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Electronic Grants Management In Pennsylvania An Enterprise Approach

Electronic Grants Management In Pennsylvania An Enterprise Approach. Ed Wetmore - Commonwealth of PA Office of Administration Phil Petrina – PA Dept of Transportation IT Program Office. Our Presentation Agenda. Enterprise Granting In PA - Today’s View.

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Electronic Grants Management In Pennsylvania An Enterprise Approach

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

  2. Our Presentation Agenda • Enterprise Granting In PA - Today’s View • Enterprise Granting In PA - Future Direction • PennDOT Egrants - Selection Approach • PennDOT Egrants – “Next Steps”

  3. Enterprise Granting In PA Today’s View

  4. Granting today – An Enterprise Business View PEMA Each year,greater than 30 Commonwealth organizations administer a mix of formula and discretionary grant programs. Health PennDOT PHFA PENNVEST DEP PFBC The number of grant programs an organization administers varies from 1 to greater than 100 PHMC PA Council on the Arts DGS DCED > 100 Grant Programs PGC RACP A single Commonwealth grant program can support thousands of sub-grantee recipients. AG PDE DCNR PENNFIRS • A number of these recipients are also sub-grantee recipients of grants from other Commonwealth organizations. Community program 5000 Applications/year

  5. Managing Grants today can be challenging – Find example 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 can apply for? 1-10 Agency Program Areas 1- >100 Agency Programs >30 Grantor Agencies A PA Powerport Subject Search, using “What grants are available from the state that I can apply for?” returned 93614 matches A PA Powerport Subject Search, using “Grants”, returned 3762 matches

  6. #1 Challenge for Change: Managing the diversity of grants management across the Enterprise while moving toward business and technology standardization. Enterprise Grants Management – Need for Change • Agencies are a “micro Enterprise” view of the Commonwealth Enterprise • They have the same types of challenges gaining agreement on their own grant management business processes, procedures, policies, and technology to be leveraged • All are at various states of adopting an ‘ Enterprise’ approach to granting within their agency • Some have had Agency Grants Steering Committees and Electronic Grants Management systems since 1999 • Three agencies currently have ‘Agency Level’ eGrants systems integrated with the statewide ERP financial system. • Others have mixes of 1 or more “program area level’ eGrants systems and/or desktop applications such as Excel and Access databases How do we maximize our prior investments in Grants Management technology and provide an environment that promotes standards and sharing of solutions?

  7. Enterprise Granting In PA Future View

  8. Managing the Diversity – Approach • Manage Change through recognized “Best Practices” • Our Enterprise focus is on Program and Portfolio Management • Benefits Management (cost/benefits of streamlining initiatives) • Stakeholder Management (community of participating organizations) • Governance (Business and Technology Frameworks, policies) • Develop a common Benefit Cost model (Benefits Management) • Needed a way to review and identify the cost and benefits for all Commonwealth assets (custom developed and COTS) • Get active participation from our agency stakeholders (Stakeholder Management) • Effective Enterprise initiatives require participation from Business (Program and Fiscal) and Technology areas • Set high level standards and policy around the business and technology areas (Governance) • An overall Enterprise Business and Technology Framework will guide Commonwealth direction • Technology selections will be done through our Enterprise Technology Selection and Portfolio Management processes

  9. Activities To-Date • November 2004 The Commonwealth IT Governance Board approves an Enterprise Grants Management Initiative • January 2005 - Present The Commonwealth surveyed agencies and identified those that had an interest in streamlining grants management A core group of agencies was identified and an Enterprise program charter was developed A common Grants Business Process Framework was created The core group mapped their high level business requirements against the Grants Business Process Framework A Grants Technical Architecture Framework is currently being developed Agencies are progressing forward at various paces with grants management initiatives

  10. Enterprise Grant Portal Enterprise Grant Business Services Enterprise Database GIS Database Enterprise Data Collector Agency-Level COTS eGrant System SAP R/3 Agency-Level Custom eGrant System Treasury SAP BW Multi-Agency eGrant System Business and Technology Frameworks Developed 1st qtr 2005 In proof-of-concept design

  11. Technology Selection Process • Manage the Enterprise technology as part of a Commonwealth Asset portfolio. • Using the Selection Process below, agencies assess their requirements against the portfolio for shared solution opportunities. • Agencies can select which Commonwealth Asset best meets their business and technology needs. • All selections are submitted through the current Commonwealth IT Portfolio Management Process • eGrants products are part of a Commonwealth Grants Management Asset portfolio

  12. Enterprise Granting in PA - Future State A portfolio of Enterprise shared solutions….. Enterprise Grant Reporting Enterprise Grant Portal Operational Systems Enterprise eGrants

  13. PennDOT Egrants Selection Approach Phil Petrina – PA Dept of Transportation IT Program Office

  14. PennDOT Egrants - Selection Approach Conducted industry research Project Initiation

  15. PennDOT Egrants Selection Approach Developed requirements Assessed prevalence of Commonwealth solutions

  16. PennDOT Egrants Selection Approach Developed evaluation approach and criteria Developed documentation and posted to DGS web site(s)

  17. PennDOT Egrants Selection Approach Received written responses by due date Scored written responses and identified the short list for product demonstrations

  18. PennDOT Egrants Selection Approach Conducted product demonstrations Scored products and identified selected product

  19. PennDOT Egrants Selection Approach Preparing a Commonwealth agreement Communicate decision, identify training, establish ITB Close out

  20. PennDOT Egrants “Next Steps”

  21. PennDOT Egrants - ‘Next Steps’ Systems Integration – Egrants Product • Gap Analysis Verification • Product Configuration • Integration with other systems (internal and external) • Data Conversion from existing bureau systems • Testing • Training (PennDOT personnel and grantees) • Implementation • Ongoing Maintenance Support Policy Development • Work with the Enterprise Program to identify and develop Commonwealth Grants Policy • Develop additional PennDOT policy to align with Enterprise level policies

  22. Questions & Discussion…

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