Consult AS-IS process decomposition diagrams for details
Overall Suggestions for Pre-Award and Grant Award
Consult with O3 to (a) identify and capture any Pre-Award improvements
they can provide. For example, can they characterize types or groups of pre-approved,
never-approved, insufficient-funds proposals? Automated award notice distribution?
Input from O8 for not-approved proposals? Clarify responsibilities for who
will verify or validate proposal funding and budget information?
Develop strategy and plan for realizing "full" TO-BE vision. Initial
version due 24 September 96.
Need resolution and convergence of electronic proposal definition,
design, implementation, and integration.
Pre-Award
Evaluate_Proposal(1a): Update ONR Proposal Submission
Guidelines on ONR WWW pages to solicit more complete proposal information
(e.g., Identify BAA #, Certifications, Submittals). Consult Code 254 (Terry
Young), ONR Webmaster (Code 92).
Evaluate_Proposal(1b): Send Letter to Offeror (University
Business Office) requesting additional or missing proposal information;
Mail returned to designated GS.
Approve_PR(1c): Determine when O3 can use daily releases
or IF actions. (Consult O3)
Approve_PR(3): Automate PR Assignment to GS. Assignments
to occur before proposal arrival. Deletes later (AS-IS) process step for
manual Assigning PR to GS. Consult Code 21, 24, 25, 92.
Approve_PR(2): Automate "Proposal_Received" Notice
in Code 25. Consult Tricia.
Assemble_PR_Package(1d): Eliminate Hard Copy PRs. This
deletes AS-IS steps for Print, Sort, Compare, and Carry Hard
Copy Proposals.
O2 Handle_Approved_Proposal(3): Delete manual Assignment
of PR to GS. Activity done earlier with automated support.
Validate_PR_Package(1e): Delete Validate Hard Copy with
PR. Discuss and clarify validation and verification responsibilities with
O3 (already noted). Rename Verify_CAGE_SCCC_Codes to Verify/Obtain_Codes.
Obtain_Missing_Information(1e): Delete FAX_Request
Missing Information, unless 1a and 1b fail. Also, rename to Update_Missing_Data_Received.
Grant_Award
Print_Sign_Document(2): Add Obligate Grant Data in STARS.
Prepare_Deliver_Package_to_FM(2): Delete AS-IS steps
for: Copy Cover Page, Copy FAD, Copy Signatures, Place on Pending Review
Shelf, Log Data Sent to FM in INRIS, and Deliever Package to FM. Consult
Codes 08, 21, 25, 92.
Prepare_Deliver_Package_to_FM(2): Delete Obligate Data
in STARS (moved up earlier in process).
Distribution(2): Delete Pickup Document, Log Date Returned,
Match File.
Distribution(4): Automate 100% Distribution (by 31
March 97). This depends on availability of adequate ADP information infrastructure.
Consult Codes 08, 24, 25, 92, DFAS, and selected Universities for pilot tests.
Distribution(4): Need approval to forego File Hard
Copy Documents. Consult Codes 08, 25, and OOCC.
Overall suggestions for improvements in Grant Adminstration
and Close-Out Processes
All improvements to Grant Administration and Close-Out are priority
"4" items, requiring more than 90 days to complete.
ONR Field Operations perform Grant/Contract Administration and Grant/Contract
Close-Out for ONR and other government agencies (e.g., Darpa, NASA), However,
we only address improvements in ONR Grant Administration and Close-Out at
this time. Handling Contracts and non-ONR grants is likely to benefit from
the same kinds of improvements identified here, but getting them implementing
is a major challenge.
Improvements in Grant Administration Functions were not specified at
this time, since these activities are demand-driven. Capturing these processes
requires further effort. Nonetheless, the provision of an electronic proposal
and grant document folder was expected to help streamline the efficiency and
effectiveness of these ongoing grant administration functions.
Three transitions or transition events are needed to redesign nearly
all of Grant Administration and Close-Out. These are
4a: Provision of Electronic Grants Packages using
INRIS. Scheduled for delivery by February 1997. This eliminates
all tasks and actions involved in Grant Administration that receive,
sort, distribute, and resolve problems with grants, except for the
remaining need to handle new contractors, as they occur.
4b: Integration of CAMIS and INRIS. Scheduled
for completion by March 1997. This streamlines away all tasks and actions
that involve the manual transfer and re-entry of information between
INRIS and CAMIS.
4c: Provision of an Electronic Proposal and Grants
Documents Folder. Not yet scheduled. This represents a new technical
capability that could be prototyped using USC's Distributed Hypertext
(DHT) information infrastructure that could integrate INRIS, CAMIS,
and other information systems together over a Grants Management
Intranet for ONR.
Develop strategy and plan for realizing "full" TO-BE vision.
Need resolution and convergence of electronic proposal and
grant folder definition, design, implementation, and integration.