About this file
This document is a Known User Stories attachment for the Texas Education Agency's (TEA) OneSystem contract opportunity, providing detailed functional requirements and use case documentation for the centralized digital platform project. The file outlines comprehensive user stories that define how various stakeholder groups—including grant managers, finance personnel, system administrators, and other TEA staff—will interact with the OneSystem platform to manage grants, track performance metrics, generate reports, and maintain system operations. The user stories detail specific workflows and system functionalities required for grant lifecycle management, from initial application submission through award management, compliance monitoring, and performance reporting. These documented requirements serve as essential specifications for qualified respondents designing and developing the OneSystem solution to replace TEA's current fragmented grant management and performance management systems.
The user stories establish functional baselines and acceptance criteria that respondents must address in their technical proposals and implementation approaches. The document defines key system capabilities including role-based access controls, automated workflow processes, data integration requirements, reporting and analytics functions, and user interface requirements across multiple modules. By documenting these known user stories in advance, TEA provides respondents with clarity on expected platform functionality and system behavior, reducing ambiguity in proposals and ensuring that all qualified respondents understand the core requirements and operational expectations for the OneSystem platform implementation and stabilization.
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ATTACHMENT M: KNOWN USER STORIES
The set of preliminary user stories will be the starting point for the development of software to be provided under this contract. These preliminary user stories are provided only for illustrative purposes and do not comprise the full scope or detail of the project. The Texas Education Agency expects that the Contractor will work closely with the Product Owner to perform regular user research and usability testing and to develop and prioritize a full gamut of user stories as the project progresses.
Individual user stories may be modified, added, retracted, or reprioritized by the Texas Education Agency at any time, and the Texas Education Agency expects that the user stories will be continuously refined during the development process.
| ID | Workflow | Stakeholder | Requirement Summary | User Requirement | Notes | Priority |
| 7.GD.03 | Application Tracking | TEA Grant Staff | Visualize Grant Set Up Progress in a Centralized Experience | As a TEA Grant Staff Member, I need to be able to view how far a specific grant is in the grant set up process in an easily ocnsumable way in a centralized experience. | Example of stage management: |
| - Drafting, Published, Open for Applications, Closed for Applications, Scoring, Awarded | Must Have - Essential, No Exceptions | |||||
| 7.GD.02 | Application Tracking | TEA Grant Staff | Search, Sort, and Filter Managed Grants in a Centralized Experience | As a TEA Grant Staff Member, I need to be able to sort and filter grants that I'm responsible for in a centralized experience. | Examples of data to filter and sort: |
| - Grant Name, Grant Year, Grant Status (Drafting, Published, Open for Applications, Closed for Applications, Scoring, Awarded), Grant Close Date, Total Award Money, Award Money Allocated | Must Have - Essential, No Exceptions | ||||||
| 7.AD.02 | Application Tracking | TEA Grant Staff | View Applicants to Grants | As a TEA Grant Staff Member, I need to be able to see the applicants to the grants I'm responsible for managing when drilling down into grant details. | Must Have - Essential, No Exceptions | ||
| 7.AD.01 | Application Tracking | TEA Grant Staff | Drill Down Into a Specific Grant | As a TEA Grant Staff Member, I need to be able to see more detail about a grant that I'm responsible for managing when I click from my centralized experience. | Examples of important CTA: |
- Edit Grants, Extend Grant Deadline, Close Grant
Examples of important data when drilling down:
| - Eligibility requirements, funding sources, etc. | Must Have - Essential, No Exceptions | ||||
| 7.GD.01 | Application Tracking | TEA Grant Staff | View Managed Grants in a Centralized Experience | As a TEA Grant Staff Member, I need to be able to see all of the grants that I'm responsible for in a centralized experience. |
As a TEA Grant Staff Member, I need to be able to see important data about the grants that I'm responsible for in a centralized experience. Examples of important data:
| - Grant Name, Grant Year, Grant Status (Drafting, Published, Awarding in Progress, Awarded), Grant Close Date, Total Award Money, Award Money Allocated | Must Have - Essential, No Exceptions | |||||
| 7.RH.01 | Application Tracking | TEA Grant Staff | Grant Access to Collaborate on Grants | As a TEA Grant Staff Member, I need to be able to grant access (C/R/E) to other TEA Grant Staff Members & Program Managers to collaborate on grants that I'm responsible for managing. | Must Have - Essential, No Exceptions | |
| JAD | Application Tracking | TEA Grant Staff | Bulk Document Access and Retrieval | As a TEA Grant Staff Member, I need to be able to search and export grants related documents in bulk for Public Infromation Request, audit and legislative request. |
Need the ability to search by grant/fund source, LEA, region/ESC, (a lot of flexibility). Bulk document such as what all have been awarded within the legislative area (house and senate districts; State and US) - infrequent, but does happen.
Request made by ESC to search for bulk access.
| Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | TEA Grant Staff | TEA User - Submission/Process Status Report | As a TEA Grant Staff Member, I need to be able to run detailed reports as well as executive level/summary reports in order to monitor and track submission and workflow process of grant applications, NAs, IPs, progress/compliance reports, etc. |
As a TEA Grant Staff Member, I need to be able to select one or more grants to report on simultaneously. Example of report data:
- grantees who have started the grant application, who have submitted, who have been awarded, who have amended, who have started an amendment as well as summative counts
- number of eligible grantees have not submitted
- Which grantee has submitted amendment for carryover, reallocation and/or revised final amounts; who has not
- PAC amendments
- # grant applications in each key step of the grant application review and approval process
- Identify grantees with late submission/on time submission (original and amendments)
| - NOGA Awarded amounts vs amount available (RP117) | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | ESCs (supporting LEAs) | ESC User- Submission/Process Status Report | As an ESC Staff Member, I need to be able to run detailed reports as well as executive level/summary reports in order to monitor and track submission and workflow process of grant applications, NAs, IPs, progress/compliance reports, etc. of LEAs that my ESC serves. |
As an ESC Staff Member Staff Member, I need to be able to select one or more grants to report on simultaneously. Example of report data:
- all TEA examples but for LEAs that the ESC serves
- special collections pending ESC review
| JAD | Application Tracking | TEA Grant Staff | TEA User - Data Submitted by Grantee Report | As a TEA Grant Staff Member, I need to be able to generate reports on data submitted by grantee via grant application, special collection, compliance/progress report, NA, IP, etc. |
| Example of report data: |
- SSA details and allocation breakdown for fiscal agent
- Student counts collected via special collection
| - Competitive grants: who has accepted grant award /applicants who have declined | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | ESCs (supporting LEAs) | ESC User - Data Submitted by Grantee Report | As an ESC Staff Member, I need to be able to generate reports on data submitted via grant application, special collection, compliance/progress report, NA, IP, etc. by LEAs that my ESC serves. | |
| Example of report data: |
- all TEA examples but for LEAs that the ESC serves JAD Application Tracking TEA Grant Staff TEA User - TEA Staff Performance Report As a TEA Grant Staff Member, I need to be able to generate reports to monitor and track TEA staff performances of various grants related review and approval processes, such as:
- How long it takes to negotiate (by negotiator, by grant)
- How long it takes for each key step within the grant application review and approval process
- How long does the overall process take
For grant applications, I need to be able to run these reports for original submissions and amendments seperately. Example of existing performance metrics reports in eGrants:
- RP115, Team Lead (Final Compliance)
- RP38, 56 Division metrics
| - RP102 and 103: team reports - in progress and completion | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | ESCs (supporting LEAs) | ESC User - ESC Staff Performance Report | As an ESC Staff Member, I need to be able to generate reports to monitor and track ESC staff performances of various grants related review and approval processes that my ESC supports, such as: |
- How long it takes to complete the review for a special collection JAD Application Tracking TEA Grant Staff TEA User - Drawdown/Expenditure Report As a TEA Grant Staff Member, I need to be able to run drawdown/expenditure reports in order to monitor grantees' actual expenditure of grant funds.
As a TEA Grant Staff Member, I need to be able to select one or more grants to report on simultaneously. Example of report data:
- How much money each grantee has drawn down via ER vs total awarded
| - Grantee expenditure by class object code, i.e. payroll, etc. | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | ESCs (supporting LEAs) | ESC User - Drawdown/Expenditure Report | As an ESC Staff Member, I need to be able to run drawdown/expenditure reports in order to monitor grantees' actual expenditure of grant funds for LEAs that my ESC serves. |
As an ESC Staff Member, I need to be able to select one or more grants to report on simultaneously.
JAD Application Tracking LEAs Grantee User Reports - ALL As a grantee, I need reports to show submission/process status of grant applications, NAs, IPs, progress/compliance reports, etc. submitted by my organization. (Reports for grant application must include grant award amount.)
As a grantee, I need reports to show data submitted by via grant application, special collection, compliance/progress report, NA, IP, etc.
As a grantee, I need reports to show drawdown/expenditure of grants awarded to my organization.
Note: grantee users reports are applicable to all grantees including LEAs, ESCs and non-LEA grantees. Examples of Reports.
-SSA members: app status of their fiscal agent.
-SSA member: gun free report status -Total amount of funds by subject area for a given school year & cross years.
-Total amount of funds by EDF; cross levers -filter by source funds (for example, multiple grant programs are funded by ESSA Title 1, Part A) -District vs Campus level grants: want to be able to differentiate and filter
| -Timeline Reports: List grants by submission due dates; various other types of due dates. | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | LEAs | Grantee User Reports - SSA Member | As a SSA member, I need reports to show grant application submission status of my fiscal agent. |
Note: grantee users reports are applicable to all grantees including LEAs, ESCs and non-LEA grantees.
JAD Application Tracking LEAs Grantee User Reports - SSA Fiscal Agent As a SSA fiscal agent, I need reports to show my SSA member details and allocation breakdown.
Note: grantee users reports are applicable to all grantees including LEAs, ESCs and non-LEA grantees.
JAD Application Tracking TEA Grant Staff Reporting Capabilities - Dashboard As a TEA Grant Staff Member, I need to be able to monitor and track the following in a centralized experience:
- grant funding drawndown for all federal and state grants, at the grantee level, ESC region level, and at the state levels across multiple school years
- grant bundle monitoring that may include but is not limited to: district participation, awards districts have received cross multiple cycles, comparisons, total award amount and detailed breakdown by the grant program, award funding by region, progress monitoring, and drawdown
- LEA grant participation and EDF score changes (for each lever and overall score) Existing dashboard examples:
- Federal and State drawdown dashboard, https://tea4avcastro.tea.state.tx.us/ffcr/grantsawards.html
- Grantee level grant participation (grant program/funding source), Cross-Office District Dashboard
| - LASO Dashboard | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | LEAs | Grantee Dashboard | As a grantee, I need to be able to monitor and track the following in a centralized experience: |
- all grants that my organization is eligible
- all grant applications that my organization has started (in draft)
- all grant applications that my organization has submitted and where they are in the review and approval process.
| Note: grantee dashboard is applicable to all grantees including LEAs, ESCs and non-LEA grantees. | Must Have - Essential, No Exceptions | ||||
| JAD | Application Tracking | TEA Grant Staff | TEA User Dashboard | As a TEA Grant Staff Member, I need to able to manage and track work assigned and monitor progress in a centralized experience specific to my user role. For example: |
- as a grant Negotiator, I need to see grant applications assgined to me to process, grant applications that I am currently reviewing, etc.
