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PrevNext | Slide 1 Welcome to MEGS The Michigan Electronic Grants System Comprehensive School Reform Application Last.

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Presentation on theme: "PrevNext | Slide 1 Welcome to MEGS The Michigan Electronic Grants System Comprehensive School Reform Application Last."— Presentation transcript:

1 PrevNext | Slide 1 Welcome to MEGS The Michigan Electronic Grants System Comprehensive School Reform Application Last Updated: 1/28/2003

2 PrevNext | Slide 2 The Michigan Electronic Grants System Apply for grants online Common look and feel for all applications MDE review and comment on grants Amendments online Grant Reporting online Previous years grant information saved and brought forward Up-to-date view of grants Automated generation of What is MEGS?

3 PrevNext | Slide 3 Accessible Grants Available On-line Winter 2003 Comprehensive School Reform Consolidated Application Gifted and Talented Homeless Michigan School Readiness Safe & Drug Free Schools Special Education Flowthrough, Preschool, TMT, EOSD Early On, Capacity Building, Transition Services Summer Migrant Technology

4 PrevNext | Slide 4 What is needed to use MEGS? An Internet Connection Web Browser (IE/Netscape 4.0+) Adobe Acrobat 4.0+ JavaScript and Session Cookies enabled for the Web Browser A Valid MEIS Account

5 PrevNext | Slide 5 Quick Facts About MEGS Users must have access to a working Internet connection. MEGS can be accessed from multiple machines. MEGS does not impose any hardware requirements on its users. MEGS is accessible through a common Web browser. MEGS is located at Internet connection Modem (telephone lines) will be sufficient. DSL or cable modems are faster. The faster the connection, the easier it is to use MEGS. Beware proxy servers.

6 PrevNext | Slide 6 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.

7 PrevNext | Slide 7 What is JavaScript? JavaScript is a programming language that is used on Websites to increase functionality. In MEGS, JavaScript is used for a variety of features including the automatic correction of user-entered data. If MEGS detects that JavaScript is disabled for the browser, MEGS will show this list of steps: Internet Explorer Click Tools. Click Internet Options. Click the Security tab. Click Custom Level. Under Scripting, Active Scripting, Click Enable.

8 PrevNext | Slide 8 What is JavaScript? (continued) JavaScript is also used in MEGS to do tasks such as open new windows, provide a menu system, and supply user-friendly error messages. If MEGS detects that JavaScript is disabled for the browser, MEGS will show this list of steps: Netscape Click Edit. Click Preferences. Click Advanced. Click Enable JavaScript.

9 PrevNext | Slide 9 What are Session Cookies? Cookies are either files or pieces of information temporarily stored in computer memory that are used to record information. MEGS uses session cookies. To use session cookies: Internet Explorer Click Tools. Click Internet Options. Click the Security tab. Click Custom Level. Under Allow per-session cookies (not stored) Click Enable.

10 PrevNext | Slide 10 What are Session Cookies? (continued) Although some in the Internet community are concerned about the abuse of Disk cookies, which are often used for marketing purposes, the Session cookies used by MEGS do not warrant any sort of concern. No sensitive data is stored within these cookies and once you logoff MEGS or close your browser, each Session cookie is automatically removed. Netscape Click Edit. Click Preferences. Click Advanced. Under Cookies Click Accept all Cookies.

11 PrevNext | Slide 11 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+

12 PrevNext | Slide 12 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:

13 PrevNext | Slide 13 Create a MEIS Account in four easy steps. Click Create a MEIS Account and enter the first and last name of the user account to be created. Click the Proceed to Step 2 button and add the basic biographical information.

14 PrevNext | Slide 14 More on MEIS Accounts Complete the security information used for getting password help. Verify the account information you have provided and click the Create New MEIS Account button.

15 PrevNext | Slide 15 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.

16 PrevNext | Slide 16 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

17 PrevNext | Slide 17 The MEGS Website

18 PrevNext | Slide 18 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. Reset your password? Call the MDE Helpdesk:

19 PrevNext | Slide 19 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.

20 PrevNext | Slide 20 Designating Authorized Officials Two Authorized Officials per district Authorized by the Superintendent Print and send in the MEGS Electronic Form You can also find forms on the MEGS website.

