Appendix_A--2019_LSC_To-Be_Process_Workflows.pdf

Preparation for Applications

Publish Documents sub-process

G R

A N

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M A

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G E

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S Y

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M S

O P

P S ta ff

O F

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G R

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P D ire ct or O

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X days before application window opens

Question to staff:

Does anything need to change on application or review forms?

Changes required?

Yes Suggest changes on the Word/PDF documents

Review suggested changes and confirm OCE changes to document

Send to LSC executive for approval

No

Reviews revised forms and documents

What kind of document?

OCE

Changes required?

Yes

No Document approved

Update configuration of application forms and review rubrics in GMS

Application form fields, evaluation form fields,GMS portal configuration changes, application window date range

OPP

Changes required?

Yes

Revise associated documents

No

Type of update

Publish documents

Supporting documents include draft versions of All Parties Interested, Notice of

Funds Availability communication, RFP instructions, and Terms and Conditions

Documents circulated to current grantees via Mailchimp, Federal

Registrar, newspaper, and LSC website

Receive program budget from finance and Set up program funding allocation in GMS

Program funding allocation; status:

$xxx.xxx

Program funding allocation is a data object for each LSC grant program that can be further subdivided into subprogram and initiative buckets. (i.e. by Service Area) Grant payments are then allocated to program funding budgets to enable tracking of committed and paid funds against the program budget.

Set up email template in GMS for

All Interested Parties notification and trigger broadcast email

Send in-system notification with

NOFA

System-generated email notification to all Grantees

Refine updated forms and supporting documents in coordination with VP Grants Mgmt

Parallel

OCE

OPP

Download current application form and OCE evaluation form for program into PDF or Word format

The ability to collaborate to draft changes to system forms and manage document approval within GMS is generally not available. LSC will likely maintain the process to manage the drafting, consolidation and review process outside of GMS. The finalized changes can then be provided to the system administrator to execute the updates.

Box, Office 365 (flow) and Smartsheet are tools in LSC's toolkit that can potentially manage this workflow.

There is an opportunity to standardize across the programs what the tools and process are for this.

Executive Coordination

Download current application form, OPP evaluation form, and supporting communications copy for program into PDF or Word format

Changes based on Exec areas of interest, other opportunities to improve process - requires signoff from VP Grants Mgmt

Executive Coordination

Supported by OCE Admin?

Executive Coordination

G M

S S ys te m A dm in

O P

P \O

C E

\O

IT

Forward system updates required to system admin

GMS

Forward updates needed in GMS system to system admin

I.e. Application form updates, application instructions within

GMS, evaluation forms, Grantee Portal copy, application window dates

External comms.

Notify updates are made in the GMS

Verify changes in

GMS

Verify changes in

GMS

OCE

OPP

Updates needed?

No

Yes Send required updates to system admin

OCE

ready for application

Finalize OCE review team assignment lookup table

Updates needed?

No

Yes Send required updates to system admin

OPP

ready for application

11b Publ i shed i n

Feder al Regi st er

11d Publ i shed on

LSC. GOV

websi t e

(O) Instructions

(O) Application

(O) Terms & Conditions

(O) Notice of Funds Availability NOFA

11c BY Law . .

Abbr evi at ed NOFA publ i shed t o newspaper - USA Today cur r ent l y

(O) MODIFIED Notice of Funds Availability NOFA

Propose sending broadcast email from

GMS system instead of Mailchimp

Process flow for preparing all programs' applications and review rubrics in the GMS:

Basic Field Grants, TIG, LRAP, Disaster Grants, Vieth, Subgrants, Rural Summer Legal Corps

11a Send t o Cur r ent

Gr ant ees vi a

GMS

(O) All Interested Parties

Current direction is to delegate responsibility to make updates in the application forms and review forms in the GMS system to OPP and OCE staff if UI is intuitive and lisense fees to grant wider access to system admin functionality is reasonable.

Review rubric form changes

Provie recommended updates to application form and review rubrics

Send to LSC executive for approval

Review and update staff and

EO conflict of interest records in

GMS

Conflict of Interest records

Ability to store situations where LSC staff, external reviewers and executives have a conflict of interest with a grantee/applicant that will support the LSC's process to avoid conflicts of interest in application review and decision-making

Review and update staff conflict of interest records

Finalize OPP review team assignment lookup table

Conflict of Interest

Review and provide updates of

LSC executive conflict of interest

Some programs need OLA review of NOFA (e.g.

subgrants) in parallel with Lynn before publishing

Notice of Intent Application Intake and Review - To-Be

G M

S S ys te m A pp lic an t

LO

I/N

O I C oo rd in at or

O ffi ce o f P ro gr am

P er fo rm an ce

P ro gr am

R ev ie w er O

P P

M an ag em en t

Application window starts

Applicant logs into the system and sees available programs for application

Start Notice/Letter of Intent form for desired program and save draft

Upload required info and updated documents to organization record

Application Status = Draft

From Prep for

Applications process

Grantee Org profile and documents updated

Complete (L)NOI application form and submit

Application Status = Submitted

Send in-system notification to applicant to indicate that the application is successfully received

Assign NOI coordinator and reviewers from configuration table

Send in-system notification to Coordinator of new submission

Receive notification and perform initial review to confirm eligibility

Lookup configuration table to assign the Coordinator (Program Analyst for Field

Grant, Grant Coordinator for other grants) as well as the OPP and OCE reviewers based on the program, region of the applicant

Some programs to have an eligibility quiz before starting application

Send in-system notification of review task to assignee(s)

