WebGrants Enterprise License Pricing
The WebGrants enterprise license is divided into three parts: the license fee, the configuration fee and the ongoing maintenance fee.
A one-time license fee is to be paid when the customer first purchases WebGrants. This license fee grants the customer use of the most recent version of the WebGrants software for unlimited duration to be used by an unlimited number of users and can store an unlimited amount of data. The only restriction on this license is that it cannot be installed on more than one production server at a time. Development and test servers are allowed, but only one production server is allowed.
The configuration fee varies from customer to customer depending on the number of programs, forms, business rules, workflow, etc. DTPi will work on both a fixed cost implementation and a time and materials implementation. For time and materials, each hour a DTPi employee works will be charged at the same rate regardless of title or task.
DTPi typically does additional configurations for clients such as data migration and integration with back office systems. These tasks on included or excluded on a case by case basis.
DTPi can migrate customer's existing data into the WebGrants system. This data can include information from the application, review, grant, payment, status report, site visit, and applicant profiles.
DTPi can perform data migration from any electronic source, this can include Excel spreadsheets, Access databases, relational databases, other grants management systems and other electronic sources. DTPi cannot migration data from Word documents, PDF files or non-electronic files.
To accomplish the data migration DTPi will provide the customer with an Excel spreadsheet template. It is then the customer's responsibility to transform the current data into this format. Once the data is transformed into the format specified by DTPi the data can be imported into WebGrants.
If the customer cannot transform the data themselves or is unwilling to do so then DTPi can transform this data. The amount of work to do this is unknown; therefore this task cannot be quoted as a fixed price implementation. If DTPi does all of the data migration work then DTPi must charge on a time and materials basis at a fixed rate per hour. DTPi will analyze the work involved and send the customer an estimated quote for the overall data migration cost prior to any work being done.
Back Office System Integration
DTPi can integrate WebGrants with a variety of back office systems including the customer's financial accounting system, single sign on system, Customer relationship management system and other systems. Each integration is treated like a mini-project. WebGrants does have a built in integration framework to allow for connections to external systems, however, this framework must be configured on a case by case basis since each customer's integration is slightly different.
Financial System Integration
Typical financial system integration with WebGrants includes the transmission of payment information from WebGrants to the financial system and then in turn the financial system sends a return file to WebGrants. The integration occurs in a batch process with the integration file being sent once per day typically in the evening or night. WebGrants writes each payment transaction to a single flat file. Then that flat file is exported from WebGrants each day. A server side script moves this file to a location where the financial system can import the file. The financial system then processes each transaction and in turn creates an output file. Once this is complete, the financial system exports this file. Then a server side script moves this file to a location where WebGrants can import the file. This file contains the check number and date paid for each transaction; these values are automatically updated in the corresponding payments in WebGrants.
Other Financial System Integrations
If the customer requests financial system integration different from the above described scenario then DTPi will handle that integration on a case by case basis and will charge the customer on a time and materials basis. The cost will be a fixed rate per hour for each hour of DTPi staff time. DTPi will analyze the work involved and send the customer an estimated quote for the overall integration cost prior to any work being done.
Single Sign on System Integration
DTPi can integrate WebGrants to use a customer's existing single sign on system. This system can be either Active Directory or an LDAP based system. WebGrants can either store the user's user id and password or pass the login process over to the single sign on system and not store the user id and password in WebGrants. Either way, WebGrants must still store a user profile for each user to maintain security information and contact information in WebGrants. It is also possible to do two lookups, WebGrants can first look in the single sign on system for the user's credentials and if it does not find them then look in WebGrants itself, if the user exists in at least one of those two places then they are authenticated.
Other Single Sign on System Integrations
If the customer requests single sign on integration different from the above described scenario then DTPi will handle that integration on a case by case basis and will charge the customer on a time and materials basis. The cost will be a fixed rate per hour for each hour of DTPi staff time. DTPi will analyze the work involved and send the customer an estimated quote for the overall integration cost prior to any work being done.
