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eGrants: Automated Grants Management

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Key Features

The HMB Grants Management System, eGrants, automates the entire grant lifecycle for state and local education agencies.

The application manages improvement planning, allocation of funds, application entry, budgeting, approval, payments, expenditure reporting, carryover, and state aggregate reporting. The system is entirely web-based and compatible with all major browsers. 

Planning

eGrants offers a comprehensive planning tool that aligns school plans with a single district plan. In addition, the planning tool allows districts and schools to create relationships between plan elements and grant funds. This unique design allows local education agencies to eliminate the redundancy that comes with creating separate plans for each grant application. 

Allocation

eGrants provides an administrative component that allows the state education agency to identify the grant award for all grantees in one easy step. Once the allocation amounts have been identified, the system uses that value to place caps on budgeting and payment processing.

Application and Budgeting

eGrants guides grantees through the application process by providing a consistent interface for all grants. The system offers state education agencies the flexibility to process groups of grants in a consolidated application or as a single grant.

The application process includes budgeting, program activities, and document upload. In addition, the system’s business rules ensure applications are not allowed to move forward with invalid entries. The system allows the grantee to initiate and complete budget revisions. Changes are tracked between revisions so that reviewers can quickly approve or reject budget amendments.

Payment Processing

Once the grant application receives initial approval, the local education agency may start requesting payments through eGrants' automated fund request process. Fund requests may not be submitted to the state until the expenditures align with the approved budget amount. Additionally, eGrants has the capability to interface with the state accounting system to initiate the payment disbursement to the grantee.

Final Expenditure Reporting

At the end of the fiscal year, the local education agency is required to complete its final expenditure report. Final expenditure reports may not be submitted to the state until the expenditures align with the approved budget amount.

If the local education agency did not expend all of its funds, it may carry over remaining funds for most grants into the next year fiscal year. The carryover process is completely automated by the system.

Reporting

eGrants offers a robust reporting component that allows the state education agency to aggregate any data being collected through the system. The reporting tool is a valuable component for monitoring fiscal processing.

See for yourself how eGrants can streamline the grants management process for both the state and local education agencies. Register for a complimentary demonstration, call 614.221.6831, or email education@hmbnet.com.

State Education Agency Benefits

  • Reduced administrative burden
    • One consultant can approve multiple grants
    • Less need for specialists
    • Review budget amendments easily with eGrants change tracking
  • Improved fiscal processes
    • Error-free Fund Requests and Final Expenditure Reports
    • Automatic loading of carryover funds into next fiscal year
    • Quicker approval time, yielding increased efficiency
  • Transparency of grant application status and funding
  • Reduced errors
  • Less paper

Local Education Agency Benefits

  • Consistency across all grant applications
    • Single location for managing district and school plans
    • Integration between grant funds and improvement plan
  • Comprehensive view of grant fund utilization
    • Inherent alignment between budgets and allowable activities
    • Aggregated budget totals by object and purpose
  • Reductions in Process Time / Status Tracking
    • Less text means quicker completion
    • One point of contact at State Education Agency
    • Grant application and fund request comment and history tracking
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