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: 2011-03-01 Next Review Date: 2012-03
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. 2011 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 09.03.26 2.0 Design: PMCE Bilerplate: CAB/OCCS 2009-03-26 Dcument Histry (including ITSC and ARB apprval dates) Date Summary 2009-06 Created: 2009-06-18 Apprved: Title f Standard: OPS Grants Management Reference Mdel Architecture Review Bard apprval f Versin 2.1 f the reference mdel 2009-08-19 Initial Presentatin t IT Standards Cuncil 2009-09-15 Updated: Created as GO-ITS 56.5 OPS Grants Management Reference Mdel ; Draft versin 2.1 2009-10-02 Updated: 2010-04-22 Updated: Updated based n feedback frm ITSC, i.e. added new sectin 3.4.1 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 2.2 2010-10-28 Updated: 2010-07-06 Updated: 2011-04-21 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
Table f Cntents 1. FOREWORD... 4 2. INTRODUCTION... 5 2.1. Backgrund and Purpse... 5 2.2. Scpe... 5 2.2.1. 2.2.2. In Scpe... 5 Out f Scpe... 5 2.3. Applicability Statements... 6 2.3.1. Organizatin... 6 2.4. Requirements Levels... 6 2.5. Cntact Infrmatin... 7 2.5.1. Rles and Respnsibilities... 7 2.6. Recmmended Versining and/r Change Management... 9 2.7. Publicatin Details... 9 3. TECHNICAL STANDARDS AND SPECIFICATIONS... 10 3.1. Purpse f Grants management Reference Mdel (see Appendix A)... 10 3.2. Fcus... 10 4. RELATED STANDARDS... 10 4.1. Impacts t Existing Standards... 10 GO-ITS 56.5 OPS Grants Management Reference Mdel Page 3 f 10
Sensitivity: Unclassified Draft Versin #: 2.4 1. 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
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. 2.2. Scpe 2.2.1. 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 2.2.2. 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
2.3. Applicability Statements 2.3.1. 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. 2.4. 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
2.5. Cntact Infrmatin 2.5.1. 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: 416-327-3562 Email: 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: 416-314-2330 Email: lucian.cschin@ntari.ca GO-ITS 56.5 OPS Grants Management Reference Mdel Page 7 f 10
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 2010-12 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) 2009-06-03 Health Services Cluster (HSC) Cluster Reps. 2010-11 Architecture Cre Team (ACT) 2010-12-16 Architecture Review Bard (ARB) 2009-06-18 Infrmatin Architecture Dmain Wrking Grup (IADWG) 2010-11 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
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
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. 3.2. 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