Presentation on theme: "MEGS Updates for School Year The Michigan Electronic Grants System"— Presentation transcript:
1 MEGS Updates for School Year The Michigan Electronic Grants SystemLast Updated: 5/27/2004
2 The Michigan Electronic Grants System MEGS UpdateThe Michigan Electronic Grants SystemMEGS 101Getting set-up in MEGSSecurity LevelsAuthorized OfficialsUsing MEGS to Apply for GrantsReports and MEGSModifications, AmendmentsSpecial Education IFERDS-4044 reporting (tell your business people)
3 Grants in MEGS 2004-2005 Advanced/Accelerated (Sec. 57.1 & 57.3) Career Initiatives: Tech Prep; CTE PerkinsCharter Schools: Continuation, Dissemination, & Start UpComprehensive School ReformConsolidated ApplicationEven StartFreedom to Learn, Cycle 2 & 3Homeless StudentsImproving Teacher Quality (IHE only)Math/Science, Title II Part B
4 Grants in MEGS 2004-2005 continued Michigan School Readiness Program/CNRAMSRP 0304 (May 28)Safe & Drug Free SchoolsSection 31a/32e FlexibilitySection 31a Program ReportSpecial EducationFlowthrough, Preschool, TMT, EOSDEarly On, Capacity Building, Transition ServicesSummer MigrantTitle I School Improvement21st Century Community Learning Centers
5 Functions in MEGS 2004-2005 School Prayer Certification October Free Eligible CountsGun-Free CertificationEducation Technology PlanISD Level Review of:Ed Tech PlansFTL Grant Readiness PlansSpecial Education: Interim Fed Expend. ReportsDS-4044 reporting
6 What is needed to use MEGS? An Internet ConnectionWeb Browser -IE 6.0+-Netscape 7.0+Adobe Acrobat 4.0+A Valid MEIS Account entered in MEGS*If you can, use Internet Explorer.
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 TipsNo 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 MEGSHint: Add Consortium Members, Grant Members, Partners firstReview previous years entriesMEIS accounts must be entered in MEGS.Full PDFs are generated nightly (after request).Confirm your address.
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 PDF’s 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 fromMEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+
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 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 How to access MEGSIf 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
13 Logging into MEGSUse 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 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 browser’s 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 Designating Authorized Officials http://megs.mde.state.mi.us/megsweb Two Authorized Officials per districtAuthorized by the SuperintendentUpdate annuallyPrint and send in the MEGS Electronic FormYou can also find forms on the MEGS websiteVery quick turn-aroundLog-in to check
16 MEGS Authorization Structure Level 5 - Authorized OfficialsManage MEGS accounts for district/agencyDesignate Application Administrators (Level 4)Initiate applicationsAssign lower security levels to allow edit or view statusAdd users to MEGSSubmit, amend and delete applications, amendments, and/or reportsAccess to all district applicationsLevel 4 - Application AdministratorsResponsible for managing the applicationInitiate assigned applicationsStart modifications or amendmentsAssign other users to participate in the grant writing or review processNotify Authorized Officials to submit applications, modifications and amendmentsInitiate and submit reportsCan add/delete consortium/grant members or participating agencies to an application
17 Other Security LevelsLevel 3b Consortium/Grant Member Program CoordinatorThe 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 OfficialsAll Authorized Officials from Consortia Members are automatically added to the grant with View permissions.Level 2 - Grant WritersThis level has the ability to input and edit any data.Level 2c - Financial OfficersThis level has the ability to input and edit budget data.Level 1 – ViewersThis level has the ability to view all parts of the application. Cannot input or edit any information.
18 Authorized Officials: Getting Started From the Main Menu, Authorized Officials can:Initiate applicationsAdd users to MEGSReview/edit contact informationAssign application security levelsEdit agency informationEdit personal contact informationOnce an application has been initiated, the application will be listed on the Main Menu.Grants are color coded by years:are blueare greenare red
19 Main Menu: Getting Started Main Menu OptionsView/EditDelete ApplicationModify ApplicationAmend ApplicationView ReportsView HistoryButtons are controlled by the status of the applications.
