1. Florida Weatherization Assistance Program Reporting & Information Management eGrants & GAS
Norm Gempel, Manager
Florida Department of Community Affairs
2007 National Training Conference
December 2007

2. The eGrants System Online Data Processing System
Electronic BWR and FSR
Electronic Quarterly WAP-LH Reporting
All agencies are “on-line”
Major components have been completed.

4. The eGrants Process Login Select Program Select Contract
Enter Job Number
Enter BWR Information
Close BWR(s)
Edit FSR (do not edit until ALL BWRs are closed)
Submit FSR
Fax Signed FSR to Your Consultant

5. eGrants Login www.dca.state.fl.us/fhcd/egrants/login.cfm
Enter username and password.
Contact your consultant at regarding assignment or modification of your username and password.

6. Social Security Number (SSN) Check allows agency intake staff to check applicants against the entire statewide data base of previous Weatherization clients.

7. eGrants - Desktop Then, Click on Contract Number to Select.
First, Select Program.
FSR Listing and Current Month BWR’s Reflect Selected Contract Number.
Client Name
Client Name

8. eGrants – FSR Listing Each Contract has a FSR Listing
Subgrantee Name and FEID Number
Click to display the selected contracts FSR Listing.
Contract Number
Each Contract has a FSR Listing
This listing will reflect the status of requests for payment and payments made/approved during the contract period.

9. FSR Listing, continued Creating an FSR with No BWRs Click Click
Subgrantee Name and FEID Number
Contract Number
Click
Click
Creating an FSR with No BWRs
The reporting period for FSR’s is monthly. Subgrantees must submit an FSR by the tenth day of the month following the reporting period.
For reporting periods with no units completed (no BWR’s), subgrantees will submit an FSR with a zero payment request.

10. eGrants - FSR for No BWR’s
Click
Subgrantee Name
Sugrantee Address
Contract Number

11. FSR for No BWR’s, continued
No BWR FSR: Do not enter/report expenditures.
First, enter name, title and date of authorized signature.
Then, click Save/Next.
Failure to click on the Save/Next button will result in the loss of data entered.

12. Printing a single page FSR

13. FSR for No BWR’s, continued
Click here to return to the FSR Listing page.
Subgrantee Name
Sugrantee Address
Contract Number

14. eGrants – Submitting an FSR
Subgrantee Name and FEID Number Program Contract Number
Click here to submit the FSR to your consultant for processing.
Click here to submit the FSR to your consultant for processing.
Click here to submit the FSR to your consultant for processing.

15. Submitting an FSR, continued
Subgrantee Name and FEID Number Program Contract Number
Click OK.

16. Submitting an FSR, continued
Subgrantee Name and FEID Number Program Contract Number
Your FSR has been submitted for payment processing.

17. eGrants - Desktop
After selecting the Program and Contract Number, click on BWR Listing to review and enter BWRs.
Subgrantee Name and FEID Number
Program Contract Number
Sub grantee Username
Client Name
Client Name

18. eGrants - BWR Listing Viewing BWRs
Subgrantee Name and FEID Number Program Contract Number
Viewing BWRs
A BWR Listing is compiled as BWRs are created. When all BWRs are complete, each BWR is closed to create your monthly FSR.
Each FSR’s corresponding BWR Listing may be viewed by first viewing the FSR and then clicking on the “View BWR Listing” button.

19. eGrants – Creating BWRs
Subgrantee Name and FEID Number
Contract Number
First, Enter Job Number
Then, Click on Create new BWR
Assigning Job Numbers
Use at least eight characters
2 for program year = 05
2 for program = WX or LH
2 for County
2 for unit number = 01, 02, 03
Use first assigned job number for all programs = 05WXAL01

20. eGrants – Client Intake Form
Subgrantee Name and FEID Number
Contract Number
This has been updated and only requires the last four digits.
Then, click on Search by SSN

21. eGrants – Search by SSN
Contract Number
Subgrantee Name, FEID and Contract Number
04WX-4Y W.X. Client A Street
Click here to pre-fill the Client Intake Form with this client’s information.
A contract number, client name and unit address will be listed if services had been provided to this SSN under another program or in a prior program year.
If the client listed is eligible for additional services (10 year rule), click on the client’s name. Information related to the prior client record will pre-fill the BWR. Review the record for completeness and current accuracy.

