grants application workshop october 25, 2013 komen southeastern colorado affiliate
TRANSCRIPT
Grants ApplicationWorkshop
October 25, 2013
Komen Southeastern Colorado Affiliate
Introductions
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Agenda•Introductions
•About Susan G. Komen
•Breast-Self Awareness
•Grant Process & Community Profile
•Review Lessons Learned
•GeMS Instruction
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Founded in 1982 by Nancy G. Brinker
World's largest grassroots network of breast cancer survivors and activists
Invested more than $1.9B since inception
Our promise: to save lives and end breast cancer forever.
Susan G. Komen
Southeastern Colorado Affiliate
• Granted more than $6 million in local breast health and breast cancer
awareness projects in El Paso, Pueblo and Teller counties.
• Up to 75 percent of net proceeds generated by the Komen
Southeastern Colorado Affiliate stay in the three county area.
• The remaining income goes to the national Susan G. Komen for the
Cure Grants Program for energizing science to find the cures.
• The next race will be our 20th year
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Affiliate Grants
• Non-profit organizations in their service area
• Address the priorities of the community profile
• Aim to change behaviors and health care systems
• Ensure information and resources reach those who need it most.
Breast Self-Awareness
Messaging
developed by Susan Brown, M.S., R.N.
Managing Director, Community Health
BREAST SELF-AWARENESS MESSAGES
1. Know your risk
2. Get screened
3. Know what is normal for you
4. Make healthy lifestyle choices
1. KNOW YOUR RISK
Talk to both sides of your family about
your family health history
Talk to your doctor about your personal
risk of breast cancer
2. GET SCREENED
Talk with your doctor about which screening
tests are right for you if you are at higher
risk
Have a mammogram every year starting
at age 40 if you are at average risk
Have a clinical breast exam at least every
3 years starting at age 20,and every year
starting at age 40
Sign up for your screening reminder at
komen.org/reminder
MAMMOGRAPHY IN THE U.S.
• Best screening tool widely available for finding breast cancer early
• Screening every year at age 40 for women at average risk
• If a woman is under 40 and has a family history or other concerns, she should talk with her doctor
• Can be used as a diagnostic test for women (and men) at any age
CLINICAL BREAST EXAMINATION (CBE)
Clinical breast exam by a health care provider at least every 3 years starting at age 20, and every year after age 40
3. KNOW WHAT IS NORMAL FOR YOU
Know how your breasts look and feel and report changes
to your health care provider
BREAST CHANGES THAT SHOULD BE REPORTED TO YOUR HEALTH CARE PROVIDER
4. MAKE HEALTHY LIFESTYLE CHOICES
Maintain a healthy weight
Add exercise into your routine
Limit alcohol intake
Limit menopausal hormone use
Breastfeed, if you can
TO REVIEW: BREAST SELF-AWARENESS
1. Know your risk
2. Get screened
3. Know what is normal for you
4. Make healthy lifestyle choices
Grant Process
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Our Grants Process Community Profile
2 Year Process (postponed to 2015)
Data gathering, focus groups, surveys
RFA
Posted on Website (www.komensecolorado.org)
Priorities fill the gaps
Statement of Collaboration
Compliance Review by Grants Committee
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Our Grants Process (Cont’d) Review Panel
Community Representatives
Confidential
Create Slate
Board Approval
Entire Slate
Funding Levels
Grants Awards
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Lessons Learned from Past Grant Reviews
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Who Reviews Grants
Recruited from all three counties
Term limited to three years
Medical
Nursing
Education
Business
Survivor
Ethnic minority
Male
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What Are They Looking For?
Proposal
• Identifies a Problem
• Prove it needs attention
• How will you mitigate a
problem?
• What have you done?
• What is the timeline?
Supported By:
•Statistics, Demographics
•Historic data, research
•Factually show corrective
actions/solutions
•Past success, growth
•Outlined plans for
implementation
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Keys to Success
Proposal
•Establish Goals (SMART)
•Evaluation/Feedback
•Growing your grant
Supported By:
•Defined reasonable
objectives
•Tracking mechanism
•Demonstrate the potential
growth and impact of
funding on data/behavior
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Red Flag Warnings
Proposal
•Budget
•Personnel
•Repeat Grants
•Collaboration
Supported By:
•Realistic/Reasonable
•Personnel, Explain it
•Demonstrate improvements
•Demonstrate In-kind
support
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Helpful Hints• Proof read your document
• Re-check your budget
• Use graphs, charts, and historic data
• Use current statistical data
• Define your population, goals and objectives
• Demonstrate collaboration with existing agencies
• Budget conservatively
• Have someone unfamiliar with your program read it
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Grants eManagement SystemGeMS
EVERYTHING is Online:
•Contract
•Grant Changes
•Reports
•Payment Processes
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GeMS
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GeMS is a complete online grant management
system that will allow grant applicants to complete
their applications, Affiliates to complete the review
process, and grantees to submit progress and final
reports online.
