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SIROMS Maintenance and Hosting

This document provides an overview of the SIROMS (Sandy Integrated Recovery Operations and Management System) maintenance and hosting, including functions, components, and relevant modules.

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SIROMS Maintenance and Hosting

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  1. SIROMS OverviewBID SOLICITATION #18DPP00226Sandy Integrated Recovery Operations and Management System (SIROMS) Maintenance and HostingAttachment 05 01.30.2018

  2. SIROMS : Overall Solution

  3. SIROMS Functions and Components – Cont…

  4. SIROMS Functions and Components – Cont…

  5. SIROMS SIROMS Portal Overview

  6. Logging into SIROMS • SIROMS web content and modules can be accessed by the following URL: https://www.siroms.com • Once the page loads, users will be required to login with their SIROMS credentials:

  7. SIROMS Portal

  8. SIROMS Portal • The SIROMS Portal serves as a central location where Sandy-related modules and documentation can be accessed by all SIROMS users. • SharePoint Document Libraries • FHE Document Library • FHRR Document Library • RREM Document Library • LRRP Document Library • LMI Document Library • NJ Sandy Document Library • SRD Operational Document Library • SRPAG Document Library • SIROMS Reports • Constituent Services Reports • Federal Reports • Finance Management Reports • Forecasting Reports • Funds Request Reports • HRP Reports • Interface Reports • LMI Reports • LRRP Reports • RSP Reports • RREM Reports • S2825 Sandy Transparency PDFs • SIROMS Applications • BPM Portal • Constituent Services • HCS (Housing Counseling Services) • New Essential Services Grant Application • New Funds Request • RAP (Rental Assistance Program) • GRT (Grant Resource Tool) • RSP (Resettlement) • Strategic Recovery Planning Report (SRPR) • SIROMS SharePoint • DCA Compliance • DCA IT PMO • DCA SRD • Policy Change Request (PCR) • Policy Library • SIROMS Helpdesk • Training

  9. What is the PCR module? • The Policy Change Request (PCR) module is a system used for maintaining policy related documentation. In order to publish these policies to the Policy Library, users utilize the PCR module to obtain all appropriate reviews and approvals. • The PCR module provides: • A solution for Sandy Policy Library content managers the ability to edit, approve, and publish finalized policy documents to the Sandy Policy Library • An electronic solution for storing published Sandy Policy documents PCR Process Map

  10. SIROMS SIROMS Applications

  11. What is the CS Module? • The Constituent Services (CS) module is a ticketing system used to document information regarding constituent inquires and their resolution • The CS module captures: • General Information about the constituent (name, address, phone, etc.) • Details regarding the constituent’s issue including the reason for contact, priority, assignee, due date and notes • Key documentation germane to the issue and/or its resolution • Information on when the ticket was closed • This module integrates with SGM so that: • Tickets created in the CS module are viewable within individual applicant records for the RREM, LMI, LRRP, FHE and USD programs • Applicant Interactions initiated in RREM, LMI, LRRP, FHE and USD create tickets in the CS module

  12. Open CS Ticket

  13. What is the HCS Module? • The Housing Counseling Services (HCS) module enables external agencies to document assistance provided to Sandy affected individuals • Agencies use the HCS module to: • Create and maintain intake forms containing general information about the applicant (name, address, damaged property, etc.) • Document which CDBG programs and/or HCS services the individual is interested in learning about • Document which CDBG program(s) the individual is already involved with • Document all interactions the agency has with the individual • This module integrates with SGM so that CDBG interactions documented in the HCS module are viewable within individual applicant records for the RREM, LMI, LRRP, FHE and USD programs • HCS also integrates with the CS module so that CDBG interactions for RREM, LMI, LRRP, FHE and USD applicants create records in the central ticketing system for follow-up and reporting purposes

  14. HCS Intake Form

  15. HCS CDBG-DR Programs Tab

  16. What is the RSP Module? • The Resettlement Program (RSP) Archive was developed to provide a view into the historical Resettlement data for the users. • This module was developed after the retirement of the eGrants system. • The RSP module provides an ability to update a small set of data attributes required to confirm applicant’s ongoing compliance with the requirements of the program. • The RSP module also provides a document upload functionality to support the ongoing compliance check for the applicants.

  17. RSP Module

  18. What is the Grant Resource Tool? • The Grant Resource Tool (GRT) provides detailed information about each partnering agency affiliated with the Department of Community Affairs as the grantee of HUD CDBG-DR funds. • The Grant Resource Tool (GRT) module provides an all-encompassing view into information about each program and their sub-recipients including: • Program and Sub-Recipient Information • Budgets and Payments Information • Performance Measures (Forecasted and QPR) • Notes and Interactions

  19. Grant Resource Tool (GRT)

  20. Business Process Management (BPM) BPM Overview

  21. Logging into BPM Portal • Users can access BPM by clicking the BPM Portal link from the SIROMS Home Page • Once the page loads, users will be required to login with their SIROMS credentials

  22. SIROMS To Do List • Users are able to see all records currently available to their role for processing • The To Do List allows users to specify a certain stage for processing, view the record’s current stage, and when it was last updated

  23. SIROMS Custom Lists (Search) • Users are able to select Custom Lists on the homepage of the BPM application and execute desired search criteria

  24. Custom Lists Filter Options • Users are able to filter utilizing desired filter criteria by selecting the funnel icon or by entering text into the text field and selecting a filter type. The Custom Lists filter options differ by program.

