Early On System Update http://meis.mde.state.mi.us/megs/ MEGS

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Early On System Update http://meis.mde.state.mi.us/megs/ MEGS

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Title: Early On System Update http://meis.mde.state.mi.us/megs/ MEGS

1
Early On System Update http//meis.mde.state.mi.
us/megs/MEGS Early On for Program Year 2004-05
Last Updated April 15, 2004
2
MEGS Early On Updates

Introduction
MEGS 101 Refresher
Changes for this year
Local Self Assessment
Carryover
Interim Federal Cost Reporting
DS-4044 reporting
System Review
Questions and Answers
Hands On Session

3
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

4
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 you must
first obtain a MEIS account. This can be done
by going to the following URL and clicking Create
a MEIS Account
http//meis.mde.state.mi.us/userman/
5
Confirming your MEIS Account
The final screen will confirm your
account. Hint Change your password
immediately. Hint Print this page for your
records. Your MEIS account must be entered in
MEGS by your authorized official (level
5). Note Every MEIS application has its own
security system.
6
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. MEGS Website
has -training materials -MEIS
information -general information
7
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
8
MEGS Authorization Structure

Level 5 - Authorized Officials
Manage MEGS accounts for district/agency and add
users to MEGS
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
Level 3b- Grant Member - Program Coordinator Can
input and edit data for their agency only
Level 2 - Grant Writers -- Input and edit any
data
Level 1 Viewers -- View all parts of the
application - Cannot input or edit any
information

9
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 browsers 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.

10
Authorized Officials

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.
Grant Years are color coded
2004-2005 are red
2003-2004 are greenish
2002-2003 are blue
2001-2002 are red

11
MAIN MENUAdd Users to MEGS

Click the Add Users to MEGS link.
Users added to your college/university
Enter up to 10 new users into MEGS
Enter the MEIS Account number
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.

12
MAIN MENU Contact Information Maintain MEGS
Accounts
To Edit Contact Information (5s only)

Click the Contact Information link.
A list of names associated with the users agency
is displayed. Each name is a link to a page where
contact information can be edited.
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.

Any User can edit their own contact information.
Hint update your email!
13
MAIN MENU Application Security Level(s) Get
assigned to the grant!
Assign application security level(s) once users
are in MEGS

Select the user from the drop down list and click
Go.
Assign a security level for each application the
user will access.
Click the Save button to save the assignments.
Only for your agency

Early On
14
Initiating an Application

Apply for FY 2005 Grant
Select Early On Michigan (FY205) from the drop
down list
Click Apply For A New Grant
4s or 5s can initiate applications

15
MAIN MENUInitiating an Application

Select Apply Now button.
Click the Apply button to initiate the
application. This will send the user to the
Application Menu.
Copy Previous Grant save yourself some work!
Apply Now does not mean TODAY

16
HELP/ASSISTANCE

Most pages have help information.
Before you enter any information, it is
recommended to view HELP screens.
To print, click Print Window.

17
Header Details
3. Log-out
2. Help
4. Errors
6. Report Errors
1. Main Menu
7. View Comments
5. Report Menu

Main Menu Returns the user to the page with all
applications initiated by the users agency.
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.
Dont Touch Me! Ignore me at all costs.
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.
Logout Logs the user out of MEGS.
View Comments Interactive checklist with MDE
consultant comments. Printable.

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.
18
Early On - Walk Through

Application Menu
Header Details
Grant Information
Management Activities
General Information
Budget Pages
Program Information
Local Self-Assessment

19
MANAGEMENT ACTIVITIESControl Access to This
Application

All Users are Saved in Application
Fiscal Agent Users listed only select option to
see all users
To Add Users
Go to the Add Users to this Application table
at the bottom of the page.
Enter the MEIS Account IDs
Select a security level
If the user is a contact person for the
application, select the Main Contact.
Click the Save button to update MEGS.
Trick Adding users from outside the fiscal
agent will not display initially.

