Case Study – Michigan Electronic Grants System (MEGS)

Home Who We Serve Education The Michigan Electronic Grant System (MEGS) Case Study – Michigan Electronic Grants System (MEGS)

1. Project Information

Project Dates: August 2000 – December 2010
Client: Michigan Department of Education

2. Scope of Work

The Michigan Department of Education (MDE) was seeking help planning for their Post Millennium Grants Application and Approval System. The mission was to study their needs and develop a detailed project plan that would specify the requirements needed to create an Internet-based (and LAN-based) grants application and approval system to make the MDE grants process easier for all parties involved. Applicant organizations include public school districts, public school academies, universities, non-profit organizations, as well as the MDE managers of the grant programs.

MDE needed to articulate the needs of multiple users, account for the differences in multiple constituency groups, and create design specifications that would lead to a robust grants application and approval system, designed to take full advantage of current technology. The Planning Specifications contractor would work as part of a team of MDE staff in order to produce the specifications that will lead to an Invitation to Bid.

Business Objectives
  • Perform Current Needs Assessment
  • Identify Critical Success Factors and Develop a Plan
  • Develop an Acquisition Strategy
  • Define System Requirements and Specifications
  • Facilitate Focus Groups
  • Prepare a Statement of Work
  • Review and Negotiate Bids from Contractors
  • Manage Project Communication and Change Management
  • Manage Vendor Relationships
  • Provide Quality Assurance throughout the Process

3. Project Approach

Worked closely with the Office of Information Technology Services to develop plans (functional, technical and security requirement and work plans), requests for proposals, and processes to assure the quality and timely delivery of the system. The Rational Unified Process (RUP) was followed.

Conducted interviews with internal and external users and other stakeholders to define the vision and the scope of the system. Identified the features required and helped to prioritize their importance. Interviewed MDE Management and IT staff. Reviewed existing grant program processes and interviewed current users of MDE grant services (e.g., Intermediate School District staff).

A statement of work was developed along with specifications for an ITB.

Developed a work plan and budgets to procure, develop, implement, and support the system. Managed the implementation phase of MEGS on behalf of the Michigan Department of Education (MDE).

Provided statewide training for school district staff. Provided help desk support and worked with program offices and consultants to develop plans for migration to the eGrants system.

4. Vendor Activities

Methodology Rational Unified Process
Methodology: Phases Rational Unified Process: Cycle 1 (3 Months) Develop System Vision
Develop Project Plans and Acquisition Strategy
Develop Use Cases
Define Security Requirements
Define Statement of Work
Develop Detailed System Specs
Produce ITB Document
Obtain executive approval for cycle 2
Rational Unified Process: Cycle 2 (3 Months) Review Bids
Negotiate Vendor Contracts
Establish Project Schedules and Budgets
Rational Unified Process: Cycle 3 (8 Months) Project Status Reports
Issue Management
Change Management (Requirements)
Coordination of MDE Response to Project Needs
Vendor Management
Rational Unified Process: Cycle 4 (12 Months) Same as Cycle 3 plus Statewide Training and Help Desk Support
Methodology: Organization Initially:
2 Project Managers, 1 Senior ConsultantOngoing:
1Project Manager, 1 Senior Consultant

A.J. Boggs met with MDE management and developed the system vision. Worked with SOM staff and other contractors to develop the specifications, use cases, and detailed system requirements. The eGrants planning led to the development of an IT Steering Committee within MDE. A.J. Boggs provided project management to facilitate the development of a comprehensive IT Strategic Plan for MDE; met with directors throughout the agency to identify needs and issues to be addressed; helped to define the agency vision and mission; completed a current situation assessment; facilitated meetings to review strategies, goals, and objectives; and revised and published the plan.

Tools Used for Project

Used RUP (Inception) templates, Rational Requisite Pro (use case & requirements management), and ER Win (Relational Database Designing).

5. Vendor Deliverables

A.J. Boggs delivered:

  • MEGS Vision Document
  • MEGS Statements of Work
  • MEGS Security Specifications
  • MEGS Schedules, Work Plans, and Budgets
  • Meeting Minutes, Status Reports, Memorandum
  • Executive Briefings
  • Presentation Materials for Meetings and Conferences
  • Scope of Work / Requirements Documents
  • Training Materials
  • Help Desk Call Resolution
  • Risk Assessments and Mitigation Strategies
  • System Performance and Recommendations for Improvement Reports
  • Systems Test Results
  • Design Review Recommendations
  • Acceptance Testing Results
  • Vendor Assessments

Results

Successful deployment of MEGS. More…
Ongoing management of new system.
Grant deployment and maintenance activities