Form 4 - Proposed Grants Management Use Cases.xlsx
XLSX spreadsheet 27 KB Posted
- Attached to
- EOED RFR Grant Management System
- Solicitation number
- BD-27-1100-EED01-EED01-131710
- Issued by
- Suffolk County, Massachusetts
About this file
This file is a capability requirements document for the Massachusetts Executive Office of Economic Development (EOED) Grant Management System, outlining the proposed use cases and functional specifications that must be included in the software solution. The document details eleven primary capability categories encompassing application configuration, user experience, application review, approval workflows, grant award management, account registration, customer relationship management, interoperability, automation and artificial intelligence, communications, and reporting. The requirements span 108 specific capabilities, with each capability designated as either currently in existing software, meeting requirements with configuration, on the roadmap for the next 12 months, or not included. Key functional areas include support for configurable workflows and validation rules, multi-level approval processes, electronic signature capabilities, integration with Commonwealth systems such as Salesforce and MyMass.gov single sign-on authentication, and comprehensive CRM functionality providing 360-degree organization views. The document does not specify contract term, response dates, due dates, or award information.
The requirements document emphasizes robust interoperability and data standards, requiring RESTful API capabilities, integration with external platforms including AWS-based tools and Microsoft systems, real-time data exchange with Commonwealth data platforms such as Snowflake and Power BI, and secure handling of authenticated user attributes across platforms. Additionally, the system must incorporate AI and automation capabilities, including AI-assisted application summarization, configurable workflow automation, and AI-powered tools to assist reviewers, while clearly identifying AI-generated outputs for human review and override. The document does not include pricing information, set-asides, incumbent contractor details, funding sources, or contract renewal options. Instructions indicate that inquiries should be submitted through COMMBUYS question and answer functionality rather than direct contact.
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Text version
Sheet1
| Capability ID | Category | Capabilities | In Current Software | Meets with Configuration | On Roadmap (next 12 Months) | Not Included | Notes |
| 1.01 | Application Configuration | Software must allow EOED to configure the application content, workflows, and validation rules within a configuration-driven, not development-driven, environment, with support for advanced configurations when requested. | |||||
| 1.02 | Application Configuration | Software must support complex conditional logic based on single or multiple prior responses. | |||||
| 1.03 | Application Configuration | Software must support data-driven logic, including configurable data table lookups and rule-based triggers. | |||||
| 1.04 | Application Configuration | Software must allow EOED staff to manage the custom data tables. | |||||
| 1.05 | Application Configuration | Software must allow EOED staff to open and close application submission periods without additional support. | |||||
| 2.01 | Application User Experience | Software must support automatic draft saving and collaborative drafting by multiple users within the same organization. | |||||
| 2.02 | Application User Experience | Software must allow upload of multiple and large file attachments. | |||||
| 2.03 | Application User Experience | Software must generate clean, formatted PDF or export versions of submitted applications. | |||||
| 3.01 | Application Review | Software must allow program staff to create configurable review forms, scoring criteria, and weighting methodologies. | |||||
| 3.02 | Application Review | Software must support assignment of applications to specific reviewers and/or reviewer groups. | |||||
| 3.03 | Application Review | Software must support assignment of a single application to multiple programs. | |||||
| 3.04 | Application Review | Should support automated routing and assignment to programs, with the ability for manual override. | |||||
| 3.05 | Application Review | Software must allow program staff to assign applications to individual reviewers within their respective groups. | |||||
| 3.06 | Application Review | Software must support the creation of sub-groups within review structures, as needed. | |||||
| 3.07 | Application Review | Software must enable reviewers to view the application and associated review form side by side within a single interface. | |||||
| 3.08 | Application Review | Software must automatically aggregate scores by program, maintaining separate scoring records where multiple programs review the same application. | |||||
| 4.01 | Application Approval | Software must support configurable, multi-level approval workflows (e.g., Program Review → Agency Review → Secretariat Review → Governor Approval). | |||||
| 4.02 | Application Approval | Software must provide administrators with a comprehensive, real-time view of recommendations and approval status across all levels. | |||||
| 4.03 | Application Approval | Software must allow EOED to create and send automated award decision notifications with customizable, data-populated templates. | |||||
| 5.01 | 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. | |||||
| 5.02 | Grant Award Management | Software must allow EOED to create, manage, and track contract amendments. | |||||
| 5.03 | Grant Award Management | Software must include legally binding electronic signature capability for award letters, grant agreements, and other documents. | |||||
