Presentation on theme: "PrevNext | Slide 1 Michigan Electronic Grants System MEGS Career Initiatives Office of Career and Technical Preparation."— Presentation transcript:
PrevNext | Slide 1 Michigan Electronic Grants System MEGS Career Initiatives Office of Career and Technical Preparation Last Updated: 1/24/2006
PrevNext | Slide 2 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 3 What is MEGS? Apply for grants online Common look and feel for all applications OCTP review and comment on applications CI Coordinator level Amendments online Grant reporting online Some previous years information saved and brought forward Up-to-date view of applications Automated generation of
PrevNext | Slide 4 Grants in MEGS 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
PrevNext | Slide 5 Grants in MEGS continued Mathematics & Science Partnership Michigan School Readiness Program/CNRA Reading First Safe & Drug Free Schools Section 31a/32e Flexibility Special Education Flowthrough, Preschool, EOSD Transition Services Summer Migrant Title I School Improvement 21 st Century Community Learning Centers
PrevNext | Slide 6 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 7 What is needed to use MEGS? An Internet Connection Web Browser - IE Netscape 7.0+ Acrobat Reader 4.0+ A Valid MEIS Account entered in MEGS *If you can, use Internet Explorer.
PrevNext | Slide 8 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. Review previous years entries MEIS accounts must be entered in MEGS. Full PDFs are generated nightly (after request). Confirm your address. (Main Menu) Spell checking is available
PrevNext | Slide 9 What is Adobe Acrobat Reader and why 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+
PrevNext | Slide 10 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:
PrevNext | Slide 11 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) (800)
PrevNext | Slide 12 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
PrevNext | Slide 13 MEGS Website Allocations Grant Information MEIS Accounts Peer Reviewers Training
PrevNext | Slide 14 Logging into MEGS Use the Login and Password obtained from the MEIS Registration Process to login. Remember, the MEIS password is case sensitive. If you receive an error message that you have a valid MEIS account, but are not authorized in MEGS, contact your Authorized Official. Need to reset your password? Call the MDE Helpdesk: (517) (800)
PrevNext | Slide 15 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 16 Designating Authorized Officials Two Authorized Officials per district Authorized by the Superintendent Update annually Print and send in the MEGS Electronic Form Electronic form is fillable You can also find forms on the MEGS website Very quick turn-around Log-in to check
PrevNext | Slide 17 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
PrevNext | Slide 18 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.
PrevNext | Slide 19 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 20 Authorized Officials: Getting Started From the Main Menu, Authorized Officials can: Initiate applications Add users to MEGS Review/edit contact information Assign application security levels Edit agency information Edit personal contact information Once an application has been initiated, the application will be listed on the Main Menu. Grants are color coded by years: are red are blue are green
PrevNext | Slide 21 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.
PrevNext | Slide 22 Main Menu: Add Users to MEGS Level 5s can add users to MEGS Click the Add Users to MEGS link. Enter up to 10 new users into MEGS: –Enter the MEIS Account number –District code is set Click Verify to verify users. Check the results of Verify: –Check name and agency –Invalid MEIS account –Already in MEGS Confirm the new users by clicking Save. Go to the Main Menu and click the Application Security Level(s) link to complete the process of giving users access to applications in MEGS.
PrevNext | Slide 23 Main Menu: Contact Information Maintain MEGS Accounts Click the Contact Information link. A list of people associated with the users agency who are currently in MEGS is displayed. Each name is a link to a page where that persons contact information can be edited. To Edit Contact Information (5s only): Click the underlined name of the person whose information you wish to edit. Make appropriate changes and click the Save button. Click the Return to Previous Page button to continue.
PrevNext | Slide 24 Main Menu: Application Security Level(s) Select the user from the drop down list and click Go. Assign a security level for each application the user will access. To restrict the access date, change the date in the Date Begin field. Click the Save button to save the assignments. To assign application security level(s) once users are added to MEGS: Users can be added even if the application is already initiated.
PrevNext | Slide 25 Main Menu: Initiating an Application (4s/5s) From the Main Menu: Select the application from the drop down list and click Apply For A New Grant. Choose the grants for which the agency will apply now or later during this fiscal year. Click the box in the Copy Previous Grant column to uncheck it if you do not wish to bring the previous years information forward. Click the Apply button to initiate the application. This will send the user to the Application Menu. Option to initiate the grant disappears once the grant is initiated.
PrevNext | Slide 26 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 27 Application Menus Application Menu Header Details Application Information Management Activities General Information Budget Pages Program Information Attachments Submitting the Application All grants have similar look. Each grant application has its own unique features.
PrevNext | Slide 28 Avoid Back and Forward 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.
PrevNext | Slide 30 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. CI Notebook This link opens the CI Notebook for reference.
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 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. One type of contact can be added: Regional Fiscal Agent Contact Person To activate the users, click the Save button.
PrevNext | Slide 32 Edit/Remove Users Control Access to This Application Identify users to delete or to temporarily limit their access. To edit the users access, make the appropriate changes and click Save. To remove the user, click the box in the Mark Remove column to the left of the users name and click Save. The removed user will no longer have access to the application unless the user is given access again. To Edit or Remove User Access from the Application: If more than 20 users in grant, only Fiscal Agent users show. Select All in drop down to see all users with access to grant.
