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Michigan Electronic Grants Plus SystemOctober 23, 2015

IMPROVING TEACHER QUALITY

APPLICATION

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The Michigan Electronic Grants Plus SystemMichigan Department of Education/MEGSPlus

• Getting set-up in MEGS+• Security Levels• Authorized Officials• Modifications, Amendments

MEGS+ PROCESS

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WHAT IS NEEDED TO USE MEGS+

• Internet Access• Web Browser• - Internet Explorer 8 (preferred)• - Firefox 2.0+• - Safari 3.0+

• Adobe Acrobat Reader 4.0+

• An upgrade to Internet Explorer 8 is available at no cost from Microsoft at microsoft.com

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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 (Website Address) and clicking Create a New MEIS Account:

MEIS/login

What is MEIS and how can an account be obtained?

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The final screen will confirm your account.

Print this page for your records.

Warning: Passwords are case-sensitive. Your randomly generated password is guaranteed to cause you problems in the future.

Change your password immediately after creating your account.

Your MEIS account must be entered in the MEGS+ database.

Note: Every MEIS application has its own security system.

Confirm your MEIS Account

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Resetting MEIS Passwords

Need to reset your password?

The MEIS system has been modified so the user may maintain own profile.

• Change own password

• Recover forgotten login name and password

• Simply use the MEIS website.

Any MEIS questions may be directed to the MEIS Help Desk:

(517) 335-0505

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How to Access MEGS+Go to:

Michigan Department of Education Megsplus

• Use the Login and Password obtained from the MEIS registration process to login.

• Remember, the MEIS password is case sensitive.

• You cannot log in until your Authorized Official has entered your MEIS account into MEGS+.

• If you MEIS account is entered in MEGS+ you can log in.• If you receive an error message that you have a valid MEIS account

but are not authorized in MEGS+, contact your Authorized Official.

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AVOID THE BACK AND FORWARD BUTTONS

• It is highly recommended that users use the navigation provided within the application.

• The browser’s 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 browser’s 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.

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DESIGNATING AUTHORIZED OFFICIALSMichigan.gov/Megsplus

• Two Authorized Officials per institution

• Authorized by the Designated Official

• Print and send in the MEGS Electronic Form

• Electronic form is “fillable”

• Very quick turn-around

• An email will be issued when assigned

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MEGS – User FlowAuthorized Official (Level 5) Initiates Application (Opens)Assigns Users to Application (At least one Level 4 user)

Grant Administrator (Level 4)Completes Application

Authorized Official (Level 5) Submits Application

Authorized Official - Level 5Authorized Official - Level 5

Grant Administrator - Level 4Grant Administrator - Level 4

INITIATESApplication

ASSIGNSLevel 4 User

COMPLETESApplication

NOTIFIESLevel 5 of

Completion

SUBMITSApplication

Authorized Official - Level 5Authorized Official - Level 5

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MEGS+ AUTHORIZATION STRUCTURELevel 5 - Authorized Officials• Manage MEGS accounts for district/agency• Designate Application Administrators (Level 4)• Initiate applications• Assign lower security levels to allow edit or view status• Add users to MEGS • Submit, amend and delete applications, amendments, and/or reports• Access to all district applications

Level 4 - Application Administrators• Responsible for managing the application• Initiate assigned applications • Start modifications or amendments• Notify Authorized Officials to submit applications, modifications and

amendments• Can add/delete consortium/grant members or participating agencies

to an application• Can NOT submit applications; assign other Level 4s

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OTHER SECURITY LEVELS

Level 2 - Grant Writers This level has the ability to input and edit data and budget information.

Level 1 – Viewers This level has the ability to view all parts of the application. Cannot input or edit any information.

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AUTHORIZED OFFICIALS: Getting Started

From the Home Page, Authorized Officials can:

• Initiate applications• Add users to MEGS• Review/edit contact information• Assign application security levels

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MEGS+Adding Contacts to an Agency (Authorized Official)

• Click Agencies in the blue header

• Select the agency. Most will have only one agency available, but some may have multiple agencies.

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• Adding Contacts to an Agency (Authorized Official)• Click Agency Contacts

• Click Add Contacts

MEGS+

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MEGS+.• Adding Contacts to an Agency (Authorized Official)

• IF an existing user is in MEGS+ or MEGS Legacy click Search, using partial name or MEIS ID of the contact to be assigned

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MEGS+..• Adding Contacts to an Agency (Authorized Official)• Select user box, assign Role (security level) and Save.

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MEGS+…• Adding Contacts to MEGS+ (Authorized Officials)

• IF a new user to MEGS+ or MEGS Legacy click New Contact

• Enter MEIS number and click Search MEIS

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MEGS+….• Adding Contacts to MEGS+ (Authorized Officials)

• Assign Role (security level).

• Specific application access must be assigned with “View Management Tools” for that application.

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MEGS+…..Application Security Levels

• To assign a contact to multiple applications/tasks at one time use Administration/Application Security Levels.

