Presentation on theme: "1 The eGOHS Application Process “Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Roads.” Revised April 2010 SADD Application."— Presentation transcript:
1 The eGOHS Application Process “Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Roads.” Revised April 2010 SADD Application
Table of Contents SADD Mission Statement3 Training Objectives 4 Creating a New User Account (for first time users)5 Login 10 Forgot Password 11 Change Contact Information and Passwords 12 Initiating/Creating An Application (Proposal in Process)14 Application Menu (Main Application Page)16 Deleting Duplicate Applications 16 View Agency Information17 Federal Employer I.D. Number 18 Agency Vendor Codes (Do Not Use, GOHS only) 19 SADD Agency Contact Descriptions (Security Levels)20 Agency Contacts (To Add, Edit or Delete)21 Control Access to Application (User Access)26 Components 30 Service Areas 31 Representative Districts 32 Application Forms 36 Application Project Information 37 Starting and Stopping an Application 38 SADD Information 39 Problem ID, Objectives and Milestones40 Program Identification 42 Proposed Project Objectives and Activities43 Milestone Report 44 Documentation Attachment 45 Budget46 Notes About the Budget 47 Regular Operating Expenses 48 Travel 52 Contractual 53 Cost Category Summary54 Identifying and Checking for Errors 56 Grant Terms and Conditions 60 Certifications and Signatures 61 Application PDF (Printing a Completed Application)64 Grant Disclosure Form (GOHS Use Only)64 Submitting your Application 65 Don ’ t Forget Section (Review and Double-Check)66 Finding Your Application 67 Agency Changes (i.e. FEI#) 17, 67 Control Access to Application 26, 67 Read, Print, Submit Application 64, 67 Forgot Password 11 Change Password (Edit Contact Information)12 Mailing Instructions for Signed Certification Pages 67 Contact GOHS with Questions 68 Application Cannot be Created on Due Date 2011 Application Deadline: May 28, 2010 by 5 pm 2
SADD Students Against Destructive Decisions SADD’s Mission Originally, the mission of the Students Against Destructive Decisions (SADD) was to help young people say “No” to drinking and driving. Today, the mission has expanded. Students have told us that positive peer pressure; role models and other strategies can help them say “NO” to more than drinking and driving. That is why SADD has become a peer leadership organization dedicated to preventing destructive decisions, particularly underage drinking, other drug use, impaired driving, teen violence, teen depression and suicide. SADD’s Mission Simply Stated is: To provide students with the best prevention and intervention tools possible to deal with the issues of underage drinking, other drug use impaired driving and other destructive decisions. 3
4 Training Objectives In this training, you will learn how to apply for a SADD Grant with the Georgia Governor’s Office of Highway Safety using the eGOHS System. Create a New User Account and Login Create and Change your Password Create a SADD Application and the Submission Process.
5 Create a New User Account. 1.Go to the website one of two ways: www.egohs.org orwww.egohs.org www.gahighwaysafe ty.org and click on eGOHS Icon to begin the login process.www.gahighwaysafe ty.org 2.Click the “Create a new use account” link. 3.Only create one login (unless there are special circumstances)
6 Register Contact. 1.Complete your contact information, but leave the Agency for last. 2.Click the Find Agency button and scroll through the list, select your school. 3.Make sure you include your email address and all areas with an asterisk*. 4.Click Register. Add Contact Information Page.
7 1.If Agency/School information does not populate, enter the Agency’s Name, Address, City, State, Zip Code and County. 2.Use the dropdown box to identify the Category for SADD. (Use Schools K-12 or portion of School Name) 3.Click on Search. Search for Agency
8 1.If your school is not listed, check the search by: School Name, or, High School, or County. 2.If your school is not listed, click on No Agency Found. 3. Applicants are not able to delete duplicate entries, but should report it to the GOHS Help Desk.
9 1.Your Agency Contact Information will show up in the Register Contact Section. 2.Your Username will automatically populate in the Confirm Registration Section. 3.Put a password in twice (2x). 4.Click the Confirm button. Confirm User Registration
10 1.After you have registered, an eGOHS Administrator will release your “Security Level”. 2.You will receive an email confirming that you are now able to use the eGOHS System. (This may take up to 24/48 hours.) 3.Using your eGOHS Username and Password, click Login. Login
11 1.Put in your Username and click the “Forgot Your Password?” link. 2.Complete Name and Email Address and SAVE. 3.An email will be generated, if not, contact the GOHS Help Desk. Forget Password
12 1.Go to the Quick Links Section and click on “Edit Your Contact Information”. Change Contact Information and/or Password First Time Applicants will have no activity here.
