Electronic Grant Management System (eGMS)

Survey of State VOCA Assistance Administrators

March 2012

State / Alabama
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / In-House
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by / Internal only
Used for / Other Agency Grants
eGMS used to:
Solicit Applications / Process performance reports
Application Submission / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Thomas Woodard Alabama Department of Economic and Community Affairs 334 242 4898
Description/Comments:
State / Arizona
eGMS Status; How long? / Has eGMS 6 - 10 Years
Initial Development / In-House/Vendor
Ongoing Development / In-House/Vendor
Training/Technical Assistance / In-House/Vendor
Accessible by / Authorized Users
Used for / VOCA Assistance Only
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
X / Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other: Track Admin/Training
Contact: Linda Dickerson (602) 223-2122
Description/Comments:
Our office contracted with Agate Software to assist with the development of our Web-based Automated Grants System (WAGS) in 2003, which was first implemented as an application only product in 2004. Since that time, additional features have been added to include those "uses" indicated above. In addition, we are able to track both administrative and training related expenditure separate from pass-thru, utilize the email hyperlinks for agreement officials to contact our agencies, and survey our sub-recipients regarding a process, training, site visit, or gaps in service. We were only the second state to contract with Agate for VOCA Assistance grant management related software (Michigan was the first). Agate continues to provide maintenance, and works closely with our staff to implement updates and revisions to WAGS.
State / California
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / In-House
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by / Internal only
Used for / VOCA Assistance Only
eGMS used to:
X / Solicit Applications / Process performance reports
Application Submission / Evaluate projects
Review/Score Applications / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
Process financial documents / Other:
Contact:
Description/Comments:
State / Colorado
eGMS Status; How long? / Has eGMS Less than 1 year
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / Vendor
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
X / Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: 303-239- 5773 Stacey Alles
Description/Comments:
Grantium in Canade is the GMS company we are using all data is on their server.
State / Delaware
eGMS Status; How long? / In Development
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / In-House
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / Process performance reports
X / Application Submission / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: 302-577-8442
Description/Comments:
For the past year, Delaware has been working to modify the e-grants management system the Pennsylvania (Pennsylvania Commission on Crime and Delinquency) developed. The developers of the original program have been working with the Delaware Department of Technology & Information (DTI) to modify the system based on Delaware's needs and to ensure it can be somewhat compatible with the State's financial system. The project is still in the development stage with DTI and the outside contracted vendor. They work with the people e-grants developer in PA. Our agency is hoping to have this up and running by the fall.
State / District of Columbia
eGMS Status; How long? / Has eGMS 1 - 5 Years
Initial Development
Ongoing Development / In-House
Training/Technical Assistance
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
Solicit Applications / X / Process performance reports
Application Submission / X / Evaluate projects
Review/Score Applications / Monitor subgrantees
Issue Award Documents / Grant Closeout
X / Process financial documents / Other:
Contact:
Description/Comments:
We have an E GMS that was used for one year and has so many bugs that we have gone back to paper based grants management. By local law, we are required to set up a system that can be operational telecommuting which means that we have to have a web based system in place that is functional in the next year. So we are redoing the system with our IT agency.
State / Florida
eGMS Status; How long? / In Development
Initial Development / In-House
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by
Used for / VOCA Assist Only
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Christina Harris, , 850-414-3300
Description/Comments:
State / Georgia
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / In-House
Accessible by / Internal only
Used for / Other Agency Grants
eGMS used to:
Solicit Applications / Process performance reports
Application Submission / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Tobey Miller
Description/Comments:
Outside Vendor Name: Merdian - Tobey Miller
State / Iowa
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / Vendor
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / Process performance reports
X / Application Submission / Evaluate projects
Review/Score Applications / Monitor subgrantees
X / Issue Award Documents / Grant Closeout
X / Process financial documents / Other:
Contact: Donna Phillips, , 515-281-7215
Description/Comments:
Outside Vendor Name: Merdian - Tobey Miller
State / Kentucky
eGMS Status; How long? / Has eGMS 1 - 5 Years
Initial Development / Vendor
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by / Anyone
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
X / Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Tanya Dickinson 502/564-3251
Description/Comments:
