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GMS Vendor Selection

Requirements Gathering
  • Documentation of Stakeholders: Stakeholders are all parties who are affected by the project in some way, including all potential users of the system, decision makers, and those whose work will in other ways be affected.
  • Documentation of Business Processes and Workflows: The different business processes of the Foundation’s grantmaking work, including decision points and criteria, roles of different staff, the order of operations and dependencies of their work, and any side systems they use to accomplish their work.
  • Documentation of Functional Needs: The features the new GMS system should have to successfully support the Foundation’s work.
  • Documentation of Integrations: External systems which currently, or in the future, should interface with the GMS to exchange data and facilitate work in either system.
  • Documentation of Data Migration Needs: The scope of the data to be migrated, including associated documents.
Vendor Selection Support
  • RFP/RFI Creation: Creation of a formal Request for Proposals, Request for Information, or other document used to solicit participation from potential vendors.
  • Selecting Vendors for Consideration: Identifying which vendors are likely to be the best fit.
  • Vendor Selection Criteria Creation: Identifying and documenting what criteria should be used to evaluate vendors, who should participate in that evaluation, and how they should apply the criteria.
  • Vendor Demo Script Creation: Creation of a custom script for the vendors to use when demonstrating their system to Foundation staff.
  • Final Decision Strategy Support: Identifying what factors should go into the final decision process, including but may not be exclusive to the input of staff members. Identifying the mechanism for making a final decision, whether purely democratic, purely the responsibility of a specific stakeholder, or any variation in between.
  • Vendor Demo Participation and Facilitation: Participating in the vendor demos, facilitating the logistics, ensuring staff questions are addressed while the vendor is also given the opportunity to present as they see fit.
  • Vendor Evaluation Participation: Offering specific input into the suitability of different vendors based on the selection criteria.
  • Vendor Evaluation Results Tracking: Collecting and summarizing the input of staff members based on the selection criteria.
  • Leadership Approval Support: Developing materials to communicate the options and recommendations to leadership to help gain their support for a final decision.
  • Contract Negotiation Support: Providing suggestions for contract terms and review/feedback on the contract and scope provided by the vendor.
Project Management
  • Definition of Project Roles and Responsibilities: The people who will be involved in the project, the roles they will play, and the responsibilities they will have.
  • Project Scheduling: Developing a schedule for the project, using software tools to manage the schedule, tracking milestones and delivery dates, reminding participants of deadlines.
  • Project Budgeting: Planning and tracking the project budget, reviewing, and coordinating vendor invoices.
  • Stakeholder Coordination: Coordinating the work of internal stakeholders, including documentation review or creation, and participation in quality assurance efforts.
  • Meeting Coordination and Facilitation: Scheduling meetings based on staff and vendor availability, coordinating meeting logistics, developing agendas, facilitating meetings in real time, taking meeting notes, and identifying and tracking follow up action items.
  • Stakeholder Communication: Preparing and/or distributing regular updates to the Foundation’s project team and leadership regarding project activities, budget projections and potential risks that may be identified.
  • Vendor Communication and Coordination: Communicating with the vendor about the substance and logistics of their work.
  • Project Deliverable Tracking: Tracking the status of project deliverables and dependencies.

