1 Electronic Grants Management In Pennsylvania An Enterprise Approach Ed Wetmore - Commonwealth of PA Office of Administration Phil Petrina – PA Dept of.

11

Electronic Grants Electronic Grants ManagementManagement

In PennsylvaniaIn Pennsylvania

An Enterprise ApproachAn Enterprise Approach

Ed Wetmore - Commonwealth of PA Office of AdministrationPhil Petrina – PA Dept of Transportation IT Program Office

22

Our Presentation AgendaOur Presentation Agenda

Enterprise Granting In PA - Future DirectionEnterprise Granting In PA - Future Direction

PennDOT Egrants - Selection ApproachPennDOT Egrants - Selection Approach

PennDOT Egrants – “Next Steps”PennDOT Egrants – “Next Steps”

Enterprise Granting In PA - Today’s ViewEnterprise Granting In PA - Today’s View

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Enterprise Granting In PA Enterprise Granting In PA Today’s ViewToday’s View

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Granting today – An Enterprise Granting today – An Enterprise Business ViewBusiness View

Citizen

Health

RACP

PHMC

PHFA

PGC

PFBC

PENNVEST

PennDOT

AG

DGS

DEP

DCNR

Citizen

PDE

PENNFIRS

PA Council on the Arts

DCED> 100 Grant Programs

A single Commonwealth grant program can support thousands of sub-grantee recipients.

CitizenCitizen

Citizen

CitizenCitizen

Citizen

Citizen

Citizen

Citizen

CitizenCitizen

Citizen

Citizen

Community program5000 Applications/year

PEMA

A number of these recipients are also sub-grantee recipients of grants from other Commonwealth organizations.

Each year, greater than 30 Commonwealth organizations administer a mix of formula and discretionary grant programs.

The number of grant programs an organization administers varies from 1 to greater than 100

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Managing Grants today can be Managing Grants today can be challenging – Find examplechallenging – Find example

Program Areas100 GrantPrograms

DCED

DEP

AG

PHFA

RACP

HEALTHCitizen

DCNR

PENNDOT

PENNVEST

PFBC

PGC

PHMC

PENNFIRS

PEMA

Labor & Industry

GrantProgramsProgram Areas

Program AreasProgram Areas

100 GrantProgramsGrant

Programs



Programs



Programs



Programs

PDE

Program Areas 100 GrantProgramsGrant

ProgramsProgram Areas



Programs



Programs



Programs



Programs



Programs



Programs



Programs



Programs



Programs

I’m a member of a local borough council. We would like to improve our waterfront area with new businesses, upscale condominiums, and a riverfront park which would include a walkway, replacement of a damaged bridge section, and a small marina area for boat access. What grants are available from the state that I What grants are available from the state that I can apply for?can apply for?

>30 GrantorAgencies

1-10 AgencyProgram Areas

1- >100 AgencyPrograms

A PA Powerport Subject A PA Powerport Subject Search, using “Search, using “What What grants are available grants are available from the state that I from the state that I can apply for?”can apply for?” returned returned 93614 matches93614 matches

A PA Powerport Subject A PA Powerport Subject Search, using Search, using “Grants”,“Grants”, returned returned 3762 matches3762 matches

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Enterprise Grants Management – Need Enterprise Grants Management – Need for Changefor Change

#1 Challenge for Change: #1 Challenge for Change: Managing the diversity of grants management across Managing the diversity of grants management across the Enterprise while moving toward business and technology standardization.the Enterprise while moving toward business and technology standardization.

Agencies are a “micro Enterprise” view of the Commonwealth EnterpriseAgencies are a “micro Enterprise” view of the Commonwealth Enterprise

They have the same types of challenges gaining agreement on their own grant They have the same types of challenges gaining agreement on their own grant management business processes, procedures, policies, and technology to be management business processes, procedures, policies, and technology to be leveragedleveraged

All are at various states of adopting an ‘ Enterprise’ approach to All are at various states of adopting an ‘ Enterprise’ approach to granting within their agency granting within their agency

Some have had Agency Grants Steering Committees and Electronic Grants Some have had Agency Grants Steering Committees and Electronic Grants Management systems since 1999Management systems since 1999

Three agencies currently have ‘Agency Level’ eGrants systems integrated Three agencies currently have ‘Agency Level’ eGrants systems integrated with the statewide ERP financial system.with the statewide ERP financial system.

