2011 MTAP / SCOPT Annual Winter Meeting

November 17, 2011

Scott Entin, VP Public Transportation

Panther International, LLC

• States have limited human and financial resources available

• Grant management methods are often paper-based, data intensive,

time-consuming, and burdensome

• Less funding is available for grant recipients creating more

accountability on distribution of funds

• Compliance and reporting requirements are constantly changing

and increasing

• Technology is evolving at a rapid rate so customer service

expectations are increasing

• Time to perform and timeliness to complete

• Data entry (duplicate entry)

• Managing from spreadsheets

• Storing paper files

• Locating and consolidating data

• Uniformity and consistency of data and methods

• Transparency is lacking

• Reporting is difficult

• Maintaining compliance is challenging

We all want to:

• Improve accountability / transparency / uniformity

• Reduce processing time

• Provide clear communication & direction to our agencies & partners

• Promote fiscal responsibility

• Maximize operating efficiencies

• Meet & exceed performance goals and mandates

• Develop powerful data reporting and analysis capabilities

• Ensure strong federal & state compliance

• Spreadsheets: Excel, Access

o Pros: Low cost, no procurement / IT

o Cons: Maintains minimal amount of data, paper applications

required, author data entry, limited reporting capabilities, single

person solution

• Integrated: SAP / Oracle / PeopleSoft

o Pros: System may already exist in-house, a grant module may

be available

o Cons: Modules rarely meet the required granting processes

needed, customization is typically very expensive

• Custom Built:

o Pros: Designed and developed to meet specific workflows

o Cons: High initial development costs, lengthy time period to

design, develop, and implement

• Hosted, Configurable:

o Pros: Quick to implement, cost effective fixed fee, no in-house IT

or maintenance required, benefit from best practices, flexible

and expandable workflows

o Cons: Long term carrying cost

• Electronic Grant Application

• Online Application Review

• POP Development

• Funding Approval /

Allocations

• Grant Agreement Creation

• Grant Agreement Tracking

• Spend-Down, Balances,

Invoice Tracking

• Project Milestones

• Progress Reporting

• Asset Inventories

• ARRA, NTD Reporting

• Closeout / Audits

• Interfacing / Integrating

• Documentation

• Reporting

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• Data entered by applicants / sub-recipients not grant managers

• Eliminates redundant data entry and paperwork as forms and data

are stored online

• Eliminates the need for an applicant to make multiple copies, pay

postage, spend time copying and mailing documents

• A history of past submissions are available to the applicant and the

grant manager

• All data collected is logged, maintained, and eventually archived

• Data is collected uniformly, with greater accuracy

• Expedited workflows can be established as the time to apply and

submit is greatly reduced

• Email notifications can inform each user group of application

submissions, reviews, and approvals

• Auto-signature or ‘pinning’ processes can be implemented to greatly

increase workflow efficiencies and data collection

• Eliminates the need for multiple paper copies to be given to each

reviewer and greatly reduces the time to complete

• A variety of review methods can be created (single, serial, parallel)

