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PrevNext | Slide 1 MACUL 2004 Conference Grand Rapids, MI March 10, 2004 The Michigan Electronic Grants System MEGS Last.

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Presentation on theme: "PrevNext | Slide 1 MACUL 2004 Conference Grand Rapids, MI March 10, 2004 The Michigan Electronic Grants System MEGS Last."— Presentation transcript:

1 PrevNext | Slide 1 MACUL 2004 Conference Grand Rapids, MI March 10, 2004 The Michigan Electronic Grants System MEGS Last Updated: 3/10/2004

2 PrevNext | Slide 2 Specific Technology Applications Educational Technology Plan Review Freedom To Learn: Readiness Plan Review Title II, Part D Regular - Enhancing Education Through Technology MEGS compatibility Technology & MEGS

3 PrevNext | Slide 3 MEGS Introduction MEGS Overview –Security, access, navigation, features –ISD level review Applications in MEGS –Ed Tech Plans; Freedom to Learn; Title II, Part D Questions and Answers

4 PrevNext | Slide 4 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 is best viewed in I.E.

5 PrevNext | Slide 5 Quick Facts About MEGS Tech Issues The faster the connection, the better it is Beware proxy servers and other security settings Pop-Up blockers Email with no from address MEGS Tips MEGS can be accessed from multiple machines MEGS is best viewed through Internet Explorer Grants are color coded by year Authorized Officials Access to grants are controlled by Level 5 users Each grant has its own business rules.

6 PrevNext | Slide 6 Internet Browsers: I.E. is preferred An Internet Browser is computer software used to browse (view) the World Wide Web. MEGS supports Internet Explorer 6.0 or Netscape versions 7.0 or higher. You can check the version number by clicking Help and then by clicking About Internet Explorer or About Netscape. If the version you have is below 6.0, you can download the latest version by going to:

7 PrevNext | Slide 7 Adobe Acrobat Reader: Why you need it Adobe Acrobat Reader allows user to view PDF files. PDF stands for Portable Document Format. Regular Webpages which are programmed in HTML do not always look good when printed. The PDF format was designed for the Web to look consistent each time it is printed. MEGS uses PDFs for those things that must be printed. Once Acrobat Reader is installed, all files in MEGS with the extension.PDF will be opened with the Acrobat Program. Adobe Acrobat Reader can be downloaded from MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

8 PrevNext | Slide 8 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:

9 PrevNext | Slide 9 Create a MEIS Account in four easy steps. Click Create a MEIS Account and enter the first and last name of the user account to be created. Click the Proceed to Step 2 button and add the basic biographical information. Enter Last Name first, then First Name. Use correct punctuation during step 2; MEGS stores the information exactly as it is entered.

10 PrevNext | Slide 10 More on MEIS Accounts Complete the security information used for getting password help. Verify the account information you have provided and click the Create New MEIS Account button. Answers to questions are used to verify the user when re-setting the password.

11 PrevNext | Slide 11 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 must be entered in the MEGS database. Note: Every MEIS application has its own security system. Need to reset your password? Call the MDE Helpdesk: (517) 335-0505

12 PrevNext | Slide 12 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 -allocation information -MEIS information -general information Questions or comments:

13 PrevNext | Slide 13 The MEGS Website

14 PrevNext | Slide 14 Logging into MEGS Use the Login and Password obtained from the MEIS Registration Process to login. Remember, the MEIS password is case sensitive. Authorized Officials add district users. 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

15 PrevNext | Slide 15 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.

16 PrevNext | Slide 16 Designating Authorized Officials (Level 5) Two Authorized Officials per district Authorized by the Superintendent/Director Security form is also used to replace level 5s Authorization forms are on the MEIS website. Level 5s add users to MEGS for their agency.

