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PrevNext | Slide 1 MEGS Updates for School Year 2004-2005 The Michigan Electronic Grants System Last Updated: 5/27/2004.

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Presentation on theme: "PrevNext | Slide 1 MEGS Updates for School Year 2004-2005 The Michigan Electronic Grants System Last Updated: 5/27/2004."— Presentation transcript:

1 PrevNext | Slide 1 MEGS Updates for School Year The Michigan Electronic Grants System Last Updated: 5/27/2004

2 PrevNext | Slide 2 The Michigan Electronic Grants System MEGS 101 Getting set-up in MEGS Security Levels Authorized Officials Using MEGS to Apply for Grants Reports and MEGS Modifications, Amendments Special Education IFER DS-4044 reporting (tell your business people) MEGS Update

3 PrevNext | Slide 3 Grants in MEGS Advanced/Accelerated (Sec & 57.3) Career Initiatives: Tech Prep; CTE Perkins Charter Schools: Continuation, Dissemination, & Start Up Comprehensive School Reform Consolidated Application Even Start Freedom to Learn, Cycle 2 & 3 Homeless Students Improving Teacher Quality (IHE only) Math/Science, Title II Part B

4 PrevNext | Slide 4 Grants in MEGS continued Michigan School Readiness Program/CNRA MSRP 0304 (May 28) Safe & Drug Free Schools Section 31a/32e Flexibility Section 31a Program Report Special Education Flowthrough, Preschool, TMT, EOSD Early On, Capacity Building, Transition Services Summer Migrant Title I School Improvement 21 st Century Community Learning Centers

5 PrevNext | Slide 5 Functions in MEGS School Prayer Certification October Free Eligible Counts Gun-Free Certification Education Technology Plan ISD Level Review of: Ed Tech Plans FTL Grant Readiness Plans Special Education: Interim Fed Expend. Reports DS-4044 reporting

6 PrevNext | Slide 6 What is needed to use MEGS? An Internet Connection Web Browser - IE Netscape 7.0+ Adobe Acrobat 4.0+ A Valid MEIS Account entered in MEGS *If you can, use Internet Explorer.

7 PrevNext | Slide 7 Quick Facts About MEGS Internet connection The faster the connection, the easier it is to use MEGS. Beware proxy servers, pop-up blockers, and network security settings. MEGS Tips No spell check in MEGS. Check your spelling. Can be accessed from multiple machines at same time. Best viewed through Internet Explorer. No preferred sequence for navigating in MEGS Hint: Add Consortium Members, Grant Members, Partners first Review previous years entries MEIS accounts must be entered in MEGS. Full PDFs are generated nightly (after request). Confirm your address.

8 PrevNext | Slide 8 What is Adobe Acrobat Reader and do I need it? Adobe Acrobat Reader allows user to view PDF files. PDF stands for Portable Document Format. Regular Webpages which are programmed in HTML do not always look good when printed. The PDF format was designed for the Web to look consistent each time it is printed. MEGS uses PDFs for those things that must be printed. Once Acrobat Reader is installed, all files in MEGS with the extension.pdf will be opened with the Acrobat Program. Adobe Acrobat Reader can be downloaded from MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

9 PrevNext | Slide 9 What is MEIS and how can an account be obtained? MEIS is the Michigan Education Information System. MEIS provides one system for the management of user accounts for a variety of MDE applications. In order to use MEGS (and potentially other State of Michigan systems) you must first obtain a MEIS account. This can be done by going to the following URL (Website Address) and clicking Create a MEIS Account:

10 PrevNext | Slide 10 Confirming your MEIS Account The final screen will confirm your account. Hint: Print this page for your records. Hint: Change your password immediately. Warning: Passwords are case-sensitive. Your randomly generated password is guaranteed to cause you problems in the future. Change it immediately after creating your account. Your MEIS account must be entered in the MEGS database. Note: Every MEIS application has its own security system. Need to reset your password? Call the MDE Helpdesk: (517)

11 PrevNext | Slide 11 How to access MEGS If your MEIS account is entered in MEGS, you can log in: The first screen provides a link to the login screen and a link to the MEGS Website: MEGS Website has: -training materials -allocation information -MEIS information -general information

12 PrevNext | Slide 12 The MEGS Website

13 PrevNext | Slide 13 Logging into MEGS Use the Login and Password obtained from the MEIS Registration Process to login. Remember, the MEIS password is case sensitive. If you receive an error message that you have a valid MEIS account, but are not authorized in MEGS, contact your Authorized Official. Need to reset your password? Call the MDE Helpdesk: (517)

