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OpCenter Grant Management

A multi-module management system designed by OpCenter LLC for non-profit organizations.
Questions about OpCenter Grant Management? Call (800) 827-1151 and talk to a software expert now.

OpCenter - Grant Management is designed to help multi-funded agencies manage the complexity of compliance without increasing the workload on employees. This software translates your agency’s policies into a simple system that everyone can access.

No Menus!

  • Integrated Workflow
  • Reduced icons: everyone sees only those functions they are permitted to see.
  • Wizard approach: 1 step-at-a-time data entry.
  • Single click progression to the next stage.

Effortless Grant Management

  • Management has a global view, with drill-down to the transaction level and document.pdf.
  • Apply for Grants based on up to date financial data.
  • Encumber grants so you never run over without proper approvals.
  • Rest assured all revenues and expenses are automatically and accurately coded.
  • Observe % complete based on time as well as amount expended.
  • All expenses are automatically coded to multiple grants in ratios you designate (and update)

Integrated Operations

  • Site staff at remote locations can access the same information as Headquarters staff.

Effortless Compliance

  • Full documentation captured at every stage; available instantly by drill down.

Controlled Access to Confidential Records

  • User ID assigned for restricted access to specific roles/duties and may consist of input/ or inquiry.
  • Password protected document area for confidential HR documents.

Improved Productivity

  • Eliminate filing cabinets.
  • Less time wasted on meetings to receive information from the team.
  • Everyone views the most recent data.

Anytime Anywhere Access

  • Remote site supervisors can routinely access OpCenter from their sites.
  • Staff can access system from home if unable to come to work.
  • Directors and managers can access financial and administrative data and reports and view online underlying documentation from remote sites 24/7

Industrial Strength Architecture

  • Hosted application in fully redundant, continuously monitored, mission critical environment.
  • Instant duplication of all data.
  • Backups of database every 5 minutes.
  • For those agencies whose policies require data to be on inhouse computers, Application can be hosted on agency computers.
  • Automatic daily backup to off site storage for proper disaster recovery planning

Admin Module

The Admin Module enables customization of every aspect of OpCenter.

SETUP

COMPANY: Enter your company information and Logo. Company name appears in OpCenter masthead, and the other information makes up the masthead of all system generated documents including PO, Invoice, and Statements.

SITES: Your Central Office is default site 1. All your remote sites are listed here - which becomes the basis for budget allocation, requisitions, employees, timekeeping, children, invoicing, documentation, etc. Each site requires one license.

ACCOUNTING CODES: This is your Chart of Accounts, and is imported from your financial system during the sync process. You then indicate which of these are to be used in OpCenter. Expense Accounts will show up when creating cost codes, Income Accounts when creating revenue codes, and Bank accounts when adding Checkbooks. The other accounts are ignored.

COST CODES: This is where you add new cost codes and assign them to the Expense account name. When this cost code is used in a requisition, all budgets that have funds for this cost code are displayed (thus, it is best to avoid proliferation of cost codes).

REVENUE CODES: This is where you add new revenue codes and assign them to the Income account name. These are used for customer invoicing.

APPROVAL LEVELS: This is where you define your Approval rules. You can choose a maximum of 4 levels, and indicate if they are mandatory, or value based. If value based, you can indicate the thresholds for each approver.

USERS

This is where you add users who will access the system. Each user is assigned to a site, and thereafter can access only that site’s information. The user is then assigned an approval level, and when they access any area, they have that Approval level’s rights only. They are then assigned to a Role, which limits their access.

ROLES

ADD NEW page enables you to Add a new role. This is Wizard based, and helps you through the steps in two passes: in the first, you indicate if that role has NONE, VIEW or EDIT rights to a Module. The next pass walks you through the specific pages of each module, enabling you to DEMOTE rights. e.g. If you create an Accounts Payable Role, you give select None for Purchase and Edit for Payment. Then, within Payment, you can leave Edit for Requisitions page, but None for Approvals.