We have used Agate Systems' Intelligrants product as our egms since 2008. All grants/subgrants issued by the Cabinet are administered through the system. Consistent data collection has allowed us to respond efficiently to increased reporting requirements (ARRA 1512s, FFATA). After initial adjustment, staff and applicants are able to review and manage their workloads almost totally within the system. In addition to the uses specified above, the system allows creation of custom reports for further analysis.
State / Maine
eGMS Status; How long? / Has eGMS 6 - 10 Years
Initial Development / Don't Know
Ongoing Development / Don't Know
Training/Technical Assistance / Don't Know
Accessible by / Authorized Users
Used for / VOCA Assistance Only
eGMS used to:
Solicit Applications / X / Process performance reports
X / Application Submission / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Melissa Read (207) 624-7943
Description/Comments:
State / Maryland
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / In-House
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / Process performance reports
X / Application Submission / X / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Kimberly Herndon, , 410-821-2867
Description/Comments:
State / Michigan
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / Vendor
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
X / Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Leslie O'Reilly, Program Specialist 517 334-9180
Description/Comments:
Agate Software
State / Minnesota
eGMS Status; How long? / Has eGMS 6 - 10 Years
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / In-House/Vendor
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Chris Anderson 651-201-7302
Description/Comments:
State / Missouri
eGMS Status; How long? / Has eGMS 1 - 5 Years
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / Vendor
Accessible by / Authorized Users
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
X / Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Marc Peoples -
Description/Comments:
We purchased an "Off the Shelf system" (COTS) that is Hosted by our agency. The product is called WebGrants, by Dulles Technology.
State / Montana
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / Vendor
Ongoing Development / Vendor
Training/Technical Assistance / In-House
Accessible by / Internal only
Used for / Other Agency Grants
eGMS used to:
Solicit Applications / Process performance reports
Application Submission / Evaluate projects
X / Review/Score Applications / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Tom Woodgerd, IT Manager (406) 444-1621
Description/Comments:
Montana contracts with AXIOM IT Solutions, Inc. which is located in Missoula, MT. The Grant Management Information System (GMIS) was designed for use by our accountants and contains minimal "programmatic" features. In addition to our GMIS, we have the Online Subgrant Application System (OSAS) which enables applicants to submit electronic applications. Quarterly program and financial reports are submitted through the Grant Web-based Information System (GWIS) and VOCA statistical data is submitted through the web-based Automated Victims' Information Database (AVID). Unfortunately, these systems are not integrated but future intentions would be to do so with the exception of AVID. Due to third-party confidentiality, this system will remain stand-alone but was designed to meet reporting requirements for VOCA, VAWA, SASP and FVPSA.
State / New Hampshire
eGMS Status; How long? / In Development
Initial Development
Ongoing Development
Training/Technical Assistance
Accessible by
Used for
eGMS used to:
Solicit Applications / Process performance reports
Application Submission / Evaluate projects
Review/Score Applications / Monitor subgrantees
Issue Award Documents / Grant Closeout
Process financial documents / Other:
Contact: Gary Palmer (603) 271-1563
Description/Comments:
NH has completed most of the Implemention of a statewide ERP system. When fully implemented, most state agencies will be using the same software to track their grants and subgrants.
State / North Carolina
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / In-House
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by / Anyone
Used for / Other Agency Grants
eGMS used to:
Solicit Applications / X / Process performance reports
X / Application Submission / X / Evaluate projects
X / Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact: Wes Walters, Deputy Director 919-733-4564
Description/Comments:
We have had our current system for almosBasically contains and polls subrant info and does not (not able) to interface with other databases
t 2 years and it was developed internally and is maintained internally. We have a "leg" of that system that is for internal use only and another"leg" that is for public use -- for folks to use when they submit grant proposals. Our previous system was developed by an outside source.
State / North Dakota
eGMS Status; How long? / Has eGMS More than 10 Years
Initial Development / Don't Know
Ongoing Development / Don't Know
Training/Technical Assistance / Don't Know
Accessible by / Internal only
Used for / Other Agency Grants
eGMS used to:
X / Solicit Applications / X / Process performance reports
X / Application Submission / Evaluate projects
Review/Score Applications / X / Monitor subgrantees
X / Issue Award Documents / X / Grant Closeout
X / Process financial documents / Other:
Contact:
Description/Comments:
State / Ohio
eGMS Status; How long? / Has eGMS 6 - 10 Years
Initial Development / In-House
Ongoing Development / In-House
Training/Technical Assistance / In-House
Accessible by / Internal only
Used for / VOCA Assist Only
eGMS used to:
Solicit Applications / X / Process performance reports
Application Submission / Evaluate projects
Review/Score Applications / Monitor subgrantees
X / Issue Award Documents / Grant Closeout