| - as a PAC Reviewer, I need to see grant applications assigned to me for review, grant application that I am currently reviewing, grant applications that I have requested amendment, etc. | Must Have - Essential, No Exceptions | |||
| 9.GB.01 | Audit and Negotiate Grants | TEA Grant Staff | Create Budgets for Specific Competitive Grant Applications |
tc={61E19F5C-B483-4EF8-847C-13372E21BF9B}: [Threaded comment]
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Comment:
Typically the budget schedule is configured and setup before the grant application opens. we know what is allowed for the grant program. Budget template is also published when the grant opportunity is posted. It is unlikely TEA will create/configure budget during negotiation. As a TEA Negotiator, I need to be able to create custom fields and sections for budget creation as part of the grant setup experience. Examples of custom fields and sections:
- String Text, Checkbox, Currency fields
- Budget code fields with acceptable values streamlined across the platform
| Chenie Note: budget setup will likely be completed by Grant Manager, not Negotiator. | Must Have - Essential, No Exceptions | ||||
| 9.AS.03 | Audit and Negotiate Grants | TEA Grant Staff | Track Negotiation Comments in a Centralized Experience | As a TEA Grant Staff Member, I need to be able to track all of the grant negotiation comments I've left for this current year's grant cycle in a centralized experience. |
| As a TEA Grant Staff Member, I need to be able to see which applications have system-identified possibilities for further review in a centralized experience. | Must Have - Essential, No Exceptions | |||||
| 9.AS.02 | Audit and Negotiate Grants | TEA Grant Staff | Search, Sort, and Filter Managed Grants in a Centralized Experience | As a TEA Grant Staff Member, I need to be able to sort and filter grants that I'm responsible for in a centralized experience. | Must Have - Essential, No Exceptions | |
| 9.AS.01 | Audit and Negotiate Grants | TEA Grant Staff | See All Applications in a Centralized Experience | As a TEA Grant Staff Member, I need to be able to see all of the applications that I'm responsible for in a centralized experience. |
As a TEA Grant Staff, I need to be able to view the amount of time spent during reviews for various Agency measures and individual performance goals.
As a TEA Grant Staff Member, I need to be able to see important data about the applications that I'm responsible for in a centralized experience.
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Comment:
Sample of "important data" would be helpful. Examples of important data:
| - Number of applicants, Applicant Name, Submitted Date, Award Status (ex: Awarded, Rejected, Evaluating), Amount Awarded | Must Have - Essential, No Exceptions | |||||
| 9.AC.01 | Audit and Negotiate Grants | TEA Grant Staff | Receive In-System Notifications for Applicants Potentially Out of Compliance | As a TEA Grant Staff Member, I need to be able to receive in-system notifications for applicants potentially out of compliance. | Should Have - Important, Highly Desired | |
| 9.NR.02 | Audit and Negotiate Grants | TEA Grant Staff | Collaborate on Virtual Grant Applications | As a TEA Grant Staff Member, I need to be able to leave negotiation comments to grant applicants on their grant application form. |
As a TEA Grant Staff Member, I need to be able to have an auditable comment trail when collaborating with applicants on their grant application form.
| As a TEA Grant Staff Member, I need to be able to communicate back and forth auditably when collaborating with applicants on their grant application form. | Must Have - Essential, No Exceptions | ||||
| JAD | Audit and Negotiate Grants | TEA Grant Staff | LEA and TEA Versioned Collaboration | As a TEA Grant Staff Member, I need each grantee submission as result of the TEA review and approval process versioned and accessible at a later time. (Currently, a PDF is generated for each submission.) |
This versioning requirement is also applicable to NA, IP, special collection and progress/compliance report submissions from all grantees including LEAs, ESCs and other non-LEA grantees.
9.AI.01 Audit and Negotiate Grants TEA Grant Staff Review System-Identified Potential Errors As a TEA Grant Staff Member, I need to be able to have the system scan for potential user errors in grant applications.
As a TEA Grant Staff Member, I need to be able to see applications that have a system-assessed "high potential for user error". Examples of potential errors:
| - Requests for student sizes that are significantly greater or less than their actual student size, requests for funds that are significantly greater or less than the allocated funds | Should Have - Important, Highly Desired | |||||
| 9.NR.03 | Audit and Negotiate Grants | TEA Grant Staff | Grant Access to Collaborate on Grant Negotiations | As a TEA Grant Staff Member, I need to be able to grant access (C/R/E) to other TEA Grant Staff Members to collaborate on grants that I'm responsible for managing. | Must Have - Essential, No Exceptions | |
| 9.AI.02 | Audit and Negotiate Grants | TEA Grant Staff | Flag Potential Compliance Issues with Applicant Draw Downs | As a TEA Grant Staff Member, I need to be able to easily visually discern when an applicant who has accepted their NOGA is significantly behind or ahead of their drawdown schedule. |
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Comment:
Please confirm with Grants Administration, but I am not sure if the negotiators monitor grantee drawdown on regular basis. I think the Cash Management team might be the one who monitors the drawdown.
| Not sure "Out of Compliance" is the right term for not drawing down grant money. | Likely some form of integration between Expenditure Reporting and OneSystem. | Should Have - Important, Highly Desired | |||
| 9.NR.01 | Audit and Negotiate Grants | TEA Grant Staff | Access Pre-NOGA and Post-NOGA Applications | As a TEA Grant Staff Member, I need to be able to access applications for grants in the pre-NOGA phase of the grant cycle. |
| As a TEA Grant Staff Member, I need to be able to access applications for grants in the post-NOGA phase of the grant cycle. | Must Have - Essential, No Exceptions | |||||
| 9.GA.01 | Audit and Negotiate Grants | TEA Grant Staff | Accept or Reject Grant Amendments | As a TEA Grant Staff Member, I need to be able to accept or reject grant amendments from within the individual grant application I'm managing. | Must Have - Essential, No Exceptions | |
| JAD | Audit and Negotiate Grants | TEA Grant Staff | Approve or Reject Grant | As a TEA Grant Staff Member, I need to be able to approve/reject at the grant program (funding) level when grants are bundled. | Must Have - Essential, No Exceptions | |
| JAD/Compliance | Audit and Negotiate Grants | TEA Grant Staff | Review and Approval Workflow - Manual Review | As a TEA Grant Staff Member, I need to be perform the necessary review designated to my role in the multi-step, grant application review and approval workflow. |
The current workflow process includes the following review steps, each completed by a seperate user role: Program Review, Program Fiscal Review, Final Compliance Review and Mgt Assurance of Process Complete.
JAD/Compliance Audit and Negotiate Grants TEA Grant Staff Review and Approval Workflow - System Validation & Checks As a TEA Grant Staff Member, I need to be able to review and follow up on grant applications that have failed system validation or checks. Example of existing system validatoin/checks:
-grantee's gun free report submission status prior issuance of NOGA for ESSA -grantee's CNLA submission status prior issuance of NOGA for Perkins
JAD.CEMS.01 CEMS TEA Grant Staff System Import As a TEA user, I need the ability to import and store various data from internal and external systems/sources via scheduled system import and/or on-demand system import. Example manually uploaded data:
- Revised student counts
- Grantee entitlements (planning amounts, final amounts, reallocation, etc.) for ESSA, IDEA, & School Improvement grants
| JAD.CEMS.02 | CEMS | TEA Grant Staff | Manual Data Upload | As a TEA user, I need the ability to upload, map and store large data set for each LEA via manual upload of Excel file. |
| JAD.CEMS.03 | CEMS | TEA Grant Staff | Waiver Determination | As a TEA user, I need the ability to identify LEA(s) that require a carryover related waiver based on LEA's existing waiver status, allowable carryover percentage for the grant, LEA's deobligated amount, and any funding transfer amount permitted by the grant at a click of a button each grant year for applicable grants. |
| JAD.CEMS.04 | CEMS | TEA Grant Staff | Post/Release Entitlement Amounts | As a TEA user, I need the ability to control the release of grantee's various entitlement amounts to eGrants at a click of a button. Entitlement amounts may include planning amounts, final amounts, reallocation, carryover, etc. which become available at different times throughout the school year. |
| JAD.CEMS.05 | CEMS | TEA Grant Staff | View Grantee Details | As a TEA user, I need the ability to search and view grantee's student counts and entitlement details of each grant. |
| JAD.CEMS.06 | CEMS | TEA Grant Staff | Manual Adjustment of Grantee Data | As a TEA user, I need the ability to manually adjust the following between grantees as well as between grantee and reserved accounts: |
- student counts
- entitlement counts
| JAD.CEMS.07 | CEMS | TEA Grant Staff | View Audit History | As a TEA user, I need the ability to view audit history of all imports and adjustments completed on grantee student counts and entitlement amounts captured by the system. | Grants currently managed in CEMS: ESSA, IDEA, & School Improvement. |
| JAD.CEMS.08 | CEMS | TEA Grant Staff | Manage Grants for Mulitiple Years | As a TEA user, I need the ability to house and manage grant data for up to 10 school years. | |
| JAD.CEMS.09 | CEMS | TEA Grant Staff | Reporting Capability | As a TEA user, I need the ability to run various reports that consolidate imported and adjusted data as well as the outcome of predefined determination logic. | Example: |
- distinct environments for PROD, TEST and DEV.
- Sandbox instances/environments JAD Common Functionality TEA Grant Staff Grantee and TEA Live Collaboration As a TEA Grant Staff Member, I need to collaborate live with grantees during negotiation. This live collaboration is limited to leaving comments while grantees working on different parts of the grant application.
| Note: grantee and TEA live colloboration is applicable to all grantees including LEAs, ESCs and non-LEA grantees. | Example: eGrants GS2300 - Negotiation | Could Have - Nice Addition, Optional | |||
| JAD | Common Functionality | LEAs | Grantee User Live Collaboration | As a grantee user, I need to be able to collaborate live with other staff from my organization on grant applications, NAs, IPs, special collections, and progress/compliance reports. |
Rule of thumb for live collaboration: not allowing multiple users editing the exact same fields at the same time. Otherwise, the system shall provide ample warning when users are overwriting each other.
Note: grantee user live colloboration is applicable to all grantees including LEAs, ESCs and non-LEA grantees.
| LEA to LEA Live; Applicable to all submissions (GA, NA, IP). | Must Have - Essential, No Exceptions | |||
| JAD | Common Functionality | LEAs | LEA and ESC Live Collaboration | As an ESC Staff Member, I need to be able to collaborate live with other LEA staff on grant applications, NAs, IPs, special collections, and progress/compliance reports. |
| Rule of thumb for live collaboration: not allowing multiple users editing the exact same fields at the same time. Otherwise, the system shall provide ample warning when users are overwriting each other. | LEA to ESC Live; Same rule of thumb applies with live collaboration. | ||||
| Must Have - Essential, No Exceptions | |||||
| 3.0 OnePlan | Create Improvement Plans | LEA | Submit Improvement Plans | As an LEA user, I need to be able to submit Improvement Plan(s) either required by TEA or requested by TEA. These plans are currently required for some or all LEAs to implement. Requirement varies by plan. |
User capabiities and features needed for create and submit Improvement Plans are identical to the ones identified for Needs Assessments. See user requirements for Create Needs Assessements for details.