If you allow Edit for Approvals, you can set None for the other levels which makes that page disappear entirely. Thus, you may not want the Level 4 person to see any of the other approval levels at all, but a Level 1 person to view the other levels and see where documents might be waiting.

HOME: This is where you can see the list of all Roles, and the Users assigned to each role.

SETTINGS

CHECKBOOKS: Add new checkbooks

TEMPLATES: Create templates for Purchase Order standard terms and conditions.

EMAIL: OpCenter can email Pending Approval reminders to officers of a particular approval level. This is where you set the time of day the email is to be sent, the subject, and the cover note.

EMPLOYEES: All employees have a default FTE (Full Time Equivalent) for # hours worked per week. This drives the ARRA calculation. If there are exceptions for some positions, you set that here. The FTE will be calculated accordingly.

ARRA: The ARRA form has mind-boggling range in its drop-down menu choices, but once you find the one that applies to you and select it, subsequent reports should not vary. This section allows you to set the defaults, and change it (exercising great caution, which is why its in the Admin section to which very few people have access).

DEFAULTS: This is where you set rules. In Grants, you can set how many days after expiry a Grant moves to Inactive status. In HR, you set the maximum number of days leave per year that can appear in the drop-downs.

LOGS

OpCenter Logs everything. You can access the Logs by Module. Export to .xls for analysis.

MANAGEMENT: Date, Time and author of All activity done in Payment module, with View document wherever applicable. If any value was changed, you can see the old value and the new value.

PURCHASE: Date, Time and author of All activity done in Payment module, with View document wherever applicable. If any value was changed, you can see the old value and the new value.

PAYMENTS: Date, Time and author of All activity done in Payment module, with View document wherever applicable. If any value was changed, you can see the old value and the new value.

DOCUMENTS: Date, Time and name of person who logged into the Restricted HR module, and the documents they accessed.

LOGIN/OUT: Displays date & time when everyone logged in and logged out.

Customer Module

This Module automates the process of invoicing, sending statements, receiving payments, and depositing funds. It also provides streamlined document management: Enrollment, Signed vouchers, Invoices, Statements, Deposits. Cloud Computing enables the documents to be sent to the payor as hyperlinks which open up when clicked in their email.

CUSTOMER CENTER

Primary users: Family Workers at site to add new children

ADD NEW page is a wizard that walks the user step by step through the addition of a Child to the System.

The Enrollment paperwork needs to have been scanned first.

The site is selected first, and the child’s name is added. The enrollment form is attached, and OpCenter uploads it. The Guardian’s name and address are added, and the relationship specified. The payment method is specified: is it Self, or Third Party? If third party, the drop-down appears and the Payor selected. The next step is to indicate if a copayment is due, and if so, how much? A new copayment amount can be added by clicking on Add New in the drop-down. The guardian’s phone numbers and email are then captured if available.

HOME page displays all children at that site. If it is Central Office, there is a drop-down to select the site. There is also a Search button. The table displays the child’s name, guardian’s name, phone numbers, and co-pay amount. The enrollment form can be viewed. The edit button enables changes to be made, and the delete button visible as long as no invoice has been created.

INVOICES

Primary users: Family Workers at site to scan Vouchers signed by Parents, A/R Staff to create invoices.

ADD NEW page displays a list of all children who have NOT yet been invoiced, as well as the last period they were invoiced for. It also shows the rate applied last time.

The voucher signed by the parent needs to have been scanned first.

The user clicks on the Child’s name, and wizard walks them step by step through the process of attaching the scanned voucher, indicating the number of days the child was present, and the rate if different. When they save, OpCenter automatically generates an invoice for the 3rd party payor deducting the co-pay if applicable, and an invoice to the parent for the co-pay. The hyperlink to the scanned voucher is embedded in the invoice, and will be visible to the recipient when they click on it (uses Cloud Computing, explained below).

These invoices are updated to the financial software in the next sync.

HOME Page shows all unpaid invoices, with amount due and aging.

HISTORY shows all past invoices.