17 PrevNext | Slide 17 ISD/RESA Reviewers. Ed Tech Plan and FTL (Readiness Plan) require ISD review Assigned by ISD Authorized Official View Access in MEGS to all applicable applications/plans Ed Tech Plans Complete ISD Review section of checklist, sections 1-16 Make comments in review checklist Use the checklist to return application for modifications Enter in date review completed Forward the reviewed plan to MDE for state approval FTL Readiness Plans Readiness plan required if readiness score 15 or less ISD approval required prior to submission

18 PrevNext | Slide 18 MEGS Authorization Structure Level 5 - Authorized Officials Manage MEGS accounts for district/agency Assign tech plan/FTL reviewers (ISDs only) 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 Can add/delete consortium/grant members or participating agencies to an application Access to assigned applications Level 2 - Grant Writers. This level has the ability to input and edit any data. Level 1 – Viewers. This level has the ability to view all parts of the application. Cannot input or edit any information.

19 PrevNext | Slide 19 Main Menu Functions Initiate Grants Ed Tech and FTL Review Add users to MEGS (if authorized) List of agencys MEGS users Access to applications in MEGS Edit agency information Edit personal information

20 PrevNext | Slide 20 Add Users to MEGS Add users with MEIS numbers Verify account info Save to MEGS

21 PrevNext | Slide 21 Contact Information List of all active MEGS users in the district/agency Click name to see personal info Click App Security Level to see access rights

22 PrevNext | Slide 22 Main Menu: Application Security Level(s) Select the user from the drop down list and click Go. Assign a security level for each application the user will access. To restrict access dates, enter a date in the Date End field. Click the Save button to save the assignments. To assign application security level(s) once users are added to MEGS: New! Users can be added even if the application is already initiated.

23 PrevNext | Slide 23 Main Menu: Initiating an Application (4s/5s) From the Main Menu: Select the Educational Technology Plan from the drop down list and click Apply For A New Grant. Select Apply Now button Click the Apply button to initiate the application. This will send the user to the Application Menu. Option to initiate disappears once the Ed Tech Plan is initiated. Apply Now does not mean TODAY.

24 PrevNext | Slide 24 Main Menu: Getting Started Main Menu Options View/Edit Delete Application Modify Application View History Options vary by grant and by status Buttons are controlled by the status of the applications.

25 PrevNext | Slide 25 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.

26 PrevNext | Slide 26 Educational Technology Plan Walk Through Application Menu Header Details Application Information Management Activities General Information Projected Annual Budget Educational Technology Plan Review Attachments Submitting the Application

27 PrevNext | Slide 27 Add Users to Application: 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 type of contact. Two types of contacts can be added: Educational Technology Plan has Main Contact and Technology Director. Click the Save button to update MEGS.

28 PrevNext | Slide 28 Edit/Remove Users From Application Control Access to This 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. Inactive buttons for temporary access control. To Edit or Remove User Access from the Application: Assigned contacts are displayed on this page.

29 PrevNext | Slide 29 Management Activities: View a PDF of This Application To View a PDF of the Application: Click the View a PDF of this application link to generate a printable version of the checklist. The PDF will include all information that is entered into the current application. One Click Solution: email sent when ready This feature is provided for agencies to keep a printed copy of the checklist. To save the PDF of your completed application, select File – Save As and save the file to your hard drive. Blank PDF is also available.

30 PrevNext | Slide 30 General Information: Grant Contact and Fiscal Agent Information To Assign or Change the Main Contact: Go to the Control Access to This Application page and make the assignment. When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page. To Edit the Fiscal Agents Information: Go to the Main Menu and click the Edit Your Agency Information link. Only Authorized Officials can use this link. Change the information as needed and click Save. The only information that can be edited is the mailing address, phone number, fax number and e-mail address.

31 PrevNext | Slide 31 Projected Annual Budget Two Options Complete Grid by adding amounts for each function. One year required Or Attach Budget Guidance and example will be posted in Help.

