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SPECIAL EDUCATION MEGS Update for School Year mde

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Presentation on theme: "SPECIAL EDUCATION MEGS Update for School Year mde"— Presentation transcript:

1 SPECIAL EDUCATION MEGS Update for School Year 2004 http://meis. mde
SPECIAL EDUCATION MEGS Update for School Year The Michigan Electronic Grants System Last Updated: 4/14/2003

2 Email questions to MDE:

3 Accessible Grants Available On-line Spring 2003
Special Education Flowthrough, Preschool, TMT, EOSD (now!) Early On (May 1) Capacity Building, Transition Services Career Initiatives: Career Prep; Tech Prep; CTE Perkins Comprehensive School Reform Consolidated Application Gifted and Talented Homeless Michigan School Readiness Safe & Drug Free Schools Summer Migrant Technology

4 Updates to MEGS Separate applications for Special Education Grants
Update last years information Specify on screen: not reviewed, changes, no changes All info brought forward from 0203 on-line grants Review of pages Early On budgets Enhanced Budget functions: Edit Budget Detail Delete budget detail Checklists: interactive; printable Grant History will track grant status Reports: due July 30 are in 0203 Special Education grant Early On due in August One-Click PDF generation Updated function codes in all the grants.

5 What is needed to use MEGS?
An Internet Connection Web Browser (IE/Netscape 4.0+) Adobe Acrobat 4.0+ A Valid MEIS Account

6 Quick Facts About MEGS The faster the connection, the easier it is to use MEGS. Beware proxy servers and other security settings. Local security can impact MEGS Pop-Up blockers MEGS website is great source of information MEGS can be accessed from multiple machines at same time. MEGS is best viewed through Internet Explorer. Improved MDE hardware has improved response time for users All users can register to serve as Peer Reviewers in MEGS.

7 What is an Internet Browser and which ones can be used?
An Internet Browser is computer software used to browse (view) the World Wide Web. MEGS supports Internet Explorer or Netscape versions 4.0 or higher. You can check the version number by clicking Help and then by clicking About Internet Explorer or About Netscape. If the version you have is below 4.0, you can download the latest version by going to: Browsers are free software. An Internet Browser is a piece of computer software used to browse (view) the World Wide Web. The two most common browsers are Internet Explorer and Netscape. They are free and can usually be found on most computers. The MEGS application supports IE or Netscape versions 4.0 or higher. You can check the version number by clicking “Help” and then by clicking “About Internet Explorer” or “About Netscape”. If the version you have is below 4.0 then you can download the latest version by going to Browsers are free software.

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 from MEGS 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 you must first obtain a MEIS account. This can be done by going to the following URL (Website Address) and clicking Create an 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 will allow you to access MEGS once you have been entered in the MEGS database. Note: Every MEIS application has its own security system.

11 How do I access MEGS? Users with a valid MEIS account entered into the MEGS database can login to MEGS at the following URL: The first screen gives basic information about the purpose of MEGS and provides a link to the login screen. This page also provides a link to the MEGS Website: -training materials -allocation information -MEIS information -general information -Authorized Official forms

12 The MEGS Website

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:

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
Two Authorized Officials per district Authorized by the Superintendent Print and send in the MEGS Electronic Form to update

16 MEGS Authorization Structure
Authorized Officials (Level 5) Control access to MEGS for all district users Designate Application Administrators Initiate applications (can be delegated to Level 4) Assign lower security levels to allow edit or view status Add users to MEGS for district via a multiple entry page Submit, modify and delete applications, amendments, and/or reports Application Administrators (Level 4) Must be designated by a Level 5 Responsible for managing the application Initiate assigned applications Assign other users to participate in the grant writing or review process Notifies the Authorized Official to submit applications, modifications or amendments Prepare and submit reports Add grant members to the application

17 Other Security Levels Level 1 – Viewers. This level has the ability to view all parts of the application. Cannot input or edit any information. 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 2d - Program Coordinators. This level has the ability to input and edit pages under the Program Information heading like Delivery Systems for Special Populations and Local School District Consolidated Plan. Level 3 Grant Member-Authorized Officials. All Authorized Officials from Consortia Members are automatically added to the grant with View permissions. Level 3b Cons./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.

