DASNY Administered Grant Programs

Grant Statistics Overview of the data that currently resides in DASNY’s grant database: Grant Programs: 20 Grantees: 4217 Grants: 8832 Dollar Value of Grants: $6.4B Total Disbursed: $4.5B Activity Dates Entered: >148K

Grants administered on behalf of New York State (non-competitive) DASNY administers grant projects and recipients are determined by the New York State Legislature and/or Executive DASNY conducts multiple reviews for each grant prior to entering into a Grant Disbursement Agreement. These reviews require documentation provided by Grantees throughout the review process. Reviews undertaken with each grant: Diligence (Grantee Questionnaire, certifications, evidence of site control) Financial Environmental Bond & Tax Counsel Legal Others as needed

Grants administered on behalf of New York State (competitive) DASNY coordinates competitive procurements including: Issuance of RFP Creating application Managing hundreds of questions & answers submitted by applicants Creating and coordinating review panels for eligibility and diligence reviews (multiple teams) Setting up scoring tools for review panels Analyzing metrics of scorers and teams (average, standard deviation, etc.) Creating award lists Sending award letters to Grantees (mail merge) Performing standard due diligence reviews prior to entering into a Grant Disbursement Agreement Sending Grant Disbursement Agreement (mail merge) Post award monitoring

Data Elements Common Data Tracking Grantee Information: Address, FEIN, contact information Grant (multiple grants allowed for each grantee): Amount, Name, Description, Location, etc. Activity dates tracking documents sent to and received from Grantees and internal reviewers

Example of Record with Selected Data Elements Grant ID 6181 Project ID 6050 Grant Type Capital Sponsor NYS County Gotham Grantee City of Gotham Project Name Historic Rail Station Restoration Project Description Renovation of the Historic Train Station Project Location Gotham Train Station Grant Amount $75,000.00 Disbursed $66,961.54 Balance $8,038.46 Date of Legislative Letter 02/27/14 Date Project Information Sheet Sent 03/07/14 Date Project Information Sheet Received 03/20/14 Bond Counsel Sent 03/13/14 Bond Counsel Approved 04/14/14 Date GQ Sent to Grantee 03/25/14 Date GQ Received From Grantee 04/21/14 Date GQ Sent For Review 05/08/14 Date GQ Review Completed 05/12/14 SEQR Commencement Date 04/04/14 SEQR Determination Date 05/20/14 Date Sent for Financial Review 06/02/14 Public Finance Approval Date 06/03/14 Date Sent for Desk Audit 06/20/14 Date Desk Audit Completed 06/21/14 Date Sent For Final Desk Audit 06/22/14 Date Final Desk Audit Complete DASNY Review Completion Date 06/23/14 Date Legislative Letter Sent to Senate/Assembly 07/23/14 Date Legislative Letter Received From Senate/Assembly 07/25/14 Date Legislative Letter Sent to DOB Date Legislative Letter Received From DOB 07/21/14 Date of Legislative or 3-way Approval Date GDA Sent to Grantee 09/05/14 Date GDA Signed by Grantee 09/18/14 Date Signed GDA Received From Grantee 09/26/14 Date GDA Signed by DASNY 10/14/14 Date Fully Executed GDA Returned to Grantee 10/15/14 Example of Record with Selected Data Elements Multiple activity dates entered for each grant tracking both external & internal processing. Activity dates are not necessarily common across programs. Selection of activity dates is the basis for status reporting. Disbursements are managed in DASNY’s financial management system (JD Edwards). Grant software should accept file transfer of disbursement data elements (amount, date, purchase order, etc.).

Goals for New Grant Software Solution External portal for grantees, applicants, and others to login to provide and/or receive information to/from DASNY Internal portal for grant administrators to manage the review/approval workflow and any correspondence with internal and external stakeholders Dashboard/reporting capabilities in the application to monitor status and highlight application with issues and reports needs to be configurable Automated alert system to send emails to internal and external stakeholders (configurable to send emails to follow up on pending tasks) Track workflow between internal and external reviewers and log status Ability to track outreach and correspondence made with Grantees throughout the administration process Creation of merge documents from software solution data Option for Grantees to upload required information as part for the application process Grantees should be able to track progress of application (for example, % complete) Configurable data inputs

Technology Requirements for New Grant Software Solution Hosted SaaS solution is preferred Secure, high-availability hosted environment Disaster recovery capability Customer service availability Dashboard/reporting capability API interface to access data or direct access to the database Configurable solution

Frequently Asked Questions JD Edwards Interface: DASNY currently utilizes JD Edwards to process and record grant disbursements. Grant disbursements data is already extracted from JD Edwards. It would be desirable for the selected vendor to be able to load this data to the Grants application. This is a one-way data update. JD Edwards data extract can be sent to the vendor for a batch load process. Has a budget been approved for this project? This is a qualification based RFP. DASNY is seeking a software solution that best meets the requirements set forth in the RFP. A final budget will be negotiated with the successful vendor.   Can DASNY please provide an outline of the overall difference in the scope of work between Bid No. 582 vs the new Bid No. 499 as they appear to be almost identical? The core requirements remain the same. We are looking for a configurable system that provides an interface for external users to submit grant applications & monitor progress, and an interface for internal users to review applications & manage correspondence with grantees & applicants.

Questions?