PrevNext | Slide 33 Grant Contact Information To Assign or Change Contacts: Go to the Control Access to This Application page and make the assignment. Authorized users may delete and replace the Contacts. When the assignment is saved, the Main Contact will be displayed on the Grant Contact and Fiscal Agent Information page. NEW Contact, specifies additional recipients of automated MEGS s.
PrevNext | Slide 34 Management Activities: View a PDF of This Application To View a PDF of the Application: Click the View a PDF of this application link to generate a printable version of the application. The PDF will include all information that is entered into the current application. One Click Solution: sent when ready Links are also provided for individual page PDFs. This feature is provided for agencies to keep a printed copy of the application that the user submitted electronically. To save the PDF of your completed application, select File – Save As and save the file to your hard drive. Blank PDF is also available.
PrevNext | Slide 35 General Information
PrevNext | Slide 36 General Information: Fiscal Agent Information 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. NEW When changes are made and approved in School Code Master, MEGS will reflect them the next day. Make permanent changes in SchoolCode Master, instead of in MEGS! Exceptions (use MEGS): Address 2 Colleges and Universities
PrevNext | Slide 37 General Information: Regional Tech Prep Coordinator Designate two coordinators Postsecondary Regional Tech Prep Coordinator Secondary Regional Tech Prep Coordinator Indicate if the Regional Tech Prep Coordinating Fiscal Agency is Secondary or Post Secondary.
PrevNext | Slide 38 General Information: Participation of Private Nonprofit Schools To Enter Participation of Private Nonprofit School Information: Select Has this page been updated since last year? Enter/update the requested information Click the Save button to save your entries.
PrevNext | Slide 39 General Information: Coordinating Agent Review Coordinating Agent Review: Check the responses when review is complete Click the Save button to save your entries.
PrevNext | Slide 40 Budget Pages
PrevNext | Slide 41 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.. 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.
PrevNext | Slide 42 Regional Budget Summary Regional Budget Summary: Lists the budget details by activity category Salaries and Benefits Capital Outlay (equipment) Page is for viewing only: the budget is built from the bottom up
PrevNext | Slide 43 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. Complete Contact Information: Business Office Representative Project Contact Person
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, 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 CI grants, budgets from the prior year do not pull forward.
PrevNext | Slide 45 Budget Pages: Add Budget Item First Enter your Action Plan. To Add a Budget Item: Select the Activity Category/function code from the dropdown list. Select the Action Plan from the dropdown 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. After completing the entries, click the Add Item button. Non-Federal Funds (not basic MEGS) 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.
PrevNext | Slide 46 Budget Pages: Delete Budget Detail Use Delete Budget Detail when you are ready to start over. You clear out the entire budget detail on the page. One chance to confirm: and then its gone!
PrevNext | Slide 47 Program Information Program information pages are unique for each grant in MEGS. Has this page been updated since last year? (Action Plan) Defaults to Has not been reviewed and requires the applicant to select No or Yes.
PrevNext | Slide 48 Long-Range Plan Review Checklist Indicate: No revisions needed Mark specific sections Need revisions? Every Check must be addressed in the Revisions Section.
PrevNext | Slide 49 Revisions to Long-Range Plans Every Section marked on previous form must be addressed. Fax or mail the revisions to OCTP. Indicate type of change: Additional Activity Modification of Activity Deletion of Activity
PrevNext | Slide 50 Action Plan All required activity categories must be addressed in the action plan. Select category from dropdown Multiple Activities and Outcomes are expected. Districts involved: use the Go button to see list. Select CPI or Benchmarks. Multiple selection is OK. Use Add Button to add additional entries. Link to budget.
PrevNext | Slide 51 Tech Prep Program Status Delete/Edit/Add line Select Community College Select Postsecondary CIP Code Pathway number is completed Select Secondary Program CIP Code Select Secondary PSN Check that Articulation Agreement and Program Alignment have been submitted
PrevNext | Slide 52 Additional Articulation Agreements Delete/Edit/Add line Enter PostSecondary Institution Select Postsecondary Program and CIP Select Secondary Program CIP Code Select Secondary PSN(s)
PrevNext | Slide 53 Expanded Menus Click the folder to expand and see the contents. Re-Click the folder to hide the links. Expanded menus are used for applications that include multiple copies of a page. They are also used for sets of related pages under a single heading. To use the expanded menu:
PrevNext | Slide 54 Attachments to Applications The link to the page where attachments are uploaded is found in the Attachments section of the Application Menu. To Upload Attachments: Enter a title for the file. Click Browse and find the file. Select the file and click Open. Click Upload Attachment. To view the attachment, click the link on the Application Menu page or on the page where the attachment is uploaded. To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment. Tech Prep: Current Articulation Agreements Current Program Alignment Miscellaneous CTE Perkins: Miscellaneous
PrevNext | Slide 55 Check Errors 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.