STATEMENTS

Primary users: A/R Staff

NEW page shows a list of all invoices that have been generated. Using the check box, the user indicates which of these are to be compiled into a Statement to be sent to the appropriate Payor /Parent. When they click on Generate Statement, OpCenter automatically creates one statement per Payor per site per month. This statement has a table showing the child name, invoice number, total amount and how much is due from this Payor. Each row has a hyperlink that opens the invoice, and within each invoice is a hyperlink displaying the signed voucher.

The HOME page shows all statements that have any amount due, with the original amount, paid so far and the balance. User can also view the statement.

The HISTORY page shows all statements, and the date the email was last sent. User can click on a button and resend the email.

The EMAIL function is enabled by OpCenter’s Cloud Computing infrastructure. The user can click on a button to send an email to the payor. OpCenter composes the email and sends it to the payor, cc: sender. The recipient clicks on the link in the email to view the actual pdf, and the hyperlinks to drill down to the supporting documents.

RECEIPT

Primary users: A/R Staff

HOME page shows all Payors and the amount of payment due. Using a wizard, it guides the user step by step through the processing payments received against statements sent. User indicates the amount received, payment method and bank to deposit to; next, it shows the list of all the invoices referenced by child’s name as well as the amount due. User then indicates if full payment has been received against this particular invoice, or if partial or none. Only when the totals match can the user save.

This information is updated to the financial software in the next sync.

The DEPOSITS page shows all the payments that have been received but not yet deposited. User clicks on all the checks that are to be deposited, and OpCenter composes one deposit slip for each bank, with the voucher indicating invoice #, name of the child and amount paid. User feeds in Blank Check Stock, prints out the Deposit slip as per Bank approved format with 2 vouchers, and deposit it in the bank.

HISTORY shows all payments received.

PAYORS

Primary users: A/R Staff

ADD NEW enables you to add new third party payors.

HOME page shows all existing Payors, with contact information.

HISTORY page shows all statements sent to Payors, balance due, and view actual statement.

DOCUMENTS

Primary users: Family Workers at site, Site Supervisors, A/R Staff

The Documents folder enables users to see the documents automatically filed by the system that pertain to Children.

They can view Deposits, Enrollment Forms, and in monthly folders for each site, the Vouchers, Invoices and Statements.

Documents Module

OpCenter delivers powerful document management capabilities in three areas: Workflow, Manual, and HR. These documents are uploaded to our secure servers, and instantly backed up to the Cloud, assuring indestructability. Access is ONLY through OpCenter, which is rigorously controlled through Roles and Rights. And these documents can be viewed from anywhere, within the agency or from outside, without compromising security.

SYSTEM

All documents that are created as part of the OpCenter Workflow are visible here. The folder structure and naming system establish the context.

All Purchase Orders are in a folder called ApprovedPOs; the PO # comes first, followed by the vendor name.

The Bills folder, on the other hand, has vendor name followed by Bill #.

The Checks folder shows vendor name followed by Check #.

The Customers folder displays Deposits by date, Enrollment Forms by site with childname, Invoices in folders for each site, sub-folders for each month and the document itself as PayorName followed by Invoice #. The Statements Folder displays folders for each site, sub-folders for each month, and the Payorname_Document #.pdf. Similarly, the Parent vouchers are also stored by site/Month/Childname.pdf.

MANUAL

This is where you can store other documents, and use OpCenter as an Corporate Electronic Filing Cabinet. Add a folder, and within that folder, upload documents. Or add another folder, without limitation. Much like your Windows folder.

HR

This meets the unique needs of the Human Resources Department.

ADD NEW page enables them to add new employees to the system. The Wizard guides them through adding employees, phone #, email, and then, all documents that need to be uploaded. The public area is for all HR Employees to see.

HOME page displays all current employees with phone #, and drill down to the above document list, which then enables viewing the document. The Terminate button enables you to terminate the employee, and in the pop-up that appears, enter the reason as well as attach a document.

The HISTORY page shows all terminated employees.

