2019_LSC_RFP_for_GMS-Appendix_B_Detailed_Requirements.xlsx
XLSX spreadsheet 34 KB Posted
- Attached to
- Request for Proposals: Grants Management System
- Solicitation number
- LSCGMS1
- Issued by
- Legal Services Corporation
About this file
Appendix B
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 2019_LSC_RFP_for_GMS.pdf | ||
| Appendix_A--2019_LSC_To-Be_Process_Workflows.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
LSC GMS Detailed Requirements User Story # Process Category Role User Story / Requirement Feature Area Notes: Requirement enables the team to... Priority Response Microsoft Office User: Response legend:
| M | Base software meets the business requirement as stated | ||||||
| P | Base software partially meets the business requirements, or meets it differently than stated | ||||||
| C | Base software does not meet the business requirement, but product is customizable/configurable with no additional cost | ||||||
| C$ | Base software does not meet the business requirement, but product is customizable/configurable for an additional cost | ||||||
| N | Base software cannot meet the business requirement | Vendor Comments | |||||
| 1 | 1.Pre-Grant Preparation | System Administrator | Forms should support different types of data capture (e.g., text fields, date fields, currency fields, drop-down lists, checkboxes, radio buttons), with the ability to indicate required fields. Be able to enforce validation of certain data types in certain fields, such as integers in a number field, date fields, value from a dropdown picklist, and provide error messaging to the user | Field validation | Help enforce a level of data quality and cleanliness | 1-Mandatory requirement | |
| 2 | 1.Pre-Grant Preparation | System Administrator | Be able to have fields on the application form that get automatically populated/displayed from field values on the related organization and contact records | Field prepopulation | Enables the applicant to consistently verify the contact details of their org, or to enable the automatic display of flags set at the organization level (such as special grant conditions) | 1-Mandatory requirement | |
| 3 | 1.Pre-Grant Preparation | System Administrator | Can configure a set of standard fields with pre-determined data validation that can be used across program application forms, review forms and reporting forms, (e.g. program coding, regions, gender inclusion, affected populations, expected outcomes, etc.). | Standard fields | Reduce time-consuming manual data entry for administrators, improve data accuracy, and increase the ease of visualizing and reporting on my data. | 1-Mandatory requirement | |
| 4 | 1.Pre-Grant Preparation | System Administrator | For each granting program, be able to configure an application workflow with application statuses that can control what roles can take what actions on the application through the lifecycle of the grant application. | Review process workflow | 1-Mandatory requirement | ||
| 5 | 1.Pre-Grant Preparation | System Administrator | For each granting program, be able to configure default assignments of resources to roles based on a lookup table of program, department, role and grantee org. Where a lookup to determine a default assignment fails, there should be a way for the grant administrator to identify the task to complete the assignment is required. | Review process workflow | 1-Mandatory requirement | ||
| 6 | 1.Pre-Grant Preparation | System Administrator | For each granting program, be able to configure a more than one reviewer evaluation rubric form and workflow | Review form config | Manage a review process that involves others outside of the grant administration team (internal or external to the org) | 1-Mandatory requirement | |
| 7 | 1.Pre-Grant Preparation | System Administrator | Enable each granting program to be able to have multiple sub-activities that occur in parallel and have their own workflow actions. e.g., two different review teams, with their own evaluation rubric, have activities for the same application form | Review process workflow | Enables 3 separate workflows for reviews by OPP and OCE Fiscal and OCE Program Counsel | 1-Mandatory requirement | |
| 8 | 1.Pre-Grant Preparation | System Administrator | To be able to have a field in the application form that stores a relationship to another record. e.g. subgrant applications can store the reference to the primary grant application. More than one subgrant application should be able to relate to the same primary grant application. Ideally, the field can be hyperlinked to open that record if clicked, and it is nice to have functionality to suggest valid existing applications for that grantee when the user starts typing. | Form Builder | Enables subgrant applications to have a separate review and approval process from the primary applications, as well as support reporting on the relationships between primary grants and subgrants. | 2-Priority Functionality | |
| 9 | 1.Pre-Grant Preparation | System Administrator | Customize application forms with conditional formatting, branching logic, conditional validation rules (based on previous responses), hidden questions | Conditional logic in forms | To be able to reduce the display of fields not needed for the applicatn to make the application form easier to use | 2-Priority Functionality | |
| 10 | 1.Pre-Grant Preparation | System Administrator | Be able to have fields on the application form that get automatically populated based on a calculation on another field value | Calculated field values | Enables automating some sorts of coding on application forms (e.g. fiscal year, transforming a drop down value to a number) | 2-Priority Functionality | |
| 11 | 1.Pre-Grant Preparation | System Administrator | Have the ability to configure multiple review processes (each with their own specific review form template) that will be executed in parallel by different review teams (i.e. OPP, OCE FCA, and OCE Program Counsel) | Review form config | Enables each department team to manage their teams' tasks, content and workflow on the reviews in parallel | 2-Priority Functionality | |
| 12 | 1.Pre-Grant Preparation | Grant Administrator | Set up the program budget, or fund, that the grant payments will be allocated from for each year. Each fund may be sub-divided by initiative for allocation | Fund allocation | 2-Priority Functionality | ||