PrevNext | Slide 56 CI Coordinators CI Coordinators are assigned in MEGS by OCTP staff Access CI Checklists. Business Rule: both applications must be approved before either can be submitted. Add EAG and WDB chairs Access Regional Aligned Budget View Access to all grants
PrevNext | Slide 57 CI Coordinators CI Checklist CI Coordinators will approved the application. Checklist link will show to OCTP consultants and CI Coordinators only. Business Rule: both applications must be approved before either can be submitted.
PrevNext | Slide 58 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 to which you must agree 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 Level 5s and the application designated contacts by that the application has been received by DLEG OCTP.
PrevNext | Slide 59 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 60 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
PrevNext | Slide 61 Viewing and Responding to Comments To View Comments from Consultants: Click the View Comments link in the header of any page in the application. A separate popup window opens and displays the application checklist with all comments from consultants. Click the Print button to print the checklist with comments. To Respond to Comments from Consultants: Enter your comments in the Comments to Consultant box under the appropriate page heading in the checklist. Click the Save button to save the comments you have entered.
PrevNext | Slide 62 Modifications Process Modifying the Application: When the application status is Modifications Required, the Modify Application button is lit on the application table on the Main Menu page. Level 4s and 5s can click Modify Application to begin revising the application, which changes the status to Modifications in Progress. Once the status is Modifications in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modifications link on the Application Menu. Level 5s can submit the modified application by clicking the Submit Modifications button on the Application Menu.
PrevNext | Slide 63 Amendment Process Amending the Application: Once the application status is Grant Funds Available, an Amend Application button is displayed on the application table on the Main Menu page. Level 4s and 5s can click Amend Application to begin an amendment. Once the status is Amendment in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modifications link on the Application Menu. Level 5s can submit the amended application by clicking the Submit Amendment button on the Application Menu. An amendment description is required to explain the purpose of the amendment. Click the Amendment Description link on the Application Menu to enter the description. The Contact Name and Phone will auto-fill when the description is saved.
PrevNext | Slide 64 Viewing Original Applications and Amendments The View/Edit button on the application table always accesses the current version of the application. Applications that have amendments are identified with an A1, A2, etc. on the application table. To access links to the original approved application and amendment(s): Click the View History button. Click the link for the original funded application or the amendment that you wish to view.
PrevNext | Slide 65 Recipients Grant Contact Changes Grant Contact options include Recipient. An agency may identify any number of Recipients; it is not required, and designations are pulled forward each year. TriggerApplicant Recipients Confirmation of Receipt of Application (Application, Modification, Amendment) All Grant Contacts All Level 5s Confirmation of Receipt of Report (including Report Modification) Report Contact Modifications Required All Grant Contacts Report Modifications Required All Grant Contacts Grant Funds Available Administrator (e.g. Superintendent) All Grant Contacts Consortium Invitation All Level 5s at Consortium Invitee PDF Ready for Download (including Budget Detail PDF) Requestor Allocation Approval All Level 5s All Grant Contacts means anyone identified in the Grant Contact dropdown in Control Access to This Application for that application: Main Contact, Secondary Contact, or Recipient. In some grants, Main Contact and Secondary Contact use different names. CHANGED
PrevNext | Slide 66 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 67 Grant Reports The View Reports button on the application table allows the user to access reports for that application. The button is used to access the Reports and Contact Information page. This page is used to initiate new reports and to view completed reports. It also displays the due date and the status of the report. To initiate and complete a report: Click the underlined name of the report on the Reports and Contact Information page. Click the link(s) under Report Pages to access the report entry page(s). Enter the required information and click the Save button on each page. Click the Report Pages button to access the link to another page or to submit the completed report. Click the Submit Report button to submit the report.
PrevNext | Slide 68 Report Contact MEGS automatically assigns the Main Contact for the application as the Report Contact. To change the name of the Report Contact: Click the Change Contact button on the Reports and Contact Information screen. Enter MEIS Account number of the contact person and click the Save button.
PrevNext | Slide 69 Report History and Delete NEW Report History is now available. Report Delete is now available, if the report has not been submitted.
PrevNext | Slide 70 Submission of the Report Submitting the Report: Reports can be submitted by: Fiscal Agent Authorized Officials (Level 5) or Application Administrator (Level 4) Error check will run Report Status will update Report Statuses: Report Available Report in Progress Report Submitted Report Modifications Required Report Modifications in Progress Report Modifications Submitted Report Accepted
PrevNext | Slide 71 The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting MEGS Update
PrevNext | Slide 72 DS-4044 for MEGS Grants GCMRS security is used Access Grant/Projects from Project Listing screen Grants in MEGS will pull in budget detail Report expenditures by function code detail Add function codes Finalize your DS-4044 Sign in usual manner
PrevNext | Slide 73 DS-4044 MEGS grants will pull in budget details Other grants will work just the same as before.
PrevNext | Slide 74 DS-4044 Budget detail displayed by detailed function code Approved Budget is shown Update expenditures Deviations +/- 10% to be shaded pink. For info only (this year!) Save entries Finalize Grant Funds Local Share must be finalized first Sign in traditional manner: from Sign Option
PrevNext | Slide 75 Questions? MEGS in General CTE Perkins and Tech Prep