The PASSWORD protected area is for confidential documents. When you click on this, you are required to enter your password again. Once inside, you can upload confidential documents such as Appraisals, Medical records and other sensitive documents you don’t want even the HR staff to access wit

Management Module

The Management Module gives top management a single dashboard to view all Grants and drill down to details, and drill further down to the actual underlying document within 2 clicks.

GRANTS HOME

Primary user: CEO/CFO/Controller

HOME Page gives a 360 degree view of ALL grants.See the original amount, amount encumbered through Purchase Orders, Total Grants received, Grant year begin and end date, % time elapsed and % dollar spent. Drill down to Deposit details, and view the actual payments with supporting bills and actual checks. Export to excel.

ADD NEW Grants anytime, with no limit. These will be automatically coded in your financial transactions when OpCenter posts to your financial software. e.g. in QuickBooks, each Grant will be a Class.

VIEW contact information of all Funding agencies, with unlimited contacts.

BUDGETS

Primary user: CFO/Controller

HOME Page: See the budgets allocated to each site. Drill down to view budget by cost code, allocated to each site. Export to .xls

ADD NEW Budget for the next year. All cost codes are visible.

RECEIVE Grant letter, attach it, and modify the final budget.

ALLOCATE budget by cost code to one or multiple sites. To enable allocation of budget across multiple sites, the Wizard steps through all the Budgeted cost codes one by one, and only when the row total matches does the Next row appear. When the totals match, the Save & Commit button appears.

TRANSFER available funds between cost codes and sites in a single, excel-style matrix.

AMEND budget when more funds are received.

DEPOSITS

Primary user: Controller RECEIVE funds from Grant agencies, select bank account to deposit to. This is automatically updated to your financial software in the next sync. VIEW all deposits from all agencies.

Payment Module

This Module assures fiscal control. A bill cannot be processed until an approved PO is in place, and checks are printed out on blank stock. Thus, there is no checkbook to “pay now, catch up later”.

ENTER BILLS

Primary users: Accounts Payable staff.

Scan incoming bills and save them in a temporary folder, either on the network or desktop. Click on the PO, enter bill #, date, and amount, and attach the scanned bill. OpCenter uploads the bill into its secure filing system, and the scanned image in the temporary folder can be deleted. The bill goes for approval.

If the PO is fully paid, the bill disappears. If there is any amount pending, the pending amount is visible. Click on the Close button closes out this PO, and the unused amount is released back into unencumbered funds (visible on Grants Home Page).

APPROVE BILLS

Primary users: Purchase Managers

All bills are visible in the Approve Page, with the ability to view the actual PO and Bill. The Purchase Manager checks off the confirm button, and the bill moves to the Pay Bills window.

This bill is automatically updated to your financial package.

PAY BILLS

Primary users: Controller / CFO

All bills are visible, with the ability to view the PO and Bill. The User selects bank account to pay from, and checks off whether to pay in full, or indicates partial amount to be paid. Clicks on Confirm, and the Checks are automatically created. On BLANK STOCK.

The bill payment checks are automatically updated to your financial package.

CHECK REGISTER

Primary users: A/P staff

The Check Register shows the normal data shown in all financial packages: Check #, Vendor, Date, and Amount.

It also shows the cost code and site, and enables you to view the PO, Bill and Check.

The search function enables you to search by check #, vendor, date range and amount.

You can also void a check, which puts it back in the Pay Bills window.

Voided checks are also posted to your financial package.

REPORTS

Primary users: A/P staff, Controller

Paid Bills enables you to search for paid bills by vendor.

Unpaid Bills enables you to view all unpaid bills, and delete them if needed. This is auto-updated to your financial package.

Transactions enables you to search for transactions for a cost code, within a date range, etc. This can be exported to excel.

Purchase Module

This Module enables the Agency to streamline its purchasing process, while maintaining fiscal discipline as per its approved policies. The supervisor or purchaser can independently look up available funds and create a requisition only if funds are available, as well as monitor if and when the PO was approved. The multi-stage approval process ensures approvals as per policy, and only when all the requirements have been met does the PO get generated with digital time stamps of everyone that approved. The Vendor page gives full contact and transaction details.