14 PrevNext | Slide 14 Avoid the Back and Forward Buttons MEGS is a dynamic, database driven, Web application. Content in MEGS changes according to information that is entered into the system. When applicants enter information into the system, it changes the way they see certain parts of the application. Therefore, it is highly recommended that users use the navigation provided within the application. Using the browsers Back and Forward buttons to go to a page is not the same as clicking a link to go to exactly the same page. The Back button will simply load the cached (or saved) version of the page that exists on the local hard drive as it was the last time the page was accessed. By using the Back button, the user is not getting the latest information from the website, but rather an older saved version of the page. Avoid the Back and Forward buttons in order to always see the latest information.

15 PrevNext | Slide 15 Designating Authorized Officials Two Authorized Officials per district Authorized by the Superintendent Update annually Print and send in the MEGS Electronic Form You can also find forms on the MEGS website Very quick turn-around Log-in to check

16 PrevNext | Slide 16 MEGS Authorization Structure Level 5 - Authorized Officials Manage MEGS accounts for district/agency Designate Application Administrators (Level 4) Initiate applications Assign lower security levels to allow edit or view status Add users to MEGS Submit, amend and delete applications, amendments, and/or reports Access to all district applications Level 4 - Application Administrators Responsible for managing the application Initiate assigned applications Start modifications or amendments Assign other users to participate in the grant writing or review process Notify Authorized Officials to submit applications, modifications and amendments Initiate and submit reports Can add/delete consortium/grant members or participating agencies to an application

17 PrevNext | Slide 17 Other Security Levels Level 3b Consortium/Grant Member Program Coordinator The fiscal agent can add users from consortia organizations. They have permission to work on their budget and narrative only. They can save to no other portions of the grant. Level 3 Consortium/Grant Member-Authorized Officials All Authorized Officials from Consortia Members are automatically added to the grant with View permissions. Level 2 - Grant Writers This level has the ability to input and edit any data. Level 2c - Financial Officers This level has the ability to input and edit budget data. Level 1 – Viewers This level has the ability to view all parts of the application. Cannot input or edit any information.

18 PrevNext | Slide 18 Authorized Officials: Getting Started From the Main Menu, Authorized Officials can: Initiate applications Add users to MEGS Review/edit contact information Assign application security levels Edit agency information Edit personal contact information Once an application has been initiated, the application will be listed on the Main Menu. Grants are color coded by years: are blue are green are red

19 PrevNext | Slide 19 Main Menu: Getting Started Main Menu Options View/Edit Delete Application Modify Application Amend Application View Reports View History Buttons are controlled by the status of the applications.

20 PrevNext | Slide 20 Main Menu: Add Users to MEGS Level 5s can add users to MEGS Click the Add Users to MEGS link. Enter up to 10 new users into MEGS: –Enter the MEIS Account number –District code is set Click Verify to verify users. Check the results of Verify: –Check name and agency –Invalid MEIS account –Already in MEGS Confirm the new users by clicking Save. Go to the Main Menu and click the Application Security Level(s) link to complete the process of giving users access to applications in MEGS.

21 PrevNext | Slide 21 Main Menu: Contact Information Maintain MEGS Accounts Click the Contact Information link. A list of people associated with the users agency who are currently in MEGS is displayed. Each name is a link to a page where that persons contact information can be edited. To Edit Contact Information (5s only): Click the underlined name of the person whose information you wish to edit. Make appropriate changes and click the Save button. Click the Return to Previous Page button to continue.

22 PrevNext | Slide 22 Main Menu: Application Security Level(s) Select the user from the drop down list and click Go. Assign a security level for each application the user will access. To restrict the access date, change the date in the Date Begin field. Click the Save button to save the assignments. To assign application security level(s) once users are added to MEGS: New! Users can be added even if the application is already initiated.

23 PrevNext | Slide 23 Main Menu: Initiating an Application (4s/5s) From the Main Menu: Select the application from the drop down list and click Apply For A New Grant. Choose the grants that the agency will apply for now or later during this fiscal year. Click the box in the Copy Previous Grant column to uncheck it if you do not wish to bring the previous years information forward. Click the Apply button to initiate the application. This will send the user to the Application Menu. Option to initiate the grant disappears once the grant is initiated. To review grant selections from the Application Menu, use the Review Grant Selections link under Management Activities. Apply Now does not mean TODAY.

