ITPM515 Business Analysis Fundamentals
Introduction and Background
The Government have a several grants management systems for various individual agencies and most the systems runs on the traditional method that includes paperwork. The individual agencies are in a need of the development of a single 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 reengineer the agency management processes into one streamlined state approach to provide a common ecommerce platform for all the Individual, Business and Non-profit organizations can learn & apply for grants online.
Purpose
The purpose of the project is to create a web portal enabling individuals or organizations to apply online for grants. The web portal should enable awarding grants by scrutinizing received applications and the funds also must be electronically transferred
Scope
The scope of the project includes designing and developing of website, enabling processing of received applications and provision for electronic transfer of funds granted.
Glossary, Acronyms and Abbreviations
|
Term |
Meaning |
|
eGrants |
Web based solution for timely disbursement of grants |
|
Electronic transfer |
Online process of moving funds to bank accounts intended to be transferred |
|
Web portal |
Specially designed Website |
Assumption and Constraints (if any)
The client “Interagency Grants management group” will provide content required for the development of web portal.
The constraints of the project are
It will not provide any training for users of Web portal.
The content of Web portal will be provided only in English Language.
Requirements Format and Traceability
Requirements are given in simple sentence format. The requirements are given as business requirements, 3 user requirements for each business requirement and 3 system requirements for each user requirement.
Change Management Process
The change Management Process establishes how changes will be proposed, accepted, controlled and monitored. It addresses following activities
- Identification of change requests
- Analysis and documentation of complete impact of changes requested.
- Approval or rejection of change requests
- Tracking change requests
- Updating Project Management Plan to accommodate approved changes.
Business Process
Evaluating applications received, selecting applications for approval based on eligibility criteria and transferring of funds to selected applicants within one hour of approval of grant.
Customer Classes or Actors
Individuals, Business organizations and Nonprofit Organizations
Functional Requirements
Goal: To provide single, secure, paperless online process to individuals, businesses and Nonprofit organizations to apply for grants and to transfer funds electronically.
Attributes: Login ID, Password, Grant ID
|
Business Requirement |
User Requirement |
System Requirement |
Non-Functional Requirement |
|
Developing a Web portal for receiving application for grants from individuals and organizations online |
Designing and developing Web portal Register to use the system Submit application for grants |
Establish design and overall layout of web portal. Establish content details for Web portal Create detailed content for the Web portal Providing compatibility with multiple browsers Create user ID and Password Hyperlink to change organization name, password, contact name and address Hyperlink to Funding announcements Downloadable application forms Form headings to access to any section of form by selection name of the section |
The Web portal should support multiple users simultaneously. The information of all the applicants must be secured and prevented from hacking. |
|
Review the submitted applications and sanction grants |
Viewing and checking Eligibility criteria for authentication of all submitted documents for an application Selecting eligible applications for sanctioning grants Electronic transfer of funds granted |
Provision to compare applications vis-à-vis eligibility criteria Provision to reject applications with invalid or incomplete entries Provision to approve applications fulfilling eligibility criteria Provision to inform the applicant the reason for rejection Integration with mail application to intimate the applicants regarding approval or rejection of grants. Creating System for Award Management Provision to view applications sanctioned and pending. Integration with payment gateway for transfer of funds. Provision for confirmation of successful transfer of funds to the applicants. Provision for automatic update of balance grants available. |
The funds should be transferred to applicant within one hour of approval of grant. |
|
Accepting applications for modification or extension of grants |
Making changes to any section of submitted applications Submitting new applications on already registered grant ID number Submitting application for extension of already approved grant. |
Provision to view all applications and grants submitted by a registered user. Provision to allow applicants to submit applications for modifications of sanctioned grant. Provision to submit request for time extension of approved grant. Provision to submit applications for request of extension of grant whose validity has expired. Provision to view already submitted applications and get a printout for documentation. Provision to reject modification request for approved grant with reasons Provision to submit a new application on already registered grant ID number for additional grant amount Provision to reallocate allocated unspent grants to applications for new grants Provision to view/print various reports regarding sanctioned/pending, spent/unspent grants |
Processing of funds successfully within one hour of approval of grant. |
Non-Functional Requirements Defined
|
The Web portal should support multiple users simultaneously. The information of all the applicants must be secured and prevented from hacking. |
|
The funds should be transferred to applicant within one hour of approval of grant. |
|
Processing of funds successfully within one hour of approval of grant. |
Approvals
Approval of proposed requirements for development of Web portal by Interagency Grant Management group.
Approval of Content developed to be included in Web portal by Interagency Grant Management group.
Approval of developed Web portal by the Interagency Grant Management group before going live.
Management Report
|
Quarter # |
Period |
No. of Applications Recieved |
No. of Applications Approved |
No. of Applications in Rejected |
No. of Applications Pending |
|
Q1 |
01/03/2016 to 03/30/2016 |
226 |
200 |
10 |
16 |
|
Q2 |
04/01/2016 to 06/30/2016 |
350 |
300 |
20 |
30 |
|
Q3 |
07/01/2016 to 09/30/2016 |
380 |
320 |
40 |
20 |
|
Q4 |
10/01/2016 to till date |
395 |
300 |
70 |
25 |
Status Report:
During this period the eGrants Web portal had become functional and hence there is increase in number of applications received and decrease in number of pending applications because of reduction in time required to scrutinize the applications, select them and transfer the funds.
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