ELECTRONIC GRANTS MANAGEMENT SYSTEM

(EGRANTS)

PROJECT CHARTER
TABLE OF CONTENTS
TABLE OF CONTENTS............................................................................................................................................... I
1. INTRODUCTION ............................................................................................................................................ 1
1.1. PROJECT BACKGROUND ........................................................................................................................... 1
1.2. PURPOSE .................................................................................................................................................. 1
1.3. PROJECT DESCRIPTION ............................................................................................................................. 1
1.4. BUSINESS NEED ........................................................................................................................................ 1
1.5. PROBLEM STATEMENT ............................................................................................................................. 1
2. SCOPE OF WORK ........................................................................................................................................... 2
2.1. INSCOPE ................................................................................................................................................... 2
2.2. OUTSCOPE ............................................................................................................................................... 2
2.3. PROJECT OBJECTIVES................................................................................................................................ 2
2.4. TECHNICAL OBJECTIVES ............................................................................................................................ 3
3. AFFECTED BUSINESS ORGANIZATIONS .......................................................................................................... 3
4. EFFECTIVE BUSINESS PROCESS ...................................................................................................................... 4
5. PROJECT MANAGER AND ORGANIZATIONAL STRUCTURE ............................................................................. 4
6. PROJECT SPONSOR ....................................................................................................................................... 4
7. QUALITY METRICS......................................................................................................................................... 5
8. ASSUMPTIONS, CONSTRAINTS AND RISK ...................................................................................................... 5
8.1. ASSUMPTIONS ......................................................................................................................................... 5
8.2. CONSTRAINTS .......................................................................................................................................... 6
8.3. RISK .......................................................................................................................................................... 6
9. PROJECT TEAM ROLES AND RESPONSIBILITIES .............................................................................................. 7
10. TIMELINE ...................................................................................................................................................... 8
11. APPROACHES .............................................................................................................................................. 10
12. TEAM COMMUNICATION RULES ................................................................................................................. 10
13. BUDGET ...................................................................................................................................................... 11
14. PROJECT GOVERNANCE PLAN ..................................................................................................................... 12
15. PROJECT CHARTER APPROVAL SIGNATURES .................................................................................................. 12

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1. INTRODUCTION

1.1. PROJECT BACKGROUND

The Government have a several grants management systems for various individual agencies and
most the frameworks keeps running on the conventional strategy that incorporates printed
material i.e. paperwork.

1.2. PURPOSE
This report gives direction with respect to E-Grants System and its portrayals by every one of the
necessity we have to produce for this E-Grants System.
• Meet the essential and sensible standard which are reasonable under the terms of the
specific grant.
• An exhaustive, cloud-based grants framework.
• Simplified financial help application and revealing administrations.
• Facilitate more noteworthy coordination among those in charge of conveying this
administration.

1.3. PROJECT DESCRIPTION

The individual agencies are in a need of the improvement of a solitary application platform for
all agency grant management programs. An Inter-Agency Grants Management Advisory group
has been created by the state governor’s office to re-engineer the agency management
processes into one streamlined state approach to provide a single, secure simplified paperless
process so that all the parties involved can learn and access/apply for grants online.

1.4. BUSINESS NEED

In the present innovative world, there are such a large number of undertakings, approaching due
dates, insufficient time to oversee concede applications, it is so overpowering and tedious.
What's more, it shields you from concentrating your endeavors on your center objective, so it is
a huge need to diminish the measure of time it takes to oversee gifts. Along these lines, e-awards
framework will be intended to enhance region efficiencies for everyday life.

1.5. PROBLEM STATEMENT

The government has several grant management systems across several agencies. E-grants web
portal should have accessibility that will guide the user to a step by step in applying for the
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grants. The project will address the problems associated with the web portal such as better
report creation at the back end, help in analyzing the grants application, automatic notifications
to the users about the application.

2. SCOPE OF WORK
To implement a website to automate the applications for all agency grant management
programs and that meets the legal requirements of PA Management Directive 107.3 and grant
the funds for all the approved applications electronically.

2.1. INSCOPE
1. Create a grants management portal (a website) that will serve as an entry point to all
grants management applications and information about grants maintained within the
individual customer state agencies.
2. Expedite grant application process.
3. Create a user-friendly website making it easy to navigate to the respective grant needed
for the agency.
4. Grant funds electronically within 60 minutes to the applicant who is successful in
completing the grant application process.

2.2. OUTSCOPE
1. The system should not include any federal grant programs or funds.
2. Maintenance of the website.
3. Training of the hardware and software.

2.3. PROJECT OBJECTIVES

Objective for Electronic Grants Management is to:

NUMBER DESCRIPTION

Increased efficiency and productivity through a well-managed data

OBJECTIVE 1
entry process

OBJECTIVE 2 Optimize business process, decreasing number of steps, saving time.

Lower the cost of government by having a more efficient work activity

OBJECTIVE 3
process tracking.

OBJECTIVE 4 Improve reporting capability to executive management.

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NUMBER DESCRIPTION

Substantial business process improvements are achievable through

OBJECTIVE 5
an electronic grants management system that is paperless.

Provide a documentation and reporting system, for real time

reporting and long-term document management to ensure that
OBJECTIVE 6
current data is utilized in the decision making process in the traffic
safety grant funding program.