24 PrevNext | Slide 24 Grants Available in Application Most applications include regular and carryover budgets for a single grant. The Consolidated Application includes 10 different grants.

25 PrevNext | Slide 25 Application Menus Application Menu Header Details Application Information Management Activities General Information Budget Pages Program Information Attachments Submitting the Application All grants have similar look; but each grant application has its own unique features.

26 PrevNext | Slide 26 Expanded Menus Click the folder to expand and see the contents. Re-Click the folder to hide the links. Expanded menus are used for applications that include multiple copies of a page. They are also used for sets of related pages under a single heading. To use the expanded menu:

27 PrevNext | Slide 27 Header Details Main Menu – Returns the user to the page with all applications initiated by the users agency. Dont Touch Me! Ignore me at all costs. Application Menu – Returns the user to the home page for the application. A feature built into this link is a JavaScript menu that allows quick access to other parts of the application. This menu has links to budget pages and program information. Report Menu – Takes the user to the list of reports for the application. Errors – Tracks the progress of the application and alerts the user when any critical part is not completed. All errors must be addressed in order to submit the application. Report Errors – Alerts the user to any errors in the report. All errors must be addressed in order to submit the report. Logout – Logs the user out of MEGS. Application and User Information – Indicates the application that is currently being worked on, the applicant agency, the application number, and the current users name. Help Main Menu Application Menu Errors Logout Application and User Information Help – Takes the user to specific help information for each page. This feature is the first source of assistance for questions or problems that users might encounter. Report Menu Report Errors View Comments

28 PrevNext | Slide 28 Important Information and Assurances and Certifications Important Information About the Application This link opens a page that provides information about the application due date and the pages that must be submitted, as well as the purposes of the programs included in the application. Assurances and Certifications This link opens a page that lists a set of conditions that must be followed by recipients of funds for programs included in the application. Updated assurances for Based on auditor findings.

29 PrevNext | Slide 29 Add Users to Application: Control Access to This Application To Give Users Access to the Application: Go to the Add Users to this Application table at the bottom of the page. Enter the MEIS Account IDs of the users to be given access to the application. Select a security level for each new user based on his/her function in the application process. If the user is a contact person for the application, select the type of contact. Two types of contacts can be added: Consolidated Application has Main Contact only. Many grants have two contacts. To activate the users, click the Save button.

30 PrevNext | Slide 30 Edit/Remove Users From Application Control Access to This Application Identify users to delete or to temporarily limit their access. To edit the users access, make the appropriate changes and click Save. To remove the user, click the box in the Mark Remove column to the left of the users name and click Save. The removed user will no longer have access to the application unless the user is given access again. To Edit or Remove User Access from the Application: Only Fiscal Agent users shown on page display. Select All in drop down to see all users with access to grant. Getting rid of Inactive Dates

31 PrevNext | Slide 31 Management Activities: Review Grant Selections To Review/Change Grant Selections: Click the Review Grant Selections link on the Application Menu. Click the appropriate radio buttons to make any changes in the grants that will be included in the application. Click Confirm to save the changes. If you do not wish to make any changes, click Cancel. Do Not Apply: no intention to apply Apply Now: add all required parts of grant; invokes all error checking Apply Later: add all required parts of grant; no error checking Apply Now and Apply Later status of grants displayed on Application Menu

32 PrevNext | Slide 32 Management Activities: View a PDF of This Application To View a PDF of the Application: Click the View a PDF of this application link to generate a printable version of the application. The PDF will include all information that is entered into the current application. One Click Solution: sent when ready Links are also provided for individual page PDFs. This feature is provided for agencies to keep a printed copy of the application that the user submitted electronically. To save the PDF of your completed application, select File – Save As and save the file to your hard drive. Blank PDF is also available.

33 PrevNext | Slide 33 General Information: Grant Contact and Fiscal Agent Information To Assign or Change the Main Contact: Go to the Control Access to This Application page and make the assignment. When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page. Authorized users may delete and replace the Main Contact. To Edit the Fiscal Agents Information: Go to the Main Menu and click the Edit Your Agency Information link. Only Authorized Officials can use this link. Change the information as needed and click Save. The only information that can be edited is the mailing address, phone number, fax number and address.