Application Status = For Review

NOI Review Rubric populated, Status

= Draft

Application form is specific to each Grant Program, but can share common fields to aid cross-program reporting

The Review rubric form is specific to each Grant Program, but can share common fields to aid cross-program reporting

Programs with 2 Stage Application Process:

-Basic Field Grants

-Technology Initiative Grants

-PBIF

(Only Basic Field Grants is visible if applicant is not a current grantee)

Evaluate the NOI and complete the

Review Rubric Form

No

The Review Rubric can include scoring, evaluation notes, and recommendation for the NOI. The reviewer can save work in progress and return later to finish

Review rubric form status =

Reviewed

Yes

Provide feedback comments in form and send back to

Grantee

Application Status = Send Back

Receive notificaton with comments and log into system

Send in-system task notification to

Grantee

Make revisions to NOI and resubmit

Application Status = Submitted

Send in-system task notification to NOI/LOI reviewer

Evaluate the NOI and start the

Review Rubric Form

Meeting with program team and mgmt to review and decide NOIs to proceed

Meeting with program team and mgmt to review and decide NOIs to proceed

Update status of LOI/NOI based on recommendation in Review rubricNo

Facilitate NOI decision meetingYes

Update status of NOI based on meeting outcome

Application is updated with status = Invite or

Decline

Alternatively, can choose to have the system generate the draft email/document, that an LSC team member reviews to customize and manually initiate the emails to the Grantee.

Output dashboard list or export report of LOI/NOIs for review

Invited for Full Application

To Full Application

Intake

NOI Declined

End of Application process

Need to collaborate with grantee to revise?

Send in-system task notification to

Coordinator of completion

Program have NOI/LOI decision meeting?

Send in-system notification to

Grantee

Do you want history or just the current status -no, only final submission

Is the meeting necessary if rubric =

YES?

This would update grantees profile in

CRM.

Eligible?

Make adjustments to assigned reviewers if required, and batch update status Monitor Status

Initial review to determine eligibility:

outstanding grantee reports, overdue TIG, Grantee flags, Corrective

Actions outcomes, etc

PBIF & TIG needs executive review package

- similar to full application process:

Basic Field grant: report by region whichs received NIC and which ones didn't, but no meeting

Existing Grantee

New applicant Complete system registration process

Org. a current grantee?

Highly preferable to be automatic registration process

Taxonomy = Notice of Intent to Compete for Field Grants;

Letter of Intent for TIG, PBIF

From Prep for

Applications process

Yes

No

Set status to decline with optional brief decline reason note

Application Status = Decline

Receive notification of received application

Send in-system notification to applicant of decline

Receive notification of declined application

Only revisions to budget and formatting are expected, and are optional

Initiate system process to generate executive review package for LSC mgmt review

Output summary executive review report of LOI/NOIs

Grantees to have the option to Withdraw their application if they decide not to proceed

Full Application Intake and Review - To-Be

G ra nt ee

G ra nt C oo rd in at or

P ro gr am

A na ly st

O ffi ce o f P ro gr am

P er fo rm an ce

G ra nt A dm in is tr at or

P ro gr am

C ou ns el

R ev ie w er O

P P

D ire ct or

Applicant logs into the system and sees Full Application form available, begin application

G M

S S ys te m

Confirm organization information or update/upload where required

Application Status = Draft

From

NOI

process

Grantee Org profile and documents updated

Complete full application form and submit

Application Status = Submitted

Send in-system notification -application confirmation to

Grantee

Send in-system notification to

Reviewers

ParallelSystem selects appropriate

Review Rubric depending on program

O C

E D ire ct or

D ep ut y

O C

E

F is ca l C om pl ia nc e A na ly st P ro gr am C ou ns el

Application Status=

In Review

Review application and relevant organizational documents from org profile

Review application and relevant organizational documents from org profile

Review application and relevant organizational documents from org profile

Enter FCA Review Rubric scoring and commentary and

Submit

Enter Compliance Review Rubric scoring and commentary and

Submit

Enter Review Rubric scoring and commentary and

Submit

Review submitted rubric(s)

Make revisions to Review rubric

Changes needed?

Yes

No Mark Review is complete by approving Rubric

Review submitted rubric(s)

Make revisions to Review rubric

Yes

No

Mark Review is complete by approving Rubric

Changes needed?

Monitor activity & Update application status to Mgmt Review

System Produces Summary Document (can be exported to

Word/PDF)

Consolidated document generated from merging fields across review rubrics e.g. PPA , OCE summary

Initiate system process to generate overview document for mgmt review

Application Status = Management

Review

No more need to copy and paste from review documents into the system. The review comments are stored directly in the system, and pulled directly into summary/overview documents

To Executive Review and Decision

Generate and preview OCE

Executive Overview doc

Enter Director Review comments and recommendation

E.g. Can be done either by storing a specific date field internally on an application, or assigning it to a Meetings data object

-Dashboard view of applications by status -report or dashboard view of overdue tasks

E.g. Application is updated with PPA review meeting docket

System generated dashboard views and/or reports

E xt er na l R ev ie w er

Login to system and see system noficiation of Review tasks

Receive email notificaton of review tasks

Enter Review Rubric scoring and commentary and

Submit

Review application and relevant organizational information from org profile

System Generates OCE Executive Overview (can be exported to

Word/PDF)

Document is automatically attached to the application when generated

This would update grantees profile in

CRM.

Review Rubrics

(OPP, FCA,

Compliance) Status = Submitted would grant coordinators/PM's want to be notified of submissions?