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.

19 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 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. 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’ button To 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.

20 Main Menu: Contact Information Maintain MEGS Accounts To Edit Contact Information (5’s only): Click the Contact Information link. A list of names associated with the user’s agency is displayed. Each name is a link to a page where contact information can be edited. 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.

21 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 access dates, enter a date in the ‘Date End’ field. Click the Save button to save the assignments. New! Users can be added even if the application is already initiated.

22 Main Menu: Initiating an Application (4’s/5’s)
From the Main Menu: Select the grant from the drop down list and click Apply For A New Grant. Choose the grant sources that the agency will apply for now or later during the next fiscal year. Copy Previous Grant is checked 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.

23 Selecting Special Education Grants

24 Main Menu: Getting Started
Main Menu Options View/Edit Delete Application Modify Application Amend Application View Reports View History “When the button is “lit” you are able to do it.”

25 Special Education Walk Through
APPLICATION MENU Header Details Application Information Management Activities General Information Budget Pages Summary of Funded Components Program Information Submitting the Application

26 Header Details 6. Application and User Information 3. Help 1. Main Menu 4. Errors 5. Logout 2. Application Menu Main Menu – Returns the user to the page with all applications initiated by the user’s agency. 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. Don’t Touch Me! Ignore me at all costs. 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. 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 user’s name. 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.

27 Important Information about this grant and Assurances and Certifications
Important Information about this grant This link will open a page that will list a variety of information that will explain the grant process, scoring the application and other requirements for the application. Assurances and Certifications This link will open a page that will show a set of conditions that must be followed for the appropriate use of federal funds.

28 Add Users to Application: Control Access to This Application
To Give Users Access to the Application: Go to the “Add Users to 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. To activate the users, click the Save button.

29 Edit/Delete Users From Application Control Access to This Application
To Edit or Delete User Access to the Application: Review your access for 0304 Grants Identify users to delete or to temporarily limit their access. To edit the user’s access, make the appropriate changes and click Save. To delete the user, click the box in the “Delete” column to the left of the user’s name and click Save. The deleted user will no longer have access to the application unless the user is given access again. Inactive buttons for temporary access control. Update Main Contact as necessary.

30 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 Coming: Better identification of Apply Now and Apply Later portions of grant

31 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 Check date of link This feature is provided for agencies to keep a printed copy of the application 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.

32 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.

33 General Information: Consortium/Grant Member Information
Consortium Members will be brought forward. To Add a New Consortium/Grant Member: Click the Add a New Member button. Select the appropriate funding source from the drop down list. Click the Go button next to the drop down list. Enter the district codes of the agencies that will be added. Once all district codes have been entered, click the Save Selections button. Any errors in district codes will be returned as errors at the top of the section. 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.

34 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 dark blue button bar The View PDF button will generate a PDF for the current grant source 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. NEW! Delete Budget Detail! Will delete entire sections. Edit Budget Detail: One page to edit all entries. (Tell your friends!)

35 Email questions to MDE:

36 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 to be used. Enter the rate in the indirect rate field at the bottom of the budget grid. Or Enter an amount for the indirect rate; MEGS will check if rate is at or below the approved rate. Click the blue Save button. If the rate 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. The proper indirect rate will be displayed and saved. Expect Indirect Rates to change in the summer. To change the Indirect Cost Rate 1. 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.

37 Budget Pages: Budget Summary (cont)
Agency Budget List Displays all agencies that are apart of this application. The information provided in this list is the Grant Member name and the total amount of the budget items entered into MEGS. The sum of the grant members will show in the Out Going Transfers (Function Code 400) row. The agency name is a link to a Budget Detail List where each budget is shown in detail.

38 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. 0203 Budget detail is brought forward. Early On budget items will be brought forward with blank budget items.

39 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.) Still working on the error presentation. Any errors will be displayed during Error check. To check for errors, use your Error link. Early On: add your amounts/remember the rules.

40 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! Grant Member budgets are deleted separately.

