onbase technical guide for applicationsdeq.ne.gov/publica.nsf/xsp/.ibmmodres/domino... · 1. after...

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OnBase Technical Guide for

Applications WASTE REDUCTION AND RECYCLING & LITTER

REDUCTION AND RECYCLING GRANTS

Updated: 2/14/18

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Table of Contents How to Register for an Account ..................................................................................................................... 2

How to Login to the Online Application ......................................................................................................... 6

How to Create a New Application ................................................................................................................. 7

How to Fill Out an Application .................................................................................................................... 10

How to Attach Supporting Documents ....................................................................................................... 12

How to Submit an Application .................................................................................................................... 14

Withdrawing an Application ....................................................................................................................... 17

Completing and Submitting a Modified Award Application ....................................................................... 18

Common Technical Issues ........................................................................................................................... 20

Contact Us / Resources ............................................................................................................................... 21

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How to Register for an Account To start the online grant application process, you must first register for an account. Please read all of the

steps carefully:

1. To use the online grant application, you need internet access and must be using one of the

following internet browsers listed in this link:

http://deq.ne.gov/NDEQProg.nsf/OnWeb/Browser

2. From your internet browser, go to the DEQ portal for registration and application authorization

or click the following link:

https://ecmp.nebraska.gov/DEQ-LOGIN

3. You should now be at the DEQ portal

a. To create a new account – click on Register Here under NEW USERS on the right side of

the screen.

b. If you have a User Name – type in your User Name and Password to verify your

authorization to the application.

c. If you need to reset your Password – click on the Reset Password option.

d. If you need to update other account information – click on the Update User Account

Information.

If you have previously registered an account with the same email address you will receive

the message below. If you would like to have the other usernames associated with the

email address you entered, click Yes on this message.


https://ecmp.nebraska.gov/DEQ-LOGIN

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4. After clicking on the Register Here option, you will be at the New Account Registration Page. You

will need to complete all of the fields on this page. If you would like to view details on

requirements for specific fields such as Username and Password, click the Field Requirements

link. The following list will guide you through the fields you will need to complete:

a. First Name – enter your first name

b. Last Name – enter your last name

c. Email Address – enter the email address that will be associated with this account and

grant applications

d. Confirm Email – re-enter the email address typed above

e. Username – Create a username for this account (no spaces)

f. Password – Create a password for this account*

g. Password Reminder Questions – You must select three password reminder questions

and supply an answer for each question. These questions will be used to authenticate

your identify if you need to change your password or account information.

i. Select a security question from the drop-down box

ii. Type your answer in the Your Answer field. This field is not case sensitive

PLEASE NOTE: The password must be at least eight characters and contain at least one

uppercase letter, one lowercase letter, and one digit with no spaces. Click the Field

Requirements or Password Rules link for more information on password requirements.

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5. Prior to completing your registration, please note or record your User Name, Password, Security

Questions and Answers. The Help Desk does not have access to this information and cannot

reset passwords. This is a user responsibility.

6. To complete your registration click the Register Account button.

7. After successfully creating an account, a message will appear stating that your account has been

created, and that you are being redirected to the sign in page. If you do not see the sign in page

within 10 seconds, click the link that says here.

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8. You will be redirected/returned to the DEQ portal page.

9. Your account must be authorized to use the online application process. On the left side of the

screen, enter your User Name and password and click the Login box.

10. The NDEQ PORTAL ACCESS screen will display. There may be more than one DEQ program

listed.

11. Follow these steps to start the application process:

1. Click in the check box on the left of the Waste/Litter Reduction & Recycling Incentive

2. Once the box is checked, click the Update Access button

3. After updating, click on the Waste/Litter Reduction & Recycling Incentive link under DEQ

Program. This link will take you to the OnBase login screen.

Note: The Programs listed in this example may differ from your options

12. Please refer to the next section on “How to Login to the Online Application”.

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How to Login to the Online Application The following steps only apply to accounts that have been successfully created and authorized to use the

application. If you have not yet successfully created an account and set up your authorization, please

refer to the previous section: How to Register for an Account.

To use the online grant application, you must have internet access and you must use one of the

following internet browsers described in this link:


1. To access the application:

a. If you are coming from the DEQ website then you will see a screen similar to the

following and you may skip to step 2:

b. If you are not coming from the account registration you will need to open your internet

browser and go to:

https://ecmp.nebraska.gov/AppNet_DEQ/Workflow/WFLogin.aspx

2. The first field should already be filled out with the word PUBLIC

3. In the second field, enter your User Name (this will automatically be in all caps)

4. In the third field, enter your Password

5. Click on the Login button

6. You should now be logged into the application. Please refer to the next section “How to Create

a New Application”.


https://ecmp.nebraska.gov/AppNet_DEQ/Workflow/WFLogin.aspx

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How to Create a New Application Before creating a new application, you must register and authorize your account. Please refer to the How

to Register for an Account section for instructions.

