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PrevNext | Slide 1 Welcome to MEGS The Michigan Electronic Grants System SAFE AND DRUG-FREE MEGS Updates for 2004-05.

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Presentation on theme: "PrevNext | Slide 1 Welcome to MEGS The Michigan Electronic Grants System SAFE AND DRUG-FREE MEGS Updates for 2004-05."— Presentation transcript:

1 PrevNext | Slide 1 Welcome to MEGS The Michigan Electronic Grants System SAFE AND DRUG-FREE MEGS Updates for 2004-05 Last Updated: April 16, 2004

2 PrevNext | Slide 2 1. Understand Authorized Officials (level 5) 2. Get a MEIS account entered in MEGS 3. Get assigned to the grant 4. Initiate the Safe and Drug-Free Grant Safe and Drug-Free and MEGS

3 PrevNext | Slide 3 What is needed to use MEGS? An Internet Connection Web Browser -IE 6.0+ -Netscape 7.0+ Acrobat Reader 4.0+ A Valid MEIS Account, entered in MEGS MEGS has high speed supporting hardware. –Pop-up blockers

4 PrevNext | Slide 4 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 you must first obtain a MEIS account. This can be done by going to the following URL and clicking Create a MEIS Account:

5 PrevNext | Slide 5 Confirming your MEIS Account The final screen will confirm your account. Hint: Change your password immediately. Hint: Print this page for your records. Your MEIS account must be entered in MEGS by your authorized official (level 5). Note: Every MEIS application has its own security system.

6 PrevNext | Slide 6 Designating Authorized Officials Two Authorized Officials per district Authorized by the appropriate level with fiscal responsibility Print and send in the MEGS Electronic Form

7 PrevNext | Slide 7 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 -MEIS information -general information

8 PrevNext | Slide 8 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) 335-0505

9 PrevNext | Slide 9 MEGS Authorization Structure Level 5 - Authorized Officials Manage MEGS accounts for district/agency and add users to MEGS Submit, amend and delete applications, amendments, and/or reports Level 4 - Application Administrators Responsible for managing the application Initiate assigned applications Assign other users to participate in the grant writing or review process Notify Authorized Officials to submit applications, modifications and amendments Submit reports Level 3b – Consortium Members Input and edit any of their agencys data Level 2 - Grant Writers -- Input and edit any data Level 1 – Viewers -- View all parts of the application - Cannot input or edit any information

10 PrevNext | Slide 10 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.

11 PrevNext | Slide 11 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. Grant Years are color coded: 2004-2005 are red 2003-2004 are greenish 2002-2003 are blue

12 PrevNext | Slide 12 MAIN MENU: Add Users to MEGS Click the Add Users to MEGS link. Users added to your college/university Enter up to 10 new users into MEGS: –Enter the MEIS Account number 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.

13 PrevNext | Slide 13 MAIN MENU: Contact Information Maintain MEGS Accounts 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. To Edit Contact Information (5s only):

14 PrevNext | Slide 14 MAIN MENU: Application Security Level(s) Get assigned to the grant! Select the user from the drop down list and click Go. Assign a security level for each application the user will access. Click the Save button to save the assignments. To assign application security level(s) once users are in MEGS: New! Users can be added even if the application is already initiated. Safe & Drug-Free

15 PrevNext | Slide 15 Initiating an Application Apply for FY 2005 Grant Select Safe & Drug-Free Schools (FY205) from the drop down list Click Apply For A New Grant 4s or 5s can initiate applications

16 PrevNext | Slide 16 MAIN MENU Initiating an Application Select Apply Now button. Click the Apply button to initiate the application. This will send the user to the Application Menu. Apply Now does not mean TODAY

17 PrevNext | Slide 17 HELP/ASSISTANCE Most pages have help information. Before you enter any information, it is recommended to view HELP screens. To print, click Print Window.

18 PrevNext | Slide 18 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. Dont Touch Me! Ignore me at all costs. 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. Application and User Information – Indicates the application that is currently being worked on, the applicant agency, the application number, and the current users name. 3. Help 1. Main Menu 2. Application Menu 4. Errors 5. Logout 6. Application and User 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.

19 PrevNext | Slide 19 Assurances and Certifications Note the additional Assurances:

20 PrevNext | Slide 20 General Information: Consortium/Grant Member Information To Add a New Consortium/Grant Member: Click Add a New Member button. Select the appropriate funding source. Click the Go button next to the drop down list. Enter the district codes of the agencies that will be added. Once all district codes have been entered, click the Save Selections button. To Delete a Consortium/Grant Member: Click the box next to the name of the agency to be deleted. Click the Remove Selected Member button. 2004-05 Consortium Members will be brought forward.

21 PrevNext | Slide 21 Invitation to join a Consortium When the grant is rolled forward, all existing Consortium Members will be invited to re-join the consortium. Email notification to the Consortium Member Authorized Officials CM Authorized Officials will View/Edit the proper grant.

22 PrevNext | Slide 22 Invitation to join a Consortium Consortium Member Authorized Officials should look for this link. CM Authorized Official must find the Grant Member Accemtance Information link.

23 PrevNext | Slide 23 The choices: Services only (no budget). Funds and services (budget). If a budget is generated, Budget Detail is prepared for the CM. Will not participate. Notify Fiscal Agent. The Fiscal Agent must brief their consortium members on the proper selection for the grant. Accepting the Invitation

24 PrevNext | Slide 24 Safe and Drug-Free - Walk Through Application Menu Header Details Grant Information Management Activities General Information Budget Pages Program Information Attachments

25 PrevNext | Slide 25 MANAGEMENT ACTIVITIES 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 Main Contact. Click the Save button to update MEGS.