System Automates assignment to reviewers and grant coordinator

Send in-system notification of completed review to coordinator and reviewers

Only if there are additional reviewers outside of OPP and

OCE

During review, reviewers should be able to see:

Review Rubric, Review

Rubric Instructions, additional grantee information (e.g.

historical ratio) if available

Review and adjust program review assignments for each application, if needed

Coordinate additional evaluations if required

(e.g. assign application to appropriate PPA review meeting docket)

Receive notification of new review

Monitor Status, send push notifications if required

Review submitted rubric(s)

Coordinate Review Meeting

Participate in Review Meeting

Participate in Review Meeting

Make revisions to Review rubric

Basic Field Grants can submit applications by program and service area;

applicant can submit multiple

TIG in same cycle

Review rubrics, one per program and review team type (i.e. OPP, FCA, Compliance) will be updated annualy in "Prep for Application" process

Document Director summary review team comments per application

Review submitted rubric(s)

Participate in Review Meeting

Application updated with OPP and OCE director summary review

Coordinate with OCE to assign target deadlines for review milestones

Coordinate with OPP to assign target deadlines for review milestones

Application updated with OPP and OCE review target dates

If applicable create draft

Special Grant Conditions

Special Grant Condition status = draft

SGCs to include fields:

-type (including "Other" option) -SGC desciprtion

-fiscal year -related rganization -related application

-target due date

Grantees to have the option to Withdraw their application if they decide not to proceed

Executive Review and Decision - To-Be

G ra nt C oo rd in at or

P ro gr am

A na ly st

O ffi ce o f P ro gr am

P er fo rm an ce

G ra nt A dm in is tr at or

S ta ff R ev ie w er s O

P P

M an ag em en t

G M

S S ys te m

La ne

LS

C

E xe cu tiv es

From Full

Application Intake and

Review

Group and prepare recomendation for Program Mgmt by review meeting

Participation as needed for the program

Revise recomendation based on recommendations

Participate in Management team

Evaluation meeting to review recommendation and special grant conditions

Participate in Management team

Evaluation meeting to review recommendation and special grant conditions

Participate in Management team

Evaluation meeting to review recommendation and special grant conditions

Participate in Management team

Evaluation meeting to review recommendation and special grant conditions

Special conditions or funding term identified?

E va lu at io n m em be rs

O C

E

Participate in Management team

Evaluation meeting to review recommendation and special grant conditions

Yes

Notes on the review meeting discussion can be stored as internal field directly on the application, or within it's own review form, or within the meeting's docket notes

Review Document notes from the review meeting

Application updated to include Review

Notes from meeting

System generated review summary can take the form of PDF or Word document output from a template, or spreadsheet export, or leverage the system dashboard view

System output of review summary

Prepare Executive Review document packages (if required)

System output of Executive review summary

No

OPP

Schedule Executive Review meetings

A package per Executive review meeting docket

Can leverage the earlier review summary format, or have a separate summary format for Executive review, assuming printed versions are distributed.

Only summary of review will be displayed, not the details. Potential to move Executive reviews to online review to remove printing.

If required, create threshold memo

(summary of Executive Review pages, notes, meeting date)

Application Status= Executive Review

Receive notification and

Executive Review package(s)

Send Executive Review package to LSC Executives

Independent review of package(s)

Participate in Executive Review meeting

Participate in Executive Review meeting

Recomendation ready for approval, change status

Recomendation ready for approval, change status

OCE

Does the LSC President want changes?

Yes

No

VP Grants Mgmt stores recommendation in the system

VP Recommendation and total amount prepopulated from Mgmt Recommendation

LSC President stores decision for each application in the system

LSC President approval and total amount Mgmt Recommendation

If changes for OPP

Changes for OCE

OCE Mgmt coordinate with

OCE staff to revise review rubric

Participate in Executive Review meeting

All participate Type of Funding allocation for program

Preset

Application Status:

Return to

Management Review

Update revision notes and status in system

Application Status = Approve or Decline

Application status = President

Review

To Award

Package Via appropriations e.g. TIG

To 1.11 Perform calculations for

Grants

Application Updated to include Special Grant Conditions /

Milestones

Many GMS systems can store each SGC as a sub-activity with its own workflow tasks or to make payments conditional against the subactivity being completed/approved

Narrative form will need to be included

Participate in Executive Review meeting

Ideally workflow for approval for VP Grants Mgmt and LSC President is parallel, not sequential

System-generated email to inform of decline unless it's a multiple-applicant competition (Capability

Assessment occurred)

If no

Special Grant Condition status = active

If drafted SGC is not approved, will need to mark as cancelled

Special Grant Condition status = active

Often the revisions requested are an updated budget from the grantee, so the grantee needs ability to upload an amended budget

Need to be able to bypass approval workflow if there is a stored conflict of interest

Award Package - To-Be

G ra nt ee

G M

S S ys te m

G ra nt C oo rd in at or

P ro gr am

A na ly st

O ffi ce o f P ro gr am

P er fo rm an ce

G ra nt A dm in is tr at or

/P rim ar y

R ev ie w er

From Executive Review and Decision Receive appropriation amounts for each service area from

ODGA

4.Solicit feedback and revisions from Executive Office

Revisions needed?

8.Revise AGA template or funding decision announcement

6.LSC

President and Executives review AGA letter & funding decision template 5.Receive draft

AGA

and funding decision announcement

Draft funding decision announcement & prepares funding allocation table if required

E xe cu tiv e O ffi ce

O

IT

Field Grant?

Yes

No

Receive appropriation amounts for each service area from

ODGA

Load appropriation amounts file into

GMS system

Yes

Execute batch generation of AGA letters for all Grantees

Verify load and notify Grant Admin of completion

Verify appropriation updates are accurate

No

Review AGAs for errors

Errors found?

