Helping Kansas Deliver COVID Relief Effectively and Compliantly

How Witt O’Brien’s helped the Kansas Office of Recovery operationalize COVID relief, ensure Treasury compliance, and deliver results — and how a Submittable partnership would have amplified outcomes.

EXECUTIVE SUMMARY

When the State of Kansas needed to convert large federal COVID-relief allocations into timely, compliant, and auditable programs, the Kansas Office of Recovery (the “Office”) engaged Witt O’Brien’s to design and operate program workflows, provide staff augmentation, interpret and meet Treasury reporting requirements, and support stakeholders through project execution and reporting. Witt O’Brien’s implemented process and controls that enabled the Office to move funds quickly while meeting complex federal reporting and compliance obligations.  

THE CHALLENGE

• Scale + urgency: Multiple funding streams (ARPA, CARES, CRF, etc.) required program design, eligibility rules, and rapid intake/execution — all under strict Treasury deadlines and public scrutiny.  
  
  
• Compliance complexity: The federal legislation and reporting guidance created specific requirements for eligible uses, obligations, and reporting. The Office needed systems and controls to make sure funds were used, reported, and audited correctly.  
  
  
• Capacity gaps: Many state teams lacked the staffing and technical systems to manage intake, awards, payments, and reporting at pace. The Office required experienced program managers and grant administrators to fill gaps immediately. 

OUR SOLUTION

Ambipar | Witt O’Brien’s provided a packaged, hands-on approach across four core pillars: 

1. Mapped program lifecycle from intake → eligibility determination → award decision → payment → closeout and reporting. 
2. Built standardized templates, internal controls, and audit trails to meet federal documentation expectations. 

1. Embedded experienced program managers, grant administrators, and reporting specialists into the Office to run day-to-day administration, reviewer panels, and award execution. (Witt O’Brien’s continues to provide day-to-day administration and compliance support for Kansas ARPA programs.)
   

1. Interpreted federal legislation and regulations, reporting requirements, implemented reporting calendars and checklists, and prepared project & expenditure reporting and reconciliations to support state submissions.

1. Built guidance, training materials, and one-on-one technical assistance for stakeholders to help them manage and administer their funding and programs, including documenting obligations, reporting program outcomes, and meeting submission deadlines. (Kansas guidance and resources were a core element of the Office’s outreach.)  

EXPANDING ACCESS FOR NON-TRADITIONAL APPLICANTS

One specific program that Witt O’Brien’s supported was focused on delivering services to school-aged children via their parents and guardians as beneficiary applicants – individuals often unfamiliar with complex federal processes. Witt O’Brien’s grant management services were designed to expand access to funding by supporting these non-traditional applicants who would typically face barriers in navigating complex federal requirements. By implementing a streamlined, user-friendly application process and providing tailored technical assistance, Witt O’Brien’s reduced administrative burden while ensuring strict compliance with federal grant program rules. This dual focus of accessibility and compliance has positioned our services as a replicable model for future programs. 

Traditional application processes can be intimidating, time-consuming, and resource-intensive, resulting in low participation rates and under-subscription of available funds. Without intervention, eligible applicants risk missing out on critical investments, undermining the intended reach and impact of these programs. Additionally, the State selected a technology vendor that relied on multiple disparate platforms to administer the grant program, including payment to beneficiaries and service providers, which created challenges. Witt O’Brien’s stepped in to bridge the gap between the state, the vendor, and end users.  

KEY INTERVENTIONS

To address these challenges, Witt O’Brien’s developed and implemented a comprehensive grant management support system that included: 

• User-centered design: Simplified and intuitive application materials designed with the end user in mind, reducing redundant data entry and unnecessary documentation. 

• Technical assistance & support: Direct support in project scoping, supplying feedback on system functionality and workflow design to reduce applicant burden, developing clear, practical user guides and training resources to help applicants and the technology vendor. 

• Program development alignment: Assistance to the State and technology vendor to ensure that program goals, compliance measures, and reporting requirements were seamlessly integrated, including documenting system gaps and applicant pain points, then collaborating with the vendor to refine features, consolidate processes, and improve user experience. 

• Outreach and engagement: When Witt O’Brien’s observed low subscription levels, it launched a targeted direct outreach campaign to raise awareness, increase participation, and support potential applicants and awardees through the process. 

KEY RESULTS

• $1.58B in federal relief funding managed with full Treasury compliance and auditable controls. 

• Multiple programs stood up across health, education, and community support within months. 

• Thousands of businesses, nonprofits, families, and non-traditional applicants successfully accessed funding through simplified applications and tailored support. 

• Targeted outreach campaigns increased subscription rates in underutilized programs. 

• State teams received immediate surge capacity through embedded program managers, grant administrators, and reporting specialists. 

Through these efforts, Witt O’Brien’s increased program uptake, reduced administrative friction, and ensured federal compliance — helping Kansas maximize the reach and impact of critical relief funds.