Task Tracker

Task Tracker in SmartSimple (TGRIP)

Agreement / Notification Date	Task Tracker ID	Item	Owner	Venue	Documentation of Final Decision
18 May 2021	353	Org profile: Educational Orgs have a Documents tab, with the ability to upload Audited Financials, but not mandatory. These fields are hidden for the Applicant Limited Access contacts, just like on non-Educational Orgs.	Catherine Kelly	email	email
13 Jul 2021	220	Financial Stability Tab (required by incorporations and registered non-profits only) What role(s) in the Org would be creating the record and documents? Are they also entering the document data? Internal users to complete total revenue, expenses, current asset, current liability, operating reserves What role(s) would need to view? (I assume all Org users.) All internal users will need a minimum of view rights no access by external users edit rights to be confirmed at later date Is an approval of the FS required? (I assume No. If yes, this would need to be work-flowed.) Internal users will validate and approve FS Does a prompt for completion need to be added? e.g. once a year, or prior to completing an application Same as the document upload prompt for review, preferably after fiscal year end Are any validations in the Grant Module required? e.g. must have a FS marked complete within the past 12 months Must be completed for the external users to move forward with applications.	Catherine Kelly	Steering Committee	13 Jan 2022 Demo 24 Jan 2022 Subcommittee meeting 26 Jan 2022 Final mockup 04 Feb 2022 Changes applied and email notification sent
13 Jul 2021	678	Payments Removing Holds: If a payment is submitted to the Manager as "Hold Requested", should the manager be able to simply approve it for payment rather than first declining the Hold Request? (Basically overriding the hold request?) Or should the system force the manager to actively make a decision on the Hold Request? Batch Approving Hold RELEASE Request: Similar question to the one above: If a payments is submitted to the Manager as "Hold Release Requested", if the manager doesn't make a decision but simply batch approves it, should the approval override the fact it was previously on hold and assume approval of the Hold Release Request? Or should the Manager be forced to make an active decision on the Hold Release Request before it can be approved for payment? Common Email template request: There is mention of an email to the Applicant if a Payment is placed On Hold. Please provide the email content (Subject & Body). I will merge in the "External" comments field completed by Grant Staff. Common Email template request: As with the above, if an email should be sent to the Applicant when a Hold Release Request is approved (i.e. Payment is Scheduled) please provide the email content (Subject & Body) Cancelling payment(s): How should we handle it if the Grant Staff Hold Release Recommendation is "Cancel Payments" instead of "Schedule Payments"? If the Grant Manager "Approves" the hold release with that recommendation, should it cancel this and all future payments?	Catherine Kelly	email / Steering Committee	27 Aug 2021 All outstanding issues agreed upon and Task closed.
	804 closed: 187 77	Monitoring, Investigations, Enhanced Monitoring, and Risk Assessment Forms Common forms for use by all programs	Harry Fong		04 Aug 2021 All outstanding issues agreed upon and Task closed.
09 Aug 2021	940 941	Monitoring Meetings and Follow-Ups Pending Meetings – Your home page is currently set to display pending scheduled meetings for the upcoming 60 days. Is this time frame acceptable? Should it be shorter? Longer? Automatic Scheduling of Monitoring Activities – Do we want the system to automatically schedule monitoring activities? If Yes, details would need to be provided. Cameron explains: Staff can manually create and schedule "Pending" Monitoring activities for the future. For each program, if there is a rule about how often they'd like to set these up we can automatically create the tentative activities when the application is Approved, which would then be moved to "Pending" when the application goes to Active status. For example, if a 3-year award wants annual monitoring, the system could create 3 Monitoring activities with tentative scheduled date of January 1st for each year Confirmation required of your understanding that Applicants do NOT see any Monitoring Meetings details Is the Follow-up email schedule appropriate? When Assigned (Scheduled) 1 week before due date (if the Scheduled date was at least 1 week away) On due date 2 days after due date Then looping weekly Is the Follow-up Revision Request email schedule appropriate? When revision requested Looping weekly Completed Follow-up – All Follow-ups that have been completed by the Applicant are NOT displayed anywhere for them. Is this acceptable? If No, where in their portal do you think it should be available? Follow-up Related Activity Types – The Related Activity options when creating a Follow-up are "None", "Monitoring Meeting", and the pending "Communication Log". Are there any Related Activity Types that need to be added to this list? For example, HASS Reports, TUHF Reports, CSP Reports, CFRP Reports, SNP Trustee Reports, HASS CLDR.	Catherine	email	email -60 days -no automated scheduling for all except TUHF -TUHF has some to view -as stated -as stated -area added by Cameron -no changes
29 Jul 2021	678	Email templates: Payment on Hold / Payment Hold Released *On Hold* Subject: Payment On Hold Body: As per previous communication with your city contact, payment number XX has been placed on hold. ~~[insert "External" comments field completed by Grant Staff]~~ *Hold Released* Subject: Payment Hold Released Body: Payment number XX hold has been lifted. ~~released and the payment has been scheduled.~~	Catherine	email	agreement reached via emails
26 Jul 2021		Email template: Legal Agreement Subject: City of Toronto, Signed Grant Agreement - Application ID: xxxxxx Body: Dear {xxxx}, Please be aware that the Grant Agreement for the [funding opportunity name] has been signed by all parties: Application ID: Type: Organization: Application Primary Contact: Project Name: [funding opportunity name and cycle] The legal agreement can be accessed within the City of Toronto Grants, Rebates and Incentives Portal (TGRIP) at cot.smartsimple.ca For questions, please contact [grant email which is listed when the FO is set up]. Sincerely, [grant stream] [division]	Catherine	email	deemed acceptable due to no disagreement email
02 Sep 2021		Code of Conduct for Reviewers From: Harry Fong Sent: August 31, 2021 10:48 AM To: Herbert Co; Denise Vavaroutsos; Jennifer Hoffman; Andrea Raymond-Wong; Amory Ngan; Tara Mabon; Lory Diaz; Niro Xavier; Tina Cumby; Catherine Kelly Subject: Code of Conduct Hi everyone Cameron has implemented our request to have a separate Code of Conduct applied to all external reviewers and internal reviewers as provided by Hillary/Herb. When setting up the Review Meeting, a Review Administrator (Staff) is assigned to the Meeting. I want to confirm from you that the Review Administrator does not need to agree to the Code of Conduct for the meeting if they are not a reviewer. If the Review Administrator is also a reviewer, then they would need to agree. Please let me know otherwise. thanks Harry	Harry	email	deemed acceptable due to no disagreement email
19 Oct 2021		Annual Documents tab TGRIP_AnnualDocumentsTab_summaryCKB.xlsx	Catherine	Steering Committee	16 Nov 2021 Decided to not pursue due to inability to get consensus of mandatory documents
15 Feb 2022		Org Profile: Document List Expiration Dates Task 321	Catherine	Steering Committee	15 Feb 2022 DND is needed only at the start of each Contract, not annually
April 2023		FO Approval Process Task 1739 Final demo video for UAT	Harry

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