20 Main Menu: Add Users to MEGS Level 5’s can add users to MEGS Click the Add Users to MEGS link.Enter up to 10 new users into MEGS:Enter the MEIS Account numberDistrict code is setClick Verify to verify users.Check the results of Verify:Check name and agencyInvalid MEIS accountAlready in MEGSConfirm 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.Click on ‘Add Users to MEGS’ link.You will come to a screen with the room to enter in up to 10 new users into MEGS. To verify, a new user must have a MEIS Account Number and the MEIS security that the users will be assigned. There is no need to enter in the district or recipient code because the system will have this information based on the users login information.To begin the verification process, first enter the MEIS Account number and then chose the appropriate MEIS security level from the drop down. Continue these entries until completed.To verify these users click the ‘Verify’ button.To confirm the new users hit the ‘Save’ buttonTo add more searches enter in more MEIS Account numbers and chose a security level and click the ‘Verify’ button. Any previous entries will be preserved.To clear the entries click the ‘Cancel’ button and all previously entered values will be deleted.
21 Main Menu: Contact Information Maintain MEGS AccountsClick the Contact Information link.A list of people associated with the user’s agency who are currently in MEGS is displayed. Each name is a link to a page where that person’s contact information can be edited.To Edit Contact Information (5’s 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 Main Menu: Application Security Level(s) To assign application security level(s) once users are added to MEGS: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.New! Users can be added even if the application is already initiated.
23 Main Menu: Initiating an Application (4’s/5’s) 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 year’s 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 Grants Available in Application Most applications include regular and carryover budgets for a single grant.The Consolidated Application includes 10 different grants.
25 Application MenusApplication MenuHeader DetailsApplication InformationManagement ActivitiesGeneral InformationBudget PagesProgram InformationAttachmentsSubmitting the ApplicationAll grants have similar look; but each grant application has its own unique features.
26 Expanded MenusExpanded 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:Click the “folder” to expand and see the contents.Re-Click the “folder” to hide the links.
28 Important Information and Assurances and Certifications Important Information About the ApplicationThis 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 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 Edit/Remove Users From Application Control Access to This Application To Edit or Remove User Access from the Application:Identify users to delete or to temporarily limit their access.To edit the user’s 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 user’s name and click Save.The removed user will no longer have access to the application unless the user is given access again.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 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 applyApply Now: add all required parts of grant; invokes all error checkingApply Later: add all required parts of grant; no error checkingApply Now and Apply Later status of grants displayed on Application Menu
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 readyLinks 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 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 Agent’s 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 General Information: Consortium/Grant Member Information Consortium Members will be brought forward.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 rules differ by grant. Ask questions.
35 Invitation to join a Consortium When the grant is rolled forward, all existing Consortium Members will be invited to re-join the consortium.notification to the Consortium Member Authorized OfficialsCM Authorized Officials will use the link to accept or reject invitation.Consortium Member Authorized Officials should look for this link. As Consortium Members are inserted, this link stays near the bottom.Consortium Members have MDE allocations.
36 Accepting the Invitation 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!
37 Results of Accepting the Invitation Note: When districts accept, they have several links generated on the Application Menu:Contact informationBudgetNarrativeGrant specific links
38 General Information: School Level Budgeting Required for Comprehensive School Reform, Section 31a/32e Flexibility and Title I School ImprovementOptional for Consolidated Application (Title I, Part A)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 school’s name on the School Level Budgeting page.Click the Remove Selected School button.
39 General Information: Gun-Free Schools Act Requirements MEGS knows the applicant’s 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.To Enter Gun-Free Schools Act Requirements Information: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.
40 General Information: Description of Equitable Access A description of equitable access is requiredfor the Consolidated Application.To Enter or Edit Description of EquitableAccess 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.
41 General Information: Participation of Private Nonprofit Schools – Federal Programs To Enter or Edit Participation of Private Nonprofit School Information:If prior year information was not brought forward:Check the box if applicable.Otherwise enter all requestedinformation and click the Savebutton.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.
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.Clicking these buttons will take the user to the corresponding page.The quick links are available on the red button bar.The View PDF button will generate a PDF for the current grant source.Budget Tabs and Quick LinksThese 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 ButtonsThe 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 Budget Pages: Budget Summary 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.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.OREnter 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.To change the Indirect Cost Rate1. Determine the change in the indirect cost rate for this grant.2. In the indirect rate field at the bottom of the budget grid, enter the new rate.3. Then click the blue ‘Save’ button to submit the rate. If the rate is greater than the maximum allowed an error message will appear at the top of the page requesting to lower the rate. After making the change click the ‘Save’ button again.4. On successful completion of the change, a new value will be computed and added to the total for the grant.Indirect rate: coming soon, enter amount only.MEGS will check.