| 13 | 1.Pre-Grant Preparation | Be able to set, by program, application open and closing dates that automatically control when an applicant can start and submit their application | Application window | Not have to manually control when and when not the applications are available to applicants. | 2-Priority Functionality | ||
| 14 | 1.Pre-Grant Preparation | System Administrator | As a system administrator, be able to create and edit application forms in an easy to use interface | Form Builder | Make changes without needing to ask our vendor/consultant, be able to continue to report on the same grant program through time, and prevent impact to currently active grants with this application. | 2-Priority Functionality | |
| 15 | 1.Pre-Grant Preparation | System Administrator | To be able to have options for configuring how to collect the evaluation rubric (numeric, likert scale, text, radio button, drop downs), enable weighting of values, and enable conversion logic | Review form config | Enables each grant program flexibility to build their assessment rubrics to use various evaluation design | 2-Priority Functionality | |
| 16 | 1.Pre-Grant Preparation | System Administrator | To be able to configure an eligibility quiz to screen out applicants who are not eligible, and only be able to start the application form when the eligibility is passed. | Eligibility quiz | 3-Work around could be accepted | ||
| 17 | 1.Pre-Grant Preparation | System Administrator | Customize application forms to use a table format for budgets. (workaround to use budget spreadsheet templates, and add as attachments to the application) | Budget table | So that I can receive the application budget information in a consistant format so we can evaluate consistently across applications. | 4-Delightful wish list | |
| 18 | 1.Pre-Grant Preparation | System Administrator | Be able to configure validation on application questions based on calculation logic or lookup values | Field validation on forms | To enable advanced field validations at the time of data entry, particularly for the Grantee Activity Reporting data | 4-Delightful wish list | |
| 19 | 1.Pre-Grant Preparation | System Administrator | To be able to configure word or character limits in an application long-text field | Form Builder | 4-Delightful wish list | ||
| 20 | 2.Application Intake | Applicant | As a Grantee staff member, be able to see a consolidated list of notification alerts about required tasks and requests from LSC assigned to my organization to complete | Online portal | Allows LSC to easily provide a consolidated list of items the grantee needs to provide. | 1-Mandatory requirement | |
| 21 | 2.Application Intake | Applicant | As a staff member of a Grantee organization, be able to log into the system and access/edit the information and application forms for grant programs for the organization, and update information of contacts of my organization | Online portal | Have a consolidated place to see the grant programs details and access the application forms. | 1-Mandatory requirement | |
| 22 | 2.Application Intake | Applicant | As an individual, be able to register myself into the system and see the application form(s) for grant programs available to individuals. I am not able to see the Grantee organization's detailed data, even if my application form stores a link to the valid grantee organization. (scholarship program model) | Online portal | Enables grant programs to individuals (i.e. LRAP), akin to scholarship. | 1-Mandatory requirement | |
| 23 | 2.Application Intake | Applicant | As a Grantee staff member, be able to save a draft of my application and come back to complete it later. The grantee staff member who initiates each application will be the grantee main point of contact for the particular application. | Application save | 1-Mandatory requirement | ||
| 24 | 2.Application Intake | System Administrator | The ability to configure the application form to structure the documents requested so the uploaded files are stored in a predictable manner, location, and naming convention. A user should then be able to effectively locate documents related to that organization without having to open individual applications. | Document upload | Easily find the type of documents provided by the grantee, regardless of where in the grant workflow process the application is in. | 1-Mandatory requirement | |
| 25 | 2.Application Intake | Applicant | As a Grantee staff member, be able to See the history of my (or my organization's) past grants with LSC, their statuses, and how much funding was received, submitted documents | Online portal | View this information without having to contact the grantmaker | 1-Mandatory requirement | |
| 26 | 2.Application Intake | Applicant | As a Grantee staff member, when I work on application, any grant application needing my organizational profile data will copy from my profile instead of making me re-enter the data. | Organization Data | 1-Mandatory requirement | ||
| 27 | 2.Application Intake | Applicant | As a Grantee staff member, the ability to upload documents / multimedia as part of my application | Document upload | Provide supporting documents in a variety of formats (doc, PDF, xls, jpg, video, etc) | 1-Mandatory requirement | |
| 28 | 2.Application Intake | Applicant | Not have to enter the same information more than once between the initial application (e.g. Letter of Intent) and the subsequent stages of the application (e.g. Full application), because the data is carried forward through the grant process. | Data Piping | Finish the application form and future stages of the request without having to fill out the same information multiple times, thus reducing time, frustration and data errors. | 1-Mandatory requirement | |
| 29 | 2.Application Intake | Applicant | As a Grantee staff member, Be able to log into the system to view the status of my grant, including comments or requested actions from the Program Manager | Online portal | View the status of my applications without having to contact the grantmaker | 1-Mandatory requirement | |
| 30 | 2.Application Intake | Applicant | As a Grantee staff member, be able to update my application directly in the system if the LSC staff sends back the application to request more information | Send back | Better collaborate with the grantmaker on the application process. | 1-Mandatory requirement | |
| 31 | 2.Application Intake | New users to the system should be able to have their registrations be automatically approved | Registration | Not put a bottleneck for the applicant to execute the application process, acknowledging that LSC will need to have a process to manage potential duplicate data for contacts and organizations. | 2-Priority Functionality | ||
