prevnext | slide 1 michigan electronic grants system megs megs overview and updates for 2008-2009...
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Slide 1
Michigan Electronic Grants System MEGS
http://megs.mde.state.mi.us/megs/
MEGS Overview and Updates for 2008-2009
DLEG Adult EducationSection 107 Last Updated: 8/11/2008
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Slide 2
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS
MEGS Introduction and Update
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Slide 3
What is MEGS?
• Apply for grants and other applications online• Common look and feel for all applications• Program Office review and comment on applications• Amendments online• Grant reporting online• Some previous year’s information saved and brought
forward, when applicable• Up-to-date view of applications• Automated generation of e-mail
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Slide 4
Grants in MEGS
• Adult Education: WIA Core Programs, Special Projects, Instructional Initiatives, Section 107
• OCTP: Tech Prep; CTE Perkins; CIP Self Review• Charter Schools: Planning, Implementation &
Dissemination• Consolidated Application• Early On Michigan• Even Start• Homeless Students• Improving Teacher Quality (IHE only)• Mathematics & Science Centers
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Slide 5
Grants in MEGS 2007-2008 continued
• Mathematics & Science Partnership• Great Start Readiness Program/CNRA (MSRP)• Preschool• Reading First• Regional Literacy Training Centers• Safe & Drug Free Schools• Section 31a/32e Flexibility• Special Education
Flowthrough, EOSD Transition Services
• Summer Migrant• Title I School Improvement• 21st Century Community Learning Centers
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Slide 6
The Michigan Electronic Grants System
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS
MEGS Update
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Slide 7
What is needed to use MEGS?
• An Internet Connection• Web Browser
-IE 6.0+-Netscape 7.0+
• Acrobat Reader 4.0+ • A Valid MEIS Account
entered in MEGS
*If you can, use Internet Explorer.
Internet connection• The faster the connection, the easier it is to use MEGS.• Beware proxy servers, pop-up blockers, and network security settings.
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Slide 8
What is Adobe Acrobat Reader and why do I need it?
• Adobe Acrobat Reader allows user to view PDF files. • PDF stands for “Portable Document Format”. • Regular web pages which are programmed in
HTML do not always look good when printed. • The PDF format was designed for the Web to
look consistent each time it is printed.
Once Acrobat Reader is installed, all files in MEGS with the extension .pdf will be opened with the Acrobat Program.
Adobe Acrobat Reader can be downloaded, at no cost, fromhttp://www.adobe.com/products/acrobat/readstep2.html
MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+
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Slide 9
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 and education 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:
https://cepi.state.mi.us/MEISPublic/
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Slide 10
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 must be entered in the MEGS database.
Note: Every MEIS application has its own security system.
Need to reset your password? Call the MDE Helpdesk:
(517) 335-0505(800) 968-2644
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Slide 11
How to access MEGS
If your MEIS account is entered in MEGS, you can log in:
http://megs.mde.state.mi.us/megs/
The first screen provides a link to the login screen and a link to the MEGS Website:
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MEGS Website
MEGS Website: •Allocations•Grant Information•MEIS Accounts•Peer Reviewers•Training
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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.
Need to reset your password? Call the MDE Helpdesk:
(517) 335-0505(800) 968-2644
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Slide 14
The Michigan Electronic Grants System
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security • Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS
MEGS Update
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Slide 15
Designating Authorized Officialshttp://megs.mde.state.mi.us/megsweb
• Two Authorized Officials per recipient agency
• Authorized by the Superintendent / top Administrator
• Print and send in the MEGS Electronic Form
• Electronic form is “fillable”
• You can find forms on the MEGS website
• Very quick turn-around
• Log-in to check
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Slide 16
MEGS Authorization Structure
Level 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 for own agency• Start modifications or amendments• Assign other users to participate in the grant writing or review process • Notify Authorized Officials to submit applications, modifications and amendments• Initiate and submit reports
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Slide 17
Other Security Levels
Level 3b Consortium/Grant Member Program Coordinator The fiscal agent can add users from consortia organizations. They have permission to work on their budget and narrative only. They can save to no other portions of the grant.
Level 3 Consortium/Grant Member-Authorized OfficialsAll Authorized Officials from Consortia Members are automatically added to the grant with View permissions.
Level 2 - Grant Writers This level has the ability to input and edit any data.
Level 2c - Financial OfficersThis level has the ability to input and edit budget data.
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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Slide 18
The Michigan Electronic Grants System
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS
MEGS Update
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Slide 19
Authorized Officials: Getting Started
From the Main Menu, Authorized Officials can:
• Initiate applications• Add users to MEGS• Review/edit contact information• Assign application security levels• Edit agency information• Edit personal contact information
Once an application has been initiated, the application will be listed on the Main Menu.
