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Attachment A <br />The application form should have the ability to be on a secure socket <br />layer, depending on the privacy of the information exchanged. This will <br />be determined by the grant staff. <br />4.7.9.1.1 Grant administrators from Anaheim, Santa Ana, and the <br />Orange County Sheriff's Department will manage the grant <br />process for the sub-recipients and are designated by grant <br />year; odd years - Santa Ana, even years - Anaheim, and all <br />SHSGP funded projects - Orange County Sheriff Department. <br />The application process should allow for the submission of <br />the documents to the appropriate grant administrator. <br />4.7.9.2 The application approval component will allow the grant administrators <br />to track the approval process of the applications noting key review <br />points and approval dates. The approval component will allow grant <br />administrators to notify the applicant via email of the applications <br />approval or rejection. Once approved, the application information, <br />namely milestones and budget figures, will be automatically uploaded <br />into the project management component. <br />4.7.9.3 The project management component will permit the grant administrators <br />to track the progress of the projects. The module should list the <br />milestones for the approved project and have a charting feature that <br />indicates the percentage of completion. The project management <br />component should allow sub-recipient project managers to submit <br />reports regarding their progress with these reports having a narrative <br />based comment area. <br />4.7.9.4 The reimbursement component will allow sub-recipients to submit online <br />forms requesting reimbursement for project expenditures. <br />4.7.9.4.1 Grant administrators will provide the form designs and <br />workflow for the reimbursement process. <br />4.7.9.4.2 As reimbursements are submitted, the account balance will <br />reflect the expenditures and calculate and display the <br />adjusted remaining balance. The module should display a <br />chart reflecting account information such as the amount <br />expended and balance available. <br />4.7.9.4.3 Sub-recipients should have the ability to upload <br />attachments for reimbursement justification into a <br />designated document location. <br />4.7.9.4.4 Upon form submittal, notification containing links to <br />uploaded documents will be e-mailed to the appropriate <br />grant administrator. <br />4.7.9.5 The web site / portal will permit grant administrators the ability to notify <br />sub-recipients of missing or incomplete forms used in the application, <br />project management, or reimbursement submission process. <br />5 of 20 <br />25E-15