IT Governance Business Case
Background
For the past several years, the General Services Community Program Division has been leveraging Submittable, a grant management and community engagement software, to manage the grant applications and responses to RFPs and RFIs from various applications supporting community arts and culture. The software provides a mechanism for communications between applicants and panelists and additionally allows resident participation in decision making by allowing them to participate on selection panels in the various evaluation processes.
The software supports two resident boards, student member applications, calls for artists, festivals, community, arts and cultural RFP and RFI applications and proposals.
Business Problem
When the Submittable software was initially licensed, it was done so and capitalized by non-profit organization Keep Durham Beautiful. The software is no longer being utilized by Keep Durham Beautiful, and the licensing is set to expire in May 2026. General Services Community Programs Division has become reliant on the current continued use of this software application and requires continued access for future operations.
Pain Points
• The Submittable software is currently licensed by Keep Durham Beautiful and licensing is set to expire in May 2026
• If licensing expires and General Services doesn’t have funding to reallocate the license to General Services, operations will be impacted by loss of licensing
Strategic Alignment
City of Durham's Strategic Objective:
Objective 3.1: Elevate community voices in local government and decision making
Objective 4.2: Embed equitable considerations in programs, policies, and culture
TS Departmental Business Plan Objective 3: Maintain and modernize all the City's assets to align to the evolving and emerging technologies in the marketplace for City business units
Future State Benefits
• Community Program Division continuity of operations
• City of Durham management and control of application
• Consolidations of the operations within existing application infrastructure
Analysis and Recommended Solution
Analysis
• Submittable is an existing utilized software by both General Services and Budget and Management Services
• Renewal for Submittable presents an opportunity to reallocate and consolidate the software license for both departments
• A new solution analysis is not needed currently as this software is already operationalized. The business case is intended to ensure application continuity and potential consolidation of applications
Recommended Solution: To approve General Services for licensing of Submittable Software
Description
The recommended solution is to approve General Services for licensing the Submittable software in May 2026 to ensure continuity of operations for their Community Programs division
Pros Cons
• Community Program Division continuity of operations
• City of Durham management and control of application
• Potential ability to consolidate operations within existing application infrastructure
• N/A
Architecture Office Review
The recommended solution meets the City of Durham architectural standards and is currently in production today
Cybersecurity Review
Recommended Solution - Project Financial Estimate
Risk Identification
Mitigation Risk (Costs)
• N/A
Contingency Risk (Costs)
• N/A
Our ask
We ask the IT Governance Steering Committee to approve and score the business case for General Services to renew the Submittable software license to ensure continuity of the Community Programs Division operations. The approved and ranked business case will be submitted to the Budget Management Services Department for funding and approval by the City Manager.