Grants are color coded by years:
2006-2007 are green2007-2008 are red2008-2009 are blue
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Slide 20
Main Menu: Getting Started
Main Menu Options
• View/Edit
• Delete Application
• Modify Application
• Amend Application
• View Reports
• View History
• Delete Amendment
Buttons are controlled by the status of the applications.
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Main Menu:Add Users to MEGSLevel 5’s can add users to MEGS
• Click the Add Users to MEGS link.
• Enter up to 10 new users into MEGS:– Enter the MEIS Account number – District code is set
• Click Verify to verify users.
• Check the results of Verify:– Check name and agency– Invalid MEIS account– Already in MEGS
• Confirm the new users by clicking Save.
• Go to the Main Menu and click the Application Security Level(s) link to complete the process of giving users access to applications in MEGS.
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Slide 22
Main Menu: Contact Information Maintain MEGS Accounts
• Click the Contact Information link.
• A list of people associated with the user’s agency who are currently in MEGS is displayed. Each name is a link to a page where that person’s contact information can be edited.
To Edit Contact Information (5’s only):
• Click the underlined name of the person whose information you wish to edit.
• Make appropriate changes and click the Save button.
• Click the Return to Previous Page button to continue.
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Main Menu:Application Security Level(s)
• Select the user from the drop down list and click Go.
• Assign a security level for each application the user will access.
• To restrict the access date, change the date in the “Date Begin” field.
• Click the Save button to save the assignments.
To assign application security level(s) once users are added to MEGS:
Users can be added even if the application is already initiated.
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Assigning Users:Grant and Consortium Members
• Grant/consortium member, not the Fiscal Agent, should “Add User to MEGS”, so that the district/agency is correctly assigned
• Fiscal Agent must then assign Application Security Level
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Agency Information
To Edit the Fiscal Agent’s Information:
• Go to the Main Menu and click the Edit Your Agency Information link. Only Authorized Officials can use this link.
• Change the information as needed and click Save. The only information that can be edited is the mailing address, phone number, fax number and e-mail address.
• When changes are made and approved in School Code Master, MEGS will reflect them the next day. Make permanent changes in School Code Master, instead of in MEGS!
• Exceptions (use MEGS):• Address 2• Colleges and Universities
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Main Menu:Initiating an Application (4’s/5’s)
From the Main Menu:
• Select the application from the drop down list
• Options depend upon agency eligibility
• Click the Initiate button.
• Option to initiate disappears once the application is initiated.
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Slide 27
The Michigan Electronic Grants System
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments• Reports in MEGS
MEGS Update
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Slide 28
Application Menus
Application Menu
• Header Details• Application Information• Management Activities• General Information• Budget Pages• Program Information• Attachments• Submitting the Application
All applications have a similar look.
Each application type has its own unique features.
NOTE: For Section 107, additional options may appear after the Plan for Program Operation is selected.
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Slide 29
Avoid Back and Forward
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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Header Details
• Main Menu – Returns the user to the page with all applications initiated by the user’s agency.• Don’t Touch Me! Ignore me at all costs.
• Application Menu – Returns the user to the “home page” for the application. A feature built into this link is a JavaScript menu that allows quick access to other parts of the application. This menu has links to budget pages and program information.
• Report Menu – Takes the user to the list of reports for the application.• Errors – Tracks the progress of the application and alerts the user when any critical part is not
completed. All errors must be addressed in order to submit the application.• Report Errors – Alerts the user to any errors in the report. All errors must be addressed in order
to submit the report.• Logout – Logs the user out of MEGS.• Application and User Information – Indicates the application that is currently being worked on,
the applicant agency, the application number, and the current user’s name.
Help
Main Menu
Application Menu
Report Menu
Logout
Application and User Information
• Help – Takes the user to specific help information for each page. This feature is the first source of assistance for questions or problems that users might encounter.
Errors Report Errors View Comments
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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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Slide 32
Add Users to Application:Control Access to This Application
To Give Users Access to the Application:
• Go to the “Add Users to this Application” table at the bottom of the page.
• Enter the MEIS Account IDs of the users to be given access to the application.
• Select a security level for each new user based on his/her function in the application process.
• If the user is a contact person for the application, select the type of contact.
• A Main Contact is required.
• To activate the users, click the Save button.
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Edit/Remove Users Control Access to This Application
• Identify users to delete or to temporarily limit their access.
• To edit the user’s access, make the appropriate changes and click Save.
• To remove the user, click the box in the “Mark Remove” column to the left of the user’s name and click Save.
• The removed user will no longer have access to the application unless the user is given access again.
To Edit or Remove User Access from the Application:
• If more than 20 users in grant, only Fiscal Agent users show.
• Select All in drop down to see all users with access to grant.
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Slide 34
Grant Contact Information
To Assign or Change Contacts:
• Go to the Control Access to This
Application page and make the
assignment.• Authorized users may delete and
replace the Contacts.• When the assignment is saved, the
Main Contact will be displayed on the
Grant Contact and Fiscal Agent
Information page.
