1. NCJA ZoomGrants Overview Presented by: Lindsey Johnson
July 30, 2017

2. Why DCJ chose ZoomGrants
We needed a new affordable system and quick. DCJ has been using ZoomGrants since October 2016.
* DCJ implementation took several months, but included the development of business process, training material creation and training for both Grantees & Staff. We are still refining business processes and how we leverage ZoomGrants.
ZoomGrants
Other Options DCJ explored
Implementation time ~ few days *
Implementation time ~ 6-12 months
Implementation Fee = $3,000
Implementation Fee ~ $500,000
Annual Fee = $2,500
Annual Fee ~ $20-40,000
Other Fees = $2,000 per application cycle
Other Fees = various

3. ZoomGrants Overview
The system is a web-based online system which can be accessed from any device connected to the internet.
It simplifies the task of managing your programs and making it easier for your applicants to apply and submit their post-award reports.
A majority of functions can be done within ZoomGrants.

4. DCJ Utilization of ZoomGrants
Announcement;
Applicants completing and submitting applications within the system and with attachments;
Board members reviewing, scoring, and voting;
Grant Manager finalizing the funding decisions; and finally
Grant Award recipients completing post-award activities.

5. ZoomGrants Accessibility
Applicants can create a ZoomGrants account, apply, and preview the Announcement by following a link that is provided by the funding organization.
Funding organization must provide a specific link to the Applicants, otherwise the grantee can not access it.
The administrator with the funding organization is responsible for providing access to the program.

6. Announcement
Can preview the entire application, including the announcement, before deciding to apply
Can make it as detailed as you want
Can upload whatever you want at any time
Will stay with the application throughout the entire process

7. Application Broken into two sets of tabs
Program/Funding Opportunity Tabs
Application Tabs
The application tab structure and functions are consistent between all applications, but may have different naming conventions between Programs/Funding Opportunities.

8. Application, cont.
Summary Tab: Contact information, organization contact information, and general application information (title, amount request, etc.)
Pre-Application Tab: Can be used to vet applications
Questions Tab: Most funders put the bulk of their application content here
Budget Tab: Funders may request budget information here
Tables Tab: Captures uniquely-formatted data
Documents Tab: Provides a link to or directly upload the requested documents.

9. Application, cont.
Click on the Submit Now Button to submit your application. You will be required to enter your initials on a certification statement.
If there are any incomplete fields the system will display them in RED.

10. Committee/Board Review
Review Tools: score, vote, and keep notes on each application
My Private Notes: These notes are visible only to you as the reviewer, but will be saved in the system

11. Funding Decisions
Administrators finalize the funding decisions and send out notifications via ZoomGrants.
Notifications/Messages can be based on custom templates that include merge fields to help auto bulk communication.
When an award is approved a second row of tabs appears within the project/application providing access to post- funding activities.

12. Award
The content of this field is Program specific. Depending on your policies/process you can create, execute an agreement, and everything else.

13. Post-Funding
Contract Tab: Where Funders ask grantees to review and sign a contract/grant agreement
Financial Tab: Used for invoices/payments
Report Tab: Used for Post-Funding Reports

14. Payment Requests and Financial  (online) and Programmatic (by attachment) Reports
Snapshot of overall federal or state funds awarded.

15. Reporting
Each report is housed in its own tab with the deadline dates being displayed, if the report is over due the date turns RED.
The reports may be customized to accept attachments or allow for submission within the report tab itself.

16. Closeout
Project Status: This is a custom DCJ field, the status is either Open or Closed. The project will only be marked closed once the Grant Closeout Checklist (external to ZG) is completed and the project is official closed.
Program History: Tab contains all of the programs – past and present – administered by an organization. After a program has been closed for more than a year, it is removed from the Recently Closed Programs section of the Account Home page and filed into the Program History tab. Click any header in the tab to sort the list of programs by that column.

17. Reports we can run on an administrative level
The Data tab allows you to run reports. There is no mapping or additional security that is needed. You may run a pre-made report or create your own.

18. Final Thoughts cont.
What are some of the negatives and how do we get around them?
Customer support: you get what you pay for, it is a hit or miss, but they are very eager to help
Lack of follow-up.
Staff time it takes to track and follow-up on all issues.
No testing environment. They make changes while live and without warning.
Struggling with our grant chart. It has been an ongoing challenge.
Would we recommend it to other states?
Yes, if you need a low cost solution without a lot of frills.
Notes: keep within 15 minutes and leave 5 minutes for questions.

19. Final Thoughts What works well/what are some of the positives?
Easy to Navigate
Board thought it was easy to use
Electronic filing cabinet
Accessible from anywhere
Cost & Implementation time

20. Resources ZoomGrants: https://www.zoomgrants.com/
DCJ Grants Page:
Contact Information: