ITPM515 Business Analysis Fundamentals
Introduction and Background
- The state government has variety of grants management system across several agencies. Individual agency sought an enterprise approach to have single application for all agency grant management program. Re-engineer agency grant management processes into one streamlined state-wide approach to provide a single, secure, and paperless process that can be used to learn about and apply for grants online.
Purpose
- The purpose of this project is to create a single streamlined, secure, and paperless grant application platform to meet the legal requirements of PA Management Directive 107.3.
Scope
- Grants management portal (a website)
- Enabling the SMEs (using standardized templates and scoring mechanisms)
- Simplified and paperless process
- Automatic handling of applications
- Secure electronic transfer of funds
Glossary, Acronyms and Abbreviations
|
Term |
Meaning |
|
Grant |
Grant are financial aid that does not have to be repaid. These grants are provided by various state agencies. Applicants submit applications through the eGrants platform, and those whose applications get approve will receive the grant. |
|
User |
The users in this project are composed of grant applicants, state agency officials, state grant quality inspector, and federal oversight officials. |
Assumption and Constraints (if any)
- Not include any federal grant programs or funds
Requirements Format and Traceability
Simple Sentence Format (Traceability Matrix)
Change Management Process
All change request must follow change request template. The change request must include change request description, business or technical justification, priority and impact if changes is not implemented, impact assessment, options for resolution and change request resolution when requesting a change. Upon submission of change request template, it will be reviewed by the project manager, project owner, project sponsor, and executive sponsor. After assessment and request approval, the requested change will be scheduled to implementation.
Business Process
The implementation will be done on internal branch, after design review and quality assurance review there will be fully implemented/merged to the public branch by August 8th, 2017.
Customer Classes or Actors
Grant applicants: Users who applies for grant on eGrant platform
State agency officials: State official who oversee, reviews, and make decisions to grant application
State grant quality inspector: State official who inspects the quality of the approved applications
Federal oversight officials: Federal oversight officials will oversee state agency and state quality inspectors work quality
Functional Requirements
Goal: Create an inter-agency Grants Management Advisory Group that grants management processes into one streamlined state wide approach to provide a single, secure, and paperless process that can be used to learn about and apply for grants online.
Attributes: Single, secure, simplified and paperless.
|
Business Requirement |
User Requirement |
System Requirement |
Non-Functional Requirement |
|
A secure, encrypted way to transfer funds |
The applicant enters bank account information |
The systems should include text field for applications to fill out bank account information |
Comply with funding p&ps |
|
The system should allow applicants to save their bank account information | |||
|
The system should allow applicants to pick which account they want to deposit the fund in their bank account | |||
|
State official needs to transfer fund to applicants |
The system should leave all records of account access and records | ||
|
The system should securely store applicants bank account information | |||
|
The system should notify applicants when grant has been electronically wired | |||
|
Applicant submitting application |
Applicant signing up to eGrant |
The system should allow new account creation |
Comply with system processing p&ps |
|
The system should allow profile and account information edit | |||
|
The system should submit account creation confirmation to applicants email | |||
|
Applicant needs to choose from list of applications and fill out application |
The system should guide applicants through application process with dialog box, and hints | ||
|
The system should notify applications if filled out information is invalid | |||
|
The system should allow applicants to review filled out application | |||
|
The system should allow applicants to save progress of application | |||
|
The system should allow applicants to submit application | |||
|
The applicants need to submit application |
The system should send application submission confirmation email | ||
|
The system should save all past application applicant have applied for | |||
|
The system should allow applicants to print out a copy of submitted grant application | |||
|
Usage of standardized approval scale |
State agency official needs to review grant application |
The system should allow state agency to view applicant’s application whenever they wish |
Comply with audit p&ps |
|
The system should categorize application based on their status | |||
|
The system should separate rejected application for further review | |||
|
State agency needs to approve and reject application |
The system should allow state agency to manually approve or reject application | ||
|
The system should allow state agency to download and export application | |||
|
The system should allow state agency to make notes and comment on application | |||
|
State agency will need to ability to manually assign scoring to applications |
The system should allow manual entering of application score | ||
|
The system should allow manually edited information to be saved | |||
|
The system should update scoring |
Non-Functional Requirements Defined
- The system should be compliant with government transaction policy and procedure
- The system should meet people with accessibility needs
- The platform should comply with interface and user experience policy and procedure
- Comply with paperwork processing policy and procedure
- Comply with standard documentation policy and procedure
Approvals
Approval and Authority to Proceed | |
|
We approve the project component as described above, and authorize the team to proceed. | |
|
Name |
Title |
|
Lumeng Zheng |
Vendor Project Manager |
|
Christina Yan |
Project Executive Sponsor |
|
Shunsuke Hayashi |
Project Manager |
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