E-mail Contact, specifies additional recipients of automated MEGS e-mails.
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Slide 35
Management Activities: View a PDF of This Application
To View a PDF of the Application:
Click the View a PDF of this application link to generate a printable version of the application.
The PDF will include all information that is entered into the current application.
One Click Solution: email sent when ready
Links are also provided for individual page PDFs.
This feature is provided for agencies to keep a printed copy of the application that the user submitted electronically.
To save the PDF of your completed application, select “File – Save As” and save the file to your hard drive.
Blank PDF is also available.
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Slide 36
General Information
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General Information:Plan of Program Operation
Indicate your Plan for Program Operation. Then, Click Save.
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General Information
If you are operating independently, or as the
fiscal agent of a consortium, additional
application pages appear.
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General Information: Review Grant Selections
To Review/Change Grant Selections:
• Click the Review Grant Selections link on the Application Menu.
• Click the appropriate radio buttons to make any changes in the grants that will be included in the application.
• Click Confirm to save the changes. If you do not wish to make any changes, click Cancel.
Do Not Apply: no intention to apply
Apply Now: add all required parts of grant; invokes all error checking
If a district also receives Federal adult education funds, only
Tuition/Fees and Other Local funds not already reported in the WIA Core
Program application should be reported.
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General Information:Additional Contact Information
•Enter contact information
•Save
•Be sure to select the WDB Region.
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General Information:Adult Education Program Offerings
•Enter site Information•Save•To Add another site, click Add•Use “Please select a page to view” to access other sites entered
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General Information:Consortiums
•Click Add a New Member to add consortium members•Select the applicable Funding Source•Enter Recipient and Building Codes•Click Save Selections•MEGS sends consortium invitation e-mails.
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General Information:Consortiums
•Consortium Member Authorized Officials have an option for Grant Consortium Acceptance Information•Services only, Funds and Services (separate budget) or Will Not Participate
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General Information:Locally Developed Consortium Agreement
•Enter the consortium agreement•Save•If multiple agreements are used, click Add
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Slide 45
Budget Pages
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Slide 46
Budget Pages:Budget 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 to.
The View PDF button will generate a PDF for the current grant source.
Clicking these buttons will take the user to the corresponding page.
The quick links are available on the red button bar.
Budget Tabs and Quick Links
These features allow for easy navigation between the numerous budget pages. • The tabs are color coded for easy recognition.• The yellow tinted tab signifies the current page.• The View PDF tab will display a PDF of the
current budget page.
.
Budget Buttons
The buttons at the bottom of the budget pages serve the same purpose as the tabs for navigation. Instead of returning to the top of the page, clicking any of the buttons will take you to the corresponding page.
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Slide 47
Budget Summary
Budget Totals: • The budget totals are displayed with
function codes along the left side and object codes across the top. • “Ten’s” function codes• Budget totals are changed automatically when new budget items are added to the grant.•Complete Contact Information (on the bottom of the page):• Business Office Representative• Project Contact Person
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Slide 48
Budget Pages: Budget Detail
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.
Items are sorted by function code. Within a function code, items are sorted by object code; and within the object code, items are sorted alphabetically.
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Slide 49
Budget Pages: Add Budget Item
To Add a Budget Item:• Provide a description of the budget item.• 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 Add Item button.
To Edit a Budget Item: Access the budget item from the Budget Detail screen, make the changes, and click Update Item.
To Delete a Budget Item: Access the item from the Budget Detail screen and click Delete Budget Item.
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Slide 50
Budget Pages: Delete Budget Detail
Use Delete Budget Detail when you are ready to start over.
You clear out the entire budget detail on the page.
One chance to confirm: and then it’s gone!
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Slide 51
Program Information
Program information pages are unique for each grant in MEGS.
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Project Narrative
•Check one of the options.•If the Section 107 funded program and its consortium members, if applicable, are IDENTICAL to WIA Core Programs, check that box and do NOT complete the remainder of the page.•Otherwise, all items are required.
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Slide 53
Section 107 Narrative
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Slide 54
Expanded Menus
• Click the “folder” to expand and see the contents.
• Re-Click the “folder” to hide the links.
Expanded menus are used for applications that include multiple copies of a page.
They are also used for sets of related pages under a single heading.
To use the expanded menu:
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Slide 55
Attachments to Applications
The link to the page where attachments are uploaded is found in the Attachments section of the Application Menu.
To Upload Attachments:
• Enter a title for the file.• Click Browse and find the file.• Select the file and click Open.• Click Upload Attachment.• To view the attachment, click the
link on the Application Menu page or on the page where the attachment is uploaded.
• To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment.
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Slide 56
Check Errors
• MEGS performs a check for technical errors and will present the information on this page.
