1. NM Department of Homeland Security and Emergency Management
EMERGENCY GRANT MANAGEMENT PROGRAM (E-GRAMP)
IMPLEMENTATION CERTIFICATION
23 April 2019

2. Background
The New Mexico Department of Homeland Security and Emergency Management (NM-DHSEM) is the federal recipient of emergency management and public disaster grant funding and is the fiduciary agent over all federal funding passed through the agency. NM DHSEM is charged with grant oversight related to sub-recipients, as well as the federal funding expended by NM-DHSEM for its own programs and operations.

3. Current Environment
Currently, NM DHSEM manages and administers its emergency management grant program through processes which entails the use of Excel spreadsheets to track applicants, the project and funding from the project’s beginning to the project’s closeout.
The current process is tedious, the amount of paperwork is cumbersome and is highly susceptible to error and yields itself to inadequate data and information.
Individual tracking files cannot be used concurrently adding to delay is recordkeeping and increasing risk of data corruption, unsaved data, and file overwriting.

4. Project Objectives
The project objectives for NM-DHSEM’s web-hosted, emergency grant management software program are:
To track applicants, grants, projects, and funding and to have the ability to produce ad hoc as well as on-line customized reports.
To increase efficiency through improved collaboration and communication requirements for both State, Local, and Federal entities.
To assist the agency and the applicants to monitor milestones and meet deadlines.
To contract with a vendor through an RFP procurement who can meet specifications of a web-hosted software program and has the ability to monitor grants throughout the entire grant management process (application to closeout).
To drastically reduce the processing time to disburse funds.
To improve reporting requirements to State, Local and Federal Emergency Management Administration (FEMA).
To reduce deficiencies by reducing errors such as duplication errors, financial reporting errors, multi-users on the spreadsheet without knowing who made changes and financial statement errors through development of consistent work processes and procedures and the establishment of an audit trail of work flows.

5. Project Objectives to be Met from Vendor’s Product
The Vendor provides cloud based, commercial-off-the shelf software program that provides a full-service grant management tool that captures:
Grant Expense Management- to reduce the processing time to disburse funds.
Document Management- to track applicants, grants, projects and funding from application to closeout.
Compliance Management - software takes into consideration the FEMA 2CFR200 Requirements for compliance that will assist documentation with our audits.
Reports – ability to provide stakeholders information through the existing reports the software provides, as well as having the ability to create ad-hoc reports.
Interface with FEMA - to improve reporting requirements, communication and the ability to provide information to State, Local and Non-Profit entities through interface.
Time Tracking – to assist the agency and the applicants to monitor milestones and meet deadlines.
Software Hosting - web hosted software program through Amazon Web Services.

6. Project Status (Budget)
The budget for this project is $960,000
All monies are derived from Federal Funding: Disaster Management Costs:
: Declared 10/2008; Disaster No. 1783
$480,000
: Declared 9/2010; Disaster No. 1936
$240,000
: Declared 11/2011; Disaster No. 4047

7. Project Status (Budget Cont.)
Description
FY 19
(Current)
FY20
FY21
FY22
Total
Software Licensing Price
$306,000 $0
IV & V Services
$45,000
Application Support and Maintenance fees
$25,000
$68,313
$229,939
Installation Cost
$50,000
Interface Cost
$40,000
Training
Hosting & Infrastructure Support Fees
$15,000
$7,200
$36,600
Hosting and Infrastructure Maintenance Fees
$4,800
$2,400
$12,000
Contingency
Enhancement & Releases
(Billed at $175.00/hr)
$63,487
$190,461
Total:
$599,287
$141,400
$77,913
$960,000

8. Project Status (Deliverables)
Comments
Status
Project Management-Planning Phase
Kick-off; Project Management Plan;
Documentation
Complete with On-Going Tasks
Requirements Analysis
Scope of Work; Funding; Testing;
Fit-Gap Analysis
Completed
Design
Requirements to Specifications
Security and Risk Assessments
Development
Documentation (Software Development, Software Design, Security, Maintenance)
Testing
Test Analysis; Problem Reporting; Defect Logs; Readiness Logs)
Implementation
Configuration; Interoperability (FEMA, SHARE); User Accounts;
On-Going
Training
Workflow analysis; Add Users (Test Environment); Train-the-Trainer
Support, Maintenance and Operating License
Acquire Software License Certificate; Technical Reports

9. Project Status (Milestones)
Acquired Software License Certificate
Significant portion of required documentation developed, and delivered.
Project Management Plan Developed and Updated
Begun Training of identified Power-users: One Admin Training Complete
Assessment of Features and Workflows for Customization
Weekly Status Meetings
Achieved Technical Architecture Review Committee (TARC) Approval from DoIT – April 11, 2019

10. Implementation Certification Request
THANK YOU!
QUESTIONS?