Example of existing Improvement Plans:
Campus Targeted Improvement Plan (TIP), Turnaround Plan (TAP), Dropout Prevention Plan, Chapter 11 District Improvement Plan, Chapter 11 Campus Improvement Plan, Local Improvement Plan, LEA Program Plan (Title 1), Schoolwide Program Campus Plan, Targeted Assistance Program Campus Plan, Priority for Service Action Plan, Consolidated Special Ed Plan (IDEA), Strategic Support Plan (SSP), Corrective Action Plan (CAP), Early Childhood Literacy & Math Proficiency Plan, College & Career Readiness Plan, District Equity Plan, Multi-hazard Emergency Operations Plan, Dyslexia Plan, District Targeted Improvement Plan, Identification and Recruitment Plan of Migratory Children, Local Innovation Plan, Texas Strategic Leadership Plan.
| 3.0 OnePlan | Create Improvement Plans | TEA Program Managers | Monitor Submission | As a TEA Program Manager, I need to the ability to track and monitor Improvement Plan submissions. | |
| JAD | Create Needs Assessments | TEA Program Managers | Request Submission | As a TEA Program Manager, I need the ability to request Needs Assessment submission from specific LEAs for the grant program that I am responsible for. | |
| JAD | Create Needs Assessments | TEA Program Managers | Monitor Submission | As a TEA Program Manager, I need the ability to track and monitor Needs Assessment submissions. | |
| 4.GA.11 | Create Needs Assessments | LEAs | Upload Documentation to Comprehensive Needs Assessment | As an LEA User, I need to be able to upload documentation (PDF or DOCX) to my CNA as part of my guided CNA experience. | Examples of Assisting Documentation: |
- Compliance documentation (e.g., bilingual communications sent, stakeholder attendance in meeting documentation, etc.)
- Signatory Title I Compliance Packet Confirmation
| - External data, tables, charts, etc., that support CNA | Must Have - Essential, No Exceptions | ||||
| 4.DU.02 | Create Needs Assessments | LEAs | Parse Uploaded Content into Sections | As an LEA User, I need to be able to upload a PDF, XLSX, or DOCX that contains information that can be systematically parsed into fields and sections in the Comprehensive Needs Assessment tables. |
As an LEA User, I need to be able to validate and edit any systematically parsed information when completing and submitting my Comprehensive Needs Assessment.
tc={6C74664F-93B9-474E-AE3C-46BF676E737C}: [Threaded comment]
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Comment:
I think this one got cut off?
| Must Have - Essential, No Exceptions | ||||||
| 4.DU.01 | Create Needs Assessments | LEAs | Upload Needs Assessment | As an LEA User, I need to be able to upload a Needs Asssessment after selecting which type and for which year. | Must Have - Essential, No Exceptions | |
| 4.OP.01 | Create Needs Assessments | LEAs | Select Needs Assessment Creation Path | As an LEA User, I need to be able to select whether I'm creating a Needs Assessment through one of the three supported paths. | Three supported paths: |
- Upload a Doc
- Integration with P4L
- Guided Experience (4.GA.xx) tc={C38BAF06-3202-4407-8D13-AE926DF84EA6}: [Threaded comment]
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Comment:
| What is P4L system used for? Is it an external system that needs to be integrated with One System? | Must Have - Essential, No Exceptions | ||||
| 4.OP.02 | Create Needs Assessments | LEAs | Set Up Needs Assessment | As an LEA User, I need to be able to select what type and for which year of Needs Assessment I am looking to create. |
As an LEA User, I need to be able to be shown a different experience depending on my Needs Assessment type selection. Examples of different types of Needs Assessments:
- Comprehensive Needs Assessment
- Campus Needs Assessment
| - District Needs Assessment | Must Have - Essential, No Exceptions | ||||
| 4.AT.01 | Create Needs Assessments | LEAs | Monitor Progress Towards Current Year Needs Assessment | As an LEA User, I need to be able to see my progress towards completing statutorily required sections of my comprehensive needs assessment for this year outside of the CNA creation experience. |
| As an LEA User, I need to be able to see my progress towards completing recommended sections of my comprehensive needs assessment for this year outside of the CNA creation experience. | Must Have - Essential, No Exceptions | ||||
| 4.PT.01 | Create Needs Assessments | LEAs | Monitor Progress Towards Completing CNA | As an LEA User, I need to be able to see my progress in completing statutorily required sections of my comprehensive needs assessment inside the CNA creation experience. |
As an LEA User, I need to be able to see my progress in completing recommended sections of my comprehensive needs assessment for this year inside the CNA creation experience.