13 1.Click “Edit” and then change the information to be updated. 2.Click on “Change Password” to make the change there and then SAVE. Change Contact Information and/or Password
14 1.Using the drop down under Initiate an Application, Select SADD 2010 to create an Application. 2.Click on “Apply for a New Grant. 3.You will get a message that says, “Are you sure you want to apply for a new grant?” 4.Click “Ok”. Initiate a Proposal
15 1.Under Program Type/Sub-Type, use the pull down tab and select SADD. 2.Under Name, put the Name of your Program (“i.e. SPRITE”). 3.Click SAVE. 4.The information will appear at the bottom. 5.Go To Application Menu. Application Program Components Do Not Use Person’s Name, Use Program Name
16 Application Menu 1.This is your main application screen. 2.Start from the left side and work your way to the right side. 3.Click on View Applicant Information link in the gray box under the Agency Information Section. Note: the gray box gives you the Status of your application and the Due Date. Delete Duplicate Proposals in Process (Applications) to avoid confusion.
17 1.Review Agency Information and make sure it is accurate. 2.Click the Edit button if changes need to be made. 3.Use from either direction (up or down) for Editing. View Agency Information
18 1.Make the necessary corrections: i.e. go to the Federal Employer I.D. Number (obtain your FEI# from the Bookkeeper) and change it to the correct number. (There should be 10 digits to your FEI Number.) 2.Save when completed. 3.Then scroll down this page section. View Agency Information
19 Agency Vendor Codes 1.Do Not Use, GOHS will be complete. 2.Scroll Down to Agency Contacts. View Agency Information
20 SADD Agency Contact Descriptions Security LevelsSecurity Levels –Agency Authorized Official (AO) –Highest level in Agency/Jurisdiction (i.e. Superintendent, Principal, etc.) –Able to review and Submit the Application –Sign off on claim forms (optional with Electronic Signatures) –Project Director (PD) Agency Administrator / Project Director - AppAgency Administrator / Project Director - App Grant Administrator – GrantGrant Administrator – Grant –Able to Create/Initiate: Application, MAR, Claims, Amendments and Submit MAR, Claims and Amendments –Financial Officer (FO) Agency Staff / Fiscal Officer - AppAgency Staff / Fiscal Officer - App Financial Officer – GrantFinancial Officer – Grant –Able to Create Claims and work on them. –Alternate Signer (AO designee) –Able to View Application / Grant only (i.e. Assistant Principal) –Alternate will sign on behalf of the Authorized Official (AO) –AO, PD, FO and Alternate Signer cannot be the same person.
21 Agency Contacts 1.You, as Agency Administrator (Project Director), will already be filled in. 2.Click Add to put in the members that will be working in eGOHS or Edit to make changes. 1. Agency Authorized Official (AO) 2.Agency Staff (FO). Add Or Edit (in top or bottom section)
22 Agency Contacts Note: To Delete a Contact you must make them “Inactive”, Do Not Key Over a Contact. 1.Click in button of Contact to be removed from your application and click “Edit”.
23 Agency Contacts 1.Uncheck the “Active” box and Save. 2.You will get a message to verify if you want to “De- activate” the contact. 3.Click Ok and they will be removed from the application in this section. 4.Go to Application Menu.
24 Agency Contacts 1.Check the Contact to be remove their Access to the Application. 2.Click Delete and they will be completely removed from the Application. 3.Return to Application Menu.
25 Agency Contacts 1.You should have three names listed, more if you want additional members to have access to the application. Agency Authorized Official (AO) Agency Administrator (PD) Agency Staff (FO) 2.Scroll up and click on Return to Previous Page or Click on Application Menu.
