1. GMAP Grant Management, Application, and Planning Consolidate Application Training

2. Online system for creating and submitting grant application Current grants – Perkins, Title IA, Title IIA, Title III EL and Title III Immigrant Will have other grants in the future

3. 1. Single point for creating, viewing, tracking and archiving grant applications 2. View across grant applications 3. Single working version for everyone 4. Single point of communication 5. Resources accessible within the system

4.  Team of KDE and district personnel selected HMB’s eGrants product  since 2002, used by 11 state education agencies  Configured to Kentucky requirements  Pilot conducted with 11 districts  Feedback used to refine configurations

5.  Title I, Title II, and Title III (EL and Immigrant) combined in a Consolidated Application for review and approval. (Funds stay separate.)  Each grant creates a budget of its entire allocation by MUNIS code  District Finance Officers and Superintendents (or designees) must approve applications every time they are sent to KDE.  District funding assurances and federal cash request assurances (previously in ASSIST) will be in GMAP as well as the funding assurances statement submitted by email.  Funds will not be released without an approved application.

6.  Title III will have a timeline with Title I and Title II  Each grant has its own section for allocation, budgeting and program details  Single workflow- grants are submitted, reviewed, returned and approved together  Grants will be reviewed by the appropriate program staff

7. Status Sequence 1. Not Started 2. Draft Started 3. Draft Completed 4. District Finance Officer Approved or Returned Not Approved 5. District Superintendent Approved or Retuned Not Approved 6. KDE Consolidated Consultant Approved or Returned Not Approved

8. Application Approved District Application Director DistrictKDE Draft Completed District Superintendent Approved District Finance Officer Approved Finance officer Superintendent KDE consultant & program staff Return (email to Finance Officer and Application Director) Make changes Review changes Draft Completed District Superintendent Approved District Finance Officer Approved Finance officer Superintendent corrections or clarifications needed District KDE KDE consultant Application Approved Corrections not needed

9.  Title III initial application will not require a balanced budget (warning only) for the first submission.  After determination of consortiums and released funds, districts and consortia with Title III will receive updated allocation  Application will be returned for completion of Title III and balanced budget will be required.

10. Consolidated Update – edit draft Consolidated Director – edit draft/Draft Completed status Finance Officer –edit draft/Finance Officer Approved/Returned status Superintendent –edit draft/Superintendent Approved/Returned status KDE Consultant –Provide feedback and approves application User Access –Add users and manage permissions A role can be assigned to more than one user. An individual user can have more than one role.

12.  Use any browser https://gmap.education.ky.gov/https://gmap.education.ky.gov/  Use Fr@nkfort1 as password for training session  Click GMAP Sign-in and enter email address and password; use “Forgot your Password” link to reset password

13.  District users see their associated organization. 13  Left menu allows for quick navigation between GMAP components  Click on Organization Name or Funding Applications from the Main Menu to go to the grant application.

14. Funding application is one or more grant application with the same workflow. Search for earlier years and earlier versions Year represents the end of the Fiscal Year. Use 2017 First version of an application is Rev 0.

15. Launching point to the pages of the application Print entire application, page, section or selected items “Messages” links indicate pages which have errors Shows revision changes (after Rev 0)

16. Status Area Collapse/exp and sections Each grant has its own section Links to individual pages Information Bar

17.  Indicate a warning or error  “Warnings” are only advisory. Will not prevent submission of the application  Red “Error” must be resolved before application can be submitted.

18. 1. From Sections page, select pages to print 2. Click on Print 3. Enter name for document 4. Go to KDE Resources 5. Open pdf 6. Print or save from PDF

19.  SAVE AND GO TO button- using it saves your work  Navigate within the application  Access any page  “Go To” appears on pages with no data entry

20.  60-minute session time-out between saves  Time-out clock under the menu shows time remaining.  Automatically saves and resets to 60 minutes when you move to another page  Click on Save and Go To : Current Page to save, reset the time-out clock and continue to work on the same page  Work on current page will be lost if time-out clock goes past 60 minutes without saving. Save as you work on the same page for an extended time!!!!

21.  Tentative 2016-2017 are loaded  Transfer of Title II to Title I on Allocations page  Title III uses consortium and released rows  New allocations will initiate a new version.

22.  Necessary for sending emails to groups, e.g. Title I coordinators, Title II coordinators  Can have more than one contact per contact type  Required Contacts must have a name or an Error will occur.  Additional Contacts are not required, but will create a Warning if not completed.

23. Category View Object Code View  Click on “Budget by…” to change view  Click on Modify to add Budget Details  If you do not see the word “Modify,” the application is not in Draft Started status or you do not have permissions  Only codes allowable for the grant type will be displayed

24.  Always use Add Item for a new entry.  Select Object Code from the drop down list Enter total amount in Cost.  Enter a narrative. Required for Title III and for some codes in Title I and Title II (See Help for Current Page for a list.)  Click Save button.  Click on Add Item to create additional items. Overtype an existing entry to edit it.  Budget at the district level. Budgeting at school level with Optional Location Code can be used but is not recommended because of the amount of work entailed.

25.  Required fields have an asterisk*  Text boxes with menus do not have text limits  Menu bar at the top of the text box permits font formatting, numbering, bulleting; Undo/Redo  Scroll bar appears if text goes beyond text box  Copy and paste from Word, pdf, or Excel  Use Save and Go To: Current Page when working. Watch the Session Timeout clock!

26. Click on Upload New to upload a document If document does not have a template, any file can be uploaded - Word, Excel, pdf, jpg If document has a template, download the template, complete it and save it, then upload. You can upload more than one document for any upload type

27.  District Assurance section replaces the diagnostic in ASSIST.  After completing the assurances, the section can be saved and printed for presentation to the board.  Comments related to the assurances should be created in a Office file and uploaded to the Related Documents page.

28. 1. Email sent to District Finance Officer notifying returned application 2. Go to Consolidated Checklist to view needed corrections 3. Sections marked Attention Needed have comments from KDE Program staff

29. 1. Use the View Change Log to see changes from any point in the application process 2. Changes identified by action taken (Delete, Update, Insert), detail of change, user making the change and a time stamp

30.  A new version must be created when changes are needed for an Approved application.  A new allocation will create a new version of an Approved application  Districts can initiate a new version at any time to amend the budget  Sections page has a column indicating changes from previous version

31. 31 New Versions Click on Details on Sections page to see from the previous version.

32. 32 Help Resources Help for Current Page KDE Resources