Statutorily Required Sections:
- Title I, Part A: Improving Basic Programs
- Title I, Part C: Education of Migratory Children
- Title IV, Part A: Student Support and Academic Enrichment
Recommended Sections:
- Title II, Part A: Supporting Effective Instruction
- Title III, Part A: English Language Acquisition, Language Acquisition, and Academic Achievement Act
| Note that each section has different requirements to track "completion". This could be a data standardization exercise. | Must Have - Essential, No Exceptions | |||||
| 4.GA.09 | Create Needs Assessments | LEAs | Integrate Gap Analysis Data with TEA Data | As an LEA User, I need to be able to see my officially held TEA data recommended to me when filling out the gap analysis data sections of my CNA. | Examples of Closing Gap Data |
- Student Outcome Trend Data (over 3 years) across Grades
- TELPAS Data across Grades
- ELA/Math Data across Grades
- Student Learning Strengths
| Problem Statement(s) from Closing Gap Data | Must Have - Essential, No Exceptions | ||||
| 4.GA.03 | Create Needs Assessments | LEAs | Preview Demographic Data with TEA Data | As an LEA User, I need to be able to see my officially held TEA data recommended to me when filling out the demographic data sections of my CNA. |
Examples of Demographic Data
- Previous Year Demographics (Grade Levels by: Race / Ethnicity, EcoDis%)
- Current Year Demographics (Grade Levels by: Race / Ethnicity, EcoDis%)
- Previous Year Special Populations (Grade Levels by: SPED, 504, Homeless, Dyslexia, STAAR Alt., GT, EL)
- Current Year Special Populations (Grade Levels by: SPED, 504, Homeless, Dyslexia, STAAR Alt., GT, EL)
- Discipline Data (% of students, % of ISS, % of OSS)
- Demographic Strengths (free text)
Problem Statement(s) from Demographic Data
| Can likely create a foundational API that leverages Ed-Fi API standards as the payload. | Must Have - Essential, No Exceptions | |||||
| 4.GA.06 | Create Needs Assessments | LEAs | Integrate Academic Performance Data with TEA Data | As an LEA User, I need to be able to see my officially held TEA data recommended to me when filling out the academic performance data sections of my CNA. | Examples of Academic Performance Data |
- Student Achievement Data (STAAR Core Subject by Grade by Race / Ethnicity Group and Special Populations
- TSI Criteria
| Problem Statement(s) from Academic Performance Data | Must Have - Essential, No Exceptions | ||||||
| 4.GA.10 | Create Needs Assessments | LEAs | Integrate Gap Analysis Data with SIS | As an LEA User, I need to be able to see gap analysis data in my current SIS recommended to me when filling out the gap analysis data sections of my CNA. | Can likely create a foundational API that leverages Ed-Fi API standards as the payload. | Should Have - Important, Highly Desired | |
| 4.GA.07 | Create Needs Assessments | LEAs | Integrate Demographic Data with SIS | As an LEA User, I need to be able to see academic performance data in my current SIS recommended to me when filling out the academic performance data sections of my CNA. | Can likely create a foundational API that leverages Ed-Fi API standards as the payload. | Should Have - Important, Highly Desired | |
| 4.GA.12 | Create Needs Assessments | LEAs | eSign Signatory Documentation | As an LEA User, I need to be able to eSign signatory documentation to be included in my CNA as part of my guided CNA experience. | Examples of signatory documentation: |
| - Signatory Title I Compliance Packet Confirmation | Must Have - Essential, No Exceptions | ||||
| 4.GA.08 | Create Needs Assessments | LEAs | Complete Gap Analysis Data | As an LEA User, I need to be able to enter key Gap Analysis as part of my guided CNA. |
As an LEA User, I need to be able to enter this information in Rich Text format. Examples of Closing Gap Data
- Student Outcome Trend Data (over 3 years) across Grades
- TELPAS Data across Grades
- ELA/Math Data across Grades
- Student Learning Strengths
| Problem Statement(s) from Closing Gap Data | Must Have - Essential, No Exceptions | ||||
| 4.GA.02 | Create Needs Assessments | LEAs | Complete Demographic Data Section | As an LEA User, I need to be able to enter key demographic data as part of my guided CNA. |
As an LEA User, I need to be able to enter this information in Rich Text format. Demographic Data
- Previous Year Demographics (Grade Levels by: Race / Ethnicity, EcoDis%)
- Current Year Demographics (Grade Levels by: Race / Ethnicity, EcoDis%)
- Previous Year Special Populations (Grade Levels by: SPED, 504, Homeless, Dyslexia, STAAR Alt., GT, EL)
- Current Year Special Populations (Grade Levels by: SPED, 504, Homeless, Dyslexia, STAAR Alt., GT, EL)
- Discipline Data (% of students, % of ISS, % of OSS)
- Demographic Strengths (free text)
| Problem Statement(s) from Demographic Data | Must Have - Essential, No Exceptions | |||||
| 4.GA.01 | Create Needs Assessments | LEAs | Complete a Guided Comprehensive Needs Assessment (CNA) | As an LEA User, I need to be able to enter key content within a guided, sectioned Comprehensive Needs Assessment experience (sections in 4.GA.xx). | Examples of key sections: |
(example from P4L: https://www.pearlandisd.org/cms/lib/TX01918186/Centricity/domain/68/cip/22-23_Pearland_HS_CIP_Final.pdf)
School Performance and Programs Data
- Summary
- Strengths
| Problem Statement(s) from School Performance and Programs Data | Must Have - Essential, No Exceptions | ||||
| 4.GA.05 | Create Needs Assessments | LEAs | Complete Academic Performance Data | As an LEA User, I need to be able to enter key Academic Performance Data as part of my guided CNA. |
As an LEA User, I need to be able to enter this information in Rich Text format. Examples of Academic Performance Data
- Student Achievement Data (STAAR Core Subject by Grade by Race / Ethnicity Group and Special Populations
- TSI Criteria
- Academic Performance Strengths (free text)
| Problem Statement(s) from Academic Performance Data | Must Have - Essential, No Exceptions | |||||
| 3.0 OnePlan | Create Needs Assessments | LEAs | Submit Needs Assessments | As an LEA user, I need to be able to submit Needs Assessement(s) either required by TEA or requested by TEA. | Example of NAs that LEA develop: |
District CNA (Chapter 11), Campus CNA (Chapter 11), SPED Self Assessments, Campus Targeted Improvement Plan (TIP) NA, Dropout Prevention NA, Schoolwide Program Campus Comprehensive NA, Targeted Assistance Program Campus Comprehensive NA, Consolidated SPED NA (IDEA), Perkins CLNA Comprehensive Local Needs Assessment - Required District Equity Plan NA, Bilingual Ed/ESL Self Assessment, Other Special Populations Self Assessment, Consolidated Collaborative NA,
| Turnaround Plan (TAP) NA (part of overall TAP) | Must Have - Essential, No Exceptions | ||||
| 2.GS.03 | Grant Application | LEAs | Apply for Grant Functionality | As an LEA User, I need to be directed to apply for a grant from within the grant detail experience. |
As an LEA User, I need to be directed to the virtual application experience if the application type is "Virtual".
