Government of Ontario IT Standard (GO-ITS) GO-ITS Number 56.5 OPS Grants Management Reference Model

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1 Gvernment f Ontari IT Standard (GO-ITS) GO-ITS Number 56.5 OPS Grants Management Reference Mdel Versin #: 2.4 Status: Apprved Prepared fr the Infrmatin Technlgy Standards Cuncil (ITSC) under the delegated authrity f the Management Bard f Cabinet Queen's Printer fr Ontari, 2011 Last Review Date: Next Review Date:

2 Cpyright & Disclaimer Gvernment f Ontari reserves the right t make changes in the infrmatin cntained in this publicatin withut prir ntice. The reader shuld in all cases cnsult the Dcument Histry t determine whether any such changes have been made Gvernment f Ontari. All rights reserved. Other prduct r brand names are trademarks r registered trademarks f their respective hlders. This dcument cntains prprietary infrmatin f Gvernment f Ontari, disclsure r reprductin is prhibited withut the prir express written permissin frm Gvernment f Ontari. Template Inf Template Name Template # Template Versin N. Template Authr Template Cmpletin Date GO-ITS Template Design: PMCE Bilerplate: CAB/OCCS Dcument Histry (including ITSC and ARB apprval dates) Date Summary Created: Apprved: Title f Standard: OPS Grants Management Reference Mdel Architecture Review Bard apprval f Versin 2.1 f the reference mdel Initial Presentatin t IT Standards Cuncil Updated: Created as GO-ITS 56.5 OPS Grants Management Reference Mdel ; Draft versin Updated: Updated: Updated based n feedback frm ITSC, i.e. added new sectin Life Cycle Descriptins t prvide clarificatin fr Figure 1 - State Transitin Diagram Draft versin number set t 2.2 Marked fr external psting and publishing as Apprved Versin number Updated: Updated: Updated: Appendix A: Added Sectin 3.6 Infrmatin Mdel and Sectin 3.7 Infrmatin Supprt f Business Functins Added Appendix A1: Infrmatin Mdel Subject Area and Entity Definitins Appendix A: Updated Sectin 3.6 Infrmatin Mdel and Sectin 3.7 Infrmatin Supprt f Business Functins Appendix A1: Updated Infrmatin Mdel Subject Area and Entity Definitins Marked fr external psting and publishing as Final Versin number 2.3 Apprved Versin number 2.4 GO-ITS 56.5 OPS Grants Management Reference Mdel Page 2 f 10

3 Table f Cntents 1. FOREWORD INTRODUCTION Backgrund and Purpse Scpe In Scpe... 5 Out f Scpe Applicability Statements Organizatin Requirements Levels Cntact Infrmatin Rles and Respnsibilities Recmmended Versining and/r Change Management Publicatin Details TECHNICAL STANDARDS AND SPECIFICATIONS Purpse f Grants management Reference Mdel (see Appendix A) Fcus RELATED STANDARDS Impacts t Existing Standards GO-ITS 56.5 OPS Grants Management Reference Mdel Page 3 f 10

4 Sensitivity: Unclassified Draft Versin #: Frewrd Gvernment f Ontari Infrmatin Technlgy Standards (GO-ITS) are the fficial publicatins n the guidelines, preferred practices, standards and technical reprts adpted by the Infrmatin Technlgy Standards Cuncil (ITSC) under delegated authrity f the Management Bard f Cabinet (MBC). These publicatins supprt the respnsibilities f the Ministry f Gvernment Services (MGS) fr crdinating standardizatin f Infrmatin & Infrmatin Technlgy (I&IT) in the Gvernment f Ontari. Publicatins that set new r revised standards prvide enterprise architecture guidance, plicy guidance and administrative infrmatin fr their implementatin. In particular, GO-ITS describe where the applicatin f a standard is mandatry and specify any qualificatins gverning the implementatin f standards. GO-ITS 56.5 OPS Grants Management Reference Mdel Page 4 f 10

