Data Collection and Systems Management 2018 CDBG-DR Problem Solving - - PowerPoint PPT Presentation

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Data Collection and Systems Management 2018 CDBG-DR Problem Solving - - PowerPoint PPT Presentation

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Data Collection and Systems Management 2018 CDBG-DR Problem Solving Clinic Atlanta, GA | D e c e m b e r 1 2 - 1 4 , 2 0 1 8 2018 CDBG-DR PROGRAM Welcome & Speakers Session Objectives Help grantees understand how to build and

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2018 CDBG-DR PROGRAM

Data Collection and Systems Management

2018 CDBG-DR Problem Solving Clinic Atlanta, GA | D e c e m b e r 1 2 - 1 4 , 2 0 1 8

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2018 CDBG-DR PROGRAM 2018 CDBG-DR PROGRAM

Welcome & Speakers

  • Session Objectives
  • Help grantees understand how to build and maintain data systems for CDBG-

DR programs

  • Provide useful tips and best practices based on grantee experiences of what

works

  • Speakers
  • Mi Yang Kim, ICF
  • Matt Erchull, New York Governor’s Office of Storm Recovery
  • Pamela Mathews, Texas General Land Office

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Agenda

  • Best Practices in Data Collection and Systems Management
  • Demonstration and Experience from:
  • New York
  • Texas

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2018 CDBG-DR PROGRAM

Best Practices

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Designing your System

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What do you want/need the system to do? What is your budget after accounting for cost savings due to system implementation and automation? Who (e.g., grant admins or beneficiaries) and which agencies or departments (internal/external) are going to use the system? Which existing systems (e.g., local accounting), if any, will be replaced by, or linked to, the new system? What data will need to collected in the system for output, reporting, and distribution? How will the system improve program management,

  • versight, and efficiency?
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Designing your System (cont.)

  • System should be designed with the user and the program goals and

requirements in mind

  • Program, project, and staff needs should drive the system, not the
  • ther way around
  • Develop a robust set of requirements that lead system design and

development

  • Development, operation, and maintenance costs may be eligible

CDBG-DR admin expenses

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Key System Features and Functionalities

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  • Customizable, flexible, and scalable to accommodate evolving program needs
  • Grants management and data reporting (to ensure HUD compliance and meet reporting

requirements)

  • Integrate with other systems
  • Create and manage user roles and privileges (access and permission)
  • Information Security (PII) and data management
  • Track operational and financial status of all projects and programs, including those run by

partners (e.g. subrecipients, contractors)

  • Cost reasonable to build and maintain (potential cost savings)
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Understanding Programmatic Needs

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Does the system need to collect information from applicants and/or beneficiaries including application submission, status tracking, email and document exchange, access to resources, scheduling, etc.? Will the system serve as a grant management system and include complex task and process management? Will the system be utilized for reporting, analytics, and performance monitoring? Will the system contain a financial component, and if so, how will it interact with existing systems/processes? What resources are already available within the capacity of your state/agency infrastructure? Will subrecipients and sub grantees use the system, and in what capacity?

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Understanding Constraints

  • What existing resources are available to manage system selection,

development, and implementation?

  • What time constraints will your program be operating within?
  • Are there existing State Agencies/Partners that can facilitate/provide

for system infrastructure? (Information Technology/Information Systems)

  • What are your cost constraints (for initial purchase, future changes,

and ongoing maintenance)?

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New York

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Development of a Monitoring Friendly Interface

  • While each individual program will have it’s own unique

programmatic requirements, all systems of record should contain a monitor-friendly interface to allow for expedient review for HUD CPD and OIG

  • The interface should outline programmatic review of eligibility, award

and project implementation in a simple and concise format that is easy to follow

  • Throughout the life of the program, systems should be dynamic and

contain the ability to quickly adapt to feedback from monitoring entities

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Agile Development

  • Created Organizational Systems & Performance department which

focuses on application development and management

  • Serves as a liaison between NY State Information Technology /

Information Systems, GOSR specific program areas, and agency partners such as contractors and vendors

  • Closely coordinates with HUD CPD and OIG to develop

comprehensive “HUD View” interfaces based on direct feedback from monitors

  • Created consolidated checklist during HUD on-site monitoring visit to

address feedback received

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Organizational Systems & Performance

Proactively develops, maintains, and oversees software applications that align with GOSR’s strategic business needs, and cross functional

  • perational requirements

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System Development, Support and Maintenance Data Management SharePoint Services Program and Project Management System Access Management & Security

OS&P Service Areas

  • Regularly assesses the current state of

individual systems, utilizing agile / short- burst development management to adapt to the dynamic programmatic needs

  • Works closely with HUD CPD and the

OIG to adapt system interfaces to streamline monitoring

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OSP System Overview

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  • Multiple systems with a central core and consolidated management

GOSR

Finance Procurement & Contract Mgmnt Diversity / Civil Rights Monitoring & Compliance Small Business Housing Recovery Buyouts Infrastructure Communications Community Reconstruction Legal Research & Strategic Analysis Organizational Systems Operations Policy Human Resources O365 Agency Timekeeping System Dev Ticketing HR Personnel Management Infrascture Draw App Public Works Portal

Quarterly Performance Reporting (QPR)

Fraud Management Portal Expense / Travel Reimbursement Housing Payments Application Affordable Housing Portal Constiutient Tracker Vendor Management & Compliance Section 3 Job Tracker Grant Mangement System Repayment Tracking Housing Dashboard IMA Payment Application Data Warehouse

GOSR Systems Overview

FEMA NFIP SBA GIS Systems Access Management & Security (SAMS) Access Application SharePoint Solution Web Application Shared Solutions

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Systems Management / Information Lifecycle

The needs of the system will adapt over time; consider future state even in early stages of system development

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Texas

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Texas CDBG-DR Grant Management

  • Texas General Land Office (GLO) is currently managing 6 open CDBG-

DR Grants

  • Our Older Grants (Hurricane Ike and Bastrop Wildfire) are being

managed out of our Legacy system, T-RecS (Texas Recovery System)

  • Our newer Grants (2015 and 2016 Floods, Hurricane Harvey) will be

managed out of our new system, TIGR (Texas Integrated Grant Reporting)

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T-RecS

  • Requires user licenses for both internal and external users
  • Has a hefty yearly maintenance fee
  • Navigation is not intuitive, so it is hard to move around in the system
  • Requires custom coding for any changes from the basic platform
  • Is complicated and cumbersome to update to newer versions
  • Is difficult to make changes to the system
  • Exceptions are harder to process
  • Document retention is clunky and is difficult to search
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TIGR

  • Is built on Microsoft Dynamics with the Grant Management Plus plug-in
  • Microsoft Dynamics is a Customer Relationship Management (CRM) system
  • It requires fee based licenses for full time internal users, but does not

require licenses for external with the use of a web portal

  • Dynamics is highly configurable and thus has more flexibility than our

current system

  • Being a Microsoft product it has a familiar look and feel for the user and easy

navigation

  • Microsoft search engine
  • It also interacts with other Microsoft products
  • Office 365
  • SharePoint
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Questions

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