26 Contacts 1.Click on the Control Access to the Application. Application Menu
27 1.The (PD) Project Director will already be populated in the Application Contacts Section. 2.Go to the Assign Additional Access to the Application Section. 3.Use the pull down boxes to give access to the Financial Officer. 4.You may also give access to others here. The AO automatically has access. Give People Access To This Application
28 1.The Project Director is given access when their security level is released. 2.After identifying the member for access (i.e. the Fiscal Officer), click the Grant this User Access button. Give People Access To This Application
29 1.Notice in the Application Contacts Section, you will have both the Project Director and the Fiscal Officer. 2.Click on Application Menu. Give People Access To This Application
30 1.Make sure you complete the Components Section, but DO NOT USE A PERSON’S NAME, use a name that identifies the Program. 2.Click on the Service Areas link. Components
31 1.Service Area Type Metro Statistical Area is the default, click on Rural, if that is the case. Statewide is noted in a different area. 2.Click on the County. 3.Scroll through the dropdown menu until you reach the County in which the high school is located and then Add. Program Component Service Areas Benefiting
32 1.When the screen refreshes it shows the County in the lower section. 2.Now click on the Representative Districts tab. Program Component Service Areas Benefiting Download for the Representative Districts: Georgia Legislative and Congressional Districts by Local Government/County Government is located on the GOHS Website under Extras/Grants Section. CountySenateHouseCongressional 31Clayton34. 4460. 62. 74. 75. 76. 77. 785. 13
33 1.Scroll down and select the code, and then Add each: 1. Senate 2. House 3.Congressional Districts. Note: Go to the GOHS Website and download this information or contact GOHS Help Desk. Note: Add Saves the data. Program Component Service Areas Benefiting
34 1.After you click Add the screen refreshes at the bottom. 2.Check for accuracy. Check the button to delete incorrect data. Program Component Service Areas Benefiting
35 1.For consecutive districts hold down the Shift key, highlight the districts and then click Add. 22.214.171.124.78 Program Component Service Areas Benefiting
36 1.Return to the Application Menu 2.Under the Application Forms, click on the first link: Application Project Information. Application Forms
37 1.Key in the Project Title. 2.Key in the Project Summary and then Save. 3.Click Next. Note: Spell out the Full Title. Application Project Information
38 1.Note: As you complete the Application Forms, you will receive a green check, which indicates you have worked on and/or completed that task. 2.The black arrow points to the last place you worked. SADD Information Stopping and Starting Again
39 1.Complete the questions on the page: Are funds being sought from other sources? NO Does your jurisdiction receive any other federal funds from other sources? If Yes If so, how much? Name the amount. When is your Audit Period? 07/01/2010 – 06/30/2011; please use the correct date format as shown. Save and click Next. SADD Information
40 1.Click on the View PDF and read the: Project Identification (shows as Project Narrative, Proposed Project Objectives and Activities, and the Milestone Report. Note: View PDF (Adobe Reader should be already installed on your computer to see this document, if not installed before opening.) Problem ID, Objectives and Milestones
41 1.After reading the PDF Document, If you agree to complete the Objectives, Activities and Evaluations click the check mark. See next page for revised Problem ID. 2.Save and click next. Problem ID, Objectives and Milestones
42 1.Click on the View PDF to see the: Project Identification (revised for 2011). Problem ID, Objectives and Milestones
43 1.Click on the View PDF to see the: Proposed Project Objectives and Activities (revised for 2011.) Problem ID, Objectives and Milestones
44 1.Click on the View PDF to see the: Milestone Report (revised for 2011). Milestone Report
45 1.To attach documents that support your application follow the instructions listed. 2.Give a relevant Document Title. 3.Browse will allow you to find the document on your computer and allow you to attach it. 4.Save. Document Attachment
46 Detail Pages and Summary The Budget for SADD Programs is: $2,000.00 Your application cannot exceed that amount, however, please budget the entire amount. Budget
47 1.You are now ready to work on the Cost Category Detail Section. 2.Click on + sign to expand the section. 3.The maximum SADD Budget is $2,000. 4.Please adjust to use the entire amount, avoid budgeting short (i.e. $1999.00 or $1989.20). Budget
48 1.Click on Regular Operating Expenses to start. 2.Note: Budget should support completion of Activities on Milestone Report. Regular Operating Expenses
49 1.Complete the Description of the Item using the dropdown box to identify the items to be included in your budget. 2.If Other items are needed, use “Other” from the dropdown and specify on line 2. 3.After Saving, click Add to include more items. Regular Operating Expenses
50 1.Fill in the items as indicated. Unit Price: by each, pack, set, etc. Quantity: how many? Total Cost: automatically calculates after you save. 2.Save and click Next. 3.Note: SADD allows $300 for a scanner or camera. Regular Operating Expenses
51 1.View PDF shows the details in the Cost Category. Note: each individual item is listed with all the details entered. The Total Per Category of all budget items are listed below. 2.Close this screen to continue and click Next. Cost Category Detail Do Not Duplicate the previous years items (i.e. Digital Camera or Scanner).