| 32 | 2.Application Intake | Grant Admin | For the Basic Field Grant, grantees are administered in 3-year cohorts, with either a full application form or renewal application form due each year. The applicable application form to use each year are determined by a) which year in the cohort the grantee is in, and b)whether there was a PQV site visit in the prior 2 years. The system should be able to show the appropriate application form to the grantee to fill out and prevent the possibility of the grantee filling in and submitting the wrong application form. | Application form | Prevent the possibility of the grantee from populating and submitting the wrong application form, but still allow LSC to provision a different renewal application form from the full application form. | 3-Work around could be accepted | |
| 33 | 2.Application Intake | Applicant | As a staff member of a grantee organization, be able to see in the grantee portal a view-only list of individual grant program applications that are linked to my organization (i.e. LRAP). The list should not see the actual submitted application details but just basic information: individual name, grant program, grant cycle, application status, amount of grant) | Online portal | Enables grantee organizations to have visibility to individual grants related to my organization | 3-Work around could be accepted | |
| 34 | 2.Application Intake | Applicant | As a Grantee staff member, be able to invite colleagues to collaborate on an application with me in the system, i.e. have multiple contacts be able to log into the system to view and edit the forms. | Collaboration | Work together with others at my organization on the same application within the system (without having to create a working document outside the system) | 3-Work around could be accepted | |
| 35 | 2.Application Intake | Applicant | As a staff member of a Grantee organization, be able to see all the questions and requested documents of an application before starting it. | Application preview | If I'm not prevented from seeing all the pages / questions in the application, i can better plan the work to compile the information needed before starting the application. This is particularly useful before the application window opens, but the application form is ready. | 3-Work around could be accepted | |
| 36 | 2.Application Intake | Applicant | Clone an application where the new application copies over values from certain configured fields of the previous application, edit it and submit | Clone application | Apply again without having to start from scratch if much of the information is the same, for example re-apply in a future funding round. Helpful for grant programs with expected recurring applicants. | 4-Delightful wish list | |
| 37 | 2.Application Intake | Be able to apply for a subgrant against approved grants, such that the subgrant is associated with the grant program, year, and conditions of approval. | Subgrant | LSC Grantees and Staff to manage subgrants in relation to the grantee and the grant | 1-Mandatory requirement | ||
| 38 | 3.Application Review | System Administrator | Configure the system to automatically route applications to a reviewer or reviewer group based on values in the application form and a lookup table of reviewers with each reviewer getting their own review form to fill out. The review activities can occur in parallel. | Application routing/Automatic reviewer assignment | Because we divide out the tasks for the application to across multiple people at one or more stages in our process due to volume of applications, regional assignment of team, or area of expertise. | 1-Mandatory requirement | |
| 39 | 3.Application Review | OPP | View submitted applications and attached documents against the review/evaluation rubric in a dual pane view onscreen and be able to store my evaluation work | Review | Review the application that was submitted | 1-Mandatory requirement | |
| 40 | 3.Application Review | System Administrator | Specific LSC roles have the ability to add external reviewer users to the system with appropriate permissions | Reviewer management | Enable my grant process to have reviewers external to my organization enter their review assessments directly in the system. | 1-Mandatory requirement | |
| 41 | 3.Application Review | Grant Admin | Specific LSC roles are able to manually reassign the reviewer from the default value | Reviewer management | 1-Mandatory requirement | ||
| 42 | 3.Application Review | Grant Admin | Can perform specific bulk actions on applications (update review or approval status, assign team members, assign review meeting date) | Bulk updates | Manage large volumes of applications | 1-Mandatory requirement | |
| 43 | 3.Application Review | External Reviewer | Log in to a reviewer portal, review the applications assigned to me, and provide comments or rankings | External Reviewers | Can access the applications online anywhere and any time to review the applications that are applicable to me. It is clear what my remaining tasks are, and I can view the reviews I've completed. | 1-Mandatory requirement | |
| 44 | 3.Application Review | System Admin | Be able to configure reviewers to be able to view other reviewers' scores/comments/recommendations, but prevent updates to them. | Review | 2-Priority Functionality | ||
| 45 | 3.Application Review | OPP, OCE | Be able to provide feedback to the applicant on either specific areas of the application, or as a whole, and send back to the applicant to allow them to make edits to the application or upload more documents to respond to the feedback. | Send back | Work with the applicant to strengthen their application so it has all the information required to be reviewed in the best light. | 2-Priority Functionality | |
| 46 | 3.Application Review | OPP | Be able to print the contents of a grantee's application in a well-formated document in one action. Ideally the user can select a specific portion for printing, or printing all. Attachments are not expected to be automatically included in the printout. | Print document | 2-Priority Functionality | ||
| 47 | 3.Application Review | Grant Admin | Generate/view an overview of the consolidated reviews for all applications. (e.g. count of reviews submitted per application, sum or avg scores per application) | Review summary | Understand how each application compares to each other without looking at each individual review in isolation | 2-Priority Functionality | |
