1. Grant Management Application & Planning (GMAP)
Grant Management Application & Planning (GMAP) Karla Miller, Ed Financial Analyst Office of Special Education & Early Learning

2. Contents User Roles Completing the Application Errors and Warnings
Workflow and Returned Applications
Other GMAP features, Print, Comments
GMAP Website, changing password

3. User Roles
IDEA Update – can change to Draft Started and edit the application
IDEA Director – can change to Draft Started, edit and Draft Completed status
Finance Officer –Finance Officer Approved/Returned status
Superintendent - Superintendent Approved/Returned status
KDE IDEA Consultant –Provide feedback and changes status to Approved
User Access –Add users and manage permissions (Every district has one.)
Let’s start with the User Roles. A role can be assigned to more than one user. Any chosen individual user can have more than one role. These individuals are chosen by the district. Once chosen the District User Administrator adds users and assign roles.
The District role assignments are in “Address Book” which is a Main Menu item. Every district has a User Administrator, normally this is your technology person.

4. Accessing the Application
Access IDEA application by clicking on:
District Name, or
Funding/Funding applications from the Main Menu
For any new DoSE’s, here is how to access the actual application. Log into your account, click on your district name, then funding/funding applications from the main menu at the left.

5. Locating a funding application
Funding application is one or more grant applications with same approval workflow
Search for earlier years and earlier version
Year represents the fiscal year end. (2018 = FY )
First version of an application is Rev 0.
Since GMAP contains more than just the IDEA application, you will need to pull your application from a screen that looks similar to this one. From here you will be able to search for earlier applications as well. Use the drop down boxes to locate the application in which you want to view or work. The first version of an application is always revision 0. Once you begin to make any changes throughout the year, the revisions will start at 1, 2, etc.
The year represents the fiscal year end. Example 2018 will be FY

6. IDEA Sections Page
Maintains history of all status changes and comments. Create Comment allows comments to be created in history and .
Provides information regarding CEIS participation
Shows total district allocation and provides for transfer of funds to CEIS
All the pages of the application. You can go to any page using the links on this page. Basic and Preschool Budgets. Note: if funds are transferred to CEIS, an additional budget for CEIS will display.
At the top, GMAP maintains a history log of all changes and comments that are made within the application.
The ‘Create Comments’ allows comments to be created in the history and . These tools are very useful in keeping everything within the application, everything in one place. This is extremely helpful for auditing purposes.
The CEIS Participation link will show your district if you are a required CEIS (Coordinated Early Intervening Services) District. At the top left hand corner you will see the word ‘required’. If you are a required district, you must withhold at least 15% of your allocation for these services. Column D will show you how much total that you need to set aside. You can budget this amount however you choose to budget as long as you budget the full 15%.
The Personnel Details page is a page that many districts skipped over this past year. The information for this page needs to be all special education personnel for the district regardless of funding source. It is important to complete this page correctly to ensure that our reports to USDOE are submitted accurately.
The Private School Proportionate Amount page will automatically calculate the amount that needs to be budgeted for you once you enter the number of students in the top two columns. Number 5 will show you the amount of both BASIC and Preschool funds that you will need to budget for PSPA.
The IDEA BASIC Budget link and the Preschool Budget links are where you want to go to begin your actual budgeting, as well as the Private School Proportionate Amount Allocations for both. At the top of the page, the system will automatically calculate the maximum indirect cost for your district. Some districts choose to use this, some do not. You should see a ‘modify’ link at the left to begin your entries. For Private School budgets, keep in mind that 0111(extended days) 0130(classified services) and 0610(general supplies) are not allowable codes.
Once you have your budgets entered, you can view these by the full budget with narratives or just a budget overview, which will show you the object codes with the links.
If you are a district participating in CEIS, you will have an additional section showing on the Sections Page for CEIS Budget, Budget Overview, CEIS, and Related Document Links.
Scoring Rubric for IDEA application; Comments from KDE Reviewers

7. Sections Page Be sure to change the status to DRAFT STARTED
Navigate to other pages
Change workflow status
Print
Review error messages
Be sure to change the status to DRAFT STARTED
At the very top of the sections page it will show you the district name, the application year and the version you are working on. When beginning your new application (or a revision to an application), be sure to change the status first on this page. For a new application, it will say ‘draft started’, for a revision to an approved application, it will say ‘revision started’. This is an important step. If the status is not changed, the application does not go anywhere for approval. It will stay at that one level.
You can navigate to other pages from this location. You also have the option to print a certain document if needed buy clicking on the link located at the right hand side of the screen. You will notice there is a column named “validation”. This column contains messages. A red ‘error’ must be corrected before the application can be submitted. A warning is just that…a warning.

8. Returned Applications
s sent to District Finance Officer and IDEA Director
Status changed to “KDE IDEA Consultant Returned Not Approved”
Open IDEA Checklist from the Sections page
Sections marked “Attention Needed” contain KDE staff instructions and comments
As you could see on the previous screen, the IDEA Checklist link is located at the very bottom of the page. When you click on this link you will see all of the comments that were made by the KDE Consultant on your application. These comments are what needs to be addressed before the application can be approved. I think many districts were confused on where to find what was actually wrong with their application once it was rejected. Remember to go to the very bottom of your sections page and click on the IDEA Checklist to look at the “Attention Needed” sections. This should tell you everything you need to do in order to receive an approval. There should be dates on the comments so that you know when those were actually written to you. In an effort to make these comments stand out, we try to change the font colors along with placing a date above the comments if you have multiple returned applications. GMAP stores all changes made to an application.