5 2. Intrductin 2.1. Backgrund and Purpse The Office f the Crprate Chief Strategist (OCCS) has recgnized that althugh Grants Management (GM) functinality is a widespread business need in the OPS there was n cmmn understanding f its meaning. In respnse, Architecture Review Bard (ARB) has directed the establishment a cmmn understanding f GM functinality by fllwing the OPS Enterprise Architecture apprach fr defining prgrams and services. This culminated in a Grants Management Reference Mdel (GMRM). This reference mdel prvides an abstract representatin f Grants Management in the cntext f gvernment prgrams and services. It is intended fr OPS ministries and agencies that are cnsidering the adptin f a grants management apprach t planning and managing their peratins. It is als intended t help Business Planners, Plicy Analysts, Business Analysts, Prgram Managers, Service Prviders and Business Architects gain a cmmn understanding f what GM is alng with the generic business functins invlved. The OPS Grants Management Reference Mdel must be fllwed by all OPS I&IT prjects cnsidering the adptin f GM functinality within autmated slutins Scpe In Scpe Identificatin f cmmn business functins f grants management that can be represented generically Selected business architecture artefacts t describe a generic grants management business mdel Types f business rules t cnsider fr a grants management business mdel Out f Scpe Identificatin f business functins that supprt the delivery f a prgram using a grants management apprach but are nt specific t grants management Identificatin f business functins that are part f grants management in ne sectr but nt in thers An end-t-end business architecture fr grants management including all artefacts Infrmatin/data mdel t supprt grants management. Infrmatin requirements will be business specific Business rule surce instances r business rule statement instances (i.e. business specific) GO-ITS 56.5 OPS Grants Management Reference Mdel Page 5 f 10

6 2.3. Applicability Statements Organizatin Gvernment f Ontari IT Standards and Enterprise Slutins and Services apply (are mandatry) fr use by all ministries/clusters and t all frmer Schedule I and IV prvincial gvernment agencies under their present classificatin (Advisry, Regulatry, Adjudicative, Operatinal Service, Operatinal Enterprise, Trust r Crwn Fundatin) accrding t the current agency classificatin system. Additinally, this applies t any ther new r existing agencies designated by Management Bard f Cabinet as being subject t such publicatins, i.e. the GO-ITS publicatins and enterprise slutins and services - and particularly applies t Advisry, Regulatry, and Adjudicative Agencies (see als prcurement link, OPS paragraph). Further included is any agency which, under the terms f its Memrandum f Understanding with its respnsible Minister, is required t satisfy the mandatry requirements set ut in any f the Management Bard f Cabinet Directives (cf. Operatinal Service, Operatinal Enterprise, Trust, r Crwn Fundatin Agencies). As new GO-IT standards are apprved, they are deemed mandatry n a g-frward basis (G-frward basis means at the next available prject develpment r prcurement pprtunity). When implementing r adpting any Gvernment f Ontari IT standards r IT standards updates, ministries and I&IT Cluster must fllw their rganizatin's pre-apprved plicies and practices fr ensuring that adequate change cntrl, change management and risk mitigatin mechanisms are in place and emplyed. Fr the purpses f this dcument, any reference t ministries r the Gvernment includes applicable agencies Requirements Levels Within this dcument, certain wrding cnventins are fllwed. There are precise requirements and bligatins assciated with the fllwing terms: Must Shuld This wrd, r the terms "REQUIRED" r "SHALL", means that the statement is an abslute requirement. This wrd, r the adjective "RECOMMENDED", means that there may exist valid reasns in particular circumstances t ignre the recmmendatin, but the full implicatins (e.g., business functinality, security, cst) must be understd and carefully weighed befre GO-ITS 56.5 OPS Grants Management Reference Mdel Page 6 f 10

7 2.5. Cntact Infrmatin Rles and Respnsibilities Accuntable Rle Definitin The individual ultimately accuntable fr the prcess f develping this standard. There must be exactly ne accuntable rle identified. The accuntable persn als signs ff as the initial apprver f the prpsed standard befre it is submitted fr frmal apprval t ITSC and ARB. (Nte: in the OPS this rle is at a CIO/Chief r ther senir executive level). Accuntable Rle: Head, Crprate Architecture Branch (CAB), Office f the Crprate Chief Strategist (OCCS), Ministry f Gvernment Services (MGS) Respnsible Rle Definitin The rganizatin respnsible fr the develpment f this standard. There may be mre than ne respnsible rganizatin identified if it is a partnership/jint effrt. (Nte: the respnsible rganizatin prvides the resurce(s) t develp the standard). Respnsible Organizatins: The rganizatins respnsible fr the develpment f this standard are - Crprate Architecture Branch, OCCS, MGS Supprt Rle Definitin The supprt rle is the resurce(s) t whm the respnsibility fr actually cmpleting the wrk and develping the standard has been assigned. If there is mre than ne supprt rle, the first rle identified shuld be that f the editr the resurce respnsible fr crdinating the verall effrt. Supprt Rle (Editr): Ministry/Cluster: Ministry f Gvernment Services Divisin: OCCS Branch: CAB Jb Title: Senir Business Architect Name: Dean Pigen Phne: dean.pigen@ntari.ca 2 nd Supprt Rle: Ministry/Cluster: Cmmunity Services Cluster Divisin: Infrmatin Management and Planning Branch: Planning and Architecture Jb Title: Enterprise Business Architect Name: Lucian Cschin Phne: lucian.cschin@ntari.ca GO-ITS 56.5 OPS Grants Management Reference Mdel Page 7 f 10