• Select the contact from the drop down list and click Search.

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MEGS+……Application Security Levels

• Select a Desired Security Level• Select Active Date Begin• Select Program Name• Click Update Application Security Level

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MEGS+…….Application Security Levels

• To assign a contact within a specific application/task use View Management Tools.

• Click the Add/Edit People link.

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MEGS+……..Application Security Levels

• Enter contacts name and click Search.

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MEGS+………Application Security Levels

• Check the box next to the person(s) name and select Role. (You can also select Grant Contact Type.) Click Save.

• To remove a contact from the application uncheck the box next to the person(s) name and click Save.

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Megs+……….Application Security Levels

• Contact has been successfully assigned to the specific application/task!

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MEGS+ Home page• View Available

Applications/Tasks

• Used to initiate• Option will only

appear if you have applications/tasks to initiate

• My Inbox• Emails generated

automatically by MEGS+ may be visible here in addition to your normal email account

• My Applications/Tasks

• Dependent on authority, application/task statuses

• After initiating an application/task check here FIRST for any pending actions

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MEGS+ Home Page.View Available Applications/Tasks

• Initiate an Application/Task (Level 4 or 5)• Select View Available Application/Tasks.• Options available, if any, dependent upon program

requirements and user’s security level.• For MEGS users: Certifications will also be handled in

the common Application/Task structure.

• NOTE: For the first grant year, Level 5 must initiate.

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MEGS+ Home Page…View Available Applications/Tasks

• Initiate an Application/Task (Level 4 or 5)• Click the Initiate button.

• Follow the prompts to confirm.

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MEGS + Home PageMy Inbox

• Some messages for user’s action may appear here.

• May also be received in user’s normal email account.

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MEGS+ Home Page..

• Quick Search• To view submitted applications/tasks in MEGS+• To initiate amendments.

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MEGS + Home Page…• Enter search criteria, click Search. Click Agency link to

access application.

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MEGS+ Home Page….

• All applications have a similar look.

• Each application type has its own unique features.

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MEGS + Application MenuView/Edit

• View/Edit to complete and review the application.

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Important Information and Assurances and Certifications

• Important Information About the Application

This link opens a page that provides information about the application due date and the pages that must be submitted, as well as the purposes of the programs included in the application.

• Assurances and Certifications

This link opens a page that lists a set of conditions that must be followed by recipients of funds for programs included in the application.

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GENERAL INFORMATIONADD/REVIEW PARTNERS

• To add partners click Add/Review Partners link under General Information.

• Follow the detailed instructions.

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GENERAL INFORMATIONPARTNER INFORMATION

After you have added all of your partners, the Partner

Information page will display their information.

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GENERAL INFORMATIONVerification of Collaborative Planning

• Two part process– Complete the page– Upload a copy of the

agenda and list(s) of the participants.

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GENERAL INFORMATIONGrant Categories

• Select the category that you will be applying for:

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MESG+ Application Menu:View/Edit

• Completing Budgets:• Many applications/

tasks include budgets.• For current MEGS users,

these options should be familiar.

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MEGS + Application Menu.View/Edit

• Initiate a budget.

• Budget Navigation: Corresponding page can be obtained by clicking the associated link.

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MEGS + Application Menu..View/Edit

• Budget Summary• The budget totals are displayed

with the function codes along the left side and object codes across the top.

• “Tens” function codes.• Budget totals are changed

automatically when new budget items are added to the grant.

• You must complete Contact Information at the bottom of the page.

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MEGS + Application Menu:View/Edit

• To Add a Budget Item:• Select the appropriate function

code.• Provide a description.• Enter amount(s) in the box(es)

beneath the appropriate Object Code(s).

• - Only one entry unless personnel.

• -All personnel entries must have Salaries and Benefits.

• After completing the entries, click the Save Budget Item button.

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MEGS + Application Menu:…

View/Edit

• The Budget Detail page is an in-depth look at all budget items for the grant.

• Each budget item is listed by function code, with the description, any associated FTE and the budgeted amount.

• As items are entered into the system, this page is automatically updated and displays the totals.

• The title of the item provides a link to the page where the entries for that budget item can be edited.

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MEGS+ Application Menu:View/Edit

• To Edit a Budget Item: Access the budget item from the Budget Detail screen or the Edit Budget Items button, make the changes, and click Save Budget Item.

• To Delete a Budget Item: From the Budget Detail screen click Edit Budget Items then select which item(s) to delete and click Delete Checked Budget Items.

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MEGS + Application Menu:….View/Edit

• Indirect Costs: When permitted, enter indirect costs on the Budget Summary Page

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PROGRAM INFORMATIONNarrative Rubric

A Rubric is provided to assist with your narrative.

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PROGRAM INFORMATIONNarrative

Upload the narrative, paying attention to the requirements.

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PROGRAM INFORMATIONAbstract

Upload the Abstract

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ATTACHMENTSMiscellaneous

An additional attachment page is provided for you. It is NOT required

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MEGS + Application Menu:…..View/Edit

• Global Errors• While working in an application you can check for all errors remaining.