Revise and store updated version of AGA to application

Minor edits

Mark up revisions needed to the template and send back

Errors in template

System generated output of AGA letters for batch of applications

Application updated to include

AGA letters for Grantees with Special Grant

Conditions included, Batch update status of applications to notify Grantees

Application status = With Grantee for

Signing

Many GMS systems have integration to eSignature solutions to route the AGA document for signature, removing need to scan the signed AGA or the need to log into the GMS

This GMS status to open up more information/data to be visible to the Grantee, e.g.

the AGA, SGCs, compliance tasks, planned payments

Payment Status = Scheduled

Sign and scan

AGA

Log into GMS system and upload signed

AGA

Complete any additional compliance activities or info needed for initial payment

Application status = Signed by Grantee

Application activity updated to complete

Monitor and review signed

AGA and compliance activities

Update application to Active Grant status

Application Status = Active Grant

To payment request process

Funding allocations

(against budget) stored

SGCs to be automatically be pulled into the same AGA letter, unless LSC wants a separate document

This load appropriations process will likely be a custom development. Taking a data import to update/create funding allocations, payment records as well as updating the total Grant Amount is not a common process supported out of the box. The volume of data records make it not ideal for manual update into the system. May need to use a combination of Grant Amendment functionality (for the total amount) and payment allocation

Send in-system notification to

Grantee signers

Send in-system notification to

Grant Coordinator

G ra nt ee

Review against data in GMS Funding Amount

= Suggested

Configure Aceptance of Grant Award

(AGA) template in the GMS system

AGA template in system config revised

A different AGA per program;

that can pull in certain fields from the application and related data, e.g. Special

Grant Conditions, Milestones this step is not needed by non-Basic Field Grant programs this step is not needed by non-Basic Field Grant

AGA

document template

Final budget and milestones may shift during this review period

Create/ confirm payment schedule records, including any payment condition relationships

Ability to indicate conditions that need to be satisfied prior to payment being released; for Basic Field Grants, need ability for the Grant Admin to send first payment request before the signatures are returned

Review / revise required signees of AGA

E-signature expected; need ability to add board members or other signatories to the AGA

TBC the communication process with GRPA:

potential for emailing a system-generated report, or to build a dashboard for

GRPA use

LRAP Pre-Cycle Preparation To-Be

Update LSC website with current timelines and renewal information/email communication to

Grantees

LR

A

P G ra nt

A dm in is tr at or

O ffi ce o f P ro gr am

P er fo rm an ce

(O P

P

G ra nt C oo rd in at or

Send content to upload to LSC website

LSC website

G M

S S ys te m

Renewal Application

Status = Draft

Dashboard with eligibility status of LRAP Applicants

Check list of LRAP awardees and setup for renewal

Late Fall

(Oct)

Parallel

This pre-cycle work is about updating the eligibility criteria and application questions for both new and renewals, AND identifying those applicants eligible for renewal.

The GMS system objects that would be impacted here are about setting up the program cycle for the year: updating application forms, setting application window open and close dates (most GMS systems can have the application opened automatically in grantee portal based on date)

Generate Eligible Renewal

Applications drafts in GMS

It is onus of applicant to tell LSC they are ineligible; they usually just don't apply for renewal.

To

LRAP

Start

Send notification to stakeholders

(grantees, eligibal applicants etc.)

Update GMS Grantee Portal with

New Applicant form, Renewal form, applicant instructions and Program

Description

This is one option to enable invitation to renew. Another option is to use a method to have an invite-only grant cycle that requires giving the applicant a specific URL or password to be able to access the application form

Work with OPP Mgmt to finalize updates to LRAP application questions and program desciprtion

GMS

setup

New and Renewal

Application form templates updated

Communications

Grantee Dashboard for

Individuals updated with instructions and program description

The permissions to make updates to forms (system admin) and/or grantee portal would be given to the Grant Admin responsible for making the updates.

Update Grantee applicant portal

"What's Going On" billboard information

Receive program budget from finance and Set up program funding allocation in GMS

Program funding allocation; status:

$xxx.xxx

Loan Repayment Assistance Program (LRAP) TO-BE S ta ff

La w ye r

A pp lic an t

G ra nt ee

G ra nt A dm in is tr at or

O ffi ce o f P ro gr am

P er fo rm an ce

O

P P

A dm in is tr at iv e

A ss is ta nt D ire ct or D ire ct or

O ffi ce o f C om pl ia nc e an d

E nf or ce m en t

19.Use Excel randomizer macro on lottery sheet to select successful applicants

Update status of approved applications in system based on results

Complete and submit required documentation and forms before due date

End

LRAP

process

Confirm conditions and approve documents, set up payment request in system

(I)

142-LRAP

Lottery sheet

G M

S S ys te m

Fill and submit new/renewal

LRAP

application

Application Status = Application

Submitted

Export list of new applicants to excel and paste into LRAP Lottery Spreadsheet

(O)

142-LRAP

Lottery sheet

Review Applications and assess eligibility, update status in GMS

Renewal Approved

Application Status =EligibleApplication window closes

Application Status = LRAP

Not Eligible

New Not Eligible

Renewal Not Eligible

New Application Eligible

Application Status = Approved

Approved

Application Status =

Documents Submitted

Send in-system notification to applicant and grantee with reminders to complete

Applicant

Approve payment request in system

Send in-system notification with Disbursement

/Payment Request action required To:

