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PrevNext | Slide 1 Career Initiative End of Year Reports & MEGS MEGS The Michigan Electronic Grants System Last Updated:

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Presentation on theme: "PrevNext | Slide 1 Career Initiative End of Year Reports & MEGS MEGS The Michigan Electronic Grants System Last Updated:"— Presentation transcript:


2 PrevNext | Slide 1 Career Initiative End of Year Reports & MEGS MEGS The Michigan Electronic Grants System Last Updated: 1/15/2004

3 PrevNext | Slide 2 CI Reports & MEGS Tech Prep; CTE Perkins Access inherited from application Budgets pulled into Expenditure Reports CI Coordinator Level w/ CI Checklist CI Coordinators must review Fiscal Agents will submit the report Expenditure Reports; Action Plan & Final Outcome; Equipment; and Admin Expenditures Timeline: Read Only Access -April 1, 2004 (Demo Site) Last chance to submit amendments – June 9, 2004 Available On-line June 15, 2004

4 PrevNext | Slide 3 What is needed to use MEGS? An Internet Connection Web Browser –Internet Explorer 6.0+ –Netscape 7.0+ Adobe Acrobat 5.0+ A Valid MEIS Account

5 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 (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:

6 PrevNext | Slide 5 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 will allow you to access MEGS once you have been entered in the MEGS database. Note: every MEIS application has a security system.

7 PrevNext | Slide 6 How do I access MEGS? Users with a valid MEIS account entered into the MEGS database can login to MEGS at the following URL: The first screen gives basic information about the purpose of MEGS and provides a link to the login screen. This page also provides a link to the MEGS Website: -training materials -allocation information -MEIS information -general information

8 PrevNext | Slide 7 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. Password trouble: Call MDE Helpdesk (517) 335-0505

9 PrevNext | Slide 8 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.

10 PrevNext | Slide 9 MEGS Authorization Structure Level 5 - Authorized Officials Designate Application Administrators Initiate applications Assign lower security levels to allow edit or view status Add users to MEGS via a multiple entry page Include consortium or grant members in an application 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 Include consortium or grant members in an application

11 PrevNext | Slide 10 Other Security Levels Level 1 – Viewers. This level has the ability to view all parts of the report. Cannot input or edit any information. Level 2 - Grant Writers. This level has the ability to input and edit any report data. Cannot submit report. Level 3a – Participating Agency Authorized Official. The consortium members authorized official is given view access to the application. Allowed to accept or reject the invitation to join. Level 3b – Participating Agency Program Coordinators. This level has the ability to input and edit consortium member Expenditure and/or program information.

12 PrevNext | Slide 11 Main Menu: View Reports

13 PrevNext | Slide 12 Initiating Reports Report is accessed by clicking name link No link? Check Main Contact (must be assigned) Save MEIS number of contact Report Status Due Date

14 PrevNext | Slide 13 CTE End of Year Report Report Pages -Action Plan -Approved Equipment -Local Admin Expenses Expenditure Reports - Regional Exp. Summary -Regional Aligned Exp. Summary

15 PrevNext | Slide 14 Tech Prep End of Year Report Report Pages -Action Plan Expenditure Reports - Regional Exp. Summary -Regional Aligned Exp. Summary

16 PrevNext | Slide 15 Action Plan and Final Outcome Report Same approach for CTE Perkins & Tech Prep Read the on-page directions Complete list of Activity Categories from application 212/912-2-1-3S1 212/912-2 Business/Industry/Parental Involvement Projected Activity, Expected Outcome listed: View Only Districts Involved: Update as necessary; use Go button, Save. Core Performance Indicator: View Only Final Outcome Status: explain if outcomes not met or activity not implemented Save your work! Visit all Activity Categories

17 PrevNext | Slide 16 Action Plan and Final Outcome Report Update districts involved Enter Final Outcome status or note exceptions

18 PrevNext | Slide 17 CTE INSTRUCTIONAL EQUIPMENT PURCHASES Complete for all CTE approved Equipment Purchases All fields are required Up to 11 separate entries ADD button for additional Requesting Agencies

19 PrevNext | Slide 18 Summary of Local Administrative Expenditures CTE allows up to 5% for administrators Report all administrators receiving reimbursement 5% limit of grant expenditures SAVE your work

20 PrevNext | Slide 19 Expenditure Reports: Expenditure 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 Note: View PDF buttons will be added to generate a PDF The quick links are available on the dark green button bar

21 PrevNext | Slide 20 Regional Expenditure Summary Pulled from the last budget Lists the expenditure details by activity category. Has same look as the paper application Salaries and Benefits Capital Outlay (equipment) Page is for viewing only: the expenditure is build from the bottom up. CTE Perkins and Tech Prep are slightly different.

22 PrevNext | Slide 21 Expenditure Pages: Expenditure Summary Expenditure Summary: The expenditure totals are displayed Expenditure totals are changed automatically when new expenditure items are added to the grant. Allocation is listed at bottom of form. Access Participating Agency expenditures from this page Participating Agency Detail This is optional. Two ways to show 410 expenditures on the Expenditure Summary

23 PrevNext | Slide 22 Expenditure Pages: Expenditure Detail The Expenditure Detail page is auto- generated from any expenditure detail edits/updates. As items are entered into the system, this page is automatically updated. Expenditure detail will change font color on the screen: -Red if expenditure exceeds budget -Blue if expenditure less than budget Items are sorted by activity category and function code. Description is added. Items can be edited individually or all together.

24 PrevNext | Slide 23 Expenditure Pages: Edit Expenditure Detail Edit Expenditure Detail gives the user one place to update the entire expenditure report. The same budget rules are enforced: only one object class per entry, except for Salaries and Benefits. Allows for direct editing of amounts. Cannot delete budget entries; make amount zero To check for errors, use your Error link.

25 PrevNext | Slide 24 Expenditure Pages: Add Expenditure Item To Add a Expenditure Item: 1.Click the Add Expenditure Item tab. 2.Select Activity Category/function code from the drop down list. 3.Provide a description of the Expenditure item. 4.Enter amount(s) in the box(es) beneath the appropriate Object Code(s). 8.After completing the entries, click the Add Item button. Outgoing Transfer: note check box! Non-Federal Funds: CTE Perkins/Tech Prep Warning: This is different than basic MEGS.

26 PrevNext | Slide 25 CI Coordinators CI Checklist CI Coordinators must approve the report. Checklist link will show to OCTP consultants and CI Coordinators only. Business Rule: CTE Perkins and Tech Prep CI Checklist must be complete in order to submit reports.

27 PrevNext | Slide 26 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

28 PrevNext | Slide 27 MEGS Extras Amendments in MEGS 0405 Grants –No participating agency budgets –Budgets and Action Plan Pulled Forward –Display Name of Activity Category –Tech Prep Status will be updated –Checklist for Submission of Grant

29 PrevNext | Slide 28 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 Summary link on the Application Menu. (coming soon) Level 5s can submit the amended application by clicking the Submit Amendment button on the Application Menu. MEGS will ask for a brief description to explain the purpose of the amendment.

30 PrevNext | Slide 29 MEGS website: MEGS website: Look here for copies of the PowerPoint and the Quick Guide.

31 PrevNext | Slide 30 QUESTIONS? Sandi Carter: Louis Burgess, A.J. Boggs & Company

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