Use Global Errors. Links are provided to the relevant application pages.

• You can NOT submit the application/ task until all Global Errors have been resolved.

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MEGS + Application Menu:……Change Status

• Change the Status• All Status Changes are made within this

section.• Statuses available depend upon

contact access and application/task status.

• Only an Authorized Official may submit an application/task.

• If an application/task has errors, you will be returned to the Global Errors page.

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MEGS+ Application Menu:…• Change Status*

• 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 “in progress” 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

• Consultant Set Status Levels

• Review In Progress• Modifications Required• Program Office Review

Complete• Grant Funds Available to The

Applicant

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MEGS+ Application Menu:……Change Status

• Submission of the Application/Task• Review Global Errors on the application/task menu.• Notify Authorized Official (AO) that the application/task is complete. • AO clicks the Application Submitted button on the Change Status menu.• If there are any errors, an error list will be generated.• Once all errors are corrected, return to the Application Menu and click Application

Submitted.• The next page will present conditions to which you must agree upon when submitting the

application.• After reading and agreeing with the conditions, click the I Agree button to continue.• MEGS will notify the district Level 5s and the application designated contacts by email

that the application has been received.

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MEGS+ Application Menu:……..

Change Status• Modifying an Application/Task• If Program Office reviewers indicate that modifications are needed:

• - You will receive an email and/or My Inbox message.• - The application/task will appear in My Applications/Tasks.• - Use Review Comments to review and respond to reviewer notes.• - Access follows the original submission procedures to correct and

resubmit.

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MEGS + Application Menu:.• Change Status

• Amending an Application/Task• If you need to amend a

previously approved application.• Use Quick Search to find the

application.• Level 4s or 5s use Change

Status to select Amendment in Progress.

• Access follows the original submission procedures to correct and resubmit.

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MEGS+ Application Menu:………• View Management Tools

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REVIEW COMMENTS

Once application is approved and grant funds are available, the Review Comments function is used to:• Allow agencies and MDE Consultants to make

comments on any application page where a Review Comments window exists while the application is in any status

• Allow the MDE Consultant to leave a comment in an application that may require an agency response

• Use interactive icons that provide a visual to assist with comment review

• Provide error check to ensure all required responses are addressed

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REVIEW COMMENTS

• To open any review comments window click the Review Comments button

• Review Comments windows are tied to specific pages within an application

• Not all pages within applications include Review Comments windows

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REVIEW COMMENTS

• Comments Column– Lists date of

most recent comment

– Lists total number (#) of comments for each page

• Status column– Displays

interactive icons to assist with comment review

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REVIEW COMMENTS..

• Agencies can review, compose and respond to comments in their applications

• Agencies can add comments to their application at any time

• Comments made by an agency cannot be edited or deleted once saved

• Once comment information is saved it is automatically available for anyone to view

• Review comments look the same for each application page

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REVIEW COMMENTS…

• Each application page that has a Review Comments window will display comments for that application page only

• The Review Comments window for the View/Edit Menu will display comments for all pages

• MDE Consultants do not receive any sort of notification when a comment is added

• Agencies do not receive any sort of notification when comments are added by MDE

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REVIEW COMMENTS….

Subject – Composer should include a brief but detailed description of the comment

Comment – The comment text box allows for 2000 characters

Save Answers/Comments – Saves the entered data as a new comment from the applicant for this review comment window only. A timestamp will appear once the comment is saved. Saved comments cannot be edited or deleted

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REVIEW COMMENTS…..

• Agencies can review and respond to comments from application reviewers

• View/Edit page will display which application pages have general comments left by the Consultant

• A page within an application can have a comment left by the MDE Consultant that requires a response

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REVIEW COMMENTS……

Responding to Required Comments• Click the Received Comments link• Comments that require a response are marked with a red asterisk• Click Reply and a comment box will open

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REVIEW COMMENTS…….

Enter an appropriate response in the text box – click Save Answers/Comments

Once saved the comment will appear under Comment History

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REVIEW COMMENTS……..

After an agency responds to the comment and clicks Save the icon will change to a on the View/Edit page

Agencies cannot re-submit an application until the required response is provided

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REVIEW COMMENTS………

The icons on the View/Edit page provide a guide for what is complete ( ) and will be key in determining where work has yet to be done in relation to application review.

Agency Status Icons – the following icons will appear for agencies when certain conditions are met:

Comment From Consultant to Agency, requires response: Comment From Consultant to Agency, response not required: Comment Responded to by Agency:

Agency Error: “A Response is required for one or more comments.” If any comments have been added by the Consultant and Require Response, the agency is required to respond.

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REVIEW COMMENTS……….

• Operates best with Internet Explorer

• If Review Comments is not displaying correctly be sure compatibility is off– Tools– Compatibility View

Settings– Box should be empty

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QUESTIONS?

For MEGS or other technical questions contact:

(517) 373-1806

MEGS@Michigan.gov