20
MANAGEMENT ACTIVITIESControl Access to This
Application Edit/Remove Users From Application

Identify users to delete or to temporarily limit
their access.
To edit the users 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 users name and
click Save.
The removed user will no longer have access to
the application unless the user is given access
again.

21
MANAGEMENT ACTIVITIES View a PDF of the
Application

PDF rules request to generate the PDF file of
entire application.
Once data is saved, the individual pages can be
printed in PDF format.
The entire Application is generated overnight,
and can be saved as a PDF file on the desktop.
Save PDF files to your desktop

22
GENERAL INFORMATIONGrant Contact and Fiscal
Agent Information

To Assign or Change the Main Contact/Project
Coordinator
Go to the Control Access link
When the assignment is saved, the user will be
displayed on the Grant Contact and Fiscal Agent
Information page.
Fiscal Agents Information comes from the School
Code Master (SCM).
MEGS gets updates from the SCM.
Level 5 can update some information

23
BUDGET PAGESBudget 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
Clicking these buttons will take the user to the
corresponding page
The View PDF button will generate a PDF for the
current grant source
The quick links are available on the dark blue
button bar

Budget Tabs and Quick Links
These features allow for easy navigation between
the 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.
Quick links are located beneath the budget tabs,
and take the user to pages where multiple budget
items can be added.

24
Budget Details

0304 Budget Descriptions brought forward
Dollar amounts not brought forward
New Functions codes have program description
All function codes will have to be updated
No Carryover for the 041340 grant number
Guidance Budget 100 of allocation

25
BUDGET PAGESBudget Summary

Budget Summary is for Presentation only

New function code options for Early On, e.g.
-213 Health Services
-213 Medical Services
-213 Nursing Services
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.
Update Contact Information.

26
BUDGET PAGES Budget Detail

The budget displays by function codes
Initially no budget figures displayed
Descriptions are links to edit budget item
Budget totals are changed automatically when new
budget items are added to the grant.

27
BUDGET PAGES Add/Edit/Delete Budget Item

Add a Budget Item
Select function code
Provide a description of the budget item
Enter amount(s) in the appropriate Object
Code(s).
Detailed Function Codes
Edit Budget Detail
Use Edit Budget Detail link or
Access from Budget Detail
Delete Budget Detail
Delete individual entries or entire budget
detail.

28
PROGRAM IMFORMATIONProgram Information Page
Summary

Provides dates and times entries in this section
were added or edited.
Mainly used by consultants.

29
PROGRAM IMFORMATIONLICC Membership

LICC is pulled forward from previous year.
Title is new and is mandatory
Edit/Delete as necessary
Note replacements
Total LICC membership next to drop down

30
PROGRAM INFORMATIONService Area Plan

Last years entries pulled forward
Has this page been updated?
Required to make updates to this page.

31
PROGRAM INFORMATION Consent of Collaboration

Last years entries pulled forward
Has this page been updated?
Add for additional counties
Indicate mail or fax

32
Local Self Assessment

New for 2004-05
Part B and Part C IDEA have Federal Annual
Performance Reports
Purpose of LSA is to collect trend data to report
to OSEP
Congress wants to know if outcomes are being met
Is the money spent helping children?
LSA designed to find out if programs are reaching
outcomes
Questions in the LSA are based on the Federal APR
Early On Coordinators, SICC sub-committee, EOTTA
review in February and March

33
Local Self Assessment

Five Sections
Comprehensive Public Awareness and Child Find
System
General Supervision
Family Centered Services
Early Intervention Services in Natural
Environments
Early Childhood Transition
MEGS will perform auto-calculations based on data
entry
Future Activities to Achieve Projected Targets
Describe two activities with timeline
Describe resources that will be used in both
activities
In subsequent versions data entered will be
re-displayed
Next Previous- First Last navigation buttons

34
LOCAL SELF-ASSESSMENTComprehensive Public
Awareness and Child Find System

Questions 1-3
Enter snapshot count used to determine number of
files need to review.
Read pages answer questions, SAVE your work.
Enter baseline and target information as
requested.