| 48 | 3.Application Review | OPP | Be able to easily view the prior year's application from the applicant while reviewing the current application in the dual pane review panel | Review | Have a user friendly and efficient way to include the assessment of the current application with the context from prior year's application. | 3-Work around could be accepted | |
| 49 | 3.Application Review | System Administrator | Have a way to self identify any conflicts of interest that LSC staff and executive members have with Grantees. This should then support the ability for the person to avoid completing the review or approval tasks for the Grantee and have the process be able to work around this. | Conflict of Interest | Enables LSC to avoid conflict of interests in their review and decision-making process, but still have the system be able to facilitate the completion of the process. E.g. if the LSC President has a conflict of interest with a Grantee, he should not be able to officially approve grants to this organization, and the process needs to be able to complete. | 3-Work around could be accepted | |
| 50 | 4.Grants and Payment Administration | System admin | Be able to use a bulk data import process to load amendments to the Basic Field Grants (from appropriations updates) and load the appropriate related adjustment payment records (typically one per remaining month). The amendments can either be increasing or decreasing the grant amount. | Data import | Support the realities of a)how the program funding for Basic Field Grants is often not finalized before the administration of the grant cycle begins; b)there could be several adjustments that occur through the fiscal year; c)payments are scheduled and made to grantees on a monthly basis, and adjustments to the total grant amount are usually spread through the remaining months of the fiscal year. |
| By creating new records for each adjustment, the historical values of appropriation and continuing resolution amounts can be audited and reportable. | 1-Mandatory requirement | ||||||
| 51 | 4.Grants and Payment Administration | Grant Admin | I can link payments to specific funds/programs in the system. | Budgeting/fund management | So that I can track how much money has been paid out from fund/program budgets. | 1-Mandatory requirement | |
| 52 | 4.Grants and Payment Administration | Grant Admin | Have a consolidated but easy to filter list view that can be segregated by status in the grant process workflow. There can be a set of list views, pre-configured to default a filter view based on role. | Lists and filters | Quickly scan active grants to be able to monitor for expected actions, and filter/sort as needed to find information. | 1-Mandatory requirement | |
| 53 | 4.Grants and Payment Administration | Grant Admin | Have the ability to indicate all the data and files required from the grantee is received and the payment can be processed | Custom fields and records | |||
| / Payment contingent on reports | Avoid mistakenly issuing payment before all the conditions are met. | 1-Mandatory requirement | |||||
| 54 | 4.Grants and Payment Administration | Grant Admin | Be able to use an eSignature solution to collect signatures on documents, either generated in the system or uploaded, that then also efficiently links to the related record. | eSignature | So that both the Grantees and LSC executives who need to sign specific documents can do so efficiently without having to print and scan documents. | 1-Mandatory requirement | |
| 55 | 4.Grants and Payment Administration | Finance | Be able to confirm the check requisitions have already been approved by the appropriate signing authorities | Audit | Maintain the appropriate checks and balances our organization requires for issuing payments | 1-Mandatory requirement | |
| 56 | 4.Grants and Payment Administration | Grant Admin | Have the ability to set up expected payments of a grant and attach conditional requirements to be completed before the payment can be released. | Payment conditions | 1-Mandatory requirement | ||
| 57 | 4.Grants and Payment Administration | Grant Admin | Be able to configure a set of document templates (Word or PDF) that includes a copy, formatting, and merge fields from data in the system, to either be automatically generated when reaching a certain status, or manually initiated in the system. These would be stored linked to the data record it was initiated from, ideally in the appropriate location in Box. | Document generation | So that documents like the Grant Award letters can be effciently generated | 1-Mandatory requirement | |
| 58 | 4.Grants and Payment Administration | System Administrator | Be able to set up a program-specific payment approval workflow that can assign the appropriate approval parties based on a conditional lookup in a table for role assignment by program | Workflow | 2-Priority Functionality | ||
| 59 | 4.Grants and Payment Administration | Finance | Be able to update the payment with the payment method and transaction or check number and any other data field needed for audit purposes with data sent from the FMS system | Finance Integration | Provide information back to the Grants Admin team about the status of the payment processing, so they can effectively answer questions if they are contacted by the grantee. | 2-Priority Functionality | |
| 60 | 4.Grants and Payment Administration | Finance | Be able to update the payment status in the GMS system if a payment needs to be cancelled or voided | Finance Integration | Provide information back to the Grants Admin team about the status of the payment processing, so they can effectively answer questions if they are contacted by the grantee. | 2-Priority Functionality | |
| 61 | 4.Grants and Payment Administration | Grant Admin | For an appropriate user to be able to adjust the assignment of approving users per individual payment, provided they have the valid permissions | Workflow | 2-Priority Functionality | ||
| 62 | 4.Grants and Payment Administration | Finance | The finance administrator can easily change the budgets set for each program and subinitiative fund to reflect the appropriations updates received. | Fund Management | Update the amount available in the budget in the middle of the fiscal period/year if required | 2-Priority Functionality | |
| 63 | 4.Grants and Payment Administration | Finance | Have an easy consolidated view in the GMS system of the grant payments that have been requesitioned, and be able to update the payment status of the processed payments | Internal reports | Can easily see the grants that are ready for payment and not have to navigate through the other various dashboards. | 2-Priority Functionality | |