LOOK UP AVAILABILITY OF FUNDS

Primary Users: Site Supervisors, Purchasers.

Site supervisors and purchasers can view availability of funds for a particular cost code from ALL Grants. Central Office staff can see availability for all sites, but Site staff can see only their own site.

CREATE REQUISITIONS

Primary Users: Site Supervisors, Purchasers.

Add New requisitions is a wizard that takes a Site Supervisor or a Purchaser through the steps of making a requisition. They first select cost code, and view the total of ALL funds available. They indicate the PO value, and a table appears showing all the Grants that have funds available and the start and end date of the Grant period. They can select one or multiple Grants, and indicate % due from each grant. [This is automatically coded into the PO, and all bills received will be automatically coded to the Grant and posted to the Agency’s Financial Software. The Approver can modify this allocation, though]. All vendors associated with this cost code appear in a window, and they select one. Or they can add another vendor.

Then they indicate what document is being attached (e.g. if you are purchasing stationery, you attach the ‘shopping list’; if its a boiler valve repair, you attach the spec sheet) and browse to the scanned image. The final step is to indicate what is being bought - this ports over to the ARRA report if applicable, and optionally indicate internal notes as to why this purchase is being made. When they save, they get a prompt that PO has been sent for approval.

This also encumbers the budget to prevent others from accidentally using this amount in other requisitions.

Home Page shows all requisitions that have NOT yet been approved, enabling the requisitioner to modify or delete the requisition.

History Page shows all requisitions that were approved and have become Purchase Orders. User can view the PO.

MULTI-STAGE APPROVALS

Primary Users: Purchaser Managers and Top Management.

Multi-stage Approvals based upon Agency’s policy, set in Admin>Settings>Approvals.

To illustrate, suppose your Agency’s policy empowers Purchase Managers to approve upto 1,000.00, your CFO to approve upto $5,000.00, your CEO to approve upto $10,000 and the Board thereafter.

Approval Level 1: The Purchase Manager views all Requisitions, clicks on Confirm. If the value is within their approval limit, a Purchase Order is automatically generated with the time stamp and the Approver’s name. If not, the requisition disappears from their view, and waits in Approval Level 2.

Level 2: The CFO logs in, views only those POs that need his/her approval, and clicks on Confirm. If the value is within their limit, a PO is generated with the First Level Approver and their Time Stamp, and the Second Level Approver and their time stamp. If it is outside their approval limit, the requisition disappears from view and waits in Level 3 for approval.

Level 3: The CEO logs in, views all POs pending his/her approval, and clicks on Confirm. The same cycle repeats, with PO emerging with all three approver’s names and time stamp, or being routed for Level 4 approval.

Level 4: The level 4 approver logs in, views all POs pending, attaches Board Resolution if needed, and Confirms. The PO emerges with approver’s time stamps.

Other scenarios: You can have all 4 levels mandatory for all values; anyone can approve at any time, but PO emerges only after the last approver.

PURCHASE ORDERS

Primary Users: A/P staff.

Home page shows all POs that have been approved. There is a button to show approval details, as well as to view and print out the PO.

History: Enables a search of all POs.Purchase Order

VENDOR CENTER

Primary users: A/P staff

Vendors are imported from your financial software during setup.

Add New page enables you to add vendors. To conform to ARRA, the first decision is whether this is an individual or Corporation. You can then enter the FEIN and DUNS # to meet ARRA requirements. You can add a contact, and then associate this vendor with one or multiple cost codes. These vendors are automatically updated to your financial software when the first bill is received.

Home page shows ALL vendors, including the ones that were imported from your financial package. You can update their information, add multiple contacts, view these contacts and add new cost codes. Note that cost codes are also automatically updated when you add the vendor during the requisition process. You can also make vendors inactive, which disables future POs from being issued to them.

Payment History shows details of all bills entered for that vendor. You can also view the PO, Bill and Check.