34 PrevNext | Slide 34 General Information: Consortium/Grant Member Information To Add a Consortium/Grant Member: Click the Add a New Member button. Select the appropriate funding source from the drop down list. Click the Go button. Enter the district codes of the agencies that will be added. Once all district codes have been entered, click the Save Selections button. To Delete a Consortium/Grant Member: Locate the agency to be deleted. Click the box next to the name of the agency to be deleted. Click the Remove Selected Member button. The page will return without the deleted member. Any budgets will have to be deleted before trying to delete the CM/GM Consortium Members will be brought forward. Consortium Members rules differ by grant. Ask questions.

35 PrevNext | Slide 35 Invitation to join a Consortium Consortium Member Authorized Officials should look for this link. As Consortium Members are inserted, this link stays near the bottom. When the grant is rolled forward, all existing Consortium Members will be invited to re-join the consortium. notification to the Consortium Member Authorized Officials CM Authorized Officials will use the link to accept or reject invitation. Consortium Members have MDE allocations.

36 PrevNext | Slide 36 The choices: Services only (no budget). Funds and services (budget). If a budget is generated, Budget Detail is prepared for the CM. Will not participate. Notify Fiscal Agent. The Fiscal Agent must brief their consortium members on the proper selection for the grant. Coming soon: means to change the selection! Accepting the Invitation

37 PrevNext | Slide 37 Note: When districts accept, they have several links generated on the Application Menu: Contact information Budget Narrative Grant specific links Results of Accepting the Invitation

38 PrevNext | Slide 38 To Use the School Level Budgeting Option: Click the Add a School button. Select the grant program from the drop down list and click the Go button. Enter the building code for each school that will have a budget. Up to 25 schools can be added at one time. Once all building codes have been entered, click the Save Selections button. A School Budget(s) section will be created on the Budget Summary page. To Remove a School: Click the box next to the schools name on the School Level Budgeting page. Click the Remove Selected School button. General Information: School Level Budgeting Required for Comprehensive School Reform, Section 31a/32e Flexibility and Title I School Improvement Optional for Consolidated Application (Title I, Part A)

39 PrevNext | Slide 39 General Information: Gun-Free Schools Act Requirements Check the appropriate box. If students were expelled for firearm possession, enter the requested information and click the Save button. To edit the information, make the changes and click the Save button. To Enter Gun-Free Schools Act Requirements Information: MEGS knows the applicants Gun Free reporting status based on the EOY SRSD submission. The Gun Free Schools Act Requirements page is included only if the requirement has not been met. A statement is displayed on the Application Menu if the reporting requirement has been met.

40 PrevNext | Slide 40 A description of equitable access is required for the Consolidated Application. To Enter or Edit Description of Equitable Access Information: If prior year information was not brought forward, enter the requested information and click the Save button. To edit prior year information, click Yes in the drop down box at the top of the page to indicate that the information has changed. Then make the changes and click the Save button. General Information: Description of Equitable Access

41 PrevNext | Slide 41 General Information: Participation of Private Nonprofit Schools – Federal Programs If prior year information was not brought forward: Check the box if applicable. Otherwise enter all requested information and click the Save button. To edit prior year information, click Yes in the drop down box at the top of the page, make the changes and click the Save button. To Enter or Edit Participation of Private Nonprofit School Information:

42 PrevNext | Slide 42 Budget Pages: Budget Navigation The yellow tinted button denotes the page that the user is currently on. The blue tinted buttons denote pages that are available to navigate to. The View PDF button will generate a PDF for the current grant source. Clicking these buttons will take the user to the corresponding page. The quick links are available on the red button bar. Budget Tabs and Quick Links These features allow for easy navigation between the numerous budget pages. The tabs are color coded for easy recognition. The yellow tinted tab signifies the current page. The View PDF tab will display a PDF of the current budget page. Quick Links are located beneath the budget tabs. These links take the user to pages where multiple budget items can be added. Budget Buttons The buttons at the bottom of the budget pages serve the same purpose as the tabs for navigation. Instead of returning to the top of the page, clicking any of the buttons will take you to the corresponding page. Delete Budget Detail: Will delete entire budget detail for consortium member, institution, or school being viewed. Edit Budget Detail: One page to edit all budget detail entries.