| 64 | 4.Grants and Payment Administration | Grant Admin | Be able to batch update a list of data through screen interactions (e.g. batch update wizard, or editable list views) | Bulk update | Efficiently provide the information back when I have a significant volume of updates to make back, such as updating the approval statuses of a set of grants from an Executive review meeting, or as a workaround to a system integration with the Finance System | 2-Priority Functionality | |
| 65 | 4.Grants and Payment Administration | Grant Admin | Be able to have dashboard views and ad hoc reports that allow me to see a summary of how many grant dollars have been committed and paid out within a selected time period compared to the fund budget, by program and service area | Internal reports | Easily monitor the financial committments against budgets for all the grant programs | 2-Priority Functionality | |
| 66 | 4.Grants and Payment Administration | Finance | Be able to easily display or report on the historical values of each program and subinitiatives at specific points in time. | Fund Management | Maintain historical values of appropriation and continuing resolution amounts | 3-Work around could be accepted | |
| 67 | 4.Grants and Payment Administration | System Administrator | Be able to set up a library of potential conditional requirements or tasks that the team can choose to associate to grant payments (? setting a library of requirement types is helpful if there is value to being able to aggregate or search for these completed requirements after the fact. Should consider if the requirement is a type of document that could be useful for others in LSC after submission) | Payment conditions | Enables flagging of special grant conditions for the application | 3-Work around could be accepted | |
| 68 | 4.Grants and Payment Administration | System Administrator | Be able to group applications into program cycle cohorts or dockets for specific review meetings | Application grouping | Be able to options to manage a cohort of grantees that have a granting cycle lasting over multiple years (e.g. Basic Field Grants, PBIF); and to have options to organize groups of applications for review where the review meeting date isn't known at the time when the application reviews by individual reviewers start. | 3-Work around could be accepted | |
| 69 | 4.Grants and Payment Administration | Executive | For an approver to be able to conduct a batch approval of applications from a consolidated dashboard view. For the final LSC Executive approval, the approval amount is pre-populated from the staff recommended amount. | Bulk approval | The approvers can execute the approvals without onerous clicking and data entry | ||
| 70 | 5.Grantee Compliance and Monitoring | Grantee | I can receive an automated email reminder and system notification when a grant requirement or report is soon to be due, or overdue, based on calculation from a stored planned date | Configurable email reminders | 1-Mandatory requirement | ||
| 71 | 5.Grantee Compliance and Monitoring | OCE, OPP | When I log into the system, my portal dashboard has a clear and consolidated display of all my alerts and tasks I need to perform from across all the processes I interact with. This portal dashboard will be customized for each division and role to best fit each role's needs. | Portal dashboard | 1-Mandatory requirement | ||
| 72 | 5.Grantee Compliance and Monitoring | Grantee | As a Grantee staff member, be able to Submit/upload my milestone report(s) into the system and have it associated automatically to the grant application and to the organization record | Grantee report | Report on the impact of the grant to my funders. | 1-Mandatory requirement | |
| 73 | 5.Grantee Compliance and Monitoring | System administrator | Be able to configure a review/approval workflow to automatically trigger when a milestone report is submitted, with related task notification and planned dates for completion. | Grantee report approval | So there can be visibility into the overall oversight activities | 1-Mandatory requirement | |
| 74 | 5.Grantee Compliance and Monitoring | Grant Admin | View the grantee submitted report and store review notes | Grantee report commenting | Review grantee reports to keep track of the impact of my grant. | 1-Mandatory requirement | |
| 75 | 5.Grantee Compliance and Monitoring | Grant Admin | Be notified when a grantee submits a report or if an expected report is late. | Grantee report notifications | Keep track of grantee reports to track the impact of my grant. | 1-Mandatory requirement | |
| 76 | 5.Grantee Compliance and Monitoring | Grantee | I can administer amendments to grants such as change project end date, decrease requested amount, process a required refund of a portion of funds. These changes should also then be reflected back into its allocated program budget, and reflected in the financial information available in the program budget view. | Amendments | So that the changes to the grant terms can be captured in the system | 2-Priority Functionality | |
| 77 | 5.Grantee Compliance and Monitoring | System Administrator | I can configure some grant programs (and other objects with process flows in the system, such as site visits, waiver requests, etc) have planned dates by status of the workflow. These dates can initially be populated via calculated number of days from when the object reaches a certain status, but can also be manually updated by users with correct permissions. | Triggers to populated fields with calculated values | 2-Priority Functionality | ||
| 78 | 5.Grantee Compliance and Monitoring | System Administrator | Related to the planned dates by workflow status, the portal displays can have a listview for each object that displays the list of records including their planned dates in columns | Listviews | 2-Priority Functionality | ||
| 79 | 5.Grantee Compliance and Monitoring | Grantee | As a Grantee staff member, The budget lines I entered in my application form are brought forward into the form I use to submit my milestone report for me to put my actuals against | Data carry over from application | 2-Priority Functionality | ||
| 80 | 5.Grantee Compliance and Monitoring | Grantee | As a Grantee staff member, when working on milestone reporting involving outcomes or capacity building, have the values of the objectives provided in the application form be automatically populated into the reporting form for me to put my actuals against | Grantee report | Be able to efficiently provide the information | 2-Priority Functionality | |