Others have mixes of 1 or more “program area level’ eGrants systems Others have mixes of 1 or more “program area level’ eGrants systems and/or desktop applications such as Excel and Access databasesand/or desktop applications such as Excel and Access databases

How do we maximize our prior investments in Grants Management technology and How do we maximize our prior investments in Grants Management technology and provide an environment that promotes standards and sharing of solutions?provide an environment that promotes standards and sharing of solutions?

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Enterprise Granting In PAEnterprise Granting In PAFuture ViewFuture View

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Managing the Diversity – ApproachManaging the Diversity – Approach

Set high level standards and policy around the business and Set high level standards and policy around the business and technology areas (Governance)technology areas (Governance)

Our Enterprise focus is on Program and Portfolio Management Our Enterprise focus is on Program and Portfolio Management Benefits Management (cost/benefits of streamlining initiatives)Benefits Management (cost/benefits of streamlining initiatives) Stakeholder Management (community of participating organizations)Stakeholder Management (community of participating organizations) Governance (Business and Technology Frameworks, policies)Governance (Business and Technology Frameworks, policies)

Get active participation from our agency stakeholders Get active participation from our agency stakeholders (Stakeholder Management) (Stakeholder Management)

Manage Change through recognized “Best Practices”Manage Change through recognized “Best Practices”

Develop a common Benefit Cost model (Benefits Management) Develop a common Benefit Cost model (Benefits Management) Needed a way to review and identify the cost and benefits for Needed a way to review and identify the cost and benefits for

all Commonwealth assets (custom developed and COTS)all Commonwealth assets (custom developed and COTS)

Effective Enterprise initiatives require participation from Business Effective Enterprise initiatives require participation from Business (Program and Fiscal) and Technology areas(Program and Fiscal) and Technology areas

An overall Enterprise Business and Technology Framework will An overall Enterprise Business and Technology Framework will guide Commonwealth directionguide Commonwealth direction

Technology selections will be done through our Enterprise Technology selections will be done through our Enterprise Technology Selection and Portfolio Management processesTechnology Selection and Portfolio Management processes

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Activities To-DateActivities To-Date

A core group of agencies was identified and an Enterprise program charter A core group of agencies was identified and an Enterprise program charter was developedwas developed

A common Grants Business Process Framework was createdA common Grants Business Process Framework was created

The core group mapped their high level business requirements against The core group mapped their high level business requirements against the Grants Business Process Framework the Grants Business Process Framework

A Grants Technical Architecture Framework is currently being developedA Grants Technical Architecture Framework is currently being developed

Agencies are progressing forward at various paces with grants management initiativesAgencies are progressing forward at various paces with grants management initiatives

January 2005 - PresentJanuary 2005 - Present

November 2004 November 2004

The Commonwealth surveyed agencies and identified those that had an The Commonwealth surveyed agencies and identified those that had an interest in streamlining grants managementinterest in streamlining grants management

The Commonwealth IT Governance Board approves an Enterprise Grants The Commonwealth IT Governance Board approves an Enterprise Grants Management Initiative Management Initiative

1010

Business and Technology Business and Technology FrameworksFrameworks

Enterprise Grant Business Services

Enterprise Database

EnterpriseData

Collector

Agency-LevelCOTS

eGrant SystemSAP R/3

Agency-LevelCustom

eGrant System

Multi-AgencyeGrant System

Treasury

SAP BW

GIS Database

Enterprise Grant PortalEnterprise Grants Management Business Process FrameworkAs of Tuesday, April 11, 2006

KEY

Note: Business processes identified are not necessarily sequential.