43 PrevNext | Slide 43 Budget Pages: Budget Summary To Enter Indirect Costs: Determine the indirect cost rate or amount to be used. Enter the rate in the indirect cost percent field at the bottom of the budget grid. OR Enter an amount in the indirect rate dollar amount field. MEGS will check to see if the amount is at or below the approved rate. Click the Save button. If the rate or amount is greater than the maximum allowed, an error message will appear at the top of the page requesting the user to use a lower rate or amount. The proper indirect rate will be displayed and saved. Budget Totals: The budget totals are displayed with function codes along the left side and object codes across the top. Budget totals are changed automatically when new budget items are added to the grant. Allocation is listed at bottom of form. Indirect rate: coming soon, enter amount only. MEGS will check.

44 PrevNext | Slide 44 Budget Pages: Budget Summary (continued) Agency Budget List This list displays all agencies that are included in the application as consortium or grant members. The information provided in this list is the consortium/grant member name and the total amount of the budget items entered into MEGS for each member. The sum of the amounts transferred to consortium members is shown in Outgoing Transfers (Function Code 400) on the Budget Summary. The agency name provides a link to the Budget Detail for that agency. Building Level Budgets: links are displayed on the Budget Summary Page. Access building level detail through this link.

45 PrevNext | Slide 45 Budget Pages: Budget Detail The Budget Detail page is an in-depth look at all budget items for the grant. Each budget item is listed by function code, with the description, any associated FTE and the budgeted amount. As items are entered into the system, this page is automatically updated and displays the totals. The title of the item provides a link to the page where the entries for that budget item can be edited. Items are sorted by function code. Within a function code, items are sorted by object code; and within the object code, items are sorted alphabetically Budget detail may be brought forward. Each grant has different rules for budgets. Ask!

46 PrevNext | Slide 46 Budget Pages: Edit Budget Detail Edit Budget Detail gives the user one place to update an entire budget. The same budget rules are enforced: Only one object class per entry, except for Salaries and Benefits. Allows for direct editing of amounts. Delete entries: Mark items to be deleted. Save selections to Delete. (In Windows you use the Start button to shut down your computer.) Any errors will be displayed during Error check. To check for errors, use your Error link.

47 PrevNext | Slide 47 Budget Pages: Delete Budget Detail Use Delete Budget Detail when you are ready to start over. You clear out the entire budget detail on the page. One chance to confirm: and then its gone! Consortium Members, N or D Institutions and school level budgets are deleted separately.

48 PrevNext | Slide 48 Budget Pages: Add Budget Item To Add a Budget Item (except capital outlay): Click the Add Budget Item tab. Select the function code from the drop down list. Provide a description of the budget item. Enter amount(s) in the box(es) beneath the appropriate Object Code(s). –Only one entry unless personnel. –All personnel entries must have Salaries and Benefits. For personnel entries, enter either FTE or hours. After completing the entries, click the Add Item button. To add a capital outlay item ($5,000 or more per item), use the Add Capital Outlay Quick Link. To Edit a Budget Item: Access the budget item from the Budget Detail screen, make the changes, and click Update Item. To Delete a Budget Item: Access the item from the Budget Detail screen and click Delete Budget Item.

49 PrevNext | Slide 49 A Local Agency Share of 100% is required for Section 57.3 Advanced/Accelerated grant applications. Read the directions for requirements for your grant. To Add Local Agency Share: Click the Add Budget Item tab. Select the function code from the drop down list. Indicate Local Agency Share in the dropdown. Provide a description of the budget item. Enter amount(s) in the box(es) beneath the appropriate Object Code(s). After completing the entries, click the Add Item button. Local Agency Share budget items are displayed in the Budget Detail, at the bottom of the page. Budget Pages: Adding Local Agency Share

50 PrevNext | Slide 50 Budget Pages: Adding Local Agency Share – Even Start A Local Agency Share ranging from 10% to 65% is required for Even Start grant applications, depending on the number of years the project has been funded. To Add Local Agency Share: Click the Even Start-Local Contribution link on the Application Menu. Click the Add Budget Item tab on the Local Contribution Budget Detail page. Select the function code from the drop down list. Provide a description of the budget item. Enter amount(s) in the box(es) beneath the appropriate Object Code(s). After completing the entries, click the Add Item button. Local Agency Share budget items are displayed in the separate Local Contribution Budget Detail.

