Grants Management System

The vendor required to provide grants management platform that supports shared administration, independent agency decision making, and end-to-end grant lifecycle management, for various programs, across the consortium.
1. Core platform and consortium administration
•    Secure, role-based access with centralized administrative oversight across consortium member agencies and reviewing jurisdictions
•    Configurable permissions by agency, jurisdiction, program, and role, including password management and access controls
•    Clear, real-time workflow visibility showing submission, review, approval, revision, and post-award status across jurisdictions
•    Robust data tracking, including timestamps, user identification, electronic signatures, and comprehensive audit logs
•    Flexible form, workflow, and business-rule configuration that consortium jurisdictions can modify independently without vendor reliance
2. Application and multi-jurisdiction review process
•    A unified online application platform supporting conditional logic, dynamic fields, and jurisdiction-specific requirements within a shared consortium framework
•    Multi-jurisdiction review functionality that enables each reviewing entity to independently
o    Track progress
o    Enter comments
o    Make funding recommendations
o    Document decisions
•    Automated transfer of approved application data into downstream functions, including contracting, financial management, and reporting
3. Contract development and management
•    Automated generation of contract and agreement documents using approved application and funding data
•    Prefilled fields for key program information and jurisdiction-specific contractual requirements
•    End-to-end tracking of contract approvals, modifications, amendments, and electronic signatures across consortium agencies
4. Budgeting and financial controls
•    Budget forms that prepopulate directly from approved application data
•    Support for jurisdiction-approved budget revisions and amendments
•    Financial controls that prevent over-expenditure without an approved budget modification
•    Tools to track program budgets, expenditures by funding source, and financial performance across multiple jurisdictions and programs
5. Reporting and reimbursement
•    Integrated quarterly reporting and reimbursement and expense summary functionality
•    Document upload capabilities tied to reporting and reimbursement workflows
•    Prefilled program, reporting period, and budget data to reduce manual entry
•    Ability to import financial data to improve accuracy and consistency
•    Customizable jurisdiction-specific reporting fields (e.g., vendor numbers, account codes)
6. Monitoring and compliance
•    Monitoring tools and forms that prepopulate with current budget, expenditure, and performance data
•    The ability for any consortium jurisdiction to initiate monitoring activities and include other funding partners
•    Structured data capture for findings, agency responses, corrective action timelines, electronic signatures, and supporting documentation
•    Retention of monitoring records to support oversight, audits, and compliance reviews
7. Data management, dashboards and reporting tools
•    Dashboard and query functionality to track program performance, compliance, spending, and other key metrics across the consortium
•    Tools to extract contact information and other structured datasets needed for administration and reporting
•    Secure document storage with upload and retrieval capabilities throughout the full grant lifecycle
8. Value-added considerations
•    Ability for external users to perform simultaneous work within system
•    Ability to integrate with the department integrated disbursement and information system (IDIS).