21 PrevNext | Slide 21 MEGS Authorization Structure Level 5 - Authorized Officials Designate Application Administrators Initiate applications Assign lower security levels to allow edit or view status Add users to MEGS via a multiple entry page Include consortium or grant members in an application Submit, amend and delete applications, amendments, and/or reports Level 4 - Application Administrators Responsible for managing the application Initiate applications Assign other users to participate in the grant writing or review process Notify Authorized Officials to submit applications, amendments, and/or reports Include consortium or grant members in an application

22 PrevNext | Slide 22 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 other than agency or main contact information. Level 2c - Financial Officers. This level has the ability to input and edit budget data for the agency. 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.

23 PrevNext | Slide 23 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. Authorized Officials: Getting Started

24 PrevNext | Slide 24 Main Menu: Add Users to MEGS 4s and 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.

25 PrevNext | Slide 25 Main Menu: Contact Information Maintain MEGS Accounts To Edit Contact Information (5s only): Click the Contact Information link. A list of names associated with the users 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.

26 PrevNext | Slide 26 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. Main Menu: Application Security Level(s) To assign application security level(s) once users are added to MEGS: New! Users can be added even if the application is already initiated.

27 PrevNext | Slide 27 Main Menu: Initiating an Application From the Main Menu: Select the Comprehensive School Reform Application from the drop down list and click Apply For A New Grant. Click on the circle under Apply Now. 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.

28 PrevNext | Slide 28 Comprehensive School Reform Application Walk Through Application Menu Header Details Application Information Management Activities General Information Budget Pages Narrative Rubrics Program Information Submitting the Application

29 PrevNext | Slide 29 Header Details Main Menu – Returns the user to the page with all applications initiated by the users 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. 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. 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. View Comments – See all consultant comments. Easy to print, use right click. Application and User Information – Indicates the application that is currently being worked on, the applicant agency, the application number and current status, and the current users name. 3. Help 1. Main Menu 2. Application Menu 4. Errors5. Logout 6. Application and User Information 7. View Comments

30 PrevNext | Slide 30 Important Information and Assurances and Certifications Important Information About the Comprehensive School Reform Application This link opens a page that provides information about the purpose, eligibility criteria, required components, and submission deadline for the Comprehensive School Reform Application. Assurances and Certifications This link opens a page that lists a set of conditions that must be followed by recipients of Comprehensive School Reform funds.

31 PrevNext | Slide 31 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. Up to 11 users can be added at one time. 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. If the user only has a limited time to enter information, enter a date value in the Date Inactive field. To allow the user to have permanent access to this application, leave the Date Inactive field blank. To activate the users, click the Save button.

32 PrevNext | Slide 32 Edit/Delete Users From Application Control Access to This Application Go to the Edit/Delete Users From Application table at the top of the page. Find the user in the list of people who have access to the application. To edit the users access, make the appropriate changes and click Save. To delete the user, click the box in the Delete column to the left of the users 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. To Edit or Delete User Access to the Application:

33 PrevNext | Slide 33 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. 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.

34 PrevNext | Slide 34 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 who was just assigned 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.

35 PrevNext | Slide 35 General Information: Add/Review Applicant Schools From Add/Review Applicant Schools: Click the Add a School button. Enter the building code for each school that will be included in the application. 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. Links to required Program Information pages and school Budget Details will be added to the Application Menu. 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.

36 PrevNext | Slide 36 General Information: Applicant Schools and Models Enter the total number of schools included in the application for each grade range category. Enter the total number of models included in the application by category of model. Click the Save button to save your entries. Presented on the cover sheet. To Enter Applicant Schools and Models Information:

37 PrevNext | Slide 37 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:

38 PrevNext | Slide 38 General Information: New and Continuation CSR Grant Applicant Schools Review the check marks in the New column and click on the boxes if not correct. Enter the grade span of each school. Enter the name and check the type of the reform model for each school. Click the Save button to save your entries. To Enter Information for New and Continuation CSR Grant Applicant Schools:

39 PrevNext | Slide 39 General Information: New School Eligibility Report To Enter New School Eligibility Report Information: Enter the school poverty percentage for each school. Enter the percent of students scoring at proficient levels on each MEAP test given at the school. Check the appropriate box to indicate if the school meets the criteria for Title I CSR funding. Click the Save button to save your entries. Note: Click the Help link in the page header to access the information needed to complete this page correctly.

