1. HSGD Fiscal Year 2015 Applications July 9, 2015
eGrants Training
HSGD Fiscal Year 2015 Applications
July 9, 2015

2. Training Objectives – Learn How to:1
Sign into eGrants 2
Find your Application 3
Assign Grant Officials & COG/UASI Contact 4
Complete & Submit Initial Application 5
Certify & Send Official Application

3. 1
eGrants Home
Sign in with your User Name and Password (
Forgot your user name? Click on the link to request
Forgot your password? Click on the link to request
Need to change your mail address? the Help Desk (click Contact Us)
Is your account locked? the Help Desk
Need to register for an account? Click on either link to register 3

4. User Name 1 Retrieve your User Name
Are you unable to validate the address when prompted?
Verify that you have the correct address and try again
Enter your address (as registered in eGrants)
Click the button to retrieve your user name
If your account cannot be found try again with the correct address
Check your account for an with your user name
the Help Desk if your address needs to be updated in eGrants 4

5. User Name 1 Retrieve your User Name cont’d
What if I didn’t receive an with my user name?
Check your spam or quarantine folder
Check with your IT staff or provider to make sure our automated s are not being blocked as spam
the Help Desk 5

6. User Name 1 Retrieve your User Name cont’d
What if I have two user accounts?
You only need one user account to do business in eGrants
the Help Desk to consolidate projects you are assigned to and then deactivate the duplicate account
Is your account locked? Click on either link to retrieve your password, or the Help Desk 6

7. Password 1 Retrieve your Password
What if I can’t remember my Password?
Click on the link
Enter your User Name
Enter your Address (as registered in eGrants)
the Help Desk if you lock your account 7

8. Password 1 Retrieve your Password cont’d
What if my user name and/or password does not match the information on file in eGrants?
Verify and enter the information again
If you receive the same onscreen message, the Help Desk
the Help Desk if you lock your account 8

9. Password 1 Reset your Password
I received the with a temporary password, now what?
Enter your User Name in the box
Copy the temporary password from the message and paste it into he box (use this method to prevent keystroke errors)
Click on the Sign In button to go to the next screen
the Help Desk if you lock your account 9

10. Password 1 Pick your New Password
What is my current password? Your current password is your temporary password until you update it to something you remember
How do I construct my new password? Your password must contain between 8 and 20 characters and include at least one number, one uppercase letter, and one special character
Paste the temporary password into the “Enter current password” box
Enter and confirm your new password
You have logged in successfully when you see the blue tabs displayed onscreen
the Help Desk if you lock your account 10

11. Navigate 2 Five Key Navigation Tabs
I am logged into eGrants, now where do I go? Click on the My Home tab to access a project you are assigned to as a grant writer or grant official
How do I change my contact information? Click on the My Profile tab to change one or more items on your user account
How do I find communications to/from OOG for one or more grants? Click on the My Mail Home tab to view all messages for this project
How do I apply online? Click on the Apply tab, search for and then create one or more applications from open solicitation(s)
Where do I go to change my password at any time? Click on the My Password tab to reset your password 11

12. 2
Find My Work
My Home Tab
Where do I find the projects assigned to me? On your My Home tab
Pending Applications – any project you are in the process of completing or is being reviewed by OOG
Active Grants – any active and operating project that has not been programmatically or financially closed out
Archived Applications (not shown) – repository for all applications not considered for funding
Archived Grants (not shown) – repository for all grants whose liquidation date has lapsed and all monies have been reconciled 12

13. Assign Grant Official 3 Pending Application
How do I assign the three grant officials to a pending and unlocked application?
Ensure that each person is registered in eGrants
Sign in as the Grant Writer
Open the project onscreen from your My Home tab
If the Current Status is “Application Pending Submission” then the project is unlocked and you can make changes
If the status is “Pending OOG…” then you will need to contact your OOG Grant Manager to unlock the tab (as listed on you’re my Home tab)
Otherwise, the Help Desk for assistance 13

14. Assign Grant Official 3 Profile/Details Tab
Scroll down to the Grant Officials Information
Enter the 1st person’s address for the 1st role (ex: Authorized Official) 14