Payment Processing

Process

Application status = Closed

From Payment

Processing

Change Status

Application should associate with the grantee org, be able to access ED contact, prefill if renewalStaff lawyer applicant receives info from Grantee ED/ word of mouth/ website regarding LRAP

Check new user eligibility for staff applicant and activate GMS profile

Staff applicant registers in grantee portal New

Grantee portal account status for staff applicant:

Active

Grantee portal account status for staff applicant:

Pending

Send in-system notification to Staff applicant with next steps

Send in-system notification reminder

Send in-system notification reminder to applicant X days before closing date do you still want to have manual followup for renewal applicants who are late after window closes?

set up required conditions/ documents, including ED Good Standing certification form

Approve x days after final payment date, complete final reports and close LRAP

Payment Record = Paid

Send in-system notification payment has been made

Which payment

LS

C

E xe cu tiv e D ire ct or

Recieve e-Signature request in email to certify good standing of staff

Application Status =

Documents Pending

Send in-system notification with documentation update

Application Status =

Documents Approved

4.Application window opens

LRAP

START

Renewal

Portal enables applicants to edit and submit applications

Application Status =

Lottery Not Selected

Not selected

Send in-system notification to applicant and Grantee ED with reminders to complete documentation

ED Good Standing certification form updated with ED esignature

New awards forms due in x days

Renewals forms Due in x days

Final payment forms Due in x days

Payment Request Status

= In review

End

LRAP

process

Individual applicant access to portal, not related to the grantee org. so can't see org data

Grantee org: not visibile;

Staff applicant = edit, read only after submission

Grantee

ED

System supported verification that the ED certification approval is complete, otherwise prevent moving to this status

Final

Initial months

Setup Good Standing certification form for ED to certify good standing

Complete e-signature of certification form

ED Good Standing certification form

Ideally Use eligibiliy quiz to determine eligibility and then do automatic registration

Pull ED name and contact email from Grantee Contact record

Optional: Assess with OPP Mgmt from renewals list whether any renewal budget reallocations should be made

To adjust the carryover funding

Program funding allocation; status:

$xxx.xxx

Rural Summer Legal Corps - To-Be : Contracting with the Vendor 1 G ra nt

A dm in is tr at or Le ga l A ff ai rs (O

CL

Ve nd or Ex ec ut iv e

O ff ic e

Coordinate with

Lynn to determine if there are any contractual changes needed with vendor

Coordinate with OLA to create Draft Contract

Create Word Draft

Contract

Did Lynn Require corrections in

STEP 2

(O) Draft contract for Legal Affairs

Lynn

Do we need changes?

YES

Has the current year's draft already been created

NO

NO

YES

Coordinate review with vendor

NO

YES

Vendor reviews document

Changes required?

YES

Coordinate Contract Signature with Jim

NO

Jim Review

Requires Changes?

Lara affixes Jim's authorization/signature to documentation

Lara notifies Admin that Jim has signed

NO

Coordinate signature with vendor

YES

Vendor Signs

Contract

END

To RSLC Prep for

Application

No change from Current State as no interactions are expected within GMS. Potential to use the new LSC FMS to manage and monitor the contract terms of the vendor contract.

Rural Summer Legal Corps - To-Be : Grantee Site selection 2 ra nt ee G

M S

S ys te m

G ra nt A dm in is tr at or

O ffi ce P ro gr am a nd P er fo rm an ce

R ev ie w

P an el

E xe cu tiv e O ffi ce

Application Outreach timing (Sept)

Set up broadcast email with RFP details to current grantees distribution list

Send emails to grantees

Conduct webinar for interested host sites

Receive email from Rural

Summer Legal Corps (RSLC)

Log onto GMS and fill out RSLC application form

Want to apply? Yes

No

End

From Prep for

Application (for

RSLC)

Submit application form in GMS

RSLC Host application status

= Submitted

RSLC Host application status

= Draft

Send system notification of application submission

Confirmed there an application window where applicants can no longer apply after a certain date. Applicants who have started an application but missed the deadline will have to contact LSC who may complete submission at their discretion

Receive confirmation email

Coordinate with VP

Grants to select Review Panel

Assign application reviews to appropriate review panel members

RSLC Review Rubric form = Assigned (one per assigned reviewer)

RSLC Host application status

= In Review

View list of applications

Supported by available dashboard list view of RSLC applications

System notification of review tasks to assigned reviewers

Individually review all applicants

Fill review forms/notes in

GMS on assigned applicantions

RSLC Review Rubric form =

Completed

Include funding Y/N decision based on:

-rural areas & clients served -info provided re "Law student's experience" -proposed project

-level of supervision provided to student

Review panel members include 3 members from OPP, Lynn and Grant Manager

Panel meets to discuss reviews and come to group consensus

Supported by system report or dashboard list view of consolidated review forms

Enters panel recommendations into the system

Panel finalizes recommendation for funding

Supported by system editable list/table view of RSLC applications

Coordinate President's review

Jim reviews recommendation list

Supported by system editable list/table view of RSLC applications

Has Exec team alraedy met?

Jim, Lynn and review panel meet to discuss recommendations

Questions from Jim that require research?

Yes

Research and respond to questions

Jim enters the final decision in the GMS system

Supported by system editable list/table view of RSLC applications

NoYes

No

Supported by system editable list/table view of RSLC applications

RSLC Host application status

= Executive Review

RSLC Host application status

= Approved or Declined

RSLC Host application status

= In Review

Return to Jim for review

RSLC Host application status

= Executive Review

Parallel

System generated email of decision to Grantee

If there is a desire to coordinate the timing of the email notifications to grantee, this can be triggered manually by the

Grant Admin instead of immediately upon status update

Communication decision to

Vendor; send Grantee contact info to vendor

Send information to GRPA

Create updates for LSC Website and send to OPP (maps) and GRPA

(text)

To

RSLC

Applicant Onboarding

Receive notification email

Is any payment made to the Grantee as part of this program?