Integration with a customer's customer relationship management system or with a government system, a federal or state system or any other back office system will be handled on a case by case basis and DTPi will charge the customer on a time and materials basis. The cost will be a fixed rate per hour for each hour of DTPi staff time. DTPi will analyze the work involved and send the customer an estimated quote for the overall integration cost prior to any work being done.
Training and Documentation
The customer may request user training and/or updated system documentation. Some customers request user training and some do not. The reason some customers do not request training is because during the course of the project as the customer's staff tests the WebGrants software they become trained and proficient in the use of the software and no additional training is required. DTPi assumes that all training will be on a train the trainer approach so one or two trained staff people from a customer's organization can train all the remaining staff without DTPi's involvement. If additional training is requested then DTPi will provide the additional training at a fixed rate per day. By default this training will be done remotely via a web conference. If the customer would like for the DTPi trainer to train their staff in person then the customer is also responsible for all travel costs.
By default each customer receives the updated and most recent system documentation when they purchase the software. This documentation includes the following documents:
- Internal Staff User Guide
- External User Guide
- System Administrator Guide
- Other How to Manuals
The customer can request that these manuals be updated to incorporate the customizations done during the course of the project. DTPi will update the standard manuals to incorporate all customizations for a fixed fee.
The WebGrants maintenance program is optional for all customers. However, DTPi highly encourages all customers to purchase this plan to ensure that all aspects of the system work properly. Also, the maintenance plan allows the customer to install all upgrades for free.
After the WebGrants software is placed into production DTPi will maintain the customer's software to ensure that the system works properly. The customer can contact DTPi via phone, email and via messages inside the WebGrants system itself whenever there is an issue or question. DTPi will fix any defect or bug that is uncovered in the system at any time. DTPi pledges to respond to all customer notices of issues within 2-4 hours. DTPi will then prioritize the issue according to severity and communicate back to the customer the expected duration for the issue to be corrected. If the correction requires more than one day, DTPi will notify the customer daily of the progress. All bugs and defects in the system will be corrected regardless of severity.
Periodically throughout the year DTPi will release an upgrade to the WebGrants software. Each upgrade will contain bug fixes and also new features and functionality. All customers that are paying the maintenance fee will have their system upgraded. Prior to the upgrade release, DTPi will communicate the contents of the upgrade to all current customers. Customers have the option to install the upgrade or not install the upgrade. If the customer decides to install the upgrade then DTPi can at the customer's desertion install the upgrade first on a test server and allow the customer to test the new version to ensure that there are no compatibility issues with their configuration, or alternatively DTPi can install the upgrade directly on the production server. Regardless if there are any configuration issues, these issues will be corrected by DTPi.
Finally the maintenance fee will also grant the customer up to 10 hours of additional configuration work per month. DTPi will make minor adjustments to forms, reports, business rules and workflows to address new business rules or to make minor corrections and/or enhancements. These hours do not roll over to the next month. The customer either uses the available hours or loses them.
The cost of the maintenance agreement depends on the number of program areas.
Customers have the option of hosting the WebGrants software themselves or allowing DTPi to host the software. Customers can host the software in a variety of ways. The application server and the database can be hosted together on a single dedicated server or the application server and the database can be hosted separately on two different servers. The application server can be clustered and load balanced. The customer can also host WebGrants in a virtual environment such as VMware. If the customer hosts the software themselves then they are responsible for all database backups and server uptime. DTPi staff must be provided with direct access to the server via remote desktop or some other direct access mechanism. If security is a concern, DTPi staff can connect to the server via VPN or some other authenticated way. DTPi will be responsible for system upgrades and with the maintenance of the WebGrants software itself, therefore direct server access is required.
DTPi can also host the WebGrants software. DTPi has partnered with several hosting facilities and can host the customer's WebGrants software in numerous locations across the United States. No hosting is done outside of the United States. DTPi partners with large hosting facilities that have access to the direct internet backbone with multiple redundant ISP access. These facilities have physical security as well has hardware and software firewalls and gas power generators. DTPi also backs up the database nightly and send this information to a geographically remote location to ensure disaster recovery.
There is no additional cost for hosting.