Client Overview

U.S. Department of Health and Human Services (HHS) – Operating Divisions (OpDivs) –
responsible for managing complex, high-volume federal grant programs serving national public health objectives.

Challenge

At the start of the initiative in April 2022, there were 78,400 grant documents across multiple HHS OpDivs that remained open and eligible for closeout. This backlog created operational inefficiencies, compliance risks, and significant financial costs for HHS. The large volume of unfinished grant closeouts necessitated a scalable, efficient, and technology-driven solution to prevent further accumulation of backlogs and reduce the financial and administrative burden.

Solution

Areeva developed and deployed the GrantSolutions Closeout Module to eliminate backlog and accelerate processing by automating closeout activities and enabling real-time execution. This replaced outdated quarterly and monthly cycles with a streamlined, HHS-specific solution. Key features included:

1. Automation
   • Automatically initiates closeout and de-obligation of funds upon final FFR/PPR report acceptance in PMS
   • Eliminates manual processing for zero-dollar documents with intelligent automation rules
2. Real-Time Interface:
   • Integrates with API-based services to provide near real-time PMS Sync report data, ensuring the module reflects changes or updates in financial data.
   • Resolves data flow issues with built-in error handling and override capabilities.
3. Closeout Dashboard:
   • Real-time dashboards that show closeout eligibility and status by OpDiv. 
   • Enhanced tagging and reporting, providing visibility for OpDivs to monitor grantee drawdowns and FFR status 
4. Risk-Based and Interim Monitoring:
   • Risk-based closeout policies established and took into account factors such as award amount, recipient history, and risk assessments
   • Interim checks conducted throughout the grant lifecycle to mitigate discrepancies between disbursed and expended amounts

Results & Impact

• 99% of the 78,000+ aged grants closed within 12 months
• Reduced award processing time by 40%, through standardized templates and streamlined coordination
• Improved compliance tracking and quicker resolution of delinquent reports
• Enhanced staff productivity, as standardized workflows reduced administrative rework
• Full audit-readiness, with properly archived, tagged, and time-stamped closeout packages

Key Takeaway

Areeva integrated automation, secure document management, and real-time data insights to eliminate backlogs, accelerate processing, and strengthen compliance. The result: measurable gains in efficiency and transparency, and a scalable foundation for future programs. With proven expertise and innovation, Areeva is a trusted partner in modernizing grants management and driving public impact.