51 PrevNext | Slide 51 Budget Pages: Quick Budget Entry Allow users to enter up to ten budget items at one time Broken into three categories: –Personnel items –Other items –Capital Outlay items (quantity and justification must be entered) Help users with slower Internet access by allowing them to add bulk quantities of budget items

52 PrevNext | Slide 52 Available in Consolidated and Safe & Drug Free grant applications Indicating Transferability: Check box if budget item will be transferred to another eligible grant. LEA Eligibility Rules will be enforced by consultants. Select the grant to which the item will be transferred from the drop down list. Enter all required information for the budget item and click Add Item. Transferred budget items will be displayed in the Budget Detail for the grant they were transferred from under Transferable Items. The percentage of the grant being transferred will also be calculated. Budget Pages: Add Budget Item: Transferability

53 PrevNext | Slide 53 Budget Pages: N or D Institution, School Budget and Consortium/Grant Member Budget Information To Add Budget Items for N or D Institutions, Schools and Consortium/Grant Members: Click the underlined name of the institution, school or consortium/grant member in the appropriate table at the bottom of the Budget Summary page. Click the Add Budget Item tab on the Budget Detail page for that agency. Follow the instructions to enter budget information. Note: You can add indirect rates for consortium members individually. N or D institutions, schools and consortium/grant members dont have Budget Summary pages. Budget items for institutions, schools and consortium/grant members are displayed in separate Budget Details. School budget items are also shown in the districts Budget Detail and identified by school name.

54 PrevNext | Slide 54 The Composite Budget is included in Special Education grant applications. It displays staff FTEs and budgeted amounts by type of program (program code). It is accessed by clicking the Composite Budget tab on the Budget Summary page. Special Education & Early On: Composite Budget

55 PrevNext | Slide 55 The Summary of Funded Components is also included in Special Education applications. It compiles all budget items by agency across all funding sources in the application. The page displays personnel items, purchased services and supplies and materials. For personnel, Total FTE and the FTE for each funded source is shown. The Other Column shows the difference between total FTE and FTE subtotals. For purchased services, items appear as a C in the field. For supplies and materials, items appear as an X in the field. Summary of Funded Components

56 PrevNext | Slide 56 Program Information Program information pages are unique for each grant. Prior year information can be brought forward by checking the Copy Previous Grant box on the grants selection screen that is displayed when an application is initiated. Has this page been updated since last year? Some grants default to Has not been reviewed and requires the applicant to select No or Yes. Other grants default to No and allow the applicant to select Yes if the information has changed.

57 PrevNext | Slide 57 Program Information: SCHOOL DISTRICT CONSOLIDATED PLAN No Changes No action New Plan: Update pages Attach new plan Changes to the Existing Plan: Update page numbers Plan Revision template

58 PrevNext | Slide 58 Attachments to Applications Many MEGS Applications have optional or required attachments. The process for adding attachments is the same for all applications. The link to the page where attachments are uploaded is found in the Attachments section of the Application Menu. To Upload Attachments: Enter a title for the file. Click Browse and find the file. Select the file and click Open. Click Upload Attachment. To view the attachment, click the link on the Application Menu page or on the page where the attachment is uploaded. To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment.

59 PrevNext | Slide 59 Submission of Grants in MEGS Check Errors First MEGS performs a check for technical errors and will present the information on this page. Run the error checking until the screen indicates: No errors have been detected in this application.

60 PrevNext | Slide 60 Submission of the Application To Submit an Application: Review Errors on the Application Menu. Notify Authorized Official that the application is complete. AO clicks the Submit Application button on the Application Menu. If there are any errors, an error list will be generated. Once all errors are corrected, return to the Application Menu and click Submit Application. The next page will present conditions that must be agreed upon when submitting the application. After reading and agreeing with the conditions, click the I Agree button to continue. MEGS will display a confirmation page. Print this page to keep as a record of the submission of the application. A link to allow you to access the confirmation page will be created on the Application Menu. MEGS will notify the district administrator and the application Main Contact by that the application has been received by MDE.

61 PrevNext | Slide 61 Application Status Levels Status levels are used to track applications within MEGS and are applied at every step of the process. There are two distinct status categories: Applicant and Consultant. Applicant status levels that are inprogress allow the user full access to the application. Submission will lock the application to further changes. Consultant status levels are used to show the level of review or to return the application (e.g. Modifications Required) to the user. Applicant Set Status Levels Application In Progress Application Submitted Modifications In Progress Modifications Submitted Amendment In Progress Amendment Submitted Report In Progress Report Submitted Consultant Set Status Levels Review In Progress Modifications Required Program Office Review Complete Grant Funds Available to The Applicant

62 PrevNext | Slide 62 Viewing and Responding to Comments To View Comments from Consultants: Click the View Comments link in the header of any page in the application. A separate popup window opens and displays the application checklist with all comments from consultants. Click the Print button to print the checklist with comments. To Respond to Comments from Consultants: Enter your comments in the Comments to Consultant box under the appropriate page heading in the checklist. Click the Save button to save the comments you have entered.

