Grant Management and Data System

The Vendor is required to provide grant management and data system to address ongoing challenges in processing, administration, data analysis, and budget oversight for grants, which demand rigorous monitoring and compliance activities, federal and state reporting requirement, and student performance tracking across postsecondary career and technical education and adult education programs.
- A comprehensive grant management and data system would satisfy the following objectives:
•    Administration of the title ii adult education and Perkins v grants for state 58 community colleges and 10 community-based organizations. 
•    Enable efficient grant lifecycle management through an integrated platform that ensures transparency, accountability, and alignment with federal and state requirements.
- Grant management system specifications
1. Application module
•    Describe the solution’s ability for grant fund application submission, grant evaluation and review features that includes sharing select portions of the application with various external stakeholders (local workforce development boards), and application approval and rejection workflows.
2. Internal 
•    Project management module describe the solution’s ability for milestone tracking, task assignments, and automated reminders for assigned tasks and projects.
3. Budget module 
•    The solution’s ability for budget and grant funding allocation planning and tracking, expenditure monitoring, budget reviews, feedback, revisions and approval workflow, and audit-ready documentation.
4. Monitoring and compliance module 
•    The solution’s ability for a centralized plan repository with task management and tracking system (including automated reminders), document submission portal on a monthly, semi-annually, and as-needed basis for programs selected for comprehensive monitoring.
- Data analytics and reporting system specifications
1. Data visualization 
•    Provide dashboards, reporting tools, and real-time data visualization. 
•    Data is supplied either by flat file or applicant entry.
2. Data validation and error checking
•    Data validation ensure individuals are at least 16 years old based on birthdate and that student id fields contain only numeric values. 
•    If a student opts not to provide an SSN, the system generates unique id. 
•    Logical routines check key identifiers—such as student id, name, and date of birth—to prevent duplicate entries, disallowing repeated SSNs or other identifiers. 
•    When similar names or birthdates are detected, the system prompts confirmation to verify the entry is for a new student.
3. Student enrollment 
•    Allows a student to be registered with one or more providers and enrolled in one or more classes without creating a duplicate record.
4. Student and staff registration data tracking 
•    Possesses the ability to track students and staff between various enrollments and registration data points.