9. Allocations Allocations are preloaded
If participating in CEIS, indicate amounts moved to CEIS
Once you have indicated the amounts for CEIS, the CEIS budget will display on the ‘Sections’ page. ‘Required’ will display on the CEIS page after transferring funds.
The Allocations Page is where you will locate the total amounts for both IDEA BASIC and IDEA Preschool. If your district is required to implement CEIS, you will need to click on the CEIS Participation link to see what the total amount is to budget. The amount should be at least 15% of the total IDEA allocation (both IDEA BASIC and IDEA Preschool). Once you have that amount, you can determine where you would like to deduct that total from (either BASIC or Preschool or you can take it all out of one grant). These ending totals will be the figures you budget on the appropriate pages.

10. Budget Either view can be used; Click on “Budget by…” to change view
Category View
Object Code View
Either view can be used; 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
This page just shows you the different views for your budget. You can modify your budget by clicking on the ‘modify’ link at the right. You can do this by category or object codes. The object codes that are allowable should be available for selection. If you do not see a code that you need, send an request to There are certain codes that are available for use upon a case by case basis by the Office of Special Education and Early Learning (OSEEL).
Remember the application must be in ‘draft started’ status in order to make any changes/revisions.

11. Budget Overview Plus/Minus
Appears on new versions
Indicates changes to budget from previous version

12. Personnel Details

13. Private School Proportionate Amount

14. History Log/Create Comment
Permanent record of all status changes with user ID and time stamp
Maintains record of responses.

15. Validation Errors and Warnings
Click “Messages” from Sections page Validation column
Red “Error” must be resolved before application can be submitted.
“Warnings” are only advisory. Will not prevent submission of the application
Click on the error/warning message to go to the affected page.

16. Creating Comments/Email
Type in Comment Box
If is desired
Click “Send to GMAP Contacts”
Select Recipient Name(s)
Click on “Save and Go To” button

17. Uploading Documents for Approval
Use to add additional documentation (i.e. special purchase requests)
Click on District Document Library on left of screen
Select year of application, then IDEA Documentation
Click on Edit Documents
Click on “template IDEA Funds Approval Form” to complete and save to your computer
Once saved, click on ‘upload document’, browse
Locate the saved document and save it to your application.

18. Budget Detail Narratives
All items require a narrative description.
Use descriptive narratives relevant to special education.
Narratives have the most review by KDE staff to assure allowable expenditures and review of items needing preapproval.
99% of district IDEA GMAP applications were returned due to either no narratives or very, very brief narratives. When submitting your application for approval, I cannot stress to you enough that your narratives must be very descriptive. These narratives receive the most review by KDE staff to assure IDEA funds are being spent properly and to also to uncover any items that may need preapproval. We must have descriptive narratives in order to approve expenditures. If the narratives are not descriptive, we are required to return it to the district for completion.

19. Returned Narrative Examples
Certified-Certified Staff
Dose Extended Days
Classified IAs
Fees
Travel for staff
Supplies
Here are some of the most common narratives that were submitted for this year’s applications. This list is not exhaustive, but it is the ones that I sent back a large percentage for corrections. These narratives do not tell me as a reviewer anything specific at all. I can assume that the funding will be spent on special education, but nothing points that out.

20. Approved Narrative Examples
0110 (3) Special Education Certified Staff (2) FMD; (1) LBD.
0111 DoSE 25 Extended Days
0130 (2) Classified Instructional Assistants (1) assigned MS/HS LBD; (1) assigned to high school FMD
0338 Registration fees for special education staff to attend professional development to enhance their classroom instruction.
0580 Travel expenses, mileage to schools, travel to conferences for professional development-all by special education staff.
0610 Supplies as needed for the special education staff to meet the needs of all special education students.
Tell us how many certified special education teachers you have, what types they are (FMD, EBD, LBD, etc). List the number of extended days that you are paying for your DoSE or school psych, school counselor. Elaborate on your Instructional Assistants. State where they are assigned to and how many.

21. Helpful Hints….. Before Submitting the Application, Ask Yourself:
Does the narrative relate back to the IDEA Grant and/or Special Education Students in some form?
Could anyone read this narrative and know exactly what the budget request is for? Would they know it was requested for the education of special education students?
Refer to the IDEA Funding Matrix & Chart of Accounts.
Review the ‘Use of IDEA Funds’ Document.

22. Links of Object Codes Link to web page: Link to document:
%20Balances,%20Revenues%20and%20Expenditure s,%20Chart%20of%20Accounts,%20Indirect%20Cost %20Rates%20and%20Key%20Financial%20Indicator s.aspx
Link to document:
s/KDE%20Chart%20of%20Account%20Segment% 20Descriptions%20(FY1819).pdf

23. GMAP Address
Use any browser
Click GMAP Sign-in and enter address and password; use “Forgot your Password” to reset password

24. s from GMAP
ANY from GMAP will be from
Example of the to reset password
This is an example of an a user receives when they are entered into the system. It will contain the KETS address as the User ID and a link to the system to set your own password.

25. Questions?? Beginning with FY 2020 Application
Contact: Gary Martin
Through end of FY 2019
Karla Miller, KDE IDEA Financial Analyst
x4155