1. DASNY Administered Grant Programs

2. 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

3. 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

4. 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

5. 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

6. 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.).

7. 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 s to internal and external stakeholders (configurable to send s 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

8. 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

9. 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 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.

10. Questions?