41 Budget Pages: Add Budget Item
To Add a Budget Item: 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. – Capital Outlay must equal $5000 or more per item. For personnel entries, enter either FTE or hours. For Capital Outlay, enter quantity purchased and justification. After completing the entries, click the Add Item button. 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.

42 Budget Pages: Quick Links
Allow users to enter up to ten budget items at one time Broken into three categories: Personnel items Other items Capital Outlay items Help users with slower Internet access by allowing them to add bulk quantities of budget items Capital Outlay: Quick Link is only way to enter Capital Outlay

43 Budget Pages: Grant Member Budget Information
Add Budget Items for Grant Members Entering data for Grant Members is almost the same except for some small variations. The first difference is that Grant Members don’t have Budget Summary pages to display any budget information added to the application. A Grant Member’s data is shown in a budget detail page where all data is displayed by function code and totaled. 1. Locate the user’s agency under the bold faced Fiscal Agent and click the link. 2. On this page there will be a number of tabs, click the Add Budget Item tab. 3. Follow the instructions from the previous slide to enter budget information.

44 Composite Budget The Composite Budget displays the budget entries for all allowable function and program codes. This page is very similar to the Summary Budget, but this page breaks out the full budget totals on this page. Detail for this page is generated from the Add Budget Item pages. Note: new detailed function codes. Old ones will be mapped.

45 Summary of Funded Components
The Summary of Funding Components 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 through the funded sources are shown. The ‘Other’ Column will show the difference between total FTE and FTE subtotals/ For purchased services, items will appear as “C” in the field. For supplies and materials, items will appear as “X” in the field.

46 Program Information: Updated Program Design Information
Review entries for each grant. Program Design Entries mapped according to check box: Flowthrough; Preschool; TMT Indicate if changed or not. (Coming soon) Default: has not been reviewed. User must indicate if there has been any changes. To add more Program Designs, click the Add a page button to add another page.

47 Program Information: EOSD Information
Enter EOSD Information Last years name are brought forward. Review/update the names of personnel into the form. Click the Save button to submit the data and the Clear button to clear any values and start the entries over. To edit any of the entries, make the changes and click the Save button. To view a PDF of the information, click the View PDF button.

48 Early On : Local Inter-Agency Coordinating Council
From the Application Menu All 0203 info brought forward PDF will show: name, phone, agency, and . For 0304: Update the members Delete members no longer on the LICC Add new members For guidance, use the Help Button Print the list using the View PDF option

49 Early On Program Information: Consent of Collaboration
Update the screen; enter the date mailed/faxed to MDE Print the form Get original signatures -LICC Chair -LICC Parent -MPCB Chair -Early On Coordinator Mail to MDE Address is in Help

50 Early On : Service Area Plan
Last year’s information is brought forward Make changes or deletions only if you have changed your overall plan. Update by exception

51 Early On : Service Area Improvement Plan
The current SAIP is valid through June 30, 2004 For program years starting July 1, 2002; ending June 30, 2004 Review your plan and make necessary changes. You must indicate that you have reviewed. Items can be added using “copy and paste”

52 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 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

53 Submission of the Application
Submitting an Application: Only Fiscal Agent Authorized Officials can submit Error check will run Agree to following conditions Confirmation Page Confirmation page can be reviewed once submitted. Look for link on Application Menu.

54 Viewing Comments To View Comments from Consultants for a Single Page:
Click the View Comments link in the header of the page. A separate popup window opens and displays the comments. To View Comments from Consultants for the Entire Application: On the Application Menu page, click the View Comments link in the header. A separate popup window opens and displays all comments for the application. Click to Print. The Check List is interactive.

55 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 Summary link on the Application Menu. Level 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

56 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 Summary link on the Application Menu. (coming soon) Level 5’s can submit the amended application by clicking the Submit Amendment button on the Application Menu. MEGS will ask for a brief description to explain why the purpose of the amendment.

57 Look here for copies of the PowerPoint and the Quick Guide.

58 Questions? Program Specific issues: Call your grant consultant.
MEGS related problems: Special Education Help Desk:

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