44 Budget Pages: Budget Summary (continued) Agency Budget ListThis 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 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.0304 Budget detail may be brought forward.Each grant has different rules for budgets. Ask!
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 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 it’s gone!Consortium Members, N or D Institutions and school level budgets are deleted separately.
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 theappropriate 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 theBudget 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 Budget Pages: Adding Local Agency Share 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.
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 Budget Pages: Quick Budget Entry Allow users to enter up to ten budget items at one timeBroken into three categories:Personnel itemsOther itemsCapital 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 Budget Pages: Add Budget Item: Transferability Available in Consolidated and Safe & DrugFree grant applicationsIndicating 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 inthe Budget Detail for the grant they weretransferred from under Transferable Items.The percentage of the grant being transferredwill also be calculated.
53 Budget Pages: N or D Institution, School Budget and Consortium/Grant Member Budget Information N or D institutions, schools and consortium/grant members don’t 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 district’s Budget Detail and identified by school name.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.
54 Special Education & Early On: Composite BudgetThe 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.
55 Summary of Funded Components 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.
56 Program InformationProgram 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.* The consolidated plan that is attached to the application must include all elements listed on this page.* Please be sure that the page numbers entered for each element match the page numbers in the attached plan!
57 Program Information: SCHOOL DISTRICT CONSOLIDATED PLAN No ChangesNo actionNew Plan:Update pagesAttach new planChanges to the Existing Plan:Update page numbersPlan Revision template* The consolidated plan that is attached to the application must include all elements listed on this page.* Please be sure that the page numbers entered for each element match the page numbers in the attached plan!
58 Attachments to Applications Many MEGS Applications have optional orrequired attachments. The process for addingattachments is the same for all applications.The link to the page where attachments areuploaded is found in the Attachments section ofthe 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 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 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 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 “in progress” 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 LevelsApplication In ProgressApplication SubmittedModifications In ProgressModifications SubmittedAmendment In ProgressAmendment SubmittedReport In ProgressReport SubmittedConsultant Set Status LevelsReview In ProgressModifications RequiredProgram Office Review CompleteGrant Funds Available to The Applicant
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 fromConsultants: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 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 4’s and 5’s 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 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.
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 4’s and 5’s 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 5’s 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 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 originalfunded application or theamendment that youwish to view.
66 Grant ReportsThe 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 Report ContactMEGS 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 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 runReport Status will updateReport Statuses:Report AvailableReport in ProgressReport SubmittedReport Modifications RequiredReport Modifications in ProgressReport Modifications SubmittedReport Accepted
69 Special Education: Interim Expenditure Reporting Requirements USDOE requires states to report Federal expenditures annually for two year grantsExpenditures reported for July 1-June 30Year 1 and Year 2Grants affected:Flowthrough, Preschool, Early OnOther grants report expenditures using DS-4044State cost reporting IS NOT affectedDS-4044 Reporting to be done using MEGS data (July 2004)
70 Interim Federal Expenditure Reporting Decisions No Carryover Budgets for any Special Ed grantsGuidance: budget 100% of the allocationMay require amendments to budgetCollect Interim Expenditures in MEGS, based on composite budgetPrototype to test conceptIFER ready by July 15
71 Interim Expenditure Reporting 0405 (Red) grants will not have a Carryover Option for 04XXXX fundsThe 04XXXX funding source is only in the 0304 (Green) grantAmend 0304 Regular Grants and update 04XXXX budgets to 100% of allocationThe Green grant (0304) may have a Carryover Budget for 03XXXX funds
72 DS-4044 Concept Grants in MEGS will use new MEGS interface GCMRS security is usedAccess MEGS from the Project Listing screenReport by function code detail using IFER interface like (Composite Budget)Signed for in usual mannerSome terminology changes: Local Share
73 DS-4044: MEGS Entry PointAlert your business people. MEGS grants will complete DS-4044 Reporting in MEGS. Details to follow.