63 PrevNext | Slide 63 Modifications Process Modifying the Application: When the application status is Modifications Required, the Modify Application button is lit on the application table on the Main Menu page. Level 4s and 5s can click Modify Application to begin revising the application, which changes the status to Modifications in Progress. Once the status is Modifications in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modifications link on the Application Menu. Level 5s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

64 PrevNext | Slide 64 Amendment Process Amending the Application: Once the application status is Grant Funds Available, an Amend Application button is displayed on the application table on the Main Menu page. Level 4s and 5s can click Amend Application to begin an amendment. Once the status is Amendment in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modifications link on the Application Menu. Level 5s can submit the amended application by clicking the Submit Amendment button on the Application Menu. An amendment description is required to explain the purpose of the amendment. Click the Amendment Description link on the Application Menu to enter the description. The Contact Name and Phone will auto-fill when the description is saved.

65 PrevNext | Slide 65 Viewing Original Applications and Amendments The View/Edit button on the application table always accesses the current version of the application. Applications that have amendments are identified with an A1, A2, etc. on the application table. To access links to the original approved application and amendment(s): Click the View History button. Click the link for the original funded application or the amendment that you wish to view.

66 PrevNext | Slide 66 Grant Reports The View Reports button on the application table allows the user to access reports for that application. The button is used to access the Reports and Contact Information page. This page is used to initiate new reports and to view completed reports. It also displays the due date and the status of the report. To initiate and complete a report: Click the underlined name of the report on the Reports and Contact Information page. Click the link(s) under Report Pages to access the report entry page(s). Enter the required information and click the Save button on each page. Click the Report Pages button to access the link to another page or to submit the completed report. Click the Submit Report button to submit the report.

67 PrevNext | Slide 67 Report Contact MEGS automatically assigns the Main Contact for the application as the Report Contact. To change the name of the Report Contact: Click the Change button the Reports and Contact Information screen. Enter MEIS Account number of the contact person and click the Save button.

68 PrevNext | Slide 68 Submission of the Report Submitting the Report: Reports can be submitted by: Fiscal Agent Authorized Officials (Level 5) or Application Administrator (Level 4) Error check will run Report Status will update Report Statuses: Report Available Report in Progress Report Submitted Report Modifications Required Report Modifications in Progress Report Modifications Submitted Report Accepted

69 PrevNext | Slide 69 Special Education: Interim Expenditure Reporting Requirements USDOE requires states to report Federal expenditures annually for two year grants Expenditures reported for July 1-June 30 –Year 1 and Year 2 Grants affected: –Flowthrough, Preschool, Early On –Other grants report expenditures using DS-4044 State cost reporting IS NOT affected DS-4044 Reporting to be done using MEGS data (July 2004)

70 PrevNext | Slide 70 Interim Federal Expenditure Reporting Decisions No Carryover Budgets for any Special Ed grants Guidance: budget 100% of the allocation May require amendments to budget Collect Interim Expenditures in MEGS, based on composite budget Prototype to test concept IFER ready by July 15

71 PrevNext | Slide 71 Interim Expenditure Reporting 0405 (Red) grants will not have a Carryover Option for 04XXXX funds The 04XXXX funding source is only in the 0304 (Green) grant Amend 0304 Regular Grants and update 04XXXX budgets to 100% of allocation The Green grant (0304) may have a Carryover Budget for 03XXXX funds

72 PrevNext | Slide 72 DS-4044 Concept Grants in MEGS will use new MEGS interface GCMRS security is used Access MEGS from the Project Listing screen Report by function code detail using IFER interface like (Composite Budget) Signed for in usual manner Some terminology changes: Local Share

73 PrevNext | Slide 73 DS-4044: MEGS Entry Point Alert your business people. MEGS grants will complete DS-4044 Reporting in MEGS. Details to follow.

74 PrevNext | Slide 74 Questions? MEGS in General Specific Grants

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