| 81 | 5.Grantee Compliance and Monitoring | Grant Admin | I can review, approve, and process amendment requests in the system, such as extensions and change of funds | Amendments - approval & tracking | So that I can accurately capture changes to an existing grant without starting from scratch. | 3-Work around could be accepted | |
| 82 | 5.Grantee Compliance and Monitoring | Have the system display needed followup compliance items for Grantee and LSC staff and track due dates. The ability to have a visual flag/indicator that outstanding items remaining for the specific reviews. | coordinate with Grantee to ensure clarification requests are complied with | 3-Work around could be accepted | |||
| 83 | 6.Grant Closeout | Grant Admin | Have the system support validation that all grantee milestone requirements and special grant conditions are completed before the grant can be set to closed status. The ability to have a visual flag/indicator that outstanding items remain for the specific grant on the consolidated view of the grantee is ideal. | Grant requirement indicator | 3-Work around could be accepted | ||
| 84 | 7.Analysis and Impact Reporting | Users | Users have methods to organize pre-built reports and saved queries (e.g. save to favorites, report tree organization). | Reporting | Users can easily find the reports they need often for their role | 2-Priority Functionality | |
| 85 | 7.Analysis and Impact Reporting | System Administrator | Be able to easily and consistently perform ad hoc reporting through filtering of existing listviews of data. |
Filtering and grouping data fields could include:
-grant program -service area -region -status -organization flags
- payments made
| There should be the ability to use more than one field for filtering and grouping (i.e. sub-filters). The fields being used in the filters should be visible in the display to the user | Ad Hoc reporting | 2-Priority Functionality | |||||
| 86 | 7.Analysis and Impact Reporting | System Administrator | Ability to embed HTML pages from a 3rd party Data Visualization tool (e.g.Tableau) into the GMS portal dashboard for internal users. | Integration | 3-Work around could be accepted | ||
| 87 | 7.Analysis and Impact Reporting | System Administrator | Ability for a validated external data warehouse system to connect to the GMS and retrieve datasets | Integration | Support the needs of ODGA to access the data in GMS for it's needs | 3-Work around could be accepted | |
| 88 | 7.Analysis and Impact Reporting | System Administrator | Ability to embed HTML pages specific to a Grantee on each individual Grantee's organization view, visible for both the Grantee and internal to LSC | Integration | 4-Delightful wish list | ||
| 89 | 8.Contact Relationship Management | System Admin | To be able to store custom fields on contacts or organizations, which can then be pulled to display on application forms | Custom fields | Pull organization and contact flags onto the application form (e.g. Special Grant Conditions or LRAP ineligibility) so it is visible when reviewers and grant admins are reviewing the application. | 1-Mandatory requirement | |
| 90 | 8.Contact Relationship Management | Grantee | As a Grantee staff member, be able to update my organization's information via an online portal, including uploading documents. | Update org info | Ensure my own information is accurate and up-to-date when I apply for grants. | 1-Mandatory requirement | |
| 91 | 8.Contact Relationship Management | Can maintain multiple contacts for each grantee organization and their roles in their grantee organization | Contact relationship | 1-Mandatory requirement | |||
| 92 | 8.Contact Relationship Management | Easily search (accessed by 1 mouse click) for organizations or contacts by name, or by other factors such as region, service area, or type of organization | Search and Retrievability | Can quickly find the information I need | 1-Mandatory requirement | ||
| 93 | 8.Contact Relationship Management | Track a grantee organization's entire granting history with us including past applications, grants, payments and other financial history | Granting history | Build our institutional knowledge about the organization so we can refer to historical data in future assessments | 1-Mandatory requirement | ||
| 94 | 8.Contact Relationship Management | Ability to track and view an organization and contact's communication & activity history with us (e.g. emails, site visits, meetings) and link emails to the record | Communications history | Be prepared with the knowledge of all our organization's touchpoints with the applicant | 2-Priority Functionality | ||
| 95 | 8.Contact Relationship Management | In my regular email client (i.e. Outlook Exchange), I can directly associate an email thread with a grantee contact or organization. Ideally, from my email client I can also view the organization or contact data and all the email history related to it (integrated view of GMS CRM data). | Email integration | So that I can manage my work using the tools I am already familiar with. | 2-Priority Functionality | ||
| 96 | 8.Contact Relationship Management | Grant Admin | Be able to execute a query from the contact list to generate a distribution list for sending emails. The query should enable the ability to filter based on values within different fields, such as application program cycle, status of application | Broadcast emails | 2-Priority Functionality | ||
| 97 | 8.Contact Relationship Management | Grant Admin | Send an email to an individual applicant, staff or reviewer, OR a distribution list of multiple applicants, staff, or reviewers, based on a template, which I can customize before it is sent | Customizable E-mail notifications | Keep stakeholders informed of changes e.g. application decision, invitation to further round, request for input | 2-Priority Functionality | |
| 98 | 8.Contact Relationship Management | System Administrator | Be able to have an appropriate LSC staff member be notified if data on the Grantee organization gets updated | Record change notification | 3-Work around could be accepted | ||
| 99 | 8.Contact Relationship Management | All | Ability to configure a consolidated view of LSC's interactions with a grantee organization (i.e. related data objects) on one screen - e.g. grant applications and awards, site visits, payments, Special Grant Conditions, Recommended Correction Actions, organizational documents, etc. | Consolidated view | Enables grantee users and LSC staff to have a command center view of all the related items for that grantee so it is easy to find out information about all the activities occuring with that grantee | ||
