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Michigan Electronic Grants System MEGS http:megs.mde.state.mi.usmegs Governors Discretionary Grant M

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Title: Michigan Electronic Grants System MEGS http:megs.mde.state.mi.usmegs Governors Discretionary Grant M


1
Michigan Electronic Grants System
(MEGS)http//megs.mde.state.mi.us/megs/Govern
ors Discretionary GrantMDCH Office of Drug
Control Policy
Last Updated 4/23/09
2
MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • What is EEM?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

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
  • Up-to-date view of applications
  • Automated generation of e-mail

4

MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • What is EEM?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

5
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
  • Approved MEGS Security Authorization Form
  • 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.

6
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, from
  • http//www.adobe.com/products/acrobat/readstep2.ht
    ml
  • MEGS supports Adobe Acrobat and Adobe Acrobat
    Reader versions 4.0

7
MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • What is EEM?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

8
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 obtain a MEIS account and be
granted MEGS security authorization approval.
This can be done by going to the following URL
(Website Address) and clicking Create a MEIS
Account https//cepi.state.mi.us/MEISPublic/
9
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. Note Every MEIS application has
its own security system. Need to reset your
password? Call the MDE Helpdesk (517) 335-0505
10
MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • What is EEM?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

11
What is EEM?
  • The Educational Entity Master (EEM) is a central
    repository of information about organizations
    with which MDE and other state agencies interact
    via MEGS, CMS and other systems
  • EEM replaced the School Code Master (SCM)
  • EEM includes more capabilities and information
    than SCM
  • Most non-school recipient agencies are not
    registered in EEM but need to be to use MEGS

12
What is EEM?
  • Applicants must have registered in three
    different, but interrelated, State systems to be
    able to submit a GDG Application
  • The entity has to be registered in EEM. This can
    be completed online in a few minutes.
  • The individual submitting the application has to
    have a individual identification number (MEIS).
    Getting a MEIS number takes a few minutes online.
  • The individual submitting the application via
    MEGS must have Authorized Official status
    (Level 5). A form is submitted to MDEs Office
    of Grants Coordination requesting this authority
    and usually take 3 to 5 days to process.
  • A guidance document on what system accesses and
    authorizations are needed and how to apply is
    available on the ODCP website at
    http//www.michigan.gov/mdch/0,1607,7-132-2941_487
    1_4878_48563-192791--,00.html.

13
MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • What is EEM?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

14
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
  • 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

15
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
    Officials
  • All 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 Officers
  • This 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.

16
Designating Authorized Officialshttp//megs.mde.s
tate.mi.us/megsweb
  • Up to 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 also find forms on the MEGS website
  • Very quick turn-around
  • Log-in to check

17
MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

18
How to access MEGS
Once your MEIS account is entered into MEGS by
the Michigan Department of Education (MDE), you
can log in. This process usually takes 1-2
business days. http//megs.mde.state.mi.us/megs/
The first screen provides a link to the login
screen and a link to the MEGS Website
19
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
20
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
  • 2009-2010 are green

21
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.
22
Main MenuAdd Users to MEGSLevel 5s can add
users to MEGS
  • Click the Add Users to MEGS link at the top right
    of the screen.
  • 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.

23
Main Menu Contact Information Maintain MEGS
Accounts
  • Click the Contact Information link.
  • A list of people associated with the users
    agency who are currently in MEGS is displayed.
    Each name is a link to a page where that persons
    contact information can be edited.
  • To Edit Contact Information (Level 5s 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.

24
Main MenuApplication Security Level(s)
To assign application security level(s) once
users are added to MEGS
  • 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.

Users can be added even if the application is
already initiated.
25
Main MenuInitiating an Application (Level 5)
  • From the Main Menu
  • Select the application from the drop down list
  • Options depend upon agency eligibility
  • Click the Initiate button. This will send the
    user to the Application Menu.
  • Option to initiate disappears once the
    application is initiated.
  • NOTE For the 1st year, Level 5 must initiate.

26
Application Menus
  • Application Menu Topics
  • Header Details
  • Application Information
  • Management Activities
  • General Information
  • Budget Pages
  • Program Information
  • Attachments
  • Submitting the Application
  • All MEGS applications have a similar look.
  • Each application type has its own unique
    features.

27
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 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.

28
Header Details
Help
Application and User Information
Main Menu
Logout
View Comments
Report Menu
Report Errors
Errors
Application Menu
  • Main Menu Returns the user to the page with all
    applications initiated by the users agency.
  • Dont 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. Visible when a
    report is viewed.
  • 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 users name.
  • 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.

29
Important Information and Assurances and
Certifications
  • Assurances and CertificationsThis link opens a
    page that lists a set of conditions that must be
    followed by recipients of funds for programs
    included in the application.
  • 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.

30
Add Users to ApplicationControl 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.

31
Edit/Remove Users Control Access to This
Application
To Edit or Remove User Access from the
Application (Level 4s and 5s only)
  • 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.
  • 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.

32
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.
33
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.

34
General InformationFiscal Agent Information
  • To Edit the Fiscal Agents Information (Level 5s
    only)
  • 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 the
    Educational Entity Master (EEM), MEGS will
    reflect them the next day. Make permanent
    changes in EEM, instead of in MEGS!
  • Exceptions (use MEGS)
  • Address 2

35
Budget Pages
36
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 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.
37
Budget Summary
  • Budget Totals
  • The budget totals are displayed with function
    codes along the left side and object codes across
    the top.
  • New budget items are added on the Budget Detail
    page by clicking the Add Budget Item tab.
  • Tens function codes
  • Budget totals are changed automatically when new
    budget items are added to the grant.
  • Complete Contact Information
  • Business Office Representative
  • Project Contact Person
  • Administrative Cost Percent is Calculated

38
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 Budget Summary page is also updated.
  • The title (underlined description) 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.

39
Budget Pages Add/Edit 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
  • Click on Edit Budget Detail from the Budget
    Detail screen
  • Click on the underlined description,
  • Make the changes
  • Click Update Item

40
Budget Pages Delete Budget Detail
  • Use Delete Budget Detail when you are ready to
    start over.
  • To Delete a Budget Item Access the item from
    the Budget Detail screen and click Delete Budget
    Item.
  • You clear out the entire budget detail on the
    page.
  • One chance to confirm and then its gone!

41
Program Information
  • Program information pages are unique for each
    grant in MEGS.

42
Assurances and Licensing Information
43
Needs Assessment
44
Outcome Goals and Evaluation
  • Enter information for the first goal.
  • Save.
  • To add another outcome goal, click Add.
  • Enter information.
  • Save.
  • Page titles appear on the top, for selection.

45
Program Summary
46
Collaboration with Community Partners
47
Program Schedule
48
Management Plan - Staff
Additional pages may be added.
49
Management Plan - Subcontractors
  • A subcontractor is not required.
  • If a page is saved, all items are required.

50
Advisory Council
51
Continuation Funding
52
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.

53
MEGS
  • MEGS 101 What is MEGS?
  • What is Needed to Use MEGS?
  • What is MEIS?
  • MEGS Security
  • MEGS Application Writing the Grant
  • Submitting the Application

54
Check for 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.
55
Submission of the Application
  • To Submit an Application
  • Review Errors by clicking on Errors in the blue
    section (top left) of the Application Menu
  • If there are any errors, an error list will be
    generated
  • Notify Authorized Official that the application
    is complete
  • Authorized Official clicks the Submit Application
    button on the Application Menu
  • 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

56
  • MEGS questions?
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