35
LOCAL SELF-ASSESSMENTGeneral Supervision

Questions 4-7
Qs 45 check boxes, provide description is Other
is checked
Q7 Note wording change ratio is calculated
based on answer to Q1

36
LOCAL SELF-ASSESSMENTFamily Centered Services

Questions 8-11
Answer 8 is in LICC section
Q9 Percentage is calculated from answer to 8
and baseline for 9.

Enter the Family Centered Services Information

37
LOCAL SELF-ASSESSMENTEarly Intervention Services
in Natural Environments

Questions 12-20
Many fields are auto-calculated based on your
entries.
Enter and SAVE to see results.
Q13, 16, 17, 18, 19, 20

Enter the Early Intervention Services in Natural
Environments

38
LOCAL SELF-ASSESSMENTEarly Childhood Transition

Questions 21-25
Qs 22 23 auto-calc
Q25 describe Other if used

39
Submission of the Early On Michigan
ApplicationErrors

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.
40
Submission of the Early On Michigan Submission

Submit an Application
Notify Authorized Official (AO), Level 5.
AO clicks Submit Application.
Conditions page will be displayed.
MEGS will display a confirmation page.

41
Application Status Levels

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

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.

42
Viewing Comments

To View General Comments
Click the View Comments link in the header of the
page.
A separate popup window opens and displays the
comments for that page.
Checklists are interactive

43
Modifications Process

Modifying the Application
Modifications Required
the Modify Application button is lit
Levels 4 and 5 can click Modify Application the
status changes to Modifications in Progress
Modifications in Progress, additional changes are
made by clicking the View/Edit button
Modifications Summary link on the Application
Menu tracks changes
Level 5s can submit the modified application

44
Interim Expenditure ReportingRequirements

USDOE requires states to report Federal
expenditures annually for two year grants
Expenditures reported for July 1-June 30
Year 1 and Year 2
Grants affected
Flowthrough, Preschool, Early On
Other grants report expenditures using DS-4044
State cost reporting IS NOT affected
DS-4044 Reporting to be done using MEGS data
(July 2004)

45
Interim Expenditure Reportingand MEGS

Focus Group, February 19, 2004
Genesee Jackson Kent, Ingham, Oakland, MDE,
OSE-EIS
How best to capture interim expenditures?
Confusion on MEGS budgets for different years.
Decision to use MEGS to collect annual
expenditures
Live date July 15 (tentative)
Due Date September 15 (tentative)
Currently
ISDs budget and report differently
Cost reports submitted after books closed and
audited

46
MEGS Early On Grants

0102 Grants are Red
0203 Grants are Blue
0304 Grants are Green
0405 Grants are Red
Green Early On grants have two funding sources
Grant Number Project No.
Early On, 041340 190
Early On, 031340 190C

47
Interim Federal Expenditure Reporting Decisions

No Carryover Budgets for Early On
Guidance budget 100 of the allocation
May require amendments to budget
Collect Interim Expenditures in MEGS, based on
composite budget
Prototype to test concept
IFER ready by July 15

48
Interim Expenditure Reporting

0405 (Red) grants will not have a Carryover
Option for 041340 funds
The 041340 funding source is only in the 0304
(Green) grant
Amend 0304 Regular Grants and update 041340
budgets to 100 of allocation
The Green grant (0304) may have a Carryover
Budget for 031340 funds

49
DS-4044 Reporting

DS-4044 reporting this summer for year 031340
funding source
031340 Early On grants may have two projects to
report

50
IFER, DS-4044, and System Review Functionality
is under construction!!This is the current
concept.
51
Initiating the Interim Federal Expenditure Report

Initiate an application
4s and 5s from source app can initiate
Select the IFER to complete
Choose Apply Now for Year 1
Apply Later for Year 2

Early On IFER 040450
52
MAIN MENUInitiating the IFER Application
Early On-IFER 041340
Early On-IFER 041340
041340

Select Apply Now button.
Click the Apply button to initiate the IFER.
This will send the user to the Application Menu.
Apply Now means by the due date September 15

53
Interim Federal Expenditure Report Walk Through