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Grants Coordination and School Support Program Management & MEGS Louis Burgess Supervisor, Grants Coordination and Administration Grants Coordination and.

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Presentation on theme: "Grants Coordination and School Support Program Management & MEGS Louis Burgess Supervisor, Grants Coordination and Administration Grants Coordination and."— Presentation transcript:

1 Grants Coordination and School Support Program Management & MEGS Louis Burgess Supervisor, Grants Coordination and Administration Grants Coordination and School Support

2 February 12, 2007 2 What is MEGS? What do you know about MEGS? What do you want to learn about MEGS?

3 February 12, 2007 3 Agenda Introduction MDE Goals and Objectives MDE and Program Management MEGS Overview MEGS Benefits Demonstration Discussion

4 February 12, 2007 4 Attain substantial and meaningful improvement in academic achievement for all students/children with primary emphasis on high priority schools and students. Strategic Goal

5 February 12, 2007 5 MDE Strategic Plan Objectives OBJECTIVE 1 Improve all students achievement in all academic areas especially in English language arts and mathematics. OBJECTIVE 2 Identify and support practices, systems, and programs that sustain the social, mental, physical, and emotional growth of all students. OBJECTIVE 3 Ensure that Michigan classrooms are staffed with high quality teachers and paraprofessionals under the direction of administrators who are committed to instructional excellence. OBJECTIVE 4 Assure the efficient and effective implementation of federal and state programs.

6 February 12, 2007 6 School District Funding Local (31%), State (60.1%), Federal (8.4%) Preponderance of funding is State Funding Local Control State Aid Payments Federal Funding is program specific – No Child Left Behind – MDEs ability to focus programs – Formula and Competitive grants – Income based; poverty based; sub-group based

7 February 12, 2007 7 MDE Funding State (7%), Federal (75%), Restricted (18%) Preponderance of funding is Federal Funding Federal Funding is program specific –No Child Left Behind –IDEIA (Special Education) –Child Nutrition –Annual updates, Reauthorization –MDE Program Offices direct, supervise and monitor all programs Increase in Federal Monitoring Requirements

8 February 12, 2007 8 MEGS as Management Tool Federal Emphasis for 2007 –Audit and Monitoring Findings from OIG and ED Program Offices Enhancements added to MEGS; direct links from program to budget –Lapsed Funds Cash Management System (CMS) rewrite –State and Local Audit Reports –Program Performance Collection of data; grant reporting; CEPI reports –Rigor of SEAs Subrecipient Monitoring Process Programmatic; Fiscal; Risk Analysis

9 February 12, 2007 9 Before MEGS Paper-based applications Pre-Consolidated Application –Programs run state wide Consolidated Applications –Regional Focus –Administrative Burden

10 February 12, 2007 10 How Did We Get Here? Circa 2000 : –GCMRS: interface with MAIN –Siloed approach to programs and grant processes –Mary Ann Chartrand vision for grant process –MEGS goes live November 2001 2003 –Child Nutrition Application Program (CNAP) 2006 –Cash Management System update GCMRS (FileMaker; Fox Pro) All education related grants use (across the state)

11 February 12, 2007 11 MEGS Relationships

12 February 12, 2007 12 Customers State wide usage –57 ISDs; 25 Career Initiatives Regions –559 Local Education Agencies –310 Public School Academies Current; closed; proposed –40 Head Start Agencies –299 Neglected and Delinquent Institutions –132 Residential Child Care Agencies –1483 Non-public schools –5617 school buildings –32 Colleges and Universities –6 State of Michigan Departments –Auditors, monitors at local, state, and federal levels

13 February 12, 2007 13 Users Authorized Officials –2,585 active Agency Members –9,230 active+ –Increases annually with increased non-public participation State of Michigan –237 active in six Departments

14 February 12, 2007 14 Grants by Program Offices Office of Special Education –EOSD –Flowthrough –Transition Services –Service Provider Self Review Department of Labor and Economic Growth –CTE Perkins –Technical Preparation –WIA Core Programs –Special Projects –Special Initiatives –Section 107 Department of Community Health –Safe and Drug Free Schools Grants Coordination and School Support –Educational Technology Competitive –Wellness –Fruit and Vegetable Early Childhood and Family Services –Michigan School Readiness –Even Start –Early On –Special Education – Preschool –21 st Century Office of Professional Preparation Services –Improving Teacher Quality

15 February 12, 2007 15 Grants by Program Offices (cont) Consolidated Application* including –Improving Basic Programs –Education Migrant Children –Negligent, Delinquent or At Risk –Enhancing Education Through Technology –Teacher and Principal Training –Innovative Programs –Bilingual Education –Migrant, Summer School –English Language Acquisition –Rural and Low Income Charter School Programs –Dissemination –Planning/Implementation –Continuation Comprehensive School Reform Title I School Improvement Section 41 Limited English Section 31a/32e Flexibility McKinney Vento Homeless Reading First Regional Literacy Training Centers Math and Science Centers Math and Science Partnerships * Formula Grants Office of School Improvement