PROCESS

SUB-PROCESS

19. Reporting16. PortfolioManagement

17. ContactManagement

18. UserManagement

15. Audit

2.1 AcquireFederal Funding

2.2 AcquireState Funding

2.3 EstablishFundingPriorities

2.4 Estimate/Confirm Funding

Availability

4.1 ObtainApproval to

ReleaseApplication

4.2 Pre-NotifyPotential

Applicants

4.3 SolicitApplications

5.1 ReceiveApplications

5.3 Publish AllEligible

Applications

5.4 PerformProgram

ApplicationReview

5.5 PerformFiscal Review/Plan Budget

5.6 PerformFinal Review

2. AcquireFundiing

3. EstablishGrantProgram

4. SolicitApplications

5. ProcessApplications

6. ConfirmGrantFunding

6.1 ReviewFunding

Availability

6.2 ConfirmProject Priority

Listing

6.3 ConfirmAppropriation

Funding

7. AnnounceFundingDecision

7.1 DevelopPress Release

7.2 NotifyAppropriateInternal and

External Parties

7.3 Post Awardsto Public

8. ExecuteGrantAgreement

10. MonitorProject

10.1 ProcessReports/

Information

10.2 PerformInspections/Site

Visits

10.3 ProvideProject

Assistance

10.4 Conduct AdHoc

Communications

12. ContinueProject

13. Payment

13.1 ReceivePaymentRequest

13.2 ReviewPaymentRequest

13.3 InitiatePaymentRequest

1. EstablishFunding Plan

1.1 ObtainInitiative

Requirements

1.2 ConductFeasibilityAnalysis

1.3 DevelopFunding Plan

3.1 Review GrantProgramEnabling

Legislation/Regs/Guidelines

3.2 Establish/Modify Grant

ProgramGuidelines

3.3 Develop/Modify GrantApplications

8.1 Pre-CommitFunds

8.2 PrepareGrant

Agreement

8.3 FinalizeGrant

Agreement

8.4 CommitFunds

11. ModifyProject

9.InitiateProject

8.5 DistributeExecuted Grant

Agreement

9.1 ProvideTechnicalAssistance

9.2 CommunicateReporting/Information

Requirements

12.2 ReceiveApplications

12.3 PerformProgram

ApplicationReview

12.4 PerformFiscal Review/Budget Plan

12.5 PerformFinal Review

12.6 NotifyAppropriateInternal and

External Parties

12.7 PrepareGrant

Agreement

12.9 CommitFunds

13.4 DistributePayment

11.1 ReceiveModification

Request

11.2 PerformMod. Req.

ProgrammaticReview

11.3 PerformMod. Req.

Fiscal Review

11.4 PerformMod. Req. Final

Review

11.5 ReviewFunding

Availability

11.6 ConfirmFundingPriorities

11.7 ConfirmAppropriation

14. Closeout

14.1 ReceiveFinal Report

14.2 ReviewReport

14.3 ConductFinal Report or

Inspection

14.4 Follow-Upon Issues

14.5 ConductProgrammatic

Close-Out

14.6 ConductFinancial Close-

Out

5.2 Pre-ScreenApplications

9.3 ProvideContractingAssistance/

Approval

11.8 CommitFunds

12.1 ReviewFunding

Availability

4.4 CompleteApplications

Developed 1st qtr 2005 In proof-of-concept design

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Technology Selection Process Technology Selection Process

1. ProjectInitiation

2. Conductindustry research

3. Developrequirements

4. Assessprevalence of

Commonwealthsolutions

5. Developevaluation

approach andcriteria

6. Developdocumentation

and post to DGSweb site(s)

7. Receive writtenresponses by

due date

8. Score writtenresponses and

identify short listfor product

demonstrations

9. Conductproduct

demonstrations

10. Scoreproducts and

identify selectedproduct

11. PrepareCommonwealth

agreement

12. Communicatedecision, identify

training needsand establish ITB

13. Close out

• Using the Selection Process below, agencies assess their requirements against the portfolio for shared solution opportunities.

• Manage the Enterprise technology as part of a Commonwealth Asset portfolio.

• All selections are submitted through the current Commonwealth IT Portfolio Management Process

• Agencies can select which Commonwealth Asset best meets their business and technology needs.

