Description of the procurement
The immediate requirements necessitate an online portal that incorporates the functionality to submit applications. Specific items include, but are not limited to:
A landing page that provides a description of the BIA scheme along with relevant submission and claim information, training videos, case studies and FAQs
Access area for each applicant
An online application form for the BIA Scheme
The application form should have the functionality to allow the upload of documents for submissions and claims
While applicants should only have to complete the application form once, there will be an ongoing requirement to communicate via the portal with successful applicants and to allow for surveys to be posted for completion along with the facility to upload other documents on an ad hoc basis.
The backend of system will require reporting functionality.
Functionality to change application submission which in turn notifies the government grant scheme administrator (e.g. Change of Circumstances).
Functionality to allow for approval of uploaded submissions by the grant administrator.
A dashboard for the grant scheme administrator to access all submissions.
Functionality to generate reports and statistics, update financial information and archive previous documentation.
Ability to administer surveys to both successful and unsuccessful applicants.
Ability for relevant staff to update an applicant’s case with additional data/upload additional documents. Common Rules for applications/submissions.
A potential applicant must register on the portal and be assigned a unique profile.
Attachments to an application must be able to be uploaded in various formats, not just PDF. Once submitted, applications cannot be edited, however profiles may be amended by users and applications can be amended by staff through the back end of the Portal.
Note that the processes all assume that the system provides at least two types of access
Staff Portal which facilitates staff and managers to perform their work, this includes the exporting of detailed case management data, updating of applications profiles/applications and payment of grant schemes and an overarching Admin section for the setup/deployment of the system.
Applicant Portal which allows external people to submit applications, access and update their case, and contact the relevant Unit via the creation of a unique applicant profile
The Portal must provide the ability to analyse the outcomes and outputs of the BIA. It must be able to report upon all the elements in an application, once there is a data element as part of an application, it should be reportable. The Cultural Supports Unit needs to be able to record information so that it can provide accurate and up-to-date quantitative and qualitative reporting.