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Slide 1

Career InitiativeEnd of Year Reports & MEGS

MEGSThe Michigan

Electronic Grants System

http://megs.mde.state.mi.us/megs

Last Updated: 1/15/2004

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Slide 2

CI Reports & MEGS

• Tech Prep; CTE PerkinsAccess inherited from applicationBudgets pulled into Expenditure ReportsCI Coordinator Level w/ CI ChecklistCI Coordinators must reviewFiscal Agents will submit the reportExpenditure Reports; Action Plan & Final

Outcome; Equipment; and Admin Expenditures

Timeline:

•Read Only Access -April 1, 2004 (Demo Site)

•Last chance to submit amendments – June 9, 2004

•Available On-line June 15, 2004

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Slide 3

What is needed to use MEGS?

• An Internet Connection• Web Browser

– Internet Explorer 6.0+

– Netscape 7.0+

• Adobe Acrobat 5.0+• A Valid MEIS Account

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What is MEIS and how can anaccount 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:

http://meis.mde.state.mi.us/userman/

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Slide 5

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 will allow you to access MEGS once you have been entered in the MEGS database.

Note: every MEIS application has a security system.

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How do I access MEGS?

Users with a valid MEIS account entered into the MEGS database can login to MEGS at the following URL:

http://megs.mde.state.mi.us/megs/

The first screen gives basic information about the purpose of MEGS and provides a link to the login screen.

This page also provides a link to the MEGS Website:-training materials-allocation information-MEIS information-general information

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Logging into MEGS

Use the Login and Password obtained from the MEIS Registration Process to login.

Remember, the MEIS password is case sensitive.

If you receive an error message that you have a valid MEIS account, but are not authorized in MEGS, contact your Authorized Official.

Password trouble: Call MDE Helpdesk

(517) 335-0505

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Slide 8

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 browser’s 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.

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Slide 9

MEGS Authorization Structure

Level 5 - Authorized Officials

• Designate Application Administrators

• Initiate applications

• Assign lower security levels to allow edit or view status

• Add users to MEGS via a multiple entry page

• Include consortium or grant members in an application

• 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

• Include consortium or grant members in an application

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Slide 10

Other Security Levels

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

Level 2 - Grant Writers. This level has the ability to input and edit any report data. Cannot submit report.

Level 3a – Participating Agency Authorized Official. The consortium member’s authorized official is given view access to the application. Allowed to accept or reject the invitation to join.

Level 3b – Participating Agency Program Coordinators. This level has the ability to input and edit consortium member Expenditure and/or program information.

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Slide 11

Main Menu: View Reports

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Slide 12

Initiating Reports

• Report is accessed by clicking name link

• No link? Check Main Contact (must be assigned)

• Save MEIS number of contact

• Report Status • Due Date

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CTE End of Year Report

• Report Pages-Action Plan

-Approved Equipment

-Local Admin Expenses

• Expenditure Reports

-Regional Exp. Summary

-Regional Aligned Exp. Summary

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Tech Prep End of Year Report

• Report Pages

-Action Plan

• Expenditure Reports

-Regional Exp. Summary

-Regional Aligned Exp. Summary

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Action Plan and Final Outcome Report

•Same approach for CTE Perkins & Tech Prep

•Read the on-page directions

•Complete list of Activity Categories from application

212/912-2-1-3S1

212/912-2 Business/Industry/Parental Involvement

•Projected Activity, Expected Outcome listed: View Only

•Districts Involved: Update as necessary; use Go button, Save.

•Core Performance Indicator: View Only

•Final Outcome Status: explain if outcomes not met or activity not implemented

•Save your work!

