Grant Management System

The Vendor is required to provide grants management system, including all required software licenses, maintenance and support, training, and documentation.
- Functionality and business requirements
1. Application configuration
• Software must allow office to configure the application content, workflows, and validation rules within a configuration-driven, not development-driven, environment, with support for advanced configurations when requested.
• Software must support complex conditional logic based on single or multiple prior responses.
• Software must support data-driven logic, including configurable data table lookups and rule-based triggers.
• Software must allow office staff to manage the custom data tables.
• Software must allow office staff to open and close application submission periods without additional support.
2. Application user experience
• Software must support automatic draft saving and collaborative drafting by multiple users within the same organization.
• Software must allow upload of multiple and large file attachments.
• Software must generate clean, formatted pdf or export versions of submitted applications.
3. Application review
• Software must allow program staff to create configurable review forms, scoring criteria, and weighting methodologies.
• Software must support assignment of applications to specific reviewers and reviewer groups.
• Software must support assignment of a single application to multiple programs.
• Should support automated routing and assignment to programs, with the ability for manual override.
• Software must allow program staff to assign applications to individual reviewers within their respective groups.
• Software must support the creation of sub-groups within review structures, as needed.
• Software must enable reviewers to view the application and associated review form side by side within a single interface.
• Software must automatically aggregate scores by program, maintaining separate scoring records where multiple programs review the same application.
4. Application approval
• Software must support configurable, multi-level approval workflows (e.g., program review → agency review → secretariat review → governor approval).
• Software must provide administrators with a comprehensive, real-time view of recommendations and approval status across all levels.
• Software must allow to create and send automated award decision notifications with customizable, data-populated templates.
5. Grant award management
• Software must allow programs to create grant agreement templates within the system that can then be populated with applicant information to send for execution.
• Software must allow office to create, manage, and track contract amendments.
• Software must include legally binding electronic signature capability for award letters, grant agreements, and other documents.
• Software must allow the grantee to upload reimbursement requests and other required documents directly through the system.
• Software must allow office to create workflows to manage disbursement requests.
• Software must allow for budget, payment, reimbursement, and disbursement tracking at both the grant and portfolio levels.
• Software must allow for direct connection between grant awards and outcomes reporting, allowing impact metrics to be associated with individual grants.
6. Account registration and management
• Software must support applicant authentication through the commonwealth’s mymass.gov single sign-on (SSO) system.
• Software must support internal user authentication through the commonwealth’s single sign-on (SSO) system.
• Software must support organizational account structures with configurable, role-based permissions and security controls.
• Software must allow organization profiles to be configured by organization type.
• Software should allow for organizations and user accounts from the legacy system to be prepopulated and later claimed by users.
• Software must support distinct user experiences for different external users and internal roles.
• Software must include a configurable account/organization registration process that is intuitive and easy to use for users.
• Software must include duplicate organization and user detection functionality.
• Software must have an intuitive process to allow applicant organization administrators to add new members to an organization.
• Software must include secure user account emulation capability for authorized administrators for troubleshooting purposes.