GeMS is the tool Susan G. Komen for the Cure will
utilize to complete all community grantmaking
processes currently being completed at each Affiliate.
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User Roles
1. Affiliate Grants Administrator
2. Project Director
3. Authorized Signer
4. Viewer
5. Writer
User Roles
Affiliate Grants Administrator (AGA):
• The Affiliate Grants Administrator is responsible for executing the tasks
related to the day to day management of the grant process. This is the
highest level Affiliate user and this individual will have all of the
administrative functions available for use. This individual will approve all
Project Director positions.
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User Roles
Project Director:
The role of Project Director should be assigned to the individual at your
organization that will serve as the project’s lead contact. This individual is
responsible for validating all new users when they register for the system
under their organization. This individual will have the highest level of
access in the system and will be responsible for overseeing all of the
administrative functions available such as application creation and
completion. There is only one project director per organization.
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User Roles
Authorized Signer:
The role of Authorized Signer should be assigned to the individual at your
organization that has the authority to sign legal documents on behalf of the
organization. This individual is responsible for electronically signing the
application before submission and the grant contract if the organization is
awarded funds. There may be more than one authorized signer (i.e., one
for the application and another for the contract as needed)
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User Roles
Viewer:
The role of viewer should be assigned to any individual at your organization
that needs access to view the organization’s information but does not
need the functionality to save, add, edit, or change anything within the
organization’s information. There may be more than one viewer
assigned.
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User Roles
Writer:
The role of writer should be assigned to any individual that needs access to
an organization’s application process to help complete the application but
does not have the authority to complete the submission process. This
individual cannot change the status of an application and will not have
administrative function availability. There may be more than one writer
approved in your organization.
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Registration https://affiliategrants.komen.org
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Registration
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Registration
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Registration
• After you save your contact and organization information, your account must be approved before you have access to the system.
• You will receive two email communications as part of the registrations process:
• Registration Submitted• Access Granted
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User Homepage
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User Approval
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Approving Users
• Every user that registers must be approved.
• The Affiliate Grant Administrator (Paula Simon) approves all Affiliate level users and each organizations’ project director.
• Each organization’s project director approves other users within their own organization.
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Validating Users(Paula’s Job)
1. Log in.2. Select the My Administration link.3. Click the link for User Approval.4. Search for new system users.5. Complete the validation process.
Application Creation and Submission
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Application Creation
1.Applicant enters GeMS.2.Click on View Opportunities under the View
Available Proposals Section.3.Click the Apply Now button.4.Click the I Agree button. 5.Under View, Edit, and Complete Forms, click View
Forms.6.Click on the section of the application you would
like to complete.
Application Creation
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An applicant must select View Opportunities under View Available Proposals section to create a new application.
Application Creation
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•An applicant should review the organization name and the application period.
•Then click the Apply Now button.
Application Creation
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•If the applicant would like to complete the creation of the application, they should click I Agree.
•If the applicant decides not to create the application, they should click I Do Not Agree.
User Homepage
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Application Process
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Applicants can search for the Application they are looking for.
Application Process
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Once the search is completed, the applicant will click on the application name they would like to work on.
Application Process
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The information at the top of the page is the applications unique name.
To begin viewing the pieces of the application, the applicant will click View Forms.
Application Process
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The applicant will click on any of the application pieces to begin completing the application.
Submitting the Application
• Project Director: completes the online application. Enters
“Change the Status” from the CG Application Menus.
Changes the status to “Authorized Signature Required.”
• Authorized Signer: enters “Change the Status. ”
Changes the status to “Application Submitted.”
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Application Revision After Compliance
Review
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Application Revision
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Search for all applications in the status “Budget Revisions Required”.
Application Revision
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Select the application name for the project in which revisions are required.
Application Revision
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From the CG Application Menu, select “View Forms” below “View, Edit and Complete Forms”.
Application Revision
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The pages of the application that needs revisions made to it will be marked with a notepad. Select the notepad next to the page you plan to revise.
Select the “Show Notes” section at the top of the page.
Application Revision
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Review the notes provided by the Affiliate and make any necessary changes.
****Repeat previous steps for all pages marked with notes.
Application Revision
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Once all revisions are completed, return to the application menu and select “View Status Options” under change the status.