•Visit all Activity Categories

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Action Plan and Final Outcome Report

•Update districts involved

•Enter Final Outcome status or note exceptions

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CTE INSTRUCTIONAL EQUIPMENT PURCHASES

•Complete for all CTE approved Equipment Purchases

•All fields are required

•Up to 11 separate entries

•ADD button for additional Requesting Agencies

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Slide 18

Summary of Local Administrative Expenditures

•CTE allows up to 5% for administrators

•Report all administrators receiving reimbursement

•5% limit of grant expenditures

•SAVE your work

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Slide 19

Expenditure Reports:Expenditure Navigation

The yellow tinted button denotes the page that the user is currently on

The blue tinted buttons denote pages that are available to navigate

Note: View PDF buttons will be added to generate a PDF

The quick links are available on the dark green button bar

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Slide 20

Regional Expenditure Summary

•Pulled from the last budget•Lists the expenditure details by activity category. •Has same look as the paper application•Salaries and Benefits•Capital Outlay (equipment)•Page is for viewing only: the expenditure is build from the bottom up.

CTE Perkins and Tech Prep are slightly different.

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Slide 21

Expenditure Pages: Expenditure Summary

Expenditure Summary: •The expenditure totals are displayed •Expenditure totals are changed automatically when new expenditure items are added to the grant.•Allocation is listed at bottom of form.•Access Participating Agency expenditures from this page

Participating Agency DetailThis is optional. Two ways to show 410 expenditures on the Expenditure Summary

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Slide 22

Expenditure Pages: Expenditure Detail

The Expenditure Detail page is auto-generated from any expenditure detail edits/updates.

As items are entered into the system, this page is automatically updated.

Expenditure detail will change font color on the screen: -Red if expenditure exceeds budget -Blue if expenditure less than budget

Items are sorted by activity category and function code. Description is added.

Items can be edited individually or all together.

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Slide 23

Expenditure Pages: Edit Expenditure Detail

Edit Expenditure Detail gives the user one place to update the entire expenditure report.

The same budget rules are enforced: only one object class per entry, except for Salaries and Benefits.

Allows for direct editing of amounts.

Cannot delete budget entries; make amount zero

To check for errors, use your Error link.

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Slide 24

Expenditure Pages: Add Expenditure Item

To Add a Expenditure Item:

1. Click the Add Expenditure Item tab.

2. Select Activity Category/function code from the drop down list.

3. Provide a description of the Expenditure item.

4. Enter amount(s) in the box(es) beneath the

appropriate Object Code(s).

8. After completing the entries, click the Add Item button.

Outgoing Transfer: note check box!

Non-Federal Funds: CTE Perkins/Tech Prep

Warning: This is different than basic MEGS.

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Slide 25

CI Coordinators CI Checklist

• CI Coordinators must approve the report.

• Checklist link will show to OCTP consultants and CI Coordinators only.

• Business Rule: CTE Perkins and Tech Prep CI Checklist must be complete in order to submit reports.

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Slide 26

Submission of the Report

Submitting the Report:• Reports can be submitted by:

Fiscal Agent Authorized Officials (Level 5) or Application Administrator (Level 4)

• Error check will run• Report Status will update

Report Statuses:• Report Available• Report in Progress• Report Submitted• Report Modifications Required• Report Modifications in Progress• Report Modifications Submitted• Report Accepted

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MEGS Extras

• Amendments in MEGS

• 0405 Grants– No participating agency budgets– Budgets and Action Plan Pulled Forward– Display Name of Activity Category– Tech Prep Status will be updated– Checklist for Submission of Grant

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Amendment Process

Amending the Application:

Once the application status is Grant Funds Available, an Amend Application button is displayed on the application table on the Main Menu page.

Level 4’s and 5’s can click Amend Application to begin an amendment.

Once the status is Amendment 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. (coming soon)

Level 5’s can submit the amended application by clicking the Submit Amendment button on the Application Menu.

MEGS will ask for a brief description to explain the purpose of the amendment.

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Slide 29

MEGS website:http://megs.mde.state.mi.us/megsweb/

Look here for copies of the PowerPoint and the Quick Guide.

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Slide 30

QUESTIONS?

Sandi Carter:

CarterSe@michigan.gov

Louis Burgess, A.J. Boggs & Company

lburgess@ajboggs.com