| 100 | 9.General System Admin | System Administrator | Have the ability to assign role-based security permissions to users to system functionality, data objects and data field-level, by object status. There is the ability to assign each user to multiple roles | User permissions | Can expose records to larger groups of users, but control what data fields are visible to each type (e.g. Grantees can see their application form questions, but not the internal LSC administration fields) | 1-Mandatory requirement | |
| 101 | 9.General System Admin | System Administrator | Have options for configuring the internal user dashboards by role (e.g. consolidated task alerts, interactive data visualizations, tabbed list views, card displays, frequent links, etc) | Dashboard configuration | to be able to design and implement effective gateways to the data and functionality users need most in their roles, improving user adoption | 1-Mandatory requirement | |
| 102 | 9.General System Admin | System Administrator | Ability to assign statuses to users - e.g., active, inactive. | User permissions | 1-Mandatory requirement | ||
| 103 | 9.General System Admin | System Administrator | Ability to assign functional roles to LSC staff (e.g., OPP liaison, TIG regional representative, OCE Fiscal Compliance Analyst, OCE Program Counsel) and assign staff to particular grantees. | User permissions | 1-Mandatory requirement | ||
| 104 | 9.General System Admin | System Administrator | Configure the system to automate certain actions (e.g. triggers) based the application reaching certain status of the workflow | Automation capabilities (trigger system) | Manage the workflow processing of large volumes of applications within one round, and/or support the administration of grant programs that have ongoing application intake (no close date). | 1-Mandatory requirement | |
| 105 | 9.General System Admin | System Administrator | Configure email templates to be sent automatically to the applicant, staff or reviewers, based on criteria and events. Email templates can include mail merge fields. | Automated E-mail notifications | Keep stakeholders informed of changes e.g. application decision, invitation to further round, request for input | 1-Mandatory requirement | |
| 106 | 9.General System Admin | System Administrator | Have the guidance, support and/or tools from the vendor to plan and perform an initial data migration of historical data | Data Migration | Make sure my data and system is configured the way I need for my grantmaking process. | 1-Mandatory requirement | |
| 107 | 9.General System Admin | System Administrator | Be able to leverage the system to configure the data objects, forms and workflow activities to support the other processes related to the grant programs and grantee organizations: I.e. site visits, Recommended Corrective Actions, Waiver Requests, Audited Financials, Investigative Actions, Property and Capital Transaction requests | Data model | 1-Mandatory requirement | ||
| 108 | 9.General System Admin | System Admin | To support the Oversight review processes, enable the configuration of different permutations of review forms that specific users will be able to select as the appropriate one to use for the particular oversight process. | Review form config | Enables flexibility to the OCE and OPP team to manage the Oversight review processes while still supporting consistency of review with templates | 2-Priority Functionality | |
| 109 | 9.General System Admin | Applicant | For existing users to be able to manage password resets themselves without the need for a system administrator to do so | Password reset | Self-serve password resets to avoid having specific LSC users being a bottleneck to accessing the system | 2-Priority Functionality | |
| 110 | 9.General System Admin | System Administrator | Be able to configure specific fields to track and view user edit history to the system and data | Auditing | Track activity in the GMS in case there is a need to go back and reference/double check changes. | 2-Priority Functionality | |
| 111 | 9.General System Admin | System Administrator | Have access to vendor support for supporting configuration enhancement advice or services (not just for software defects or system outages) | Support | Continue to effectively maintain our system after initial go-live | 2-Priority Functionality | |
| 112 | 9.General System Admin | System Administrator | Be able to integrate the solution with other applications or tools (best scenario is through a robust, well-documented, bi-directional API). | Integration / API | can empower other business units to realize business process efficiency gains and to achieve strategic priorities based on data residing in the GMS | 2-Priority Functionality | |
| 113 | 9.General System Admin | System Administrator | The system has a tool to help identify and manage duplicates in organization and contact records | Deduplication | Have a process to support keeping their data clean while allowing the automatic registration process. | 2-Priority Functionality | |
| 114 | 9.General System Admin | To have clear visual signposts within the interface that helps me understand what activities are still remaining for me to complete my step in the grant process. (what are the different supports available? e.g. progress bar, mouseover help text, consistent navigation layout, non-intrusive visual cue of remaining mandatory fields/tasks) | User Interface | 4-Delightful wish list | |||
| 115 | 9.General System Admin | System Administrator | Have ability to establish version control over forms and templates | Version Control | Make changes to an application form as we learn from prior rounds, without negatively impacting the processing of applications from prior rounds, but also still enabling direct reporting of common fields across rounds | 4-Delightful wish list | |
| 116 | 9.General System Admin | System Administrator | Be able to configure listviews of data that is able to group rows by a certain fields and show subtotals for each group | List views | Display certain types of data in a consolidated view, particularly the monthly Basic Field Grants to each grantee. After adjustment payment records are created, it would be helpful to be able to enable the user to select what level of consolidation they want to see, e.g. one payment record per month per grantee consolidated across all programs, or one payment record per month per program for each grantee, or seeing all details. | 4-Delightful wish list | |