Application Revision
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Select “Apply Status” under Authorized Signature for Budget Revisions Required.
Application Revision
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Authorized Signer logs in to GeMS and clicks “Open my tasks” and then selects the application name they would like to submit revisions for.
Once in the application, they will click “View Status Options” to see possible statuses.
Application Revision
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They will select “Apply Status” under Application Budget Revisions Submitted
Contract Acceptance and Budget/Application
Revision
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Now that all applications have been submitted, each applicant will begin one of the below tasks within GeMS:
•Budget and Application Revisions•Contract Acceptance
Contract Acceptance
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The Authorized Signer will select “MY CG Applications” at the top of the user homepage.
Contract Acceptance
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Search for all applications in the status “Contract Acceptance Required”
Contract Acceptance
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Select the Application name for the project the contract is being reviewed for.
Contract Acceptance
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From the CG Application Menu, select “View Forms” below View, Edit and Complete Forms.
Select the “Contract Acceptance page from the application page list.
Contract Acceptance
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Complete the “Contract Acceptance” page. At this time the Insurance Certification and W9 must be uploaded and the contract must be accepted or declined.
Project Manager mustattach these forms
Authorized Signer must click agree
Contract Acceptance
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Return to the application menu and select “View Status Options” under Change the Status.
Contract Acceptance
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If the contract is accepted select “Apply Status” under Contract Accepted.
Contract Acceptance
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If the contract is declined select “Apply Status” under Contract Modifications Requested.
Contract Modifications
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Return to the application menu. Select “View Forms” under View, Edit and Complete Forms.
Contract Modifications
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Select the “Contract Modification Request” page from the application page list.
Contract Modifications
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Complete the “Contract Modification Request” page. At this time input any change you would like to make to the contract verbiage. This information will be used to create a letter of clarification for the initial contract.
Contract Modifications
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Return to the application menu and select “View Status Option” under Change the Status.
Contract Modifications
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Select “Apply Status” under Contract Modifications Submitted.
Contract Modifications
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Once you have been notified that the application is again in the status of “Contract Acceptance Required” return to the application menu. Select “View Forms” under View, Edit and Complete forms.
Contract Modifications
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Select the “Contract Acceptance” page from the application page list and then complete the “Contract Acceptance” page.
There will now be a letter of clarification available as an attachment to the initial contract.
Contract Modifications
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If the contract and letter of clarification are accepted, return t the application menu and select “View Status Options” under Change the status.
Contract Modifications
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Select “Apply Status” under Contract Accepted.
Helpful Hints
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Reminders
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• All correspondence will be through GeMS process
•Reports will be on-line
•Site-Visit will be an attached document
•Bottom line – no paper records in future
• Always hit the “go” button next to a field if there is one before going to
the next field.
• Always hit “save” to save your data. If you do not hit “save” and you
navigate away from the screen, your data will be lost.
• If you scroll over the first aid kits, help content will be available for that
specific question.
• The system will log out after 45 minutes with no activity. If the system
logs out automatically, the last data entered will not be saved if the save
button was not selected prior to the log out.
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• If you copy and paste text from Word, you must hit the
backspace button within the text field for the character count to
be shown.
• Print versions of the blank report and completed report are
available within the Access Management Tools section of the
application menu.
• Always use the “Back” button within the system when trying to
return to a previous page.
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Explorer 10
• Many Affiliates have reported issues regarding the save, submit,
and processing buttons in GeMS not functioning properly and
the system eventually freezing during this process. This issue
has been tied to the launch and utilization of Internet Explorer
10 as a user’s web browser.
• Short-term solution to the issue. Please follow the directions to
follow to run compatibility mode within IE10. Making this small
set-up change will prevent users from running into these issues.
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Internet Explorer 10
• By default Internet Explorer 10 in Windows 8 does not run in
compatibility mode. This is easily tested by logging into GeMS.
If the compatibility mode is not enabled, the progress wheel in
GeMS will simply spin without ever completing the action.
• To enable the compatibility mode for Internet Explorer 10, follow
these steps:
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(Windows 7 users start at step 2.)
1. Windows 8 only - From the Windows 8 start screen select the
Desktop.
2. From the Desktop launch Internet Explorer 10.
3. Press the Alt key on your keyboard to bring up the top menu.
4. Go to Tools | Compatibility View settings
5. Either Add affiliategrants.komen.org to the Compatibility View
websites or Select Display all websites in Compatibility View
NOTE: enabling the compatibility mode using either option will affect all
GeMS web sites.
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Question and Answer
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