Navigating Budget Constraints: How Local Governments and State Agencies Can Get a Legislative Tracking Solution Approved

Introduction

For local governments and state agencies, keeping track of legislative developments is crucial for compliance, advocacy, and effective governance. However, securing funding for a legislative tracking solution can be challenging when it hasn’t been included in the current year’s budget. So, how can you navigate this process and still ensure that your organization has the tools it needs to succeed?

In this post, we’ll explore strategies that local governments and state agencies can use to get a legislative tracking solution approved and through procurement—even when budget constraints are in play.

1. Identify a Time-Sensitive Need

One of the most compelling ways to justify a legislative tracking solution is by demonstrating an immediate and urgent need. If your agency or department is responsible for staying compliant with new legislation, the inability to track changes in real time can expose your organization to risks.

• Immediate Impact: Identify upcoming legislative sessions or regulatory deadlines that will require real-time tracking and analysis.
• Examples of Risks: Illustrate potential financial or operational impacts of not having a system in place, such as missed deadlines, compliance issues, or failure to engage with key legislative changes.

By framing the tracking solution as a way to mitigate risk and ensure compliance, you make a strong case for its immediate necessity—even if it wasn’t budgeted for earlier.

2. Explore Flexible and Deferred Payment Options

Many software vendors, including Engagifii, offer deferred payment options that allow organizations to start using the solution now while deferring payments until the next budget cycle. This is a great way to bridge the gap when funding is not yet available but the need is immediate.

• Flexible and Deferred Payment Structure: Engagifii, for example, offers multiple payment options such as monthly billing or low up front investment with deferred payments , which means you can start benefiting from the solution immediately without upfront financial strain.
• Pitch for Approval: Emphasize to procurement officers and decision-makers that this approach allows the agency to begin using the solution during a critical period (e.g., legislative sessions) while budgeting for it in the next fiscal year.
  
  

3. Start with a Pilot Program

A pilot program allows your agency to test the legislative tracking solution on a smaller scale before making a full financial commitment. This option provides a way to gather data on the solution’s effectiveness and use that data to build a stronger case for full procurement in the next fiscal year.

• Limited Scope Pilot: Suggest a pilot phase that focuses on a specific legislative area or department. This allows you to demonstrate value without requiring full approval right away.
• Data-Driven Justification: Use the results of the pilot program—such as time saved on bill tracking, improved compliance, or better legislative insights—to justify the need for a long-term solution and funding.
  
  

4. Leverage End-of-Year Budget Surplus

If your department or agency has a budget surplus or unspent funds from the current fiscal year, this can be an excellent opportunity to allocate resources to a legislative tracking solution. Often, these unallocated funds need to be spent before the end of the fiscal year, and investing in a solution that provides ongoing benefits is a compelling case.

• Immediate Procurement with Surplus Funds: Work with the finance department to identify any surplus funds that could be reallocated toward the procurement of a legislative tracking solution before the year ends.
• Stretching Funds: Many vendors may also be willing to offer discounts or incentives if the agency can pay upfront using available funds.
  
  

5. Highlight Long-Term Savings and ROI

Often, budget approvals hinge on demonstrating long-term financial value. A legislative tracking solution doesn’t just streamline processes—it also provides measurable cost savings over time, such as:

• Reduction in Manual Work: Automating bill tracking, analysis, and reporting can save staff significant hours every week, reducing labor costs and freeing up resources for higher-priority tasks.
• Reduction in Errors and Risk: Automating compliance tracking reduces the risk of costly errors or non-compliance with legislative requirements.
• Time Savings: Legislative tracking tools like Engagifii’s platform have demonstrated significant time savings in bill tracking and compliance, which directly translates into financial benefits.

By positioning the solution as a long-term cost-saving measure, you can demonstrate that the investment will pay for itself over time.

Check out real-world examples of how state agencies realized significant Return on Investment (ROI) by adopting Engagifii's platform for legislative tracking.

6. Utilize Cooperative Purchasing and Pre-Approved Vendor Lists

Government procurement processes can be cumbersome, but cooperative purchasing or using pre-approved vendor lists can speed up the process significantly. Many vendors are already part of cooperative purchasing agreements that allow multiple government entities to purchase services without going through a lengthy RFP process.

• Leverage Existing Contracts: Check if the legislative tracking solution vendor is already part of a cooperative purchasing agreement or pre-approved contract list. If so, you may be able to bypass some of the traditional procurement hurdles.
• Vendor Partnerships: Contact the vendor to see if they can help you navigate these purchasing agreements. Engagifii, for example, has experience working with local and state governments and may already have relationships with your procurement offices.
  
  

7. Bundle with Other Projects

If there are other technology or modernization projects being proposed for the next fiscal year, consider bundling the legislative tracking solution into those efforts. Positioning it as part of a broader initiative can help secure approval for multiple needs at once, making it easier to justify the expenditure.

• Modernization Packages: Present the legislative tracking solution as part of an overall effort to modernize or digitize government operations, such as improving transparency, communication, or digital infrastructure.
• Cross-Departmental Benefits: Highlight how the solution could benefit multiple departments (e.g., legal, compliance, and public relations), making it easier to justify the expenditure across various budgets.
  
  

8. Consider Grant Funding

Some government agencies may be eligible for grants or external funding that could be used to support the procurement of legislative tracking tools. Research state or federal grants that align with government modernization, transparency, or compliance initiatives.

• Grant Writing Support: Some vendors offer assistance with grant writing or can help identify grant opportunities. Check if your vendor has resources or partnerships that can assist with finding funding sources.
  
  

Conclusion

While navigating procurement processes for a legislative tracking solution without an allocated budget can seem daunting, there are many strategies available to make it happen. By focusing on the immediate need, long-term savings, and creative funding solutions like deferred payments or pilot programs, your local government or state agency can position itself to adopt critical legislative tracking technology in a way that works within existing budget constraints.

Start the conversation today and explore how Engagifii can help your agency meet its legislative tracking needs while working within your budget realities.