GMS System Implementation

Project Management
  • Definition of Project Roles and Responsibilities: The people who will be involved in the project, the roles they will play, and the responsibilities they will have.
  • Project Scheduling: Developing a schedule for the project, using software tools to manage the schedule, tracking milestones and delivery dates, reminding participants of deadlines.
  • Project Budgeting: Planning and tracking the project budget, reviewing, and coordinating vendor invoices.
  • Stakeholder Coordination: Coordinating the work of internal stakeholders, including documentation review or creation, and participation in quality assurance efforts.
  • Meeting Coordination and Facilitation: Scheduling meetings based on staff and vendor availability, coordinating meeting logistics, developing agendas, facilitating meetings in real time, taking meeting notes, and identifying and tracking follow up action items.
  • Stakeholder Communication: Preparing and/or distributing regular updates to the Foundation’s project team and leadership regarding project activities, budget projections and potential risks that may be identified.
  • Vendor Communication and Coordination: Communicating with the vendor about the substance and logistics of their work.
  • Project Deliverable Tracking: Tracking the status of project deliverables and dependencies.
  • Go-Live Coordination: Planning for system go-live activities, including training efforts for staff, system validations and related communications.
Quality Assurance
  • Test Plan Creation: Creation of a high-level test plan to guide the QA effort.
  • Test Case Creation: Creation of specific test scripts to validate system functionality.
  • Test Case Execution Coordination: Assignment and tracking of the execution of test scripts by stakeholders, including direct participation in validation as appropriate.
  • Test Results Tracking: Tracking the pass/fail results of validation testing.
  • Feedback to Vendor: Providing test pass/fail feedback to the vendor, and tracking any corrective action, including entering tickets in vendor’s ticket tracking system.
Vendor Deliverable Evaluation
  • Review Vendor Requirements Documentation: Review and provide feedback on requirements documentation developed by the vendor. This might include a requirements matrix, user stories or use cases, and similar items.
  • Review Vendor Design Documentation: Review and provide feedback on system design documentation provided by the vendor. This might include wireframes, workflows, proposed customization, and similar items.
  • Review Vendor Implementation Plan: Review and provide feedback on the vendor’s implementation plan, including planned stages for delivery of functionality, release cycles, go-live planning, and similar items.
  • Review System Releases: Review each release of the system for conformance to the requirements and design specifications.
Contract Change Order Support
  • Identification of Change Orders: Identifying when the project scope changes and change orders are needed.
  • Change Order Details Documentation: Documenting the specifics of change orders to ensure a clear understanding of requirements and expectations.
  • Change Order Proposal Review: Reviewing and providing feedback on change order proposals by the vendor.
Data Migration Support
  • Data Source Identification: Identifying all sources of data to be migrated to the new systems.
  • Data Mapping: Mapping the data entities and attributes from the different sources to those in the new system.
  • Data Transformation Planning: Identifying where data needs to be modified before migration to improve the quality, conform to business rules, or fit into the structure of the new system.
  • Data Transformation Execution: Performing the data extraction.
  • Data Import Planning: Coordinating the effort to import data into the new system, including all data preparation, multi-stage importing if required, and multiple rounds of import and data validation as needed.
  • Data Import Execution: Importing the data into the new system.
System Integration Support
  • System Integration Identification: Identifying external systems which need to be integrated with the new GMS, such as CRM, finance, e-signature, etc.
  • System Integration Strategy: For each external system which needs to be integrated, identifying the logistical considerations, defining the technical approach, coordinating who will do the integration work and how and when it will happen.
  • Third Party Integration Vendor Management: Managing the work of the third-party vendor performing the integration.
  • Integration Execution: Executing the integration directly.
Training Support
  • Training Needs Identification: Identifying users and the areas of the system in which training is needed, creating a strategy to meet training needs (including a possible train-the-trainer approach).
  • Training Documentation Creation: Evaluating existing documentation and creating additional documentation as needed.
  • Training Coordination: Coordinating the logistics of user training, including user and trainer scheduling.
  • Training Execution: Providing training directly to users.
Coding System Reengineering
  • Existing Coding System Evaluation: Reviewing the existing coding system to see if it meets the of the Foundation’s grantmaking and evaluation work.
  • Coding Needs Analysis: Identifying potential changes/improvements.
  • New Coding System Development: Creating a new coding system, including the possibility of utilizing an existing system such as the Philanthropy Classification System or the Sustainable Development Goals.
  • Coding System Mapping Strategy: Creating a map between the old and new coding systems to support data migration.
  • Coding System Implementation: Ensuring the new coding system is made available for use in the new GMS system.
Evaluation Framework Support
Support for defining the framework for a quantitative evaluation program, including:

  • Identifying the relevant facets for evaluation, such as:
    • Population
    • Subject/Domain Area
    • Organization Type
    • Transaction Type
    • Support Strategy
    • Geographic Area
  • Identifying indicators to use for evaluation.
  • Identifying measurements to use for the indicators.
  • Identifying targets for the indicators.
  • Identifying data necessary to perform the measurements.’
  • Identifying assessment tools for collecting the appropriate data.
Data Collection/Management/Analytics Infrastructure
Identifying requirements, evaluating and selecting tools, and implementing the infrastructure to support data collection, data management, and quantitative analysis related to an evaluation program. This includes identification and acquisition of external public and private data sources.
Data Analytics
Analysis of data as part of an evaluation program, including the use of commercial analytics tools, data science techniques, and use of machine learning tools.
Online Communities
Requirements gathering, evaluation of vendors, and implementation support for private/dedicated online communities.
IT Continuity Planning
IT continuity, emergency response, and disaster recovery planning.
Knowledge Management Systems
Requirements gathering, evaluation of vendors, and implementation support for knowledge management systems.
Data Repositories
Requirements gathering, evaluation of vendors, and implementation support for open or private data repositories.