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PrevNext | Slide 1 Michigan Electronic Grants System MEGS Comprehensive School Reform Last Updated: 1/25/2005.

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Presentation on theme: "PrevNext | Slide 1 Michigan Electronic Grants System MEGS Comprehensive School Reform Last Updated: 1/25/2005."— Presentation transcript:

1 PrevNext | Slide 1 Michigan Electronic Grants System MEGS Comprehensive School Reform Last Updated: 1/25/2005

2 PrevNext | Slide 2 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? Authorized Officials MEGS Applications MEGS Update

3 PrevNext | Slide 3 What is MEGS? Apply for grants online Common look and feel for all applications Up-to-date view of applications

4 PrevNext | Slide 4 Grants in MEGS 2005-2006 Advanced/Accelerated (Sec. 57.1 & 57.3) OCTP: Tech Prep; CTE Perkins Charter Schools: Planning/Implementation & Dissemination Comprehensive School Reform Consolidated Application Early On Michigan Even Start Freedom to Learn Homeless Students Improving Teacher Quality (IHE only) Mathematics & Science Partnership

5 PrevNext | Slide 5 Grants in MEGS 2005-2006 continued Michigan School Readiness Program/CNRA MSRP 0405 CNRA 0506 Reading First Safe & Drug Free Schools Section 31a/32e Flexibility Special Education Flowthrough, Preschool, TMT, EOSD Capacity Building, Transition Services Summer Migrant Title I School Improvement 21 st Century Community Learning Centers

6 PrevNext | Slide 6 What is needed to use MEGS? An Internet Connection Web Browser - IE 6.0+ -Netscape 7.0+ Acrobat Reader 4.0+ A Valid MEIS Account entered in MEGS *If you can, use Internet Explorer.

7 PrevNext | Slide 7 Useful 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 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, buildings first Review previous years entries MEIS accounts must be entered in MEGS. Full PDFs are generated nightly (after request). Confirm your email address. (Main Menu) Spell checking is available

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 web pages 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 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

10 PrevNext | Slide 10 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. To create a MEIS account: Need to reset your password? Call the MDE Helpdesk: (517) 335-0505

11 PrevNext | Slide 11 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 NEW: Level 4s not assigned to the Fiscal Agent can start modifications, start amendments, and start and submit reports Level 4s cannot initiate applications for other agencies.

12 PrevNext | Slide 12 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.

13 PrevNext | Slide 13 Main Menu: Getting Started Main Menu Options View/Edit Delete Application Modify Application Amend Application View Reports View History Delete Amendment Buttons are controlled by the status of the applications.

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 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 2004-05, based on auditor findings.

16 PrevNext | Slide 16 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: email 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.

17 PrevNext | Slide 17 General Information

18 PrevNext | Slide 18 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 e-mail address.

19 PrevNext | Slide 19 General Information: Add/Review Applicant Schools Schools pull forward from previous year Except 3 rd year schools. From Add/Review Applicant Schools: Click the Add a School button. Enter the building codes for each school to be included. Click the Save Selections button. To Remove a School: Click the box next to the schools name on the Add/Review Applicant Schools page. Click the Remove Selected School button.

20 PrevNext | Slide 20 General Information: New and Continuation CSR Grant Applicant Schools Review New and Continuation Grant Applicant Schools: Review the check marks in the New column and click on the boxes if not correct. Check School Grade Span and Name of Reform Model for continuation schools Enter School Grade Span and Name of Reform Model for New Schools Click the Save button to save your entries.

21 PrevNext | Slide 21 General Information: New School Eligibility Report Enter New School Eligibility Report Information: Enter the School Poverty Percentage for each new school Select the 2004-05 School Improvement Phase Check Yes or No for Is School Eligible to Participate in Title I Program? Click the Save button to save your entries. The poverty criterion is that at least 50% of students attending the school must be from low-income families as measured by free or reduced eligibility or other comparable data. Secondary schools may use feeder school poverty data.

22 PrevNext | Slide 22 Budget Pages

23 PrevNext | Slide 23 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.

24 PrevNext | Slide 24 Budget Pages: Budget Summary To Enter Indirect Costs: Determine the indirect cost AMOUNT to be used. 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 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 allowed indirect cost amount will be displayed and saved. –NEW: Only amounts are entered, not rates! 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.

25 PrevNext | Slide 25 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. In CSR, budgets from the prior year do not pull forward.

26 PrevNext | Slide 26 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. In CSR, Capital Outlay is not allowed. 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.

27 PrevNext | Slide 27 To Use the School Level Budgeting: On the Application Menu, expand the Budget Pages, or From the Districts Budget Summary, select the school in the School Level Budgets box Budget Pages: School Level Budgeting Required for Comprehensive School Reform, Reading First, Section 31a/32e Flexibility and Title I School Improvement Optional for Consolidated Application (Title I, Part A)

28 PrevNext | Slide 28 Budget Pages: School Budgets (continued) Entering budget items for schools is almost the same as for the district, with some small variations. Schools dont have Budget Summary pages. A schools budget items are shown on a separate Budget Detail page. They are also shown in the districts budget detail, where they are identified by school name. School Budgets should be at least $50,000.

29 PrevNext | Slide 29 Narrative Rubrics

30 PrevNext | Slide 30 To Access the Narrative Rubrics: Click the link for the appropriate rubric on the Application Menu Click the Print icon to print the rubric Click the in the corner of the browser window to return to the Application Menu. Narrative Rubrics Narrative Rubrics are included in the application to provide detailed information. The rubrics should be used to help organize and guide the content of the narratives submitted with the application. Separate rubrics are provided for new and continuation, school and district narratives.

31 PrevNext | Slide 31 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. When Copy Previous Grant is selected, the items pulled forward vary by grant. 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.

32 PrevNext | Slide 32 Program Information: Resource Allocation Detail This page is used to indicate funds from other sources that will be used to support the school reform effort. The applicant is required to show some level of support from other funds. To Enter the Resource Allocation Detail Information: Enter the dollar amount(s) in the appropriate box(es). The Balance to be funded from the CSR Program and the totals will be filled automatically when the page is saved. Click the Save button to save your entries.

33 PrevNext | Slide 33 Program Information: Reform Model Commitment The Reform Model Commitment is used as an assurance that the reform model/technical assistance provider has the capacity and commitment to support the school reform effort. A signed copy of the completed page must be kept on file. To Enter Reform Model Commitment Information: Enter the requested information in the text boxes. The boxes marked with asterisks must be completed. Click the Save button to save your entries. Click the View PDF button to generate the version of the page that will be printed and signed by the reform model/technical assistance provider representative.

34 PrevNext | Slide 34 Program Information: Staff Support Certification The Staff Support Certification page is used to document the participation of school staff in the selection of the reform model and their support for the reform effort. A copy with the signature of each staff person listed must be kept on file. To Enter Staff Support Certification Information: Enter the name of the school principal. Enter the name of each staff person who participated in the selection process and supports the reform effort. Click the Save button to save your entries. Click the View PDF button to generate the version of the page that will be printed and signed by the staff listed.

35 PrevNext | Slide 35 Program Information: District and School Narratives The district and school narrative pages are used to upload the narrative portions of the CSR application. Separate narratives must be uploaded for each school included in the application. A district narrative must also be uploaded. To Upload the District and School Narratives: Click the Browse button and find the file to be uploaded. Select the file and click Open. Click the Save button to upload the file as an attachment. The link to the uploaded attachment is displayed under the Document Source box.

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