• Run the error checking until the screen indicates:
No errors have been detected in this
application.
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Slide 57
Submission of the Application
To Submit an Application:• Review Errors on the Application Menu.• Notify Authorized Official that the application is
complete. • AO clicks the Submit Application button on
the Application Menu.• If there are any errors, an error list will be
generated.• Once all errors are corrected, return to the
Application Menu and click Submit Application.
• 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 display a confirmation page. Print this page to keep as a record of the submission of the application. A link to allow you to access the confirmation page will be created on the Application Menu.
• MEGS will notify the district Level 5s and the application designated contacts by email that the application has been received.
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Slide 58
The Michigan Electronic Grants System
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments• Reports in MEGS
MEGS Update
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Slide 59
Application Status LevelsApplication Status Levels
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
• Report In Progress
• Report Submitted
Consultant Set Status Levels
• Review In Progress
• Modifications Required
• Program Office Review
Complete
• Grant Funds Available to The
Applicant
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Slide 60
Viewing and Responding to Comments
To View Comments:
• Click the View Comments link in the header of any page in the application.
• A separate popup window opens and displays the application checklist with all comments from consultants.
• Click the Print button to print the checklist with comments.
To Respond to Comments :
• Enter your comments in the Comments to Consultant box under the appropriate page heading in the checklist.
• Click the Save button to save the comments you have entered.
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Slide 61
Modifications Process
Modifying the Application:
When the application status is Modifications Required, the Modify Application button is “lit” on the application table on the Main Menu page.
Level 4’s and 5’s can click Modify Application to begin revising the application, which changes the status to Modifications in Progress.
Once the status is Modifications in Progress, additional changes are made by clicking the View/Edit button.
Changes made to the application are shown by clicking the Modifications link on the Application Menu.
Level 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.
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Slide 62
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 link on the Application Menu.
Level 5’s can submit the amended application by clicking the Submit Amendment button on the Application Menu.
An amendment description is required to explain the purpose of the amendment. Click the Amendment Description link on the Application Menu to enter the description.
The Contact Name and Phone will auto-fill when the description is saved.
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Slide 63
Viewing Original Applications and Amendments
The View/Edit button on the application table always accesses the current version of the application.
Applications that have amendments are identified with an A1, A2, etc. on the application table.
To access links to the original approved application and amendment(s):
• Click the View History button.• Click the link for the original funded application or the amendment that you
wish to view.
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Slide 64
E-mail Recipients
Grant Contact ChangesGrant Contact options include E-Mail Recipient. An agency may identify any number of E-Mail Recipients; it is not required, and designations are pulled forward each year.
Trigger Applicant Recipients
Confirmation of Receipt of Application (Application, Modification, Amendment)
All Grant ContactsAll Level 5s
Confirmation of Receipt of Report (including Report Modification) Report Contact
Modifications Required All Grant Contacts
Report Modifications Required All Grant Contacts
Grant Funds Available Administrator (e.g. Superintendent)All Grant Contacts
Consortium Invitation All Level 5s at Consortium Invitee
PDF Ready for Download (including Budget Detail PDF) Requestor
Allocation Approval All Level 5s
“All Grant Contacts” means anyone identified in the Grant Contact dropdown in “Control Access to This Application” for that application: Main Contact, Secondary Contact, or E-Mail Recipient. In some grants, Main Contact and Secondary Contact use different names.
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Slide 65
The Michigan Electronic Grants System
• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS
MEGS Update
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Slide 66
Grant Reports
The View Reports button on the application table allows the user to access reports for that application.
The button is used to access the Reports and Contact Information page. This page is used to initiate new reports and to view completed reports. It also displays the due date and the status of the report.
To initiate and complete a report:• Click the underlined name of the report on
the Reports and Contact Information page.
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Slide 67
Report Contact
MEGS automatically assigns the Main Contact for the application as the Report Contact.
To change the name of the Report Contact:
• Click the Change Contact button on the Reports and Contact Information screen.
• Enter MEIS Account number of the contact person and click the Save button.
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Slide 68
Grant Report Pages
To initiate and complete a report:• Click the underlined name of the report on
the Reports and Contact Information page.• Click the link(s) under Report Pages to access the report entry page(s).• Enter the required information and click the
Save button on each page.• Click the Report Pages button to access the link to another page or to submit the completed report.• Click the Submit Report button to submit the report.
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Slide 69
Section 107 Performance Objective Report
On the report page:•Enter the required information•Click “Report Errors” to confirm the information is correct•When there are no errors, click Report Pages, to submit the report.
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Report History and Delete
Report History is available.
Report Delete is available, if the report has not been submitted.
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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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Slide 72
Reports Due
Reports Due:•An overview list•Click the title to access the report
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Slide 73
Questions?
•MEGS•Adult Education•Section 107