15. Assign Grant Official 3 Profile/Details Tab cont’d
Click the “Assign…” button and their contact information should display onscreen
If the information does not refresh, ensure you enter the address that person is registered with and try again
Repeat steps for the 2nd and 3rd person you are assigning for each role
How do I assign the COG/UASI Contact as the Grant Writer or other role?
Simply enter their address in the appropriate box for the assigned role
Click the “Assign…” button
Once assigned to another person, you will not have access to the application, so ensure your work is complete
the Help Desk if you need ANY assistance in assigning your grant officials or assigning your COG/UASI contact 15

16. Application Kit 4 Profile/Grant Vendor Tab
How do I change my Organization Type? If the tab is unlocked, click on the dropdown list and select the item that correctly represents your agency
What if I the Organization Type item is not unlocked? the Help Desk
What if my Organization Type is not listed in the dropdown list? the Help Desk
To save your work, simply click the “Save and Continue” button
Ensure there are no error messages on the page BEFORE navigating away from that specific tab 16

17. Application Kit 4 Profile/Grant Vendor Tab cont’d
How do I know what payment information to select?
If you received a grant from OOG in the past, your information will display in the list
If “No Match” is selected (by default), OOG does not have your information on file; or you have entered the number incorrectly – try again or the Help Desk
If your agency’s information is not on file, scroll up and click on the Financial Management Tools in the Instructions area to open a list of forms you are required to complete, scan and to 17

18. Application Kit 4 Profile/Grant Vendor Tab cont’d
How do I find my Dun & Bradstreet, Data Universal Numbering System (DUNS) number?
If you received a grant from OOG in the past, your information will be listed on a prior grant award – see Profile/Grant Vendor tab
Otherwise, check with your agency’s financial staff or on Dun & Bradstreet here -
Where do I find my SAM Expiration Date?
Go to and enter your DUNS number on the Search tab
Otherwise, check the “Yes” box on the Profile/Grant Vendor tab then follow up with your agency’s financial staff to get this information
Click the “Save and Continue” button to go to the Narrative Tab 18

19. Application Kit 4 Narrative Tab
Read the Fund Source Information and Requirements and fill in any content, as required
To save your work at any point, simply click the “Save Only” button
Ensure there are no error messages on the page BEFORE navigating away from the Narrative 19

20. Application Kit 4 Narrative Tab cont’d
Certification - Each applicant agency will certify to the specific criteria detailed on the Narrative Tab to be eligible for funding under the Homeland Security Grant Program (HSGP) Solicitations
Project Narrative
Required information
Problem Statement
Supporting Data
Goal Statement
Project Summary
Optional information – Enter “N/A” in each box
Community Plan
CWA
Continuation Projects 20

21. Application Kit 4 Activities Tab
Read the Fund Source Information and Requirements and fill in any content, as required
To save your work at any point, simply click the “Save Only” button; or
When you are adding/editing content in a table, simply click the “diskette” icon (ex: the Detailed Project Activity Area table) 21

22. Application Kit 4 Activities Tab cont’d
Select your Project Activity from the displayed list
Click the “Update Activity Selection” button to add this activity
Click on the “View a Description…” button if you need a complete description 22

23. Application Kit 4 Activities Tab cont’d
The Activity you selected in the previous step is now inserted into the table displayed in the Detailed Project Activity Area
To edit simply click on the Edit (pencil) icon
Enter a Dedicated Percentage (%) – MUST equal 100% for ALL activities you add to your project
Enter a detailed description for the Activity you selected
Click the Save (diskette) icon to save your entries
Repeat steps for each subsequent Activity you add to your project 23

24. Application Kit 4 Activities Tab cont’d
Fill in any content in the Target Group and Population Area, as required
Required information
Geographic Area
Target Audience
Special Characteristics
Optional information – Enter “N/A” in each box
Gender
Ages
To save your work at any point, simply click the “Save Only” button 24

25. Application Kit 4 Measures Tab
Read the Fund Source Information and Requirements and fill in any content, as required
To save your work at any point, simply click the “diskette” icon (ex: Entering the OOG-Defined Output Performance Measure Information table) 25