| As an LEA User, I need to be directed to an editable PDF experience if the application type is "PDF". | some of these differentiations may be a moot point within OneSystem. | Must Have - Essential, No Exceptions | |||
| 2.GA.04 | Grant Application | LEAs | Collaborate on Virtual Grant Applications | As an LEA User, I need to be able to work on any part of a virtual grant application and have the progress saved. |
| As an LEA User, I need to be able to work on any part of a virtual grant application along with another user from my LEA and have both of our progresses save in real-time. | Must Have - Essential, No Exceptions | ||||
| 2.GS.05 | Grant Application | LEAs | Visually Distinguish Grants Already Applied For | As an LEA User, I need to be able to visually distinguish between grants that I've already applied for and other open grants when searching through grants. |
| As an LEA User, I need to be able to filter grants I've already applied for when searching through grants. | Must Have - Essential, No Exceptions | ||||
| 2.GA.07 | Grant Application | LEAs | Submit Virtual Grant Application | As an LEA User, I need to be able to submit a virtual grant application to the appropriate TEA Grant Staff Member when completing my application. |
| As an LEA User, I need to automatically mark the virtual grant application as submitted across my grant management experience. | Must Have - Essential, No Exceptions | ||||
| 2.CG.01 | Grant Application | LEAs | Compare Grants Side-by-Side | As an LEA User, I need to be able to select multiple grants from the grant opportunities experience. |
As an LEA User, I need to be able to see important information about multiple grants (2-4) at once from the grant opportunities experience. Examples of important information:
| - Grant Summary, Grant Name, Funding Source(s), Application Type, Funding Information, Open/Due Date | Should Have - Important, Highly Desired | |||||
| 2.GT.01 | Grant Application | LEAs | View Informational Data for All Open Grants in a Centralized Experience | As an LEA User, I need to be able to see relevant data about all open grants in a centralized experience. | Examples of relevant data: |
| - Grant Name, Application Type, Available Date, Due Date, Submission Type | Must Have - Essential, No Exceptions | |||||
| 2.GS.04 | Grant Application | LEAs | See Important Information about a Grant when Searching | As an LEA User, I need to be able to see important information about a grant when searching through grants. | Examples of important information: |
| - Grant Summary, Grant Name, Funding Source(s), Application Type | Must Have - Essential, No Exceptions | |||||
| 2.GT.01 | Grant Application | LEAs | See All Current Year Grants in a Centralized Experience | As an LEA User, I need to be able to see all current year, education-related grants in a centralized experience, regardless of source. | Must Have - Essential, No Exceptions | |
| 2.GS.01 | Grant Application | LEAs | Search through Open Grants | As an LEA User, I need to be able to search through all open grant opportunities. |
As an LEA User, I need to be able to have relevant grant opportunities surfaced when manually searching for grant opportunities.
As an LEA User, I need to be able to sort through my grant search results using standard sorting.
As an LEA User, I need to be able to toggle seeing open grant opportunities, past due (closed) grant opportunities when I search for grant opportunities, and upcoming grant opportunities. Examples of search parameters:
- Keywords, School Year(s), Program Area(s), Application Type, Funding Type, Submission Type, Availability Date Windows, Due Date Windows
Examples of standard sorting:
| - (A-Z), (min-max), (most recent-least recent) | Must Have - Essential, No Exceptions | |||||
| 2.GA.06 | Grant Application | LEAs | Reference Points of Contact and Vendors Across Applications | As an LEA User, I need to be able to reference previously input data from a point of contact in one virtual grant application into another grant application. | Examples of previously input data: |
| - First Name, Middle Initial, Last Name, Title, Telephone #, Ext., Email Address | Must Have - Essential, No Exceptions | |
| 2.GM.01 | Grant Application |
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Comment:
@Marc Jalandoon Can this one be moved to Overall Grant Cycle Management?
Reply:
It could be! I was thinking this may be a separate screen for Grant Applications specifically but it can also make total sense in Overall Grant Cycle Management Reply:
We'll include a progress tracker on the grant detail page for those grants they've already applied for. But as far as a "centralized experience" I do think that might be better under the other workflow LEAs Manage Grant Application Status in a Centralized Experience As an LEA User, I need to be able to manage grants with a specific status in my centralized experience.
As an LEA User, I need to be able to change grant application statuses in bulk in my centralized experience.
As an LEA User, I need to automatically change the status to "Applying" if I have begun the grant application.
As an LEA User, I need to automatically change the status to "Finished Application" if I have submitted the grant application.
As an LEA User, I need to automatically change the status to "NOGA Accepted" if I have accepted the NOGA.
As an LEA User, I need to automatically change the status to "In Negotiations" if a TEA Program Manager has left negotiation comments on my grant application.
As an LEA User, I need to automatically change the status to "Awarded Grant" once negotiations have been formally completed. Examples of statuses:
| - "Not Yet Reviewed" (Default), "In Consideration", "Applying", "Finished Application", "NOGA Sent", "NOGA Accepted", "In Negotiations", "Awarded Grant" | Must Have - Essential, No Exceptions | ||||
| 2.GA.01 | Grant Application | LEAs | Pre-population of Fields for Grant Applications | As an LEA User, I need to be able to have static data and previously input data pre-populated in relevant fields when applying for virtual grant applications. |
As an LEA User, I need to be able to have static data and previously input data pre-populated in relevant fields when applying for PDF grant applications.
As an LEA User, I need to be able to edit pre-populated data in virtual and PDF grant applications without affecting source data.