  25. Custom Lists Filter Options • For example, if a user wishes to view all applications that reside within a certain stage, simply type in the name of the stage in the text box, select the funnel icon, and then select ‘Equal to.’ All files that reside within that stage will be displayed. To refresh filter options, users can select the ‘Refresh’ button located at the bottom right of the page.

  26. Business Process Management (BPM) Financial Management

  27. Funds Distribution

  28. What is the Budget/Activation Tracking module? • The SIROMS Funds Distribution Module provides the budget tracking of CDBG-DR & Program Income Funds for the funds allotted to New Jersey for Superstorm Sandy Recovery. Funds Distribution provides this tracking at the following budget levels: • Tranche/Grant Activated Funds • Round • Project/Program • Activity • Within each Round/Activation, there is a deadline to exhaust all CDBG and PI within two years of inception • The Funds Distribution Management form provides DCA Sandy Recovery Division (SRD) to modify activated dollars at each of the aforementioned budget levels • The Funds Allocation form provides the allocations across all Superstorm Sandy programs and allows SRD to track these changes as amendments are done to the overall Action Plan

  29. SIROMS Management

  30. SIROMS Management • By accessing the SIROMS Maintenance Action the user can begin Budget/Activation updates with the following data: • Activity Category • Activity Type • Grantee • Project • Sub-recipient

  31. Funds Distribution • There are 4 different Funds Distribution pages. Each Fund Distribution represents a different Level: • 1.Tranche Funds Distribution Management Funds Distribution Step 1 • 2.Round Funds Distribution Management Funds Distribution Step 2 • 3.Project Funds Distribution Management Funds Distribution Step 3 • 4.Activity Funds Distribution Management Funds Distribution Step 4

  32. Funds Distribution – Tranche Funds • Tranche funds are the main funds that tie to an allocation in the Action Plan. All of the allocated grant funding comes from the Tranche funds. These can also be referred to as Grant Activated Funds.

  33. Funds Distribution – Round Funds • Each Round is tied to a specific activation of funds established in an action plan amendment and has a certain timetable and amount of money. All of the money within that Round must be used within that timetable.

  34. Funds Distribution – Project Funds • Within each Round are different projects such as, RREM, LRRP, HMGP, and etc. Each Project has a certain amount of money allocated to it. These can also be referred to as Programs.

  35. Funds Distribution – Activity Funds • Each project will have a set of activity numbers assigned depending on the activities that are set up in DRGR; there are currently 644 activities in the system.

  36. Funds Distribution – Program Income • The Program Income section of Activity Funds Distribution Management captures whether or not the activity will be receiving Program Income and, if so, the expected PI budget. • The relationship between which activities receive Program Income and which activities spend that Program Income are established here.

  37. Funds Distribution Management Form • The Funds Distribution Management form tracks adjustments made at Trance, Round, Project, and Activity levels

  38. Funds Distribution - Dashboard • The Funds Distribution Dashboard allows the user with the appropriate role to see all Tranche funds, Round funds, Program funds and Activity funds on one page

  39. Funds Distribution - Dashboard • Allocations per latest Action Plan are captured here

  40. Funds Request

  41. What is the Funds Request Module? • The Funds Request (FR) module enables grantees to submit a request for funds, associated with a specific program activity and funding round for disbursement to a specific payee. • The FR allows DCA Fiscal and Sandy Recovery Division (SRD) to review and approve the grantee request to ensure completeness and accuracy. • Funds Requests will move through a specific workflow process depending on the program and type of funds being requested • Funds Request will capture specific information, such as: • Sub-Recipient • Project • Request Type • Activity • National Objective • Supporting Documentation • Source of Funding

  42. Funds Request BPM Process Flow

  43. Funds Request • Users are able to open a record from their To Do List or Custom List • Users, based on their role and stage, are able to perform multiple actions throughout the process as applicable

  44. Historical Imports • Transactions processed in NJCFS which do not get processed through a SIROMS Funds Request will be recognized through an import tool • SIROMS will map expenditures from NJCFS and conform them to the DRGR activity level • After mapping the expenditures, CSV files are uploaded through the Funds Request Historical Import form where it will create Funds Requests at the Historical Import stage for approval to reconcile expenses back to NJCFS and DRGR

  45. ACH Processing

  46. Accounts Receivable (AR)Return Funds (RF)

  47. What is the Accounts Receivable/Return Funds Module? • Accounts Receivable allows SRD to set up and track funds owed back from applicants within each program • Return Funds allows SRD to recognize funds returned back from applicants within each program against each AR established • After an Accounts Receivable is established, the status of the AR will update as Return Funds are submitted against it • Returned Funds will be applied to the latest Round/Activation in the program from which the funds were originally disbursed. Funds that were disbursed from a closed round will be returned to the open round

  48. Accounts Receivable BPM Process Map

  49. Return Funds BPM Process Map

  50. Program Income Receipt

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