• Multiple users can access the data at the same time

• Scoring and reviewer comments can be captured and stored

• Applications scores can be auto-tabulated, ranked, and prioritized

• Gaming scenarios can be created and saved

• Justifications and scorecards can be stored for future review

• Program of Projects (POPs) or grant slates can automatically be

created online

• A Program of Projects (POP) can be automatically created from

program application submissions

• Management screens provide easy viewing and manipulation when

developing annual grant programs prior to submission to FTA

• The POP can be exported in various formats and can be formatted

either electronically or in report format for entry in TEAM

• The POP forms the basis for grant level viewing and data

management

• Funding approvals can be recorded and logged online

• The system can notify recipients of approvals or rejections

automatically

• Allocated funds can be registered to approved funding requests and

can be further encumbered when funds are awarded and available

• All funding applied at the individual project funding levels can be

rolled up cumulatively to the grant level and for reporting purposes

• Allocations can be interfaced into state work program systems

• Adjustments made to project level funding, are recorded and

reportable for FFR reporting in TEAM or other financial systems

• A system can output funding and other required data directly to

agreement templates

• The agreement forms are generated and stored online

• Agreements can be sent via system email to relevant parties

• An auto-signature (or pinning) method can be implemented to

expedite timelines and eliminate the need for paper

• Executed agreements can be collected, categorized, and stored for

future reference and auditing

• Milestone tracking methods allow a grant manager to track an

agreement from creation to execution

• Tracking methods create opportunities for clear performance

measuring and production leveling reporting

• Consistent agreement execution strengthens budget predictability

• Contract expiration alerts, reporting, and automated time extension

request capabilities provide additional compliance security

• Grantees can submit reimbursement requests, invoices, and

documentation online

• Methods can be implemented to validate calculations, attach forms,

and to submit invoice information to accounting or other relevant

departments

• Data feeds, integration, or even reports can be used to incorporate

payment information back into the grant management system

• Current balances for projects and grants can be maintained and

available to grant managers

• Can be created and utilized to ensure project compliance

• Sub-recipients can view and manage against project goals and

objectives

• Milestones can be customized to each individual grant program

• Milestones can be sync’d to match TEAM reporting requirements

• System email notifications can be implemented to inform when to

report or when deficiencies are noted

• Reporting and graphing allows grant managers to observe trends

and make proactive corrections when necessary

• Dashboards can be implemented to offer real time performance

measurement updates

• Sub-recipients report against uniform questions, goals, objectives

• Reports are less essay, more data driven

• Ensure compliance, accountability, timely corrections (catch

problems before they get too big)

• A good way to capture ongoing ridership or other quantifiable data

• Notifications tell when to report, if report is accepted or rejected, or if

reporting is late

• Reports can measure compliance or performance levels for an

agency or even grant managers

• Reports can be sync’d to meet TEAM MPR reporting requirements

• Inventories can be implemented directly or an interface can be

created to link to an existing system or process

• Collect asset data from grant applications

• Track and maintain vehicle and fixed asset inventories

• Can be filtered to or by program, transit agency, region or state

• Track the lifecycle of a vehicle or asset from application to purchase

to inspection to retirement

• Maintain a complete history of all vehicles purchased including

VIN#, inspection dates and results, maintenance records, on-site

visits, etc.

• Automatically notify users when to report

• Ensure compliance with federal requirements

• Utilize sub-recipient data collection

• Capture and roll-up data to regional and state levels

• Able to output collected data as needed

• Enforce all actions required prior to project closeout (i.e., work

complete, invoices are paid, documentation in order, etc.)

• Provide checklist or approval methods if required

• Access can be given and filtered to allow online review of

project data and documentation

• Eliminates need to search for files and documentation

• Eliminates need for auditing to occur on site

• Interfaces can be created to exchange critical data between systems

including state work program, accounting, planning, procurement, or other

relevant systems

• Data exchanges between the grant management and accounting systems

(as often as nightly) can provide grant managers with current payment

information and remaining balances on projects and grants

• Other interfaces can be implemented with existing asset inventory systems,

STIP tools, and strategic planning applications

• Documents are stored online and are easily accessible 24/7 for download,

review, or even email

• Online storage capabilities are extensive and can reduce or eliminate the

need for physical storage (i.e., file cabinets, cubicles, etc.)

• Any document type can be stored and served to users as needed including

grant applications and related documents, forms for sub-recipient use,

federal & state program guidance, instructional documents, training

materials, executed agreement documents, invoices, audit reports,

resolutions, certifications, transportation plans and amendments, etc

• Libraries can be created to segregate documents by function or user group

• Reports can be generated through a variety of methods:

• Generated (canned) reports

• Custom reports

• Ad hoc / query capabilities

• Data exports / extracts

• Exception reporting

• Key goal of an online system is to have accurate data available for

reporting (Remember: good data in = good data out)

• Reports are only limited by the data collected. If the data has been

collected, it can be reported on

• Support / Training

• Customer Service

• Best Practices

• Maintenance

• Enhancements

• Flexibility

• Scalability

• Multi-modal / Enterprise

• Federal Funding Eligible

• Save Time

• Data entry pushed to recipients and eliminates duplication

• Electronic processing reduces time (every step of the way!)

• Reporting and Business Intelligence capabilities

• Save Money

• Clear identification of needs leads to better decision-making

• A fixed predictable budget can be created with more confidence

• Reduce Stress

• Executive and legislative reporting quicker and more accurate

• Minimize staffing disruptions and learning curves due to better

training and legacy information

Scott Entin

Panther International, LLC

Vice President of Public Transportation

Scott@PantherInternational.com

727.556.0990

www.PantherInternational.com

www.BlackCatGrants.com