Scope of Work - Timeframe~3.docx

Project Manager’s Scope of Action:

Oversee the complete development, set up and installation of the Illinois Arts Council Agency’s New Grants Management System. Ensure the timelines as described below are met.

Project Scope Scope below is based on Salesforce/Provisio’s work with the Illinois Arts Council Agency The Grants Management solution will support the entire process from Grant Solicitation through the completion of award. Based on priorities identified to date, Provisio will implement IACA’s Grants Management Solution prior to December 31, 2020.

· Grants Management Automation

· Solicitation

· Submission with Validation

· Workflow

· Status and Notification Automation

· Award and Document Automation

· Organization and Contact Management

· Panelist Management

· Management

· Selection

· Ability to score materials according to defined rubric if appropriate

· Automated scheduling

· Central Database Platform of record for Community Partners/Contacts

· Self-Management for Organizations and Individuals outside of IACA

· Calendar and Events Management

· Mapping

· General Document Repository in conjunction with Grant Submittal (Creative files options to TBD)

· Universal Platform Search functionality

· Ability to add an identifying picture to a client/customer profile

· Point-In-Time triggered alerts

· Reduce/Elimination of supplementary spreadsheets and "out-of-system" paper-driven processes

· Organization-wide reporting (with proper reporting access credentials)

· Ability of agency to add/edit forms and data fields

· Ability to create/adjust/report on agency-defined Key Performance Indicators (KPI’s)

· Fully compatible with mobile devices such as Smart Phones, Tablets and Laptops

· Dashboards: Executive, Management, Grant Reviewers, Panelists, Grant Requestors

· Granular Security/Data Access by Staff Role

· Intuitive Workflow and Process Automation that guide staff to follow proper process and procedure

· Integration with Microsoft Outlook

· Ongoing Customer Success Support Plan

Ensure the timelines and deliverables are met?

0. The effort estimated to complete the Statement of Work is twenty (20) weeks from Project Initiation. This timeline is dependent on assumptions outlined in Section 3 of the Statement of Work.

0. Deliverables will align to each phase of the project and will be billed accordingly:

1. Project Initiation

0. Allocation of resources

0. Documentation exchange and review

0. Kickoff Meeting

0. High level schedule and project planning

1. Discovery

1. Functional Requirements

1. User Stories

1. Identify and estimate Epics to be completed in Configuration and Development

1. Design

2. Data Model

2. Security Model

2. Workflow Design

2. Refine Epic Plan

1. Configuration and Development

3. Epic Demonstrations

0. Billing for Configuration and Development to be split by number of Epics

1. Data Migration and Reporting

4. Data Migration delivery

4. Reports delivery

1. Test/UAT

5. Completion of User Acceptance Testing

1. Training and Documentation

6. Delivery of Training and electronic documentation

1. Post Deployment Support

7. Billed on Go-Live