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Comment:
@Marc Jalandoon Can you please clarify whether the type of editable documents has to be PDF or it can also be MS Word!?
Reply:
| Resolved during internal standup - MS Word is priority, PDF is second priority. | (see 1.DM.01 - 1.DM.03) | Must Have - Essential, No Exceptions | |||
| 2.GA.09 | Grant Application | LEAs | Recommend Components of NAs and CIP/DIPs in Grant Application | As an LEA User, I need to be able to have content in my current year's NAs recommended to me when filling out a grant application. |
As an LEA User, I need to be able to have content in my current year's CIP/DIPs recommended to me when filling out a grant application.
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Comment:
@Marc Jalandoon @Alex Wilson How should the content be presented to the users? Is it supported to function like an auto-fill functionality when entering the field values of the grant application form? Examples of content:
- Goals, Objectives, Strategies
- Performance and Evaluation Measure
| * must attempt to match grant application content with NA/CIP/DIP content when recommending | Should Have - Important, Highly Desired | ||||
| 2.GA.08 | Grant Application | LEAs | Submit PDF Grant Application | As an LEA User, I need to be able to email a PDF grant application to the relevant TEA email (competitive vs. non-competitive) when completing my application. |
| As an LEA User, I need to be able to maintain a version of my PDF grant application in my document library when competing my application. | Must Have - Essential, No Exceptions | ||||
| 2.GS.02 | Grant Application | LEAs | Navigation to Grant Detail | As an LEA User, I need to be able to easily navigate to more information about a specific grant opportunity when searching through grant opportunities. |
As an LEA User, I need to be able to be linked to any additional relevant resources from within the grant detail experience. Examples of more information:
- Program Info (Program description, Eligibility Requirements, Statutory Authority)
- Funding Info (Expected Number of Awards, Min/Max Allowable per Award, Grant ID, Grant Start/End Date, Fund Type, CFDA, Amount)
| - TEA Points of Contact (Program Contact, Funding Contact, etc.) | Must Have - Essential, No Exceptions | |||||
| 2.GB.01 | Grant Application | LEAs | Create Budgets for Specific Non-Competitive Grant Applications | As an LEA User, I need to be able to complete budgets for grant applications that require them from within the grant application experience. | Examples of budget completion: |
- Multiple sections with multiple field variations (as outlined in grant setup, e.g., String Text, Checkbox, Currency fields)
| - Budget codes, streamlined across the platform | Must Have - Essential, No Exceptions | ||||
| 2.GA.02 | Grant Application | LEAs | Complete a Web Form-Based Grant Application | As an LEA User, I need to be able to complete a web form-based grant application. |
As an LEA User, I need to be able to have a guided and dynamic virtual grant application experience. Examples of web form-based interactions:
- Text Fields, Rich Text Fields, Picklists, Record Reference
- External Hyperlinks
| - Certification, Signature | Must Have - Essential, No Exceptions | ||||
| 2.GR.01 | Grant Application | LEAs | Score Grant Eligibility Based on NA and/or CIP/DIP Content | As an LEA User, I need to be able to be recommended grants in a centralized experience based on eligibility criteria defined in my current year NA and CIPs/DIPs content. |
| As an LEA User, I need to be able to see data that outlines what eligibility criteria my LEA meets alongside the respective recommended grant. | Must Have - Essential, No Exceptions | ||||
| 2.GR.02 | Grant Application | LEAs | Score Grant "Fit" Recommendation Based on NA and/or CIP/DIP Content | As an LEA User, I need to be able to be recommended grants in a centralized experience based on content defined in my current year NA and CIPs/DIPs. |
As an LEA User, I need to be able to see data that powers why a specific grant was recommended to me.
As an LEA User, I need to be able to see recommended grants sorted from most recommended to least recommended in a centralized experience.
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Comment:
@Marc Jalandoon Do you think this could be combined with the one about Grant Eligibility (2.GR.01)?
We are recommending these loans because you're eligible
Reply:
I was thinking one would be an eligibility requirement (binary) vs one is a scoring requirement (recommended based on some score).
I think they may have separate technical requirements, but let’s chat about this one!
Reply:
| After our meeting this morning, I'm with you. | Must Have - Essential, No Exceptions | ||||
| 2.GA.03 | Grant Application | LEAs | Attach Documents to Virtual Grants | As an LEA User, I need to be able to attach a document stored locally to the virtual grant application. |
As an LEA User, I need to be able to attach a document stored within my document library (see 1.DL.01) to the virtual grant application.
| As an LEA User, I need to be able to automatically reference any attached documents to the relevant grant application on successful attachment. | Must Have - Essential, No Exceptions | |||||
| 2.GA.05 | Grant Application | LEAs | Reference Multiple Points of Contact | As an LEA User, I need to be able to add multiple (2+) points of contact in a virtual grant application. | Examples of data for points of contact: |
| - First Name, Middle Initial, Last Name, Title, Telephone #, Ext., Email Address | Must Have - Essential, No Exceptions | ||||
| 2.PA.01 | Grant Application | LEAs | Display a Publicly Available Version of Grant Opportunities | As an LEA User, I need to be able to access an unauthenticated version of Grant Opportunities. |
As an LEA User, I need to be able to access authentication-gated features of Grant Opportunities. Examples of authenticated features:
| - Recommended grants, favorites | Must Have - Essential, No Exceptions | ||||
| 2.GM.02 | Grant Application | LEAs | Visually Deprioritize User-Managed Grant Applications | As an LEA User, I need to be able to "Favorite" a current year's grant application from my grant search. |
As an LEA User, I need to be able to sort my "Favorites" by upcoming due date by default.
As an LEA User, I need to be able to visually archive grants from all grant application management screens that I have marked as "Not Interested in Applying".
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