26. Application Kit 4 Measures Tab cont’d Fill in any content, as required
To save your work at any point, simply click the “diskette” icon (ex: the Entering the OOG-Defined Outcome Performance Measure Information table) 26

27. Application Kit 4 Budget/Details Tab
How do I add a budget line item? Click on the New Budget Item (paper) icon to go to that detail
If you do not see a Budget Category displayed in the table it means there are no eligible line items within that category available for that particular solicitation 27

28. Application Kit 4 Budget/Details Tab cont’d
How do I enter details for a newly added Budget Line Item (BLI)?
Once you are within a specific BLI, simply scroll down to the Budget Line Item Area
Select one item from the list under the “Select a OOG-Defined Budget Line Item within a Sub Category” area 28

29. Application Kit 4 Budget/Details Tab cont’d
Enter a unique description for that BLI
Enter the OOG Funds Amount
Enter the # of Units
Click the “Add New…” button to add this item to the Budget Category you selected in the 1st step (ex: Equipment) 29

30. Application Kit 4 Budget/Details Tab cont’d How do I edit a BLI?
Once the BLI has been added to the system you can edit that entry
Click on the 1st Plus (+) icon to expand and view all BLIs
Click on the 2nd Plus (+) icon next to the BLI you want to edit
Click on the Edit (pencil) icon to go to the details for that BLI 30

31. Application Kit 4 Budget/Details Tab cont’d
Edit the item(s) as applicable
Click the “Update…” button to save your edits to this item in the Budget Category you selected in the 1st step (ex: Equipment) 31

32. Application Kit 4 Budget/Details Tab cont’d How do I delete a BLI?
Once the BLI has been added to the system you can delete that entry
Click on the 1st Plus (+) icon to expand and view all BLIs
Click on the 2nd Plus (+) icon next to the BLI you want to edit
Click on the Edit (pencil) icon to go to the details for that BLI 32

33. Application Kit 4 Budget/Details Tab cont’d
Click the Confirm Delete checkbox
Click the “Delete…” button
When prompted, click on the “OK” button to permanently delete this BLI from the Budget Category you selected in the 1st step (ex: Equipment) 33

34. Application Kit 4 Budget/Details Tab cont’d
Where do I load my costs per POETE group?
Click the link labeled “Expand Solution Area” to open the Sub Categories related to each POETE grouping
Enter costs by Sub Category for each POETE grouping
Find the 1st POETE group’s total costs from your budget
Enter monies in each Sub Category (ex: Planning) as the budget
If costs entered do not match, try again BEFORE navigating away from the Solutions area 34

35. Application Kit 4 Budget/Details Tab cont’d
Where do I load my costs per Discipline?
Click the link labeled “Expand Disciplines” to open the Discipline items related to this project
Enter costs by Discipline
Find the 1st Discipline and enter the cost for that item
Your costs entered in the Disciplines area must reconcile with your budget’s OOG Funds total amount
If costs entered do not match, try again BEFORE navigating away from the Disciplines area 35

36. Application Kit 4 Budget/Details Tab cont’d Budget Tools
How do I validate the M&A amount within my project?
Click the button labeled “Validate M&A is less than 5% of OOG Funds” button
Click on the link to go to FEMA’s Authorized Equipment List (AEL) 36

37. Application Kit 4 Documents Tab
Read the Fund Source Information and Requirements and fill in all content on this tab
To save your work at any point, simply click the “Save Only” button 37

38. Application Kit 4 Homeland Security Tab
DHS Project Type – select one item from the list
Fusion Center – check if your project supports a Fusion Center, then select that center from the list
To save your work at any point, simply click the “Save Only” button 38

39. Application Kit 4 Homeland Security Tab cont’d COC or EC
Select one item from the list
Select all that apply for that COC or EC from the next list
To update your selection, simply choose another COC or EC to refresh the list
To save your work at any point, simply click the “Save Only” button 39

40. Application Kit 4 Homeland Security Tab cont’d
Fill in all content, as required
To save your work at any point, simply click the “Save Only” button 40