26 PrevNext | Slide 26 MANAGEMENT ACTIVITIES Control Access to This Application Edit/Remove Users From Application Use the Edit/Remove Users From This Application table at the top of the page. 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. Assigned contacts are displayed on this page.

27 PrevNext | Slide 27 MANAGEMENT ACTIVITIES View a PDF of the Application PDF rules: request to generate the PDF file of entire application. Once data is saved, the individual pages can be printed in PDF format. The entire Application is generated overnight, and can be saved as a PDF file on the desktop. Save PDF files to your desktop

28 PrevNext | Slide 28 GENERAL INFORMATION Grant Contact and Fiscal Agent Information To Assign or Change the Main Contact/Project Coordinator: Go to the Control Access link When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page. Fiscal Agents Information comes from the School Code Master (SCM). MEGS gets latest updates from the SCM.

29 PrevNext | Slide 29 GENERAL INFORMATION Consortium/Grant Member Information

30 PrevNext | Slide 30 GENERAL INFORMATION Nonpublic School Participation

31 PrevNext | Slide 31 GENERAL INFORMATION Statement of Nonpubic School Participation – Part B

32 PrevNext | Slide 32 GENERAL INFORMATION Violence-Free School Plan, Audit Requirements

33 PrevNext | Slide 33 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 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, and take the user to pages where multiple budget items can be added.

34 PrevNext | Slide 34 BUDGET PAGES Budget Summary Only the function codes listed are allowed for Safe and Drug-Free Schools. 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. Enter Contact Information. Presentation only, data will not be entered into this chart. Budget Detail will be computed and presented in this summary page.

35 PrevNext | Slide 35 BUDGET PAGES Budget Detail The budget displays by function codes Descriptions are links to edit budget item Budget totals are changed automatically when new budget items are added to the grant. View PDF

36 PrevNext | Slide 36 BUDGET PAGES Add/Edit/Delete Budget Item Add a Budget Item: Click the Add Budget Item tab. Read directions on page. Select function code Provide a description of the budget item. Enter amount(s) in the box(es) beneath the appropriate Object Code(s). Read directions Uses MSAM function codes Edit a Budget Item: Use Edit Budget Detail link or Access from Budget Detail Delete Budget Item: Use Delete Budget Detail link Delete from Update Item page

37 PrevNext | Slide 37 PROGRAM IMFORMATION Program Information Page Summary This gives you information about the sections in the grant application. Mainly used by consultants.

38 PrevNext | Slide 38 PROGRAM IMFORMATION Needs Assessment

39 PrevNext | Slide 39 PROGRAM INFORMATION Goals – Outcome (Required)

40 PrevNext | Slide 40 GOALS Outcome Intermediate Process

41 PrevNext | Slide 41 PROGRAM INFORMATION Prevention Programs

42 PrevNext | Slide 42 PROGRAM INFORMATION Program Summary

43 PrevNext | Slide 43 PROGRAM INFORMATION Parental Involvement

44 PrevNext | Slide 44 PROGRAM INFORMATION Community Coordination

45 PrevNext | Slide 45 PROGRAM INFORMATION Advisory Council

46 PrevNext | Slide 46 PROGRAM INFORMATION Function of the Advisory Council and Advisory Council Review

47 PrevNext | Slide 47 PROGRAM INFORMATION Peer Review

48 PrevNext | Slide 48 Attachments Miscellaneous

49 PrevNext | Slide 49 Submission of the Safe & Drug-Free Application 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.

50 PrevNext | Slide 50 End of Year Reports End of Year Reports: View Reports Look in Year Reporting Report Contact must be assigned View reports by clicking the name of the report

51 PrevNext | Slide 51 End of Year Report End of Year Report : Eight Sections Click link to complete each section Progress Towards Goals: Outcome Evaluation, one page per goal in the grant Progress Summary is an attachment

52 PrevNext | Slide 52 To Submit an Application: Notify Authorized Official (AO), Level 5. AO clicks the Submit Application button. Conditions page will be displayed. After reading and agreeing with the conditions, click the I Agree button. MEGS will display a confirmation page. MEGS will notify the identified. administrator and the application Main. Contact by email that the application has been received by MDE. Submission of the Safe & Drug-Free

53 PrevNext | Slide 53 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

54 PrevNext | Slide 54 Viewing Comments To View General Comments Click the View Comments link in the header of the page. A separate popup window opens and displays the comments for that page.

55 PrevNext | Slide 55 Modifications Process Modifying the Application: Modifications Required: the Modify Application button is lit. Levels 4 and 5 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.

56 PrevNext | Slide 56 DS-4044 Concept Grants in MEGS will use new MEGS interface GCMRS security is used Access MEGS from the Project Listing screen Report by function code detail using IFER interface like (Composite Budget) Signed for in usual manner Some terminology changes: Local Share

57 PrevNext | Slide 57 DS-4044: MEGS Entry

58 PrevNext | Slide 58 asp?catID=8&sctID=6 Look here for copies of this PowerPoint and the Quick Guide.

59 PrevNext | Slide 59 Questions? Password related: Call MDE Help Desk (517) 335-0505 Safe & Drug-Free: Kyle Guerrant (517) 373-3623 or Lee Rockafellow (517) 373-7022 or Janet Zielaskowski (517) 241-2917 or Doug Sheldon, Data Specialist, (517) 335-4322 or

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