Is there any post-Fellowship report or submission needed from the Grantee as part of this program?

Grantee portal page will also be a source of info about the new grant opportunity

Log into GMS and see list of reviews assigned to me

TBD the desired change to LSC convention re:

storing review notes inside the GMS system

Deadline

If needed, update fellowship opportunity description by deadline

Rural Summer Legal Corps - To-Be : Applicant Onboarding 3

E qu al J us tic e W or ks

V en do r

G M

S S ys te m

G ra nt M an ag er

O ffi ce o f P ro gr am

P er fo rm an ce

O ffi ce o f F ia nc ia l & A dm in

S er vi ce s S tu de nt F el lo w s

From Grantee

Site selection

Student Fellows

Vendor Student Fellow Recruitment

Process

Equal Justice Works

Vendor provides bi-weekly updates

Receive vendor bi-weekly updates on recruitment process

Complete recruitment and send student placement list

Receive student list and create updates for LSC website

Parallel

Student Coordination

Load student contacts against grantee RSLC grant record in

GMS

RSLC Host application = store relationship with assigned student fellow

Send communications email to student fellows re: travel and expense directions

Send Student Info to GRPA (text) and

OPP (map) for website updates

Communications

DC Hotels

Contract with DC hotel to book block of rooms for training

OFAS

Coordinate with Fellows re:

training and travel

Complete profile and travel / coordination forms and send to OFAS contact

Receive forms and enter Fellows into FMS as vendors

Travel mode?

Plane

Purchase and provide Fellows their plane tickets and hotel info

Arrange own non-air travel and save receipt for expense reimbursement

Other

Provide hotel info and instructions to submit travel reimbursement

Student Fellows will not have access into the

GMS.

Travel to DC to get trained

Does fellow have reimbursables?

Provide training to Fellows and reimbursement instructions

Fill out expense forms and submit to OFAS Yes

Process expense reimbursement forms in FMS and pay Fellow (as vendor)

The format that the expense forms will take will be determined by the LSC FMS system. Options will likely include:

-paper form -digital document (e.g.

spreadsheet) -form submitted directly to the

FMS

-form within the GMS that gets exported to FMS

Parallel

Go to Fellowship assignment at

Grantee

Training feedback

Attend series of virtual debriefs with RSLC Grant Manager

Complete feedback survey

Fellowship

End

Does this survey need to be done within the GMS, or will an external survey tool be used?

Benefit of GMS based - easier to consolidate results across years for trend analysis Benefit of external - ease of spinning up survey and lower barrier to start and complete survey (no login required) - LSC leaning towards external

Review feedback survey results and write summary report

Send report to LSC Executive

No

Made an assumption that these Fellowship related costs will strictly be managed and reported from the FMS.

If the data needs to go back into the GMS, further discusion is needed to clarify how to aggregate the costs in the GMS -- do we put payment records related to the grantee application?

Review expense forms for errors

It is the 3rd party evaluator who generates the summary report, they should have read only access to the application or fellowship description and imported fellows sruvey

3r d

P ar ty E va lu at or

Review and revise summary report

Onboard 3rd party evaluator and provide report extract to current round of fellowship placement descriptions and survey results

Misc Grant Activity - To-Be A dv an ce m en t O ffi ce

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IC

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ID

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1.

Receives

Grant Agreement from funder and forwards to LSC

Eecutive

2. Signs Grant Agreement and returns back to Fundraiser

3. Store Grant Agreement in Box

Funds subgranted to grantees, utilized internally by LSC and/or subcontactors

Internal/ Subcontracted Subgranted

7. Directs to appropriate team in OPP (ie.

Disaster, TIG etc.)

15. Hosts webinar to answer FAQ from interested applicants

G R

A N

T E

E G

M S

Send in-system notification with

NOFA

Set up email template in GMS and trigger broadcast email

To Full Application Intake and Review -

To-Be

Send email notification to contacts

To Executive

Review and Decision -

To-Be

Attend Webinar

Send in system notification

Pull required sub-grant information for Funder Report from

GMS

Milestone due

Subgranted

Sub-Grant

Complete reports required in milestone

Application Status:

Milestone Complete

O

FA

S

Retrieve data from

LSC FMS

Status update triggers Send in system notification

All info present

Send report to funder end misc grants process

To Award Package -

To-Be

To Payment Request and Processing -

To-Be

MIlestones are set up to replace current reports and project tracking sheets

S ub co nt ra ct or

LSC FMS

Add expenses to project budget in

GMS

Subgranted

Subcontracted

Pull report on project expenses /budget from FMS

Request subcontracted project budget and expenses from OFAS to add to Funder Report

Set up project budget and subcontract vendor (if applicable) in FMS

LSC FMS

Begin Project

No Contractor need access to GMS?

End Project complete expense reports in FMS

LSC FMS

finalize expense reports in FMS

LSC FMS

Required info missing for Funder Report

Work with Program Counsel to obtain information

All sub-grant info present

Finalize Funder Report

Subcontractor info missing

Work with project manager/subcontractor to update FMS

Updated e.g. 3rd party evaluator needs read-only access to the applications in this cycle

To: Prep for application process

Prep for application process includes the generation, review and approval of the NOFA (including by OLA), design and implementation of the subgrant application form and review rubrics in the GMS, and setting up the funding sources in the GMS, and communication to the grantees about the subgrant opportunity.

