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Slide 1

WELCOME TO THE MEGS SYSTEM

SPECIAL EDUCATION

Created: 332005

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MEGS

Michigan Electronic Grants System

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

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The Michigan Electronic Grants System

• Getting set-up in MEGS• Security Levels• Authorized Officials• Modifications, Amendments • Permissive Use of Funds• EOSD Program Designs• Interim Federal Expense Report (IFER)• DS-4044 reporting

MEGS PROCESS

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WHAT IS NEEDED TO USE MEGS

• An Internet Connection• Web Browser

-IE 6.0+-Netscape 7.0+

• Adobe Acrobat 4.0+ • A Valid MEIS Account entered

in MEGS

*Internet Explorer RECOMMENDED

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QUICK FACTS ABOUT MEGS

Internet connection• The faster the connection, the easier it is to use MEGS• Beware proxy servers, pop-up blockers, and network security

settings

MEGS Tips• Can be accessed from multiple machines at same time• Best viewed through Internet Explorer• No preferred sequence for navigating in MEGS• MEIS accounts must be entered in MEGS• Confirm your email address

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WHAT IS ADOBE ACROBAT READER AND DO I NEED IT?

• Adobe Acrobat Reader allows user to view PDF files. • PDF stands for “Portable Document Format”. • Regular Webpages 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. • MEGS uses PDF’s for those things that must be 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 fromhttp://www.adobe.com/products/acrobat/readstep2.html

MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

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WHAT IS MEIS AND HOW CAN AN ACCOUNT 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 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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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.

Need to reset your password? Call the MDE Helpdesk:

1-800-968-2644Note: Every MEIS application has

its own security system.

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HOW TO ACCESS MEGS

The first screen provides a link to the login screen and a link to the MEGS Website:

MEGS Website has:- training materials- presentations- allocation information- MEIS information- general information

Once your MEIS account is entered in MEGS, you can log in:

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

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THE MEGS WEBSITE

Click on “Training” to receive this

power-point and other training

materials.

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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.

If you receive a message about becoming a Peer Reviewer, you have not been entered into MEGS yet.

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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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DESIGNATING AUTHORIZED OFFICIALShttp://megs.mde.state.mi.us/megsweb

• Two Authorized Officials per district

• Authorized by the Superintendent

• Print and send in the MEGS Electronic Form

• Very quick turn-around

• Log-in to check

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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 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 • 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

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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 cannot save to any 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 data and budget information.

Level 2c - Financial OfficersThis level has the ability to input and edit budget data only.

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 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:

2002-2003 are blue 2003-2004 are green 2004-2005 are red 2005-2006 are blue

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ADDING NEW USERS TO MEGS

Authorized Officials (level 5’s only)

• All new users must be entered into the MEGS system

• Select the Add Users to MEGS link

• Key in the MEIS number (up to ten users can be added)

• Click on Verify• If the information is correct, click

on Save

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ADDING USERS TO THE APPLICATION

Users may be added externally from the application or inside the

particular application.

External• Select application security

level(s)• Select the contact person then

select each application and security level assigned to that user

• SaveUsers can be added even

if the application is already initiated.

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MAIN MENU

Main Menu Options

• View/Edit

• Delete Application

• Amend Application

• View Reports

• View History

Buttons are controlled by the status of the applications.

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APPLICATIONS

• EOSD – Enhancing Opportunities for Students with Disabilities

• FLOWTHROUGH – IDEA Part B

• TMT – Technology, Materials and Training grant

REMINDER:

Due Dates are July 1, 2005

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MAIN MENU:Initiating an Application (5’s)

From the Main Menu:

• Select the specific Special Education Grant (FY-2006) application from the drop down list.

• Option to initiate the grant disappears once the grant is initiated.

Special Education:Preschool (FY-2006)

Special Education:Preschool (FY-2006)

IFER::Preschool (FY-2006)

IFER:Flowthrough (FY-2006)

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APPLICATION MENU

Application Menu

• Header Details• Application Information• Management Activities• General Information• Budget Pages• Program Information• Attachments• Submitting 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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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 (last year’s illustrated).

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GENERAL INFORMATION:Grant Contact and Fiscal Agent and

Consortium/Grant Member Information

You cannot change the Fiscal Agent Information. This must be done through the School Code Master

Select the Main Contact for this application

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TWO YEAR BUDGETS

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BUDGET PAGESAdd an item

NEW ITEMS

Select “Year 1” or “Year 2” to indicate the year for the budget

item

Select one of the following Funding Options:

Coordinated Services System

Early Intervening Services

ESEA Maintenance of Effort

School Based Improvement Planning

Schoolwide Programs under Title 1

Select the Building Code for this Permissible Funding item.

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• Quick links

QUICK LINKS

This enables you to enter more than one item at a time. CANNOT be used

for Permissive Funding.

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Composite Budget

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Composite Budget Related Links

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BUDGET PAGES: Budget Summary

Budget Totals: • The budget totals are displayed with function codes along the left side and object codes across the top • Budget totals are changed automatically

when new budget items are added to the grant

Indirect Costs:• Enter the rate in the indirect cost percent

field at the bottom of the budget grid.

Contact Information:• Enter the names and phone numbers

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BUDGETCalculation of State Aid Cap Worksheet

You must select “SAVE” for fields to

populate in this sheet.

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Summary of Funded Components

This compiles all budget items by agency across all funding sources in the application.

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PROGRAM INFORMATIONProgram Design

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PRE-SUBMISSIONCheck Errors First

• MEGS performs a check for technical errors and will present the information on this page. Clicking on the link will take you to the page with the error.

• Run the error checking until the screen indicates:

No errors have been detected in this application.

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SUBMISSION

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 that must be agreed 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 administrator and the application Main Contact by email that the application has been received by MDE.

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APPLICATION 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 “inprogress” 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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VIEW COMMENTS

To View Comments from Consultants:

• 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 from Consultants:

• 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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Interim Federal Expenditure Reporting (IFER)

• USDOE requires states to report federal expenditures annually for two year grants.

• Flowthrough and Preschool reporting of “State Cost” is not affected

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IFERYear One Process

Year ONE

• Agency initiates IFER

• MEGS populates IFER fields from the approved budget

• Agency submits IFER

• DOE approves IFER

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IFERYear Two Process

Year TWO

• Agency AMENDS IFER• Agency selects “Review Grant Criteria” link

and selects “apply now” to the second year IFER

• MEGS starts with the approved grant budget, then “deducts” the first year IFER and populates the fields with the remainder.

BUDGET – IFER1 = IFER2

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DS-4044

• The IFERS will pre-populate the DS-4044.

• GCMRS security is used

• Signed for in usual manner

Upcoming features

• Complete re-write of the GCMRS system to

coordinate with MEGS.

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Slide 44

Questions?

For MEGS or other technical questions contact:

Judy Byrnes (517) 241-3895 byrnesj@michigan.gov

Special Education Help Desk 800-820-1890