16 February 12, 2007 16 Annual Program Reports SCHOOL IMPROVEMENT –Charter Schools Dissemination Performance –Interim –Charter Schools Dissemination Performance –Final –Charter Schools Plan/Imp Perf – Interim –Charter Schools Plan/Imp Perf – Final –Consolidated Performance –Consolidated Nonprofit Participation –Homeless Students Grant CAREER AND TECHNICAL PREPARATION –CTE Perkins End of Year Report –Tech Prep End of Year Report DRUG CONTROL POLICY –S&DF Schools Final Report SPECIAL EDUCATION –Preschool Final Report –EOSD Final Report –Flowthrough Final Report –Flowthrough lnterim Report –Transition Services Mid-Year Report –Transition Services Final Report EARLY CHILDHOOD –Even Start Interim Report –Even Start Final Report –Even Start Final Expenditure Report –MSRP Final Report/Narrative Summary –MSRP Final Expenditure Report and Carryover Budget –MSRP Final Carryover Expenditure Report

17 February 12, 2007 17 MEGS Is Not Just Grants Title I Comparability Title I School Selection Educational Technology Plan Non-Public School Membership Report Certifications (Federal and State) –Gun-Free Certification –Constitution Day –Constitutionally Protected Prayer –Protective Eye-glasses Commodity Food Consortia Community Needs Resource Assessment October Free Eligible Counts (Spring; Fall) Head Start Counts CIP Self Review Summary Early On Monitoring Report Section 31a Program Report Interim Federal Expenditure Reports Needs Assessment for all schools (ties to funds; grant objectives; reports) Supplementary Education Services

18 February 12, 2007 18 Benefits of MEGS Access to Applications –Current, amendments and prior years Budget Control –Valid function codes, indirect cost implications, capital outlay, local shares Error Checking –Simple (required fields) –Complex (comparing fields from other applications, budget vs. program design/action plan) Implemented Logic –Complex calculations e.g. Title I Comparability Process Control and Communications –Statuses, checklist, changing data tracking, automated emails, access emails for ad hoc messaging, consultant assignments, office and consultant overviews, allocation and final approvals Program Office Control –Assurances and important information, uploads, data, rubrics, samples, URLs, tailor automated emails, affiliations

19 February 12, 2007 19 Financial Aspects of MEGS Bulletin 1022, Michigan School Accounting Manual Interaction with GCMRS –Allocations; approvals –Displays completed DS-4044s in MEGS –Grant Award packets; approval letters; grant award notifications –Interim Federal Expenditure Reports (Special Ed/Early Childhood) –Detailed expenditure reporting (CTE Perkins; Tech Prep; MSRP; Even Start) –Consolidated Application Approval History Complete integration with Cash Management System (CMS) –Agencies; allocation history –Approval history

20 February 12, 2007 20 Integration of Applications Hierarchical Review –Ed Tech Plans –Freedom to Learn –CTE Perkins and Tech Prep –Gifted and Talented Nonpublic Schools Auditors; outside monitoring Neglected and Delinquent Institutions Building Level Budgets Consortia grants (allocations) Consortium invitations and acceptances Peer Review

21 February 12, 2007 21 Program Office Capabilities Customize automated email messages Eligibility for each grant (type; specific) Data bank of Grant Information/data retrieval Function Codes (PDF implications) Annual/Demographic data –Indirect cost rates; poverty; free and reduced lunch; October Counts; allocations Data Affiliation Rubric (load; update) Grant Sections (add application sections) Assurances and Certifications Important Information about each grant Application descriptions Access controls (due date, availability date, eligible agencies)

22 February 12, 2007 22 Continuous Improvement Grant Information Requests (GIRs) MEGS is changing every year Direct links to expenditure reporting Direct links between program design and budgets Rare is the application that stays static

23 February 12, 2007 23 Walk Through MEGS Management Tool –Full suite of admin tools Live Demonstration –State Performance Planning –Title I Comparability –Expenditure Reporting –Retrieving Information

24 February 12, 2007 24 Grant Management

25 February 12, 2007 25 Consolidated Application

26 February 12, 2007 26 Budget Summary

27 February 12, 2007 27 Expenditure Reporting

28 February 12, 2007 28 Multi-level Budgeting

29 February 12, 2007 29 Budget Transferability

30 February 12, 2007 30 MEGS Future Fiscal Monitoring –Integral to the Fiscal Monitoring Effort –Link to the financial side of grants (CMS) –Documented Risk Assessment –Record of monitoring visits Integrate with School Improvement Planning Upgrade architecture/convert to Grant Builder/Report Builder Identity Management (with CEPI) Annual Requirements updates Usability/Functionality Enhancements State Grants

31 February 12, 2007 31 Discussion

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