32 PrevNext | Slide 32 Ed Tech Plan Review Educational Technology Plan Review: 16 Sections (7 links) Components listed in Ed Tech Plan Review document Review the component Add the page numbers Save ISD Reviewers will add comments MDE determines complete

33 PrevNext | Slide 33 Attachments : To Upload Attachments: Enter a title for the file. Click Browse and find the file. Select the file and click Open. Click Upload Attachment. To view the attachment, click the Uploaded Files link on the Application Menu page. To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment. Technology Plan Technology Plan URL Supporting Documents

34 PrevNext | Slide 34 Submission of the Ed Tech Plan To Submit an Application: Review Errors on the Application Menu. Notify Authorized Official that the application is complete. AO clicks the Submit Application button on the Application Menu. If there are any errors, an error list will be generated. Once all errors are corrected, return to the Application Menu and click Submit Application. The next page will present conditions that must be agreed upon when submitting the application. After reading and agreeing with the conditions, click the I Agree button to continue. MEGS will display a confirmation page. MEGS will notify the district administrator and the application Main Contact by email that the application has been received by MDE.

35 PrevNext | Slide 35 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 Consultant Set Status Levels Review In Progress Modifications Required Program Office Review Complete Plan Approved

36 PrevNext | Slide 36 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. General Comments or Annual Budget Comments Currently blank To View ISD Reviewer or MDE Comments on each section From the Application Menu page, click any Educational Technology Review link ISD and MDE comments can be read MEGS will provide PDF of completed checklist

37 PrevNext | Slide 37 Modifications Process Modifying the Application: Modifications Required: the Modify Application button is lit Level 4s and 5s 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.

38 PrevNext | Slide 38 Requirement: ISDs Must Review Education Technology Plans To Assign ISD Tech Plan Reviewers: 1.Authorized Official logs in MEGS. 2.Click the Assign ISD Reviewers link in the Additional Functions section.

39 PrevNext | Slide 39 Assigning ISD Reviewers Click the Add on the ISD Reviewer Page

40 PrevNext | Slide 40 Assigning ISD Reviewers Consortium Member Authorized Officials should look for this link. Select Educational Technology Plan in the Grant dropdown box. Enter in 2003 for the Fiscal Year Enter in the MEIS number for the person to be assigned. Click Save.

41 PrevNext | Slide 41 After Saving the selection, all relevant information will be displayed. After the assignment is complete, a link for the Ed Tech Review will appear on their Main Menu the next time they log in. Note: currently the ISD review link is displayed to all ISD MEGS users. Confirming the Assignment

42 PrevNext | Slide 42 ISD Ed Tech Review Educational Technology Plan Review: Click link on Main Menu View complete list of ISD agencies: –LEAs –Non-Publics –PSAs Click district name to view the application Contact names are email links

43 PrevNext | Slide 43 ISD Ed Tech Review Educational Technology Plan Review: Click links to display checklists Complete ISD level review. Complete by using the Review link Only MDE determines complete

44 PrevNext | Slide 44 Freedom to Learn Click link on Main Menu View grid with FTL applications: –LEAs –PSAs Click district name to view the application FTL Readiness Plan Review

45 PrevNext | Slide 45 Freedom to Learn Click link on Main Menu View grid with FTL applications: –LEAs –PSAs Click district name to view the application FTL Readiness Plan Review

46 PrevNext | Slide 46 Readiness Plan Review FTL Readiness Plan Review: ISD/REMC reviewers access application Review Readiness Plan Text is limited Reviewer can make recommendations

47 PrevNext | Slide 47 TITLE II, PART D REGULAR - ENHANCING EDUCATION THROUGH TECHNOLOGY Part of the Consolidated Application Districts have allocations Currently no supporting program information required

48 PrevNext | Slide 48 Look here for copies of this PowerPoint and the Quick Guide.

49 PrevNext | Slide 49 Questions? LEA/PSA: Contact your ISD/RESA Reviewer for a listing ISD Reviewer Contact Ron Faulds (517) 241-3525

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