22. Search by SSN continued
Contract Number
Subgrantee Name, FEID and Contract Number
Click
If no record is retrieved, click on the Back button to return to the Client Intake Form for data entry.

23. Client Intake Form, continued
Subgrantee Name
BWR Weatherization
Contract Number
After entering/reviewing data in all fields, click on the Save/Next button.
Failure to click on the Save/Next button will result in the loss of data entered/updated.

24. eGrants – Client Intake Form, Part II
Subgrantee Name
Subgrantee Name
BWR Weatherization
Contract Number
Contract Number
First, enter annual income.
After entering data in all fields, click on the Save button.
Then, click on Save/Next.

25. eGrants – Household Information
Subgrantee Name
Contract Number
Subgrantee Name
BWR Weatherization
Save/Next.

26. Household Information, continued
Total
All household residents
Verify income eligibility
People in House
All characteristics
Units by Occupancy
Client only
All characteristics (of client, ie Elderly and Handicapped)
Units by Type
Choose one

27. eGrants – Required Measures
Subgrantee Name
BWR Weatherization
Contract Number
Use the Comments Field to address required measures with no costs. See Section Two of the WAP Manual for required comments.
After addressing all required measures, click on the Save/Next button.

28. eGrants – Infiltration Reduction Measures
Subgrantee Name
Subgrantee Name
BWR Weatherization
Contract Number
Contract Number
Infiltration Reduction Costs are limited by the data provided by the NEAT/MHEA Output report. See Section Two of the WAP Manual for Output Report analysis guidelines..
After entering costs, click on the Save/Next button.

29. eGrants – Weatherization Measures
Subgrantee Name
BWR Weatherization
Contract Number
Weatherization Measures Costs are limited by the data provided by the NEAT/MHEA Output report. See Section Two of the WAP Manual for Output Report analysis guidelines.
Incidental Repair Costs are limited to $600 and must be related to infiltration measures.
Click

30. eGrants – Readings First, enter annual income.
Subgrantee Name
Subgrantee Name
BWR Weatherization
Contract Number
Contract Number
First, enter annual income.
After entering data in all fields, click on the Save button.
Then, click on Save/Next.

31. eGrants – BWR Listing First, enter annual income. Subgrantee Name
BWR Weatherization
Contract Number
Contract Number
First, enter annual income.

32. eGrants – Close BWR and Create FSR
Subgrantee Name
Subgrantee Name
BWR Weatherization
Contract Number
Contract Number
First, enter annual income.
After entering data in all fields, click on the Save button.
Then, click on Save/Next.

33. eGrants – Edit FSR
After entering data in all fields, click on the Save button.

34. eGrants – Edit FSR, continued

35. eGrants – Edit FSR, continued

36. eGrants – Edit FSR, continued

39. eGrants – Submit FSR

40. eGrants – Submit FSR, continued

41. eGrants – DCA Receives FSR

42. eGrants – DCA Receives FSR continued

43. eGrants – FSR Re-submitted

44. eGrants Call Your Consultant for a Username and Password
Call Your Consultant whenever you encounter problems
Use eGrants for All Programs
WAP
WAP-LIHEAP
CSBG
LIHEAP

45. Future Plans for eGrants:
Combining Contracts
Semi-Annual Reports
Electronic Signatures

46. Grants Administration System

47. PENDING REIMBURSEMENT REQUESTS
This screen represents the firewall protecting our system. Local agency submissions are reviewed from this screen, and only when they are correct is the data allowed into the Grants Administration System.

48. Submitted FSR

49. JOBS

50. CLIENT INFO

51. Allows state staff to check agency requests against database of all state Weatherization recipients.

59. Request Approved & Accepted

60. SUBGRANTEE LISTING

61. CONTRACT DETAIL

68. Data Stored in GAS

80. To revisit stored data

92. Reports

132. Future items: Combining Contracts Electronic Signature
“STOP” – missing data
Measures reports