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HomeMy WebLinkAboutWebinar - LGRMIF Shared Services Grant App Instructions DECEMBER 10, 2013 LGRMIF SHARED SERVICES GRANT APPLICATION INSTRUCTIONS Applying for -an LGRMIF Shared Services Grant Applying for an LGRMIF Shared Services Grant Agenda • Define Shared Services • Explain their Advantages • Provide Examples of Projects •Show How to Write a Winning Application Agenda i What r Shared Services Grant? imA Shared services grants Two or more local governments Cooperating on a grants project To develop a permanent arrangement To solve a shared records management problem What is a Shared Services Grant? Advantages of Shared Services Grants * More money: up to $150,000 i More like) to be funded: a Y priority Permanent solution *Network of support • Economies of scale Advantages of Shared Services Grants Shared Services Project Arrangements • Service Provider Model Example: BOCES provides scanning and digital retrieval services for a group of school districts • Shared Responsibilities Model Example: Group of towns and villages share an inactive records storage facility Shared Services Project Arrangements Shared Services Grants May • Include many or few governments • Request modest or substantial funding s Include multiple types of local governments Be in an rant category Shared Services Grants May Sample r,r i • Implement web-based ECM County manages and maintains system Towns pay annual fee to use • Use grant funds to Pay for hardware, software, and training Convert town records into digital images Sample Project I Sample Project 11 • Implement records center software A group of small towns One town hosts Each pays a small maintenance fee Don't need to share a facility Sample Project 11 ReakLife Examples *Town of Hamburg & Nassau BOLES *Digital Towpath Cooperative Real-Life Examples Requirements for Cooperative and .Shared Services Applications -AA Demonstrate Need for the project Financial & administrative advantages Mutual benefits Baseline information about participants Full participation and support of participants Requirements for Cooperative and Shared Services Applications Further Requirements a Shared "'I Services Grant • Must Result in permanent, positive programmatic change Be sustainable Show all participants are committed to supporting project results longterm Further Requirements for a Shared Services Grant Ways to Demonstrate Sustainability • Inter-municipal agreement (IMA) • Board resolutions • Written policies and procedures • Fee structure • Dedicated staffing Ways to Demonstrate Sustainability Writing Winning Application: Samples from a i'i Application *The Nassau BOCES Enterprise Content Management for Component School Districts Writing a Winning Application: Samples from a Funded Application • A Winning Application: Need for the Proie%.*L ! Focus on student records and personnel files Many resources used updating & accessing records Records often misfiled Requests for records cannot be satisfied efficiently Records take up already limited storage space Records are often damaged or lost Paper records are stored in a poor environment Writing A Winning Application: Need for the Project • Winning Application: Financial and administrative advantages i e Implementation Costs (per district) As an individual project: $78,000 As a shared services partner: $7,500 Annual Maintenance Costs As an individual implementation: $20,500 As a shared services partner: $8,500 Writing a Winning Application: Financial and administrative advantages Writing a Winning Application: Clear financial and administrative advantages Average Hours Rate Cost Cost Cost Per Day Minutes Per Day Per Hour Per Day Per Month Per Year 15 15 3.75 $30.00 $112.50 $2,475.00 $29,700.00 15 5 1.25 $30.00 $37.50 $825.00 $9,900.00 10 5 0.83 $30.00 $25.00 $550.00 $6,600.00 15 10 2.50 $30.00 $75.00 $1.650.00 $19.800.00 55 35 8.33 $30.00 $250.00 $5,500.00 $66,000.00 Writing a Winning Application: Clear financial and administrative advantages * . Winning Application: Mutual Benefits • Cost savings • Better retrieval • Adherence to ED-1 Schedule • Disaster management • Less paper records storage needed • Avoiding health risks Writing a Winning Application: Mutual Benefits Writing Winning Application: Full participation and support • participants r Letter of intent from each participant Interest in cooperating Advantages to their school district Intent to continue program into the future Writing a Winning Application: Full participation and support of participants I i Writing aa r Winning Application: Proving r ! gal, • BOCES fee structure Existing relationships with the districts Existing fee payment mechanism Annual maintenance fee Agreement from districts to the arrangement Writing a Winning Application: Proving Sustainability Summary on Shared Services Grants I • Are a top priority for the Archives • More likely to be funded • Provide cost-effective, permanent solutions to records mgmt problems Summary on Shared Services Grants Helpful Hints and Reminders • You should set up your egrants account now • You can't apply for another application • You should start now! • You should keep in contact with all participants • You should keep in contact with your RAO Helpful Hints and Reminders What Did You Think? o Online Survey You will receive an email with a link Link will take you to an online survey Please complete & let us know what you think What Did You Think? I Questions? Please submit your questions now ¦ Questions?