Inactive page shows all Vendors who have been made inactive. You can click on the Make Active button to make them active again.

Timekeeping Module

The biometric fingerprint reader-based timekeeping module automates the timekeeping process, gives global visibility into who is in and who is out, and feeds into the ARRA module.

BIOMETRIC FINGERPRINT READER

Primary users: All employees who clock in and out.

Employees tap on the biometric timekeeping reader and are automatically clocked in or clocked out. The time per employee is 2 seconds, so more than 25 employees can be processed per minute. The reader is attached to a PC via USB, and should be placed near the entrance to each location (or where employees have access).

If the location is busy or runs at odd hours, we recommend a dedicated PC with only the monitor showing, and the CPU, keyboard and mouse out of sight (or locked). If there are very few users, one of the PCs or laptops can be the designated ‘Timekeeping Station’, but it can also be used for other functions.

Your Agency can decide if it wants to have users log in anywhere (which requires an always-on Internet connection), or be dedicated to one location (which can then have an occasional Internet connection if connectivity is an issue).

CAPTURE

The Timekeeper is stand-alone software with Enroll and Identify functions. The Supervisor enrolls the employee’s fingerprint by asking employees to touch the biometric reader 4 times. This creates a template for the Recognition Software. Thereafter, employees can tap in and out.

The Recognition Software is licensed from the World Leader Griaule Biometrics, which has been certified by the FBI. Click here to see the certificates. Using sophisticated algorithms, it recognizes the employee. To understand this further, look up this article on Fingerprint Recognition.

EMPLOYEES

Primary users: Site Supervisor to Add New and Edit, Everyone to view Home page.

Add New uses a wizard approach to select the site, enter the new employee’s name, time in and time out, number of days to work in a week, the lunch hour and whether lunch is included or not. This employee’s name immediately appears in the Timekeeper software, enabling the supervisor to enroll.

Home page shows ALL employees, with a green button lighted if they are in, or a red button lighted if they are out.

Edit page enables Supervisors to edit existing data, and set the available Leave - Sick Leave, Vacation, and Personal Time. Other leave categories can be set in Admin>Settings>Employees.

APPROVE

Primary users: Site Supervisor to approve Timesheets, CFO to approve Overtime.

Timesheet: The Supervisor can see the weekly timesheets of all employees at that site. There is one row for every day elapsed, with time in and time out captured by the biometric device. If the number of hours have been exceeded, the Supervisor can click on ‘Compensatory’ to add these hours to a pool, or on ‘Overtime’ to process an Overtime Request. The overtime request requires an explanation of why overtime is justified, and also why compensatory time is not being used. The request is then routed to the appropriate person (set in Roles) to either approve or deny. If approved, the hours are displayed in the Overtime column. If denied, the hours are added to compensatory pool.

If the employee has a shortage of hours, the Adjust button appears. The supervisor clicks on this button and selects the reasons for adjustment, including Jury duty, Bereavement Leave, Off Site Training, Unpaid Leave, or Other criteria set in Admin>Settings>Employees.

Overtime: As per permissions set in Roles, the approving officer can see this window which displays all overtime requests. They can click on Approve or Deny, and enter their notes in the Remarks column.

PROCESS

Primary users: Central Office Payroll Officer

The Central Office Payroll officer can see a single window showing each employees’ weekly Time in a single row, with columns for Overtime, Sick Leave, Vacation Leave, Unpaid Leave, Jury Duty, Bereavement Leave, and Other. They can drill down to the actual timesheet to see details.

They can export this to Excel for onward transmission to their Payroll Processor. If you have QuickBooks as your financial software and have signed up for QuickBooks Payroll, the timesheet will be automatically exported to QuickBooks. [Inside QuickBooks, the Payroll Officer has to enter a PIN and Submit for Intuit to process the direct deposits and pay the taxes].

REPORTS

Primary users: All employees

Employees can log in to see their own timesheets, as well as utilization of Leave. This frees up the Payroll Processor.

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