8 Cnsulted Please indicate wh was cnsulted as part f the develpment f this standard. Include individuals (by rle and rganizatin) and cmmittees, cuncils and/r wrking grups. (Nte: cnsulted means thse whse pinins are sught, generally characterized by tw-way cmmunicatins such as wrkshps): Organizatin Cnsulted Divisin Branch Date (Ministry/Cluster) MGS OCCS CAB MCI Reginal and RSB/Reginal Supprt Services 2009 Crprate Services Divisin Unit MOR Operatins - Client Accunts and Services Benefits and Tax Related Prgrams 2009 Cmmittee/Wrking Grup Cnsulted Date Business Architecture Dmain Wrking Grup (BADWG) 2009 Cmmunity Services Cluster (CSC) Cluster ACT 2009 Slutins Delivery Leadership Cmmittee (SDLC) Health Services Cluster (HSC) Cluster Reps Architecture Cre Team (ACT) Architecture Review Bard (ARB) Infrmatin Architecture Dmain Wrking Grup (IADWG) Infrmed Please indicate wh was infrmed during the develpment f this standard. Include individuals (by rle and rganizatin) and cmmittees, cuncils and/r wrking grups. (Nte: infrmed means thse wh are kept up-t-date n prgress, generally characterized by ne-way cmmunicatin such as presentatins): Organizatin Infrmed (Ministry/Cluster) Divisin Branch Date GO-ITS 56.5 OPS Grants Management Reference Mdel Page 8 f 10

9 2.6. Recmmended Versining and/r Change Management Changes (i.e. all revisins, updates, versining) t the standard require authrizatin frm the respnsible rganizatin. Once a determinatin has been made by the respnsible rganizatin t prceed with changes, the Standards Sectin, Crprate Architecture Branch, OCCS, will crdinate and prvide assistance with respect t the apprvals prcess. The apprval prcess fr changes t standards will be determined based n the degree and impact f the change. The degree and impact f changes fall int ne f tw categries: Minr changes - requiring cmmunicatin t stakehlders. N presentatins required. N ITSC r ARB apprvals required. Changes are nted in the Dcument Histry sectin f the standard; Majr changes - requiring a presentatin t ITSC fr apprval and ARB fr apprval (Nte: ARB reserves the right t delegate their apprval t ITSC) Belw are guidelines fr differentiating between minr and majr changes: Majr: Minr: represents a majr versin change t ne r mre specificatins impacts prcurement requires cnfiguratin changes t current slutins impacts ther standards respnds t legislative, plicy r prcurement changes represents incremental versin changes t ne r mre specificatins des nt impact prcurement (ther than infrmatinal) des nt require cnfiguratin changes t current slutins des nt impact ther standards is nt related t legislative, plicy, r prcurement changes 2.7. Publicatin Details All apprved Gvernment f Ontari IT Standards (GO-ITS) are published n the ITSC Intranet web site. Please indicate with a checkmark belw if this standard is als t be published n the public, GO-ITS Internet Site. Standard t be published n bth the OPS Intranet and the GO-ITS Internet web site (available t the public, vendrs etc.) GO-ITS 56.5 OPS Grants Management Reference Mdel Page 9 f 10

10 3. Technical Standards and Specificatins 3.1. Purpse f Grants management Reference Mdel (see Appendix A) This standard prvides a cmmn understanding f what grants management (GM) is and what cmmn functins cntribute t the develpment f a business mdel using a GM strategy. This reference mdel supprts business imprvement, architecture imprvement and prvides the fundatin fr I&IT slutin decisins Fcus This reference mdel is intended t be a higher-level generic mdel frm which mre detailed mdeling can be develped based n specific business needs. The functins described in this dcument are business driven, nt technlgy driven. Mandatry Sectins f the Standard What is cvered? Frmal definitin and characteristics Party and Rle Types Client and Service Prvider Needs Business Gals Lifecycle f Grant Key Business Functins Grant Delivery Strategies t cnsider Types f business rules t cnsider What is nt cvered? Identificatin f business functins that are part f GM in ne sectr but nt in thers Business rule surce instances r business rule statement instances (i.e. business specific) Generic infrmatin / data requirements t supprt GM 4. Related Standards 4.1. Impacts t Existing Standards Identify any Standards that reference r are referenced by this Standard and describe the impact. GO-IT Standard Impact Recmmended Actin Nne Nne N/A GO-ITS 56.5 OPS Grants Management Reference Mdel Page 10 f 10

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