40 PrevNext | Slide 40 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 dark blue 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 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!

41 PrevNext | Slide 41 Budget Pages: Budget Summary To Enter Indirect Costs: 1.Determine the indirect cost rate to be used. 2.Enter the rate in the indirect rate field at the bottom of the budget grid. 3.Rates can be entered with precision. 4.Click the 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. 5.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.

42 PrevNext | Slide 42 Budget Pages: Budget Summary (continued) School Budget(s) List This list displays all schools that are included in the application. The information provided in this list is the school name and the total amount of the budget items entered into MEGS for each school. The school name provides a link to the Budget Detail for that school.

43 PrevNext | Slide 43 Budget Summary (continued) Contact Information This feature is used by the fiscal agent to supply contact names and phone numbers for the grant. The first contact is the business office representative and the second is the project contact person. These contacts will be contacted by MDE consultants, if necessary.

44 PrevNext | Slide 44 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 of the item, any FTE associated with the item 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 class; and within the object code, items are sorted alphabetically.

45 PrevNext | Slide 45 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). a. Only one entry unless personnel. b. All personnel entries must have Salaries and Benefits. c. 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.

46 PrevNext | Slide 46 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 Help users with slower Internet access by allowing them to add bulk quantities of budget items

47 PrevNext | Slide 47 Budget Pages: School Budgets To Add Budget Items for Schools: Click the Budget link for the school on the Application Menu, or click the underlined name of the school in the School Budget(s) section on the Budget Summary. Click the Add Budget Item tab on the Budget Detail page for that school. Follow the instructions to enter budget information. Entering budget items for schools is almost the same as for the district, with some small variations. The first difference is that schools dont have Budget Summary pages. A schools budget items are shown on a separate Budget Detail page, where they are displayed by function and object code and totaled. They are also shown in the districts Budget Detail, where they are identified by school name. School Budgets should be at least $50,000.

48 PrevNext | Slide 48 Narrative Rubrics: District and School – New and Continuation To Access the Narrative Rubrics: Click the link for the appropriate rubric on the Application Menu. This will open a separate browser window containing the rubric. 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 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 narratives.

49 PrevNext | Slide 49 Program Information: Reform Model Commitment The Reform Model Commitment page 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.

50 PrevNext | Slide 50 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 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. Click the Save button to save your entries.

51 PrevNext | Slide 51 Program Information: School and District Narratives The school and district 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. District narrative must also be uploaded. To Upload the School and District 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 text box.

52 PrevNext | Slide 52 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 and 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.

53 PrevNext | Slide 53 Program Information: Expand Entire Tree The Expand Entire Tree link displays links to all Program Information pages included in the application. Links to school-level Program Information pages are listed separately for each school under the title of each page. To view the links to all Program Information pages, click the Expand Entire Tree link. To collapse the tree and view only the page titles, click the Collapse Entire Tree link.

54 PrevNext | Slide 54 Submission of the Application To Submit an Application: Review Errors on the application. Notify Authorized Official is 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.

55 PrevNext | Slide 55 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

56 PrevNext | Slide 56 Consultant Checklist: View Comments Consultant Checklist After submission of the application in MEGS, the application will be reviewed by MDE consultants. During the review process, MDE consultants make comments in checklists. These comments can be viewed by the applicant. Once comments are entered in the checklist, a link in the MEGS header for the page will appear called View Comments. This link will display a popup window that will show all comments entered by the consultant.

57 PrevNext | Slide 57 Viewing Comments Click the View Comments link in the header of the page. A separate popup window opens and displays the comments for that page. CHECK LIST for Flint City School District Comprehensive School Reform # To View Comments from Consultants for a Single Page: 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. Right click to print. To View Comments from Consultants for the Entire Application:

58 PrevNext | Slide 58 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 Summary link on the Application Menu. Level 5s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

59 PrevNext | Slide 59 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, which changes the status to Amendment in Progress. 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. Level 5s can submit the amended application by clicking the Submit Application button on the Application Menu. MEGS will ask for a brief narrative to explain why the amendment is needed.

60 PrevNext | Slide 60 Look here for copies of the PowerPoint and the Quick Guide.

61 PrevNext | Slide 61 Questions?


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