2.4. TECHNICAL OBJECTIVES

NUMBER DESCRIPTION

TECHNICAL OBJECTIVE 1 Web-based system will be designed to allow and grantee staff remote
access

TEHCNICAL OBJECTIVE 2 Data will be assessable and stored electronically

TECHNICAL OBJECTIVE 3 Security/user roles – system will support a secure front end user
system log in and security role level authentication

TECHNICAL OBJECTIVE 4 Extensibility – ensure system is designed to easily allow the addition
of new features later, using an application programming interface or
plug-ins.

TECHNICAL OBJECTIVE 5 Redundancy – system will be configured to support system fail over

TECHNICAL OBJECTIVE 6 System will integrate with automated data collection database if
needed.

3. AFFECTED BUSINESS ORGANIZATIONS

Following are the organizations:
 State agencies
 Local governments

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 Businesses
 Non-profits organizations and Individuals

4. EFFECTIVE BUSINESS PROCESS

General procedures for entering and handling documents and data will change with the
implementation of the forms, duplicate data entry for developing reports will be eliminated

5. PROJECT MANAGER AND ORGANIZATIONAL STRUCTURE

Project Manager:
Financial Analyst:
Lead Business Analyst:
Business Owner:
Tech Lead:

6. PROJECT SPONSOR
Governor’s office (State Government).

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7. QUALITY METRICS
NUMBER DESCRIPTION

1 Project does not exceed budget

2 The project schedule, assigned tasks and milestones are met within
project plan

3 System can provide reports

4 System is secure and stable

5 Staff is trained to maintain and system is operable

6 Data integrity is maintained.

8. ASSUMPTIONS, CONSTRAINTS AND RISK

8.1. ASSUMPTIONS
The assumptions of the project are:

NUMBER DESCRIPTION

1. Adequate budget will be available

2. Adequate staffing levels

3. Staff will be trained on the use of software

4. Vendor will provide updates

5. Data will be easily converted

6. Software will integrate with other system software.

7. Interagency Grants Management Group will provide content required for

the development of website / portal

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8.2. CONSTRAINTS
The constraints of the project are:

NUMBER DESCRIPTION

1. Adequate resources

2. State requirements for oversight and project delays

3. Delays in processing contracts and purchasing.

8.3. RISK

Risk Description
On-line application is a significant “cultural” shift away from the
Cultural Shift Risk
paper-based processes
Funds will not be readily
available to support the Allocate funding in excess of projected funding needs.
project.

Weak Server Site
Functionality Risk
This turns into an essential focus on that gets abused by the hackers.
It is additionally critical, since most organizations don't have an all-
around characterized institutionalized procedure to be actualized on
the web.

Political hazard It is a noteworthy worry in all offices.

Security escape clause is the absence of secure information
Unreliable Data Storage
storage.

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9. PROJECT TEAM ROLES AND RESPONSIBILITIES

ROLE RESPONSIBILITY

Executive Project The point person will be at the highest level.

Sponsor Responsibilities include:
 Consider changes facing the organization and its impacts
 Responsible for funding budget to complete project

Steering Committee Tasked with overall direction and support of the project
 Participate in meetings
 Review and accept deliverables
 Review and provide comment on documentation provided by
project team.
 Review project funding and its sources.

Project Manager Person responsible to the participating entities, and who will make
decisions related to the operation of the project.
 Problem Solving
 Reviews work of Consultants
 Participate in changes to project
 Diagnose potential problems on project
 Determine roles of IT personnel
 Ultimate project success
 Budget Planning
 Project Schedule
 Training Plans
 Contract Management
 Ensure communications between vendor and project owner.

Project Team Staff assigned to Project.

Members  Define Business needs
 Scheduling of meetings
 System Administration
 Testing

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ROLE RESPONSIBILITY
 Purchasing and processing
 Data integrity
 Data input

Technical Staff Staff assigned to defining infrastructure requirements and providing

ongoing project support.
Duties Include:
 System infrastructure Specifications
 Data backups
 Storage requirements
 Security
 Systems install and updates
 Network connectivity
 Provide test/development environments
 System maintenance
 System reporting
 Database tools (reporting)
 Disaster recovery
 Anti-virus protection

10. TIMELINE

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11. APPROACHES
The Project will be structured using a mixture of process-based and SDLC approaches. In
addition, project reporting structures will be adjusted to meet timelines and phase gates.

Software development life cycle will be used to develop website including its portal.

Project management approach will be used to manage the project throughout each phase.

12. TEAM COMMUNICATION RULES

1. The Project Manager will be responsible for creating periodic internal reports for
stakeholders and will assist in preparing materials for presentations.
2. The Project Manager will work in conjunction with the Technical Lead and the vendor to
gather data for these reports.
3. Email will be the official channel for communication.

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13. BUDGET

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14. PROJECT GOVERNANCE PLAN

Project Director

Project Team Project

Members Manager

Executive
Sponsor

Technical Review
Tech Staff

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15. PROJECT CHARTER APPROVAL SIGNATURES

The undersigned recognize they have inspected the undertaking sanction and approve and
finance E-GRANTS SYSTEM venture. Changes to this task sanction will be composed with and
endorsed by the undersigned or their assigned representatives.

SIGNATURE DATE

EXECUTIVE SPONSOR

NAME:

PROJECT DIRECTOR

NAME:

PROJECT MANGER

NAME:

BUSINESS ANALYST

NAME:

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