O

LA

Review funder Grant Agreement and provide feedback to LSC executive

Facilitate RFP process to source subcontractors and perform due diligence with

OPP/OCE/EO

Yes

Facilitate provisioning of contractor's appropriate GMS access with OIT

From: Prep for application process

Fill template for planned contract and send to OLA

Declines will have decline emails sent via the system within the

Executive Decision flow as well as display on the grante portal

Successful grantees can receive system notification of awards;

TBD if GRPA process

Milestone report includes providing updates on project budget line items

Access GMS in read-only mode to access application details for this subgrant cycle (for

3rd party evaluators)

Complete project activities

Evaluations are external documents to GMS, will be stored in Box

Funder Final reports are external documents to GMS, will be stored in Box

Site Visits - Determine and Prep PtA - To-Be 1Page

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Grantee Site Visit created with status = Planned

G ra nt ee

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G ra nt s

M aa ng em en t

E xe c O ffi ce

Review recommendations and report of historical grantee visits

Meet with OCE/OPP Mgmt to resolve identified conflicts

Confirm list of approved site visits

On save, send in-system notification to team lead

Receive assignment

Team lead

Parallel Revise site visit checklist items in

GMS

Standard set of checklists for each site visit type, with tasks by program/department for preliminary tasks to be completed prior to Site Visits.

The checklist templates should be reviewed annually

Example Site Visit Checklist:

- Notify Grantee

- Determine Team

- Set Date

- Request/Upload Documents (e.g. grantee policies, etc.)

- Access Protocol Letter and UCI Waiver (digital signature or check box)

- Program Specific Requirements (e.g. determine case list, etc)

- Confirm Schedule

- Notify LSC Travel

Call the grantee to notify them of the visit and expectations, and schedule the visit

System send portal notification to Grantee

Log into GMS to view site visit requirements

View information request

System emails remind grantees via system set ticklers

Look up planned activities at the grantee in the

GMS

Upload documents to grantee repository and link requested documents to site visit checklist, utlizing previously uploaded documents where possilbe

Update checklist manually where required (e.g. add site visit date)

Request Exemption status = complete, in progress, incomplete

Query grantee repository; select or upload document; tag to site visit checklist

Is there a need to request exemptions for certain requested documents?

Yes Request exemptions (e.g.

UCIs)

Would a grant coordinator or team lead do a prelim search for previously submitted documents?

Checklist item status = complete;

incomplete

Request Exemptions = Requested;

Please Explain = required information

Send in-system notification to Team Lead for resolution

Tag notification to Director if needed

Request Exemptions = action required

+ name

Send in-system notification to Director for resolution

Work with grantee and team lead to resolve exemption request

Site Visits as one module with program specific checklists, need to indicate specific program

Review and sign via checkbox requested documents (e.g. LSC

Access Protocol)

E.g.

'Confirmation of Access Protocol' status = Complete

Do grantees upload case specific information or link access to their own shared drives?

Appropriate Site Visit Prep Checklist populated from template based on Site visit type

Identify need for site visit

Create Site Visit activity for grantee and identify type of site visit required and team lead

Review/update Site Visit Prep

Checklist items for grantee with Team

Lead

The Grantee Site Visit records are associated to the Grantee Organization so any internal LSC team member has visibility to these activities at the organization. This Site Visit data object will include fields:

- site visit type

- status (changes in status support workflow and notification automation and ability to set visibility to different user roles, i.e. visibility to Grantee only at certain status)

- site visit planning start and end date

- site visit date

- site visit lead

- workplan

Compile list of recommended site visits and supporting rationale

Grantee Org profile shows connected activities

Review list of recommended site visits with VP Grants Mgmt

LSC staff dashboard listview of all Grantee Site

Visits

Add/Update site visit instructions, notes, or team lead assignments

Report of Grantees and last site visit date and type, and any open issues

Grantee Site Visit status =

Scheduled

Grantee Dashboard displays Site Visit Module

Provide consultation to grantee To

Determine and

Prep_PtB

Recommend team for site visit

Grantee portal permissions for Site Visit record and checklist = limited fiels viewable (e.g.

agenda), except Edit ability for requested documents

Portal permissions for Site Visit record and checklist:

Director, Team Lead, Exec = edit;

Grantee = none

Portal permissions for Site Visit record and checklist:

Director, Team Lead, Exec = edit;

Site Team = view;

Grantee = none

Notes: Site review and checklists to have ability to store internal notes that are not visible to grantee

Is an open text field sufficient for notes, or should each entered note be user and date/time stamped?

Store the scheduled site visit date

No

Different triggers identify site visit: Capability Assessment Visit (CAV) for Basic Field Grant competition assessment, approved list from consolidated Risk Assessment recommendation; TIG assessment

Recommendation list and approval occurs outside of the GMS system

Review/update site visit prep checklist items for grantee with

Director/Deputy

Director

Site Visit Prep Checklist updated

Receive notice of site visit and coordinate to schedule visit

Site Visits - Determine and Prep PtB - To-Be 2Page

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Consult with Program Director to select site visit project team

Review / change recommended team

Schedule kick-off call with grantee and project team

In Parallel

Update Site Visit with confirmed travel team and dates, and send to LSC Travel

Coordinate travel logistics

Develop workplan

Parallel Send additional push notifications to grantee if required

LS

C

T ra ve l

Respond to request for travel arrangements

Update travel docket

Site Visit statis = Travel Docket confirmed

Checklist item - Push task to

Grantee? = yes

Send system email to push task to grantee

Add Schedule and Workplan to Site

Visit record

Site Visit Schedule +

Workplan = draft, for review

Send in-system notification to

Director for review

Review/edit schedule and workplan

Site Visit Schedule + Workplan = Approved

Send in-system notification of approval to team lead

To:

Conduct

Site Visit

Call Grantee to confer on

Schedule and Workplan

Grant Coordinator?