| 5.04 | Grant Award Management | Software must allow the grantee to upload reimbursement requests and other required documents directly through the system. | |||||
| 5.05 | Grant Award Management | Software must allow EOED to create workflows to manage disbursement requests. | |||||
| 5.06 | Grant Award Management | Software must allow for budget, payment, reimbursement, and disbursement tracking at both the grant and portfolio levels. | |||||
| 5.07 | Grant Award Management | Software must allow for direct connection between grant awards and outcomes reporting, allowing impact metrics to be associated with individual grants. | |||||
| 6.01 | Account Registration and Management | Software must support applicant authentication through the Commonwealth’s MyMass.gov single sign-on (SSO) system. | |||||
| 6.02 | Account Registration and Management | Software must support internal user authentication through the Commonwealth’s single sign-on (SSO) system. | |||||
| 6.03 | Account Registration and Management | Software must support organizational account structures with configurable, role-based permissions and security controls. | |||||
| 6.04 | Account Registration and Management | Software must allow organization profiles to be configured by organization type. | |||||
| 6.05 | Account Registration and Management | Software should allow for organizations and user accounts from the legacy system to be prepopulated and later claimed by users. | |||||
| 6.06 | Account Registration and Management | Software must support distinct user experiences for different external users and internal roles. | |||||
| 6.07 | Account Registration and Management | Software must include a configurable account/organization registration process that is intuitive and easy to use for users. | |||||
| 6.08 | Account Registration and Management | Software must include duplicate organization and user detection functionality. | |||||
| 6.09 | Account Registration and Management | Software must have an intuitive process to allow applicant organization administrators to add new members to an organization. | |||||
| 6.10 | Account Registration and Management | Software must include secure user account emulation capability for authorized administrators for troubleshooting purposes. | |||||
| 7.01 | CRM Capabilities | Software must allow EOED to configure and manage comprehensive organization profiles within a configuration-driven, not development-driven, environment. | |||||
| 7.02 | CRM Capabilities | Software must provide a consolidated, 360-degree view of each organization, including: | |||||
| Current and historical applications | |||||||
| Awards and amendments | |||||||
| Spending and reimbursement requests | |||||||
| Reporting status and compliance history | |||||||
| Communications history | |||||||
| 7.03 | CRM Capabilities | Software must allow staff to track total funding awarded to an organization across programs and fiscal years. | |||||
| 7.04 | CRM Capabilities | Software must allow direct communication with organizations through the portal and keep a record of all correspondence. | |||||
| 7.05 | CRM Capabilities | Software must allow authorized staff to create and maintain internal notes associated with organization records. | |||||
| 7.06 | CRM Capabilities | Software must allow documents to be uploaded to organization profiles, including external email correspondence. | |||||
| 7.07 | CRM Capabilities | Software should support the ability to import application data from the legacy system and tie that data to the respective organization profile. | |||||
| 7.08 | CRM Capabilities | Software must support role-based access controls to manage visibility of organization data across programs and agencies, as appropriate. | |||||
| 8.01 | Interoperability and Data Standards | Software must provide robust, well-documented, and versioned RESTful APIs (and/or equivalent modern integration methods) to support secure, real-time data exchange. | |||||
| 8.02 | Interoperability and Data Standards | Software must support industry-standard data formats and integration protocols. | |||||
| 8.03 | Interoperability and Data Standards | Software must be designed with an extensible architecture that allows for integration with additional systems without significant custom development. | |||||
| 8.04 | Interoperability and Data Standards | Software must support seamless workflow and data integration with existing EOED and Commonwealth systems, including but not limited to Salesforce, Submittable, AWS-based tools, and Microsoft platforms. | |||||
| 8.05 | Interoperability and Data Standards | Software must support data integration with Commonwealth data platforms and reporting tools (e.g., Snowflake, Power BI, ArcGIS, Tableau). | |||||
| 8.06 | Interoperability and Data Standards | Software must support user experience integrations with EOED-developed tools, including the One Stop Expression of Interest AI tool and the Business Front Door front-end and back end through salesforce. | |||||
| 8.07 | Interoperability and Data Standards | Software must support secure exchange of authenticated user attributes with external systems, enabling trusted user identity to be recognized across platforms. | |||||
| 8.08 | Interoperability and Data Standards | Software should support industry-standard identity federation protocols. | |||||
| 8.09 | Interoperability and Data Standards | Software must support the ability for external systems to initiate specific user workflows (e.g., application intake processes) through secure, parameterized links, API calls, or embedded components. | |||||
| 8.10 | Interoperability and Data Standards | Software must support the passing of contextual parameters (e.g., user, organization, or program identifiers) to enable continuity of user experience across systems. | |||||