| 117 | 10. Technical Requirements | System Administrator | Ability to configure user permissions to include view/edit access restrictions on added documents | Security | Be able to prohibit grantees from viewing certain documents uploaded by LSC staff | 1-Mandatory requirement | |
| 118 | 10. Technical Requirements | System Administrator | The system shall allow for attachments/hyperlinks within outbound email communications. | Outbound email | Be able to include attachments of system-generated documents and/or hyperlinks to certain records in the system | 1-Mandatory requirement | |
| 119 | 10. Technical Requirements | System Administrator | Have a method for a data warehouse solution or data reporting/visualization solution to connect to read access the data | To download the data so that we can add it to a data warehouse or for some reporting need. | 1-Mandatory requirement | ||
| 120 | 10. Technical Requirements | System Administrator | Have a self-serve method to download all of LSC's data from the service in a format that can be easily import into any database | Data ownership | LSC maintains the ownership of their data and have the ability to retrieve all it's data in case we sever services with the vendor | 1-Mandatory requirement | |
| 121 | 10. Technical Requirements | System Administrator | Allow for integration with LSC's Financial Management System - through an API, a csv file or Excel file formatted per the FMS' upload template requirements. | Integrations | 1-Mandatory requirement | ||
| 122 | 10. Technical Requirements | System Administrator | Allow for real-time integration with Box (document management tool) via a plug-in or an API. LSC users can "attach" documents from Box to different data objects (e.g. application, organization record, site visit) via a file navigator in the GMS. Grantee attachments that are uploaded into the GMS are then also stored in the Box account. | Integrations | 1-Mandatory requirement | ||
| 123 | 10. Technical Requirements | System Administrator | Have separate environments for Production environment and Build and Test to better enable a phased deployment build and test plan, including ability to test integrations to LSC's other systems' sandbox environments. | Environments | 1-Mandatory requirement | ||
| 124 | 10. Technical Requirements | System Administrator | Have a clear method to migrate copies of data from the Production environment to refresh the sandbox environment. | Environments | 1-Mandatory requirement | ||
| 125 | 10. Technical Requirements | System Administrator | Ability to schedule data imports and exports | Mass updates | Manage the resource load on the system to prevent slow-down for end users | 2-Priority Functionality | |
| 126 | 10. Technical Requirements | System Administrator | System should have high reliability for availability, including plans for emergency failover and disaster recovery | Environments | 2-Priority Functionality | ||
| 127 | 10. Technical Requirements | System Administrator | Ability to track/audit changes made to security access | Security | 2-Priority Functionality | ||
| 128 | 10. Technical Requirements | System Administrator | Ability for authorized users to post system-wide notices on the main/home screen. | Notifications | Be able to communicate to their users in-system | 2-Priority Functionality | |
| 129 | 10. Technical Requirements | System Administrator | Must integrate with Okta for single sign on | Security/Permissions | Enable LSC staff to utilize single-sign-on to ease access while maintaining security | 2-Priority Functionality | |
| 130 | 10. Technical Requirements | System Administrator | Allow for integration with Microsoft Exchange/Outlook | Integrations | 2-Priority Functionality | ||
| 131 | 10. Technical Requirements | System Administrator | Have access to archiving functionality, either directly or through the vendor | Auditing | Clear out older system elements (application forms, programs, reviews, etc.) from the immediate view of users, to prevent visual clutter | 2-Priority Functionality | |
| 132 | 10. Technical Requirements | System Administrator | System has a mobile-friendly user interface | Responsive design | Enables users to access grantee information easily from on the road | 3-Work around could be accepted | |
| 133 | 10. Technical Requirements | System Administrator | Allow for integration of contact details and segmentation fields to an email marketing tool (such as Mailchimp) via an API, and to allow for integration back into the GMS to store the record of the communication sent to the contacts. | Integrations | So that LSC can build and send well designed broadcast communications to an updated distribution list | 3-Work around could be accepted | |
| 134 | 10. Technical Requirements | System Administrator | Have the ability to add or update large amounts of data with tools available in the system without requiring the support of the vendor. | Data Migration | Reduce the amount of redundant data entry work and thus reduce typos and mistakes. | 3-Work around could be accepted | |
| 135 | 10. Technical Requirements | System Administrator | Ideally have a system method to migrate packages of configuration from the Build environment to the Test and Production environments. | Environments | 3-Work around could be accepted | ||
| 136 | 10. Technical Requirements | System Administrator | Long-text fields have a spell-check feature to identify potential spelling errors to users | User Experience | Prevent some mistakes | 4-Delightful wish list | |
| 137 | 10. Technical Requirements | System Administrator | Allow for integration with Cvent (event management) through an API. Information to integrate may include when a grantee attends a TIG Conference. | Integrations | 4-Delightful wish list |
Data validation
| M | Base software meets the business requirement as stated |
| P | Base software partially meets the business requirements, or meets it differently than stated |
| C | Base software does not meet the business requirement, but product is customizable/configurable with no additional cost |
| C$ | Base software does not meet the business requirement, but product is customizable/configurable for an additional cost |
| N | Base software cannot meet the business requirement |
File details come from the government source that posted it.