41. Application Kit 4 Homeland Security Tab cont’d Select a Goal
To update your selection, simply choose another Goal to refresh the list
A list of Objectives will display – select one
A list of Priorities will display – select one
To save your work at any point, simply click the “Save Only” button 41

42. Application Kit 4 Homeland Security Tab cont’d
Choose one Project Management Step related to this project
To update your selection, choose another Step to refresh your choice
To save your work at any point, simply click the “Save Only” button 42

43. Application Kit 4 Homeland Security Tab cont’d
How do I add a Milestone to the project?
Click on the “Create New Milestone” button
Enter a description for the Milestone
Enter a date the Milestone is projected to be completed
Click on the “Add Milestone” button
To save your work at any point, simply click the “Save Only” button 43

44. Application Kit 4 Homeland Security Tab cont’d
Why do I have to enter the project’s Start and End Dates before I can add a Milestone?
The system checks to see that the date you enter is equal to or after your Start Date and equal to or before your End Date
To enter your Start and End Dates navigate to the Profile/Details tab
Click the “Save Only” button on that tab
To save your work at any point, simply click the “Save Only” button 44

45. Application Kit 4 Homeland Security Tab cont’d
Navigate back to the Homeland Security tab
Repeat steps to enter the milestone and completion date again
Click the “Create New Milestone” button
Enter a description and the completion date
Click the “Add Milestone” button 45

46. Application Kit 4 Homeland Security Tab cont’d
How do I edit a Milestone?
Click on the “Edit” icon in the Edit column for the milestone you want to revise 46

47. Application Kit 4 Homeland Security Tab cont’d Modify your entries
Click the “Update Milestone” button 47

48. Application Kit 4 Homeland Security Tab cont’d
How do I delete a Milestone?
Click on the “Delete” link in the Delete column for the milestone you want to remove
Click OK or Cancel when prompted 48

49. Application Kit 4 Homeland Security Tab cont’d
National Incident Management System (NIMS)
You must check on the 1st box to unlock the next set of boxes in the NIMS area
Enter the name of the typed resources
Enter the ID of the typed resource
To find the name and id for the typed resource click on the link provided
To save your work at any point, simply click the “Save Only” button
Ensure there are no error messages on the page BEFORE navigating away from the Homeland Security tab 49

50. Application Kit 4 Submit Application Tab
Who can submit the initial application to OOG? Any of the 3 assigned grant officials or the grant writer
Where do I go to find a “List of Application Errors and Incomplete Information”? The “Submit Application” tab
Why is the “Submit Initial Application” button greyed out? All items in the “List of Application Errors…” MUST be resolved (list will be blank) BEFORE the button is available
Do the three assigned grant officials – Authorized Official, Financial Officer, and Project Director – receive an confirmation after the application has been initially submitted? Yes 50

51. Application Kit 5 Certify Application Tab
Who can certify the official application and send it to OOG? The Authorized Official
Where do I go to find a “List of Application Errors and Incomplete Information”? The “Certify Application” tab
Why is the “Certify Official Application” button greyed out?
All items in the “List of Application Errors…” MUST be resolved (list will be blank) BEFORE the button is available; or
The person logged into eGrants is NOT the Authorized Official so that feature is unavailable to that person
Do the three assigned grant officials and the Grant Writer receive an confirmation after the application has been certified and sent to OOG? Yes 51

52. Common Features a Notes to OOG
How do I send a note to OOG staff if I have questions about the application content?
Simply scroll down to the bottom of that specific tab and write a note to your OOG Grant Manager
Click the “Save Only” button
This will save all other items 52

53. Common Features a Saving Table Information
When you are adding/editing content in a table, simply click the “diskette” icon (ex: the Detailed Project Activity Area table)
Ensure there are no error messages on the page BEFORE navigating away from that specific tab 53

54. Common Features a Refreshing Tab Information
When you are adding/editing/deleting content on a tab that doesn’t seem to refresh automatically
Simply click off of that tab onto another tab, then click back on the original tab; or
Simultaneously, hold down the “Shift” + “F5” keys on your keyboard
Ensure there are no error messages on the page BEFORE navigating away from that specific tab (ex: a date or percentage in the wrong format, or required information you might have missed) 54