1. Once signed in to the application program, click on the > next to DEQ Waste Grant Applications.

This will show a drop down menu.

2. Select Create Grant Application from the options underneath DEQ – Waste Grant Application.

3. Click on the Create Grant Application Button.

There are more instructions on how to apply for your Grant at the bottom of

the following screen.

1 2

3

Maximize the OnBase window to ensure you can see all of your options.

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4. The tab Work Folder should open on the left hand side and the following screen will appear:

5. Answer the questions on the screens that follow

6. You will then be asked to start filling out Application Information

7. When you have answered the questions on the first screen, click Submit:

8. Then you will fill out the requested information under the General tab

a. Finish any remaining questions under Grant Information

b. Fill out the fields for Applicant and Contact under Applicant Information

The contact will be the first point for communication from NDEQ. Grant writers please do

not enter your information as the contact.

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9. Once all of the required fields are filled out, click the Save button at the bottom of the screen to

save and to finish creating the application

10. After saving the application, it will be moved to My Applications under the Life Cycle View tab 11. After your application is created, please refer to the next section “How to Fill Out an

Application”

The application will not be created until you click Save. You will not be able to save until you

have filled out all of the required fields that are marked with a red asterisk.

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How to Fill Out an Application

1. After signing into OnBase, click on the Life Cycle View tab and select My Applications

2. After selecting your application, you will be able to fill in the required fields in the application that appears. You can expand the application by moving the cursor over the separating line between the form and applications section until you see a double arrow.

Remember to save your work often, recommended every 5 to 10 minutes. The application

may time out due to an extended period of inactivity, without notification and without

prompting you to save.

1.

2.

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3. Fill out all of the required fields under each of the tabs.

a. Decimals are not allowed; make sure to round to the nearest dollar amount.

b. You may wish to type up your responses to the narrative questions in a separate document.

You can then copy your responses from the document and paste them into the OnBase

narratives fields. (You must use the keyboard shortcut, Ctrl V, for pasting into the form.)

c. Fields cannot be left blank, so you will have to paste your responses into OnBase. Simply

attaching the document without filling out the OnBase required fields will not work and

therefore your application will not be accepted.

4. After all of the required information in your application is filled out, you are ready to attach your

supporting documents. Please refer to the next section “How to Attach Supporting Documents”. If

no supporting documents are required for your application, you can go to “How to Submit an

Application”.

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How to Attach Supporting Documents

1. Click on the icon for the type of document you would like to upload (ex: Attach Supporting Documents, Attach Bids, Attach Cancelled Reimbursement Check) found at the center of your screen.

2. Provide a brief description of the document being attached and then click on the Submit icon. This is what your file will be named. The more descriptive you are the easier it will be for you to keep track of your documents.

3. Next, click on the Choose File icon to bring up your file browser. Click on the file you would like to upload and select Open.

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4. When the correct file entered, click on the:

a. If the wrong file was selected, click on the clear all button represented by this icon: . It is recommended that you double check to make sure the document you are about to import is the correct one.

5. When you have successfully imported your document, the following message will appear. Click the ok button.

6. Once uploaded, supporting documents will be listed under the Work Folder tab

7. To remove a supporting document, select the attachment and click on the Remove Attachment icon

found at the center of your screen.

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How to Submit an Application 1. Before submitting the application, please review all application fields and attachments for

accuracy 2. Once you are confident the application is complete, scroll to the bottom of the application and

click Save 3. Next, click on the Submit Application icon. Once submitted, you will not be able to go back and

edit your application.

4. After submitting you will receive the following message regarding authorization

5. After clicking OK you will see that there is a new tab called Authorization

1.

2.

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Read the information under this tab and click the check box next to Check here if you agree. Once the box is checked you can Save the application.

6. After the application is authorized and saved you can submit 7. You will now be asked to verify your email address and Tax ID/Social Security Number

9. Once you have verified your Email and Tax ID/Social Security Number you will be asked to verify that you are ready to submit your application. Click Yes.

Please Note: Retype your email address and Tax ID/Social Security Number, do not copy and

paste them. This information needs to be checked for accuracy.

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10. The following message appears to notify you that your application has been submitted and is locked

11. While you will not be able to make any changes to your application at this time, you can view it

by selecting My Submitted Applications under the Life Cycle View Tab.

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Withdrawing an Application

If you do not want your application considered for an award have to create a new application after submitting, you will need to withdraw your submitted application.

IF YOU HAVE ALREADY SUBMITTED YOUR APPLICATION

1. Click on My Submitted Applications under DEQ- Waste Grant applications in Life Cycle View.

2. In the inbox, if you have more than one application, select the application you want to

withdraw.