52 1.Fill in the items as indicated. Description Unit Price Quantity Total Cost: automatically calculates after you click Save. 2.Click Next. Note: You must budget for one (1) GOHS Mandatory Conference. Travel
53 1.Fill in the items as indicated. Description (Use dropdown box: Speaker on Highway Safety.) Unit Price (up to $300 maximum) Quantity Total Cost: automatically calculates. 2.Save and click Next. 3.If not using this category click next. Contractual Services
54 1.Follow the instructions as indicated. Go to #5 Local Cash Match and enter zero (O) and then Save. 2.The Cost Category Summary automatically recalculates. 3.If you Click on View PDF, you will see the entire Budget. 4.Click Next. Cost Category Summary
55 1.Note, this Budget is over. The SADD Application will not allow you to submit an application over $2,000, you will need to adjust a category. 2.The Cost Category Summary automatically recalculates. 3.If you Click on View PDF, you will see the entire Budget. 4.Click Next. Cost Category Summary
56 1.An Error Symbol will be flagged if budget is over. 2.Click on the Cost Category Section to make corrections. Cost Category Summary (Identifying Errors)
57 1.From the Application Menu, scroll down to the Errors button and click on it. Cost Category Summary (Identifying Errors)
58 1.Note the Error Message regarding the Cost Category Summary. 2.Click on the Cost Category Summary Link to return to the section to be corrected. Cost Category Summary (Identifying Errors)
59 1.Note: whenever you make adjustments to the Budget Items, make sure you return to the Cost Category Summary page and SAVE to Recalculate the Total Budget. 2.View PDF to check your work and then click Next. Cost Category Summary
60 1.Click on the View PDF button to read, review and print the Grant Terms and Conditions. 2.Click Next. Grant Terms and Conditions
61 1.Check the box to indicated if a contact is bonded. Enter Alternate Signer (optional). Alternate should not be the same as the Authorized Official, Project Director or Financial Officer. 2.Save and click View PDF. Certification and Signatures
62 1.Review to make sure all the information is correct for the: Project Director (PD) Certification
63 1.Review to make sure all the information is correct for the: Financial Officer Agency Authorized Official (AO) Alternate Signature (optional) 2.Print and get signatures (use blue ink), and close this screen and return to Application Menu. 3.Send signed Signature Page to GOHS Office. 4.FEI Number, check for accuracy (See the Don’t Forget Section). 5.Return to Application Menu. Certification
64 1.After Returning to the Application Menu, scroll down to Application PDF. 2.Click on Application PDF to download your completed application. 3.Review before submitting. Print and Review Application Grant Disclosure Form 1.GOHS Use Only, Do Not Use.
65 1.The Agency Authorized Official (Superintendent /Principal) will have the ability to Submit Application. Submit Application
66 Creating A New Application Don’t Forget Section
67 Don’t Forget Section… Finding Your Application (It doesn’t show up on your Task List Tree.).Finding Your Application (It doesn’t show up on your Task List Tree.). –If your Application Number is not under your Task Tree List, go to the Quick Links Section and click Search. Click on the Correct Application. Agency Changes (several locations)Agency Changes (several locations) –(1) Click on the View Applicant Information Link (in grey box),OR (2) Go to Quick Links and click on Agency Information to make the changes, OR (3) Click on the Agency Info tab. View Agency Information (See page 17)View Agency Information (See page 17) –To make changes to the Agency Information, click Edit, change the data and Save. Agency Contacts (See page 21)Agency Contacts (See page 21) –To make changes to the Agency Information –To Add and Edit Contact Information –Change and Delete personnel handling the Application Control Access the Application (from the Application Menu)Control Access the Application (from the Application Menu) –Give People Access to the Application (See page 26) –Assign Additional Access to the Application Deleting an Agency Contact (See page 21)Deleting an Agency Contact (See page 21) –De-active Contact from the Application –Delete Access to the Application Print and Read your Grant Terms and Conditions. (See page 61)Print and Read your Grant Terms and Conditions. (See page 61) Print and MAIL Certification and Signature Page (in blue ink) (See page 64)Print and MAIL Certification and Signature Page (in blue ink) (See page 64) –1 Original and 4 Copies of Signed Certification page to GOHS. Georgia Governor’s Office of Highway Safety One Park Tower, 34 Peachtree Street, Suite 800, Atlanta, GA 30303 2011 Application Deadline: May 28, 2010 on/or before 5:00 pm
68 Contact GOHS with Questions?? GOHS Help Desk 404-656-6996Main Number 1-888-420-0767Toll Free Number 404-651-9107Main Fax Number 404-657-9246 Barbara Jones, GOHS SADD Planner, SADD State Coordinator