| 8.11 | Interoperability and Data Standards | Software must maintain appropriate session continuity or re-authentication handling consistent with Commonwealth security standards. | |||||
| 8.12 | Interoperability and Data Standards | Software must support the secure ingestion of data from external systems to pre-populate application forms and other records. | |||||
| 8.13 | Interoperability and Data Standards | Software must allow configurable field mapping between external data sources and system data fields. | |||||
| 8.14 | Interoperability and Data Standards | Software must include validation controls to ensure data integrity and allow user review and confirmation prior to submission. | |||||
| 8.15 | Interoperability and Data Standards | Software must support real-time or near real-time sharing of application data, status updates, and key record information with external systems. | |||||
| 8.16 | Interoperability and Data Standards | Software must support both event-driven (e.g., webhooks) and request-based (API) data exchange mechanisms. | |||||
| 8.17 | Interoperability and Data Standards | Software must allow EOED to configure which data elements are shared with external systems and under what conditions. | |||||
| 8.18 | Interoperability and Data Standards | Software must support bi-directional data exchange with external CRM platforms, including synchronization of organization records, application data, and status updates. | |||||
| 8.19 | Interoperability and Data Standards | Software should support standard CRM integration patterns and tools to minimize custom development and ensure maintainability. | |||||
| 8.20 | Interoperability and Data Standards | API capabilities must support the programmatic creation, retrieval, update, and deletion (CRUD) of core system entities, including organizations, users, applications, grants, and reports. | |||||
| 8.21 | Interoperability and Data Standards | Software must support consistent data structures and standards to enable reliable integration and reporting across systems. | |||||
| 8.22 | Interoperability and Data Standards | Software must support bulk data import and export capabilities. | |||||
| 8.23 | Interoperability and Data Standards | All integrations must comply with Commonwealth security standards, including encryption of data in transit and at rest. | |||||
| 8.24 | Interoperability and Data Standards | Software must enforce role-based access controls governing data access and system interactions. | |||||
| 8.25 | Interoperability and Data Standards | Software must maintain detailed audit logs of all integration activity, including inbound and outbound data exchanges. | |||||
| 8.26 | Interoperability and Data Standards | Software must be capable of supporting additional integrations with future systems and platforms without requiring significant re-architecture. | |||||
| 8.27 | Interoperability and Data Standards | Software should support modular integration approaches to allow EOED to incrementally expand its technology ecosystem. | |||||
| 9.01 | Automation & AI Capabilities | Software must support AI integration. | |||||
| 9.02 | Automation & AI Capabilities | Software must include AI capabilities to summarize application and other information. | |||||
| 9.03 | Automation & AI Capabilities | Software should support AI-assisted tagging of organization or grant records | |||||
| 9.04 | Automation & AI Capabilities | Software should support configurable AI tools to assist reviewers in comparing applications against scoring criteria. | |||||
| 9.05 | Automation & AI Capabilities | Software should allow tagging, categorization, and auto-classification of organizations and applications. | |||||
| 9.06 | Automation & AI Capabilities | Software must clearly identify AI-generated outputs and allow human review and override. | |||||
| 9.07 | Automation & AI Capabilities | Software must include configurable workflow automation tools. | |||||
| 9.08 | Automation & AI Capabilities | Software should support ongoing AI model updates and performance improvements without disrupting system operations. | |||||
| 10.01 | Communications | Software must allow both mass communications as well as direct communications through the system. | |||||
| 10.02 | Communications | Software should allow for automated emails to be sent through Commonwealth (mass.gov) email addresses and domains. | |||||
| 10.03 | Communications | Software must have ability to save and reference communications at the organization level. | |||||
| 10.04 | Communications | Software must have ability to create automated notifications to alert users of upcoming due dates and other critical reminders. | |||||
| 11.01 | Reporting & Dashboards | Software must include built-in reporting tools and configurable dashboards. | |||||
| 11.02 | Reporting & Dashboards | Software must allow for both simple and complex data reporting without external integration or complex programming. | |||||
| 11.03 | Reporting & Dashboards | Software must allow data to be represented through a variety of graphs and charts. | |||||
| 11.04 | Reporting & Dashboards | Software should support drill down functionality within graphs and charts. | |||||
| 11.05 | Reporting & Dashboards | Software must allow Ad hoc reporting capabilities for authorized users. | |||||
| 11.06 | Reporting & Dashboards | Software must allow dashboards to be configured for different roles. | |||||
| 11.07 | Reporting & Dashboards | Software must allow for aggregate KPI/outcomes reporting across programs. | |||||
| 11.08 | Reporting & Dashboards | Software must allow customized downloads of reports into multiple formats (i.e., PDF, XLSX, CSV, etc.). |
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