Back to step: Upload documents to grantee repository and link requested documents to site visit checklist, utlizing previously uploaded documents where possilbe

From Determine and Prep_PtA

Store assignment of project team members to Site Visit

Participate in kick-off call

Site Visit Team

Participate in kick-off call

Participate in kick-off call;

confirm site visit date and time

Grantee

Site Visit Checklist Team, Travel cooridnated = c

Collaborate with Site Visit Team on schedule and Workplan

Project Team Permissions on Site visit = view;

Director, Leadship Permissions = edit;

Grantee portal = limited fields viewable

Grantee portal permissions on Site visit schedule and workplan= view;

These system checklist items for the grantee are visible to them in their portal, and replaces the document request letter

Agenda creation is collaborative and ideally be able to edit at the same

Site visits can include external team members

Grantee Site Visit associated with team member contacts and site visit roles

The Dashboard list view of site visits should provide status (e.g.Recommended, Approved, In Progress, Completed), region, site visit date target and visit team lead, and be able to click into view details)

Participate in schedule and workplan building

Site Visits - Conduct and Report PtA - To-Be 3Page ra nt ee G

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V is it Te am

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L ea d

From Site Visit Prep

Host entrance conference, if applicable Onsite Team

Conduct case reviews and document in OCE case review system

Conduct Interviews

Conduct additonal reviews as per checklist

(TIG, PBIF, etc)

Document Interview Findings

Site Visit updated with review notes

D ep ar tm en t M an ag em en t

Dashboard view of Site Visit Agenda: all site visits with checklist status, and ability to drill into details

Monitor onsite documents and status

Conduct check-in call with management

Update findings checklist and policies, procedues and review checklist

Onsite Checklist Items, Status =

Complete

Bullets completed by team members in parallel

Individual synopsis =

Bullets Complete

Site visit: update Exit Planning document System prompt -team lead = Start

Preliminary Findings Review

Report

Enter Individual synopsis and submit

Preliminary Review / Individual

Synopsis = In Progress

Preliminary Review / Individual synopsis= Complete Send in-system notification to Management of completion of

Preliminary Report

System generated reminder notification X days prior to final report due date

System Prompt to Team Lead = Start

Team Report?

Receive notification of completion

Take action on prompt and write team report

Complete Team report and submit for Mgmt review

Team Report Status = In

Progress, For Review

Send in-system notification to Management Team Report ready for review

Review Preliminary

Findings

Site Visit status = Onsite

Grantee portal permissions on Site visit schedule and workplan= view;

Site team - edit

Participate in interviews, document retreival, and working sessions with LSC team members

Parallel

Grantee activities

LSC Mgmt

Site Visit team

Coordinate and monitor onsite activities

Team Lead

Participate in exit conference

Update Site Visit status = Exit Conference

Completed and set due date of Final Report

Grantee, Site Team

Conduct exit conference

Team lead

Site visit status = Exit Conference completed

Assign appropriate individual synopsis to site visit team members

Automated notifications can be sent upon assignment and reminders based on due date and/or calculation since Exit Conference was completed

System generates draft reports for

Preliminary Review and Individual synopsis

Enter Preliminary Review assessment and submit

Generate draft Team Report with visibility to consolidated preliminary review and individual synopsis

To:

Conduct and report PtB

Not required to update into system

If requested, provide documents to onsite project team

Site Visits - Conduct and Report PtB - To-Be 4Page ra nt ee G

M S

S ys te m

Te am

L ea d/ A ss es sm en t T ea m D ep ar tm en t M an ag em en t

Send in-system notification of

Completed Team Report to required parties

System Prompt to Director = Send to

Grantee?

Accept workflow prompt and update Site Visit status = Grantee review of

Team Report

Site Visit status = Grantee

Review of Team Report

Send notification to grantee to review/comment on report, if applicable

Receive notification and log into Grantee Portal

Team Report Status = Grantee Comments For

Review

Send in-system notification to Team Lead, For Review, either upon submitting comments or deadline passes

Review comments and update report

Team Report Status =

Complete

Draft Final Letter (in system) with

Recommended Corrective Actions, and submit for review

Final Letter Status = Draft;

For Review

Send in-system notification to

Managment, For Review

Review Final Letter draft and

RCAs

Final Letter Status (including RCAs) = Review

Complete

Accept prompt and provide digital signature

Meet with AA to complete redactions

Send notifications to LSC

Managment, Assessment

Team, Grantee

Site Visit

Complete;

To

RCA

Follow-up

Monitor all sigantures are captured

Final Letter Status (including

RCAs) = Complete

Monitor publishing checklist items are complete

Checklist item Publish to

LSC.Gov = Yes

Team Report Status= Ready for Review

Receive prompt to review draft

Provied Review notes to Team Lead to revise

Team Report Status=

Complete

From:

Conduct and Report

PtA

Grantee portal permissions on Site visit Team Report= view with commenting

Review Team Report and submit comments

Recommended Corrective

Actions (activities attached to Grantee Org)

RCAs and Tier 1 Recommend to be separate records that are associated/related to the Grantee Organization to provide visibility across programs.

There is an opportunity to standardize a set of corrective actions to enable reporting for trends.

Site visit…