Throughout the Discovery phase of TGMS, the agencies worked closely with users of our current systems to identify their requirements for a new grants management solution.
The TGMS team led a number of engagement and codesign activities to ensure user needs are met through the solution.
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Stakeholders consulted - Text version
- Over 1000 funding opportunity participants:
- Applicants
- Grantees
- Trainees
- Collaborators
- Reviewers
- Over 120 institutions:
- Institutions of higher education and research
- Over 10 government partners:
- Federal
- Provincial
- Territorial
- Regional
- Indigenous
- Municipal
- Over 30 solution providers:
- Sectors run by private individuals
- Corporations
- Over 1000 funding opportunity participants:
Timeline of engagements
- 2018
- June: Launch of the Tri-agency grants management (TGMS) initiative
- 2019
- September: Industry Day
Presented the desired outcomes of TGMS to all potential grants management solution providers. - October: Co-design workshop
Gained knowledge on needs, current pain points and ideal future state experience for applicants, reviewers and research administrators. Over 30 participants from across Canada. - December – February: Workshops to continue co-design
Validated current and future state user experience for applicants, reviewers and research administrators. Over 300 participants from across Canada.
- September: Industry Day
- 2020
- August – November: Change readiness workshops and survey
Gained knowledge on users’ needs to support them through the transition to a new solution. There were seven external workshops with 135 attendees and 688 survey respondents. - September: Launch of the External change agent network
Obtain ongoing stakeholder perspectives, provide support throughout the change. Nearly 120 post-secondary institutions are represented. - October: Launch of the External advisory board
Ensures TGMS incorporates external perspectives in key decision-making. The members provide independent advice and recommendations to the three granting agencies on the TGMS initiative. - November: Bio-profile ideation workshops
These workshops aim to better understand the pain points of the current CV management process and co-design the ideal future experience. - November – January: Proof of concept testing
Select members of the research community received training to test the proof of concept for potential solutions.
- August – November: Change readiness workshops and survey
- 2021
- November: First of two project approvals
TGMS received project approval from the Government of Canada to start the competitive process for selecting a new solution. - December: Launch of the competitive process to select a new solution
- November: First of two project approvals
- 2022
- April: Selection of the new TGMS platform: Microsoft Power Platform
- October: Launch of the Request for proposals
- 2023
- Fall: Launch of tri-agency CV pilots
- 2024
- June: Received approval from the Treasury Board of Canada to proceed with the implementation of TGMS
- July: Launch of the implementation phase
Industry engagement
In 2019, the TGMS team hosted an Industry Day open to all potential suppliers of grants management-related software and service solutions to present the scope of TGMS requirements and the procurement process. One-on-one meetings were held with interested vendors to gather their input on the proposed procurement.
In the spring of 2022, following a competitive procurement process through Shared Services Canada, the Microsoft Power Platform was chosen as the platform that will support TGMS.
By fall 2022, the TGMS team reached another significant procurement milestone by launching the Request for proposals. This step ultimately led to the selection of Deloitte as the vendor responsible for configuring the solution. This, along with obtaining Treasury Board approval, allowed the team to begin the Implementation phase.