3. When the application loads in the bottom screen, click on the icon in the

center.

IF YOUR APPLICATION HAS NOT BEEN SUBMITTED

1. Click on My Applications.

2. In the inbox, select the application you want to withdraw.

3. When the application loads in the bottom screen, click on the icon in the

center.

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Completing and Submitting a Modified Award Application If your grant was awarded for less than what you had requested, you will have to submit a Modified Award Application. You will receive instructions to do this in your award notification email.

1. Once logged into OnBase, click on the arrow next the DEQ – Waste Grant Applications

2. From the dropped down menu, click on the Modify Awarded Application

3. Select your current grant number from the Inbox. Once selected, the original grant application

will load on the screen below.

4. In the application screen, you will modify your budget to match your award amount. Please read

your award notification email for any specific instructions.

1.

2.

3.

4.

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5. The match amount must meet the original proposed match percentage (matching cash +

matching non-cash funds divided by the grant funds requested).

a. For example, if your original submitted had a 35% cash and non-cash match proposed,

the modified application must have a match percentage of at least 35%.

6. Please update the narrative questions to meet the new modified budget. To do so, click on the

Narratives tab at the tip of the application screen.

7. You can attach any updated supporting documents by clicking on the Attach Supporting

Documents icon on the middle toolbar (this is not required). Your original documents submitted

with your application, and any new documents added on the modified application, will be

included on the completed modified application and your grant agreement.

8. Once your application has been modified, scroll down to the bottom of the application page and

click save.

9. Once completed and saved, click on the Send Back to DEQ icon on the center toolbar.

10. Once the modified application is submitted, Department staff will review it.

a. If there are any questions or there is something needs edited, the modified application

will be sent back to your Modified Awarded Application queue. You will receive an email

with instructions.

b. Once the staff has approved your modified application, you will receive an email from

DocuSign with your grant agreement, as well as instructions on how to electronically

sign the agreement. It may take a few weeks for you to receive the DocuSign email of

your grant agreement.

6.

7. 8.

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Common Technical Issues

Document Lock Out Sometimes a document can be locked within your application preventing you from making any edits to your application.

Causes of the Locks When a grantee leaves their application open while not working on it, the following error may occur when there is an attempt to save. Once this error occurs, the system has locked your application and you will be unable to make edits. Clicking or trying to type while the report is loading can also cause this to happen.

How to Prevent Locks To prevent this, please refer to the below subjects about saving, closing your OnBase window, and not making edits while the system is loading.

How to Fix Locks The locks will automatically be removed by the system; however, this can take up to a day to occur. You can email [email protected] to request the lock removed.

Unable to Save In order to save, you will need to have all of the required fields filled out. Required fields are marked with a red asterisk. You can enter a placeholder (for example, type “come back later”) in each narrative text box to save and answer the narrative questions later.

Narrative Questions You can answer the narrative questions in word and copy and paste them into the application. In order to copy and paste:

1. Select your entire response in word and press Ctrl and C buttons at the same time on your keyboard.

2. Click on the narrative question box you are answering on the application and press Ctrl and V buttons at the same time on your keyboard.

mailto:[email protected]

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When you are not Making Edits When you are not working on your application, make sure you save and completely close out of the OnBase browser window. Leaving the OnBase open while you are not working on it can lead to errors in the system.

Be Patient When first opening your application, be patient and wait for everything to load before trying to click or type. Sometimes, the system takes a while to load. It is processing a large amount of data “behind the scenes”.

Attachments

1. When uploading attachments make sure you give them a good description name explaining what the attachment contains. Examples: paycheck stubs, advertising invoice, etc.

2. Please limit the number of photos attached. These make the application a larger file, which can create issues.

3. Please convert any excel spreadsheets into a pdf file before attaching them. a. You can do this by going to “file” and selecting “export” in excel. b. Click on the “Create PDF” icon

Contact Us / Resources To submit a question pertaining to either the online application process or the eligibility/content of the project(s), please email [email protected]. If you know your Application Number, please include it in the subject line.

Additional contact information:

Nebraska Department of Environmental Quality Waste Management Division, Planning and Aid Section

Phone: 402-471-2186 Toll Free: 877-253-2603

Helpful Links:

https://www.irs.gov/tax-professionals/standard-mileage-rates Link for the current mileage reimbursement rate. https://independentsector.org/resource/vovt_details Link for the current volunteer reimbursement rate for adults. Nebraska’s volunteer rate is a year behind. You will have to download the “full dataset for all states” for the current Nebraska adult rate. The youth volunteer rate is the current minimum wage amount.

mailto:[email protected]

https://www.irs.gov/tax-professionals/standard-mileage-rates