OmniStar's grants management platform Configured for DPIE's specific needs
About the Department of Planning, Industry and Environment
The NSW Department of Planning, Industry and Environment (DPIE) was set up to serve the people of NSW, by developing smart ways to support innovative and prosperous industries, enrich their citizen’s lives and make NSW a great place to live and work. They help to provide homes and services, build great communities, create jobs and protect the environment.
The Environment, Energy and Science (EES) Group is part of the Department of Planning, Industry and Environment. The EES Group brings together a range of functions including national park management, biodiversity and conservation, climate change, sustainability, resilience and adaptation, renewable energy and energy security, waste management and resource recovery, and environment protection and mine safety regulation. The work of the group is supported by centres of excellence in: science; policy and strategy; and data analytics and insights. As a part of its services, EES administers a number of funding programs and initiatives as well as being the recipient of funding for speciﬁc projects.
Out of the box strategy to develop a fit for purpose GMS
EES manages a range of grant funding programs in excess of $120 million per year. These are a mix of competitive and non-competitive grants across various programs with the current processes being inconsistent across the different grant programs.
A number of limitations were identiﬁed in the current grant application, approval and management processes (and associated business systems) with these processes relying heavily on manual data entry and manual reporting processes. This presented a signiﬁcant constraint in reporting on grant programs as well as day to day management of grant projects. Furthermore, the current experience for applicants, grantees and other stakeholders was less than optimal as a result of inefﬁcient information sharing which is done through spreadsheets, word documents and network drives. This translated into unnecessary duplication of effort by both external stakeholders and departmental staff.
The vision was for the Grant Management System (GMS) to deliver:
1) Efﬁciency of systems
2) Consistency of processes
3) Probity of grant application & approval, ﬁnancial management and reporting
A ﬁt for purpose and efﬁcient Grants Management System coupled with streamlined and consistent business processes that would free up signiﬁcant staff resources and would bring optimum beneﬁt to grant funding programs. Furthermore, the Grants Management System would ensure probity in grant allocation and ﬁnancial management and that effective reporting on grant program outcomes would be made available.
F1 Solutions proposed their OmniStar platform running on Amazon Web Services (AWS) and compliant with industry, state and federal standards to deliver on DPIE’s vision. The OmniStar solution is used across Australia in state and federal government and government funded/not-for-proﬁt organisations to provide grants management, powering systems such as the NHMRC’s Sapphire solution.
OmniStar was selected as the Grants Management System for all EES’s programs facilitating the creation, processing and storage of grant applications, post-award process such as agreement and variations, milestone reporting and approvals.
Over the course of 12 months, the GMS was designed, developed and deployed in early 2019. The project included a creation of over twenty tailored reports, automation of previously manual processes, twenty SmartForms, penetration/security testing and training. Post go-live services were also provided by F1 Solutions which included an outsourced help desk service, performance reporting, product support and training.
Whole suite of services
The following services were performed as a part of the project:
|ANALYSIS AND DESIGN||Business process re-engineering|
|Analysis and solution design|
|CONFIGURATION||Essential configuration (grant rounds, approvals, permissions, etc.)|
|Templates (letters, documents and emails) configuration|
|Report and dashboard configuration|
|DATA MIGRATION||Data migration specification|
|Data migration import|
|QUALITY ASSURANCE||Functional testing|
|System integration testing|
|Performance & load testing|
|Data migration testing|
|TRAINING||Instructor led training|
|SUPPORT||Go live support|
|Level 1, 2 & 3 help desk support|
|HOSTING||Environment provisioning (DEV, TEST, UAT and PROD)|