized repository for managing revenue agreements associated with grants and projects.
• Enable linking of multiple revenue agreements to a single grant or project for streamlined tracking.
• Allow users to define and modify agreement attributes, such as distribution percentages and revenue allocation.
• Support multi-year revenue agreements with tracking across fiscal periods.
• Generate automated alerts for agreement renewals, deadlines, or discrepancies.
• Enable users to define custom revenue rules linked to requirements.
• Provide a centralized repository for reimbursement documentation, including receipts and justifications.
- Include capabilities to generate detailed reimbursement reports, including anticipated closeout dates.
- Provide dashboards for tracking reimbursement status across multiple grants and projects
- System
• Develop a scalable and secure system architecture to support the grants management lifecycle.
• Ensure user role-based access control for administrators, analysts, supervisors, and other stakeholders.
• Provide integration capabilities with external systems, such as financial management and reporting platforms.
• Include workflow configuration tools to automate notifications and approvals.
• Support flexible reporting options, allowing users to export data in multiple formats (e.g., xls, csv, pdf).
• Implement dashboards for real-time insights into system performance and data trends.
• Ensure compliance with relevant data protection and funding regulations (e.g., GDPR, federal guidelines).
• Offer user training, system documentation, and ongoing technical support.
• Provide a mobile-responsive interface for users to access the system on the go.
• Include audit logs to track user actions for compliance and troubleshooting.
• Offer advanced search functionality for locating grants, projects, or documents quickly.
• Support automated data backups and disaster recovery processes.
• Include customizable user dashboards for tracking individual priorities and tasks.
• Provide advanced grant lifecycle tracking, including reminders for upcoming deadlines or expirations in a dashboard or calendar format.
• Support workflows for approvals and updates to critical project processes.
• Enable configuration of selection lists and templates for project categories and attributes.
• Enable integration with financial systems for reimbursement, disbursements and approvals.
• Support workflows for submission, review, and approval of reimbursement claims.
• Allow configuration of templates for reimbursement reporting based on funding guidelines.
• Implement notifications and reminders for reimbursement deadlines.
• System-calculated values to reduce data entry errors.
• Offer visual analytics to display reimbursement trends, delays, or approval times.
• Provide a centralized repository for reimbursement documentation, including receipts and justifications.
• Support the configuration of revenue agreement templates for compliance with funding guidelines.
• Enable workflows for approval and updates of revenue agreements.
• Provide audit-trails for all modifications to revenue agreements.
• Support the ability to import historical grant and project information as well as AR transaction history from the legacy system.
• Provide functionality for assigning multiple funding sources, activity line items (ALI), and phases to grants.
• Allow administrators to configure and manage selection lists for activity items, categories, and phases.
• Include notification workflows for grant submissions, updates, and approvals.
• Include automated compliance checks for grant eligibility based on predefined rules.
• Provide detailed audit logs for all changes made to grant records.
• Integrate grant data with external systems to streamline reporting and data exchange.
- Budget: $485,000
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: April 1, 2025