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ITPM515 Business Analysis Fundamentals

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Introduction and Background

The Government have a several grants management systems for various individual agencies and most the systems runs on the traditional method that includes paperwork. The individual agencies are in a need of the development of a single application platform for all agency grant management programs.              

An Inter-Agency Grants Management Advisory group has been created by the state governor’s office to reengineer the agency management processes into one streamlined state approach to provide a common ecommerce platform for all the Individual, Business and Non-profit organizations can learn & apply for grants online.

Purpose

The purpose of the project is to create a web portal enabling individuals or organizations to apply online for grants. The web portal should enable awarding grants by scrutinizing received applications and the funds also must be electronically transferred

Scope

The scope of the project includes designing and developing of website, enabling processing of received applications and provision for electronic transfer of funds granted.

Glossary, Acronyms and Abbreviations

Term

Meaning

eGrants

Web based solution for timely disbursement of grants

Electronic transfer

Online process of moving funds to bank accounts intended to be transferred

Web portal

Specially designed Website

Assumption and Constraints (if any)

The client “Interagency Grants management group” will provide content required for the development of web portal.

The constraints of the project are

It will not provide any training for users of Web portal.

The content of Web portal will be provided only in English Language.

Requirements Format and Traceability

Requirements are given in simple sentence format. The requirements are given as business requirements, 3 user requirements for each business requirement and 3 system requirements for each user requirement.

Change Management Process

The change Management Process establishes how changes will be proposed, accepted, controlled and monitored. It addresses following activities

  • Identification of change requests
  • Analysis and documentation of complete impact of changes requested.
  • Approval or rejection of change requests
  • Tracking change requests

  • Updating Project Management Plan to accommodate approved changes.

Business Process

Evaluating applications received, selecting applications for approval based on eligibility criteria and transferring of funds to selected applicants within one hour of approval of grant.

Customer Classes or Actors

Individuals, Business organizations and Nonprofit Organizations

Functional Requirements

Goal: To provide single, secure, paperless online process to individuals, businesses and Nonprofit organizations to apply for grants and to transfer funds electronically.

Attributes: Login ID, Password, Grant ID

Business Requirement

User Requirement

System Requirement

Non-Functional Requirement

Developing a Web portal for receiving application for grants from individuals and organizations online

Designing and developing Web portal

Register to use the system

Submit application for grants

Establish design and overall layout of web portal.

Establish content details for Web portal

Create detailed content for the Web portal

Providing compatibility with multiple browsers

Create user ID and Password

Hyperlink to change organization name, password, contact name and address

Hyperlink to Funding announcements

Downloadable application forms

Form headings to access to any section of form by selection name of the section

The Web portal should support multiple users simultaneously.

The information of all the applicants must be secured and prevented from hacking.

Review the submitted applications and sanction grants

Viewing and checking Eligibility criteria for authentication of all submitted documents for an application

Selecting eligible applications for sanctioning grants

Electronic transfer of funds granted

Provision to compare applications vis-à-vis eligibility criteria

Provision to reject applications with invalid or incomplete entries Provision to approve applications fulfilling eligibility criteria

Provision to inform the applicant the reason for rejection

Integration with mail application to intimate the applicants regarding approval or rejection of grants.

Creating System for Award Management

Provision to view applications sanctioned and pending.

Integration with payment gateway for transfer of funds.

Provision for confirmation of successful transfer of funds to the applicants.

Provision for automatic update of balance grants available.

The funds should be transferred to applicant within one hour of approval of grant.

Accepting applications for modification or extension of grants

Making changes to any section of submitted applications

Submitting new applications on already registered grant ID number

Submitting application for extension of already approved grant.

Provision to view all applications and grants submitted by a registered user.

Provision to allow applicants to submit applications for modifications of sanctioned grant.

Provision to submit request for time extension of approved grant.

Provision to submit applications for request of extension of grant whose validity has expired.

Provision to view already submitted applications and get a printout for documentation.

Provision to reject modification request for approved grant with reasons

Provision to submit a new application on already registered grant ID number for additional grant amount

Provision to reallocate allocated unspent grants to applications for new grants

Provision to view/print various reports regarding sanctioned/pending, spent/unspent grants

Processing of funds successfully within one hour of approval of grant.

Non-Functional Requirements Defined

The Web portal should support multiple users simultaneously.

The information of all the applicants must be secured and prevented from hacking.

The funds should be transferred to applicant within one hour of approval of grant.

Processing of funds successfully within one hour of approval of grant.

Approvals

Approval of proposed requirements for development of Web portal by Interagency Grant Management group.

Approval of Content developed to be included in Web portal by Interagency Grant Management group.

Approval of developed Web portal by the Interagency Grant Management group before going live.

Management Report

Quarter #

Period

No. of Applications Recieved

No. of Applications Approved

No. of Applications in Rejected

No. of Applications Pending

Q1

01/03/2016 to 03/30/2016

226

200

10

16

Q2

04/01/2016 to 06/30/2016

350

300

20

30

Q3

07/01/2016 to

09/30/2016

380

320

40

20

Q4

10/01/2016 to till date

395

300

70

25

Status Report:

During this period the eGrants Web portal had become functional and hence there is increase in number of applications received and decrease in number of pending applications because of reduction in time required to scrutinize the applications, select them and transfer the funds.

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