• eGrants products are part of a Commonwealth Grants Management Asset portfolio

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Enterprise Granting in PA - Future Enterprise Granting in PA - Future StateState

Citizen

Agency 1

Agency 2

Agency 3

Agency 4

Agency 5

Agency 6

GrantsReporting

Engine

Multi-AgencyShared

Solution 2

Employees

AgencyShared

Solution 1

AgencyShared

Solution 2

Multi-AgencyShared

Solution 1

PAGrantsPortal

FederalReporting

Governor’sOffice

StateLegislature

Fiscal,Comptrollers,Budget Office

Enterprise Grant Portal

Enterprise Grant

Reporting

Enterprise eGrants

OperationalSystems

A A portfolioportfolio of Enterprise shared of Enterprise shared solutions…..solutions…..

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PennDOT EgrantsPennDOT EgrantsSelection ApproachSelection Approach

Phil Petrina – PA Dept of Transportation IT Program Office

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Project InitiationProject Initiation

PennDOT Egrants - Selection PennDOT Egrants - Selection ApproachApproach

1. Project Initiation2. Conduct industry

research3. Develop

requirements







7. Receivewritten

responses bydue date



demonstrations

9. Conductproduct

demonstrations




agreement



13. Close out

Conducted industry research Conducted industry research

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PennDOT Egrants Selection PennDOT Egrants Selection ApproachApproach

Developed requirementsDeveloped requirements

Assessed prevalence of Commonwealth solutionsAssessed prevalence of Commonwealth solutions


2. Conductindustryresearch


4. Assess prevalenceof Commonwealth

solutions





7. Receivewritten




demonstrations

9. Conductproduct

demonstrations




agreement



13. Close out

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Developed evaluation approach and criteriaDeveloped evaluation approach and criteria

Developed documentation and posted to DGS web site(s)Developed documentation and posted to DGS web site(s)



7. Receivewritten




demonstrations

9. Conductproduct

demonstrations




agreement



13. Close out




5. Develop evaluationapproach and criteria

6. Developdocumentation and

post to DGS website(s)

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Received written responses by due dateReceived written responses by due date

Scored written responses and identified the Scored written responses and identified the short list for product demonstrationsshort list for product demonstrations



9. Conductproduct

demonstrations




agreement



13. Close out








7. Receive writtenresponses by due

date


identify short list forproduct

demonstrations

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Conducted product demonstrationsConducted product demonstrations

Scored products and identified selected productScored products and identified selected product




agreement



13. Close out








9. Conduct productdemonstrations

10. Score productsand identify selected

product

7. Receivewritten




demonstrations

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Preparing a Commonwealth agreementPreparing a Commonwealth agreement

Communicate decision, identify training, establish ITBCommunicate decision, identify training, establish ITB

Close outClose out



7. Receivewritten




demonstrations

9. Conductproduct

demonstrations







agreement






training needs andestablish ITB

13. Close out

2020

PennDOT EgrantsPennDOT Egrants““Next Steps”Next Steps”

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PennDOT Egrants - ‘Next Steps’PennDOT Egrants - ‘Next Steps’

Gap Analysis VerificationGap Analysis Verification

Systems Integration – Egrants ProductSystems Integration – Egrants Product

Product ConfigurationProduct Configuration

Integration with other systems (internal and external)Integration with other systems (internal and external)

Data Conversion from existing bureau systemsData Conversion from existing bureau systems TestingTesting Training (PennDOT personnel and grantees)Training (PennDOT personnel and grantees)

ImplementationImplementation

Ongoing Maintenance SupportOngoing Maintenance Support

Policy DevelopmentPolicy Development

Work with the Enterprise Program to identify and develop Commonwealth Grants PolicyWork with the Enterprise Program to identify and develop Commonwealth Grants Policy

Develop additional PennDOT policy to align with Enterprise level policiesDevelop additional PennDOT policy to align with Enterprise level policies

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QuestionsQuestions&&

DiscussionDiscussion……

1 Electronic Grants Management In Pennsylvania An Enterprise Approach Ed Wetmore - Commonwealth of PA Office of Administration Phil Petrina – PA Dept of.

Documents

steps enterprise

pa todays view enterprise

micro enterprise view

diversity of grants

pa todays view slide

pa todays view slide

agency programs

presentation agenda