Title: Early On System Update http://meis.mde.state.mi.us/megs/ MEGS
1Early On System Update http//meis.mde.state.mi.
us/megs/MEGS Early On for Program Year 2004-05
Last Updated April 15, 2004
2MEGS 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
3What 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
4What 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/
5Confirming 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.
6How 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
7Logging 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
8MEGS 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
9Avoid 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.
10Authorized 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
11MAIN 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.
12MAIN 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!
13MAIN 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
14Initiating 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
15MAIN 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
16HELP/ASSISTANCE
- Most pages have help information.
- Before you enter any information, it is
recommended to view HELP screens. - To print, click Print Window.
17Header 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.
18Early On - Walk Through
- Application Menu
- Header Details
- Grant Information
- Management Activities
- General Information
- Budget Pages
- Program Information
- Local Self-Assessment
19MANAGEMENT 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.
20MANAGEMENT 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.
21MANAGEMENT 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
22GENERAL 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
23BUDGET 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.
24Budget 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
25BUDGET 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.
26BUDGET 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.
27BUDGET 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.
28PROGRAM IMFORMATIONProgram Information Page
Summary
- Provides dates and times entries in this section
were added or edited. - Mainly used by consultants.
29PROGRAM 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
30PROGRAM INFORMATIONService Area Plan
- Last years entries pulled forward
- Has this page been updated?
- Required to make updates to this page.
31PROGRAM INFORMATION Consent of Collaboration
- Last years entries pulled forward
- Has this page been updated?
- Add for additional counties
- Indicate mail or fax
32Local 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
33Local 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
34LOCAL 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.
35LOCAL 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
36LOCAL 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
37LOCAL 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
38LOCAL SELF-ASSESSMENTEarly Childhood Transition
- Questions 21-25
- Qs 22 23 auto-calc
- Q25 describe Other if used
39Submission 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.
40Submission 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.
41Application 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.
42Viewing 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
43Modifications 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
44Interim 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)
45Interim 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
46MEGS 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
-
47Interim 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
48Interim 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
49DS-4044 Reporting
- DS-4044 reporting this summer for year 031340
funding source - 031340 Early On grants may have two projects to
report
50IFER, DS-4044, and System Review Functionality
is under construction!!This is the current
concept.
51Initiating 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
52MAIN 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
53Interim Federal Expenditure Report Walk Through
- Application Menu
- Header Details
- Grant Information
- Management Activities
- General Information
- Budget Pages
54MANAGEMENT ACTIVITIESControl Access to This
Application
- Access to the IFER Application
- All MEGS users from the Fiscal Agent will be
included in the IFER - Grant Members will not be added.
- Same permissions from the application
- Main Contact will be same
- Update Main Contact as necessary
55GENERAL INFORMATION Grant Member Information
- Display for info only.
- Cannot edit
- Column added for expenditures
56BUDGET PAGESBudget Navigation
- Budget Tabs
- Three Tabs Likely
- Composite Budget
- Interim Federal Expenditure Report (IFER)
- View PDF
57Composite Budget
- The Composite Budget displays the budget entries
for all allowable function and program codes.
58Composite Budget
- IFER will display the most recent budget entries
for the grant. - Cells will be open to enter expenditures
- by function code and program code
- report by Object class
- Indirect rate included
- Enter detail for each grant member.
- MEGS will sum for Fiscal Agent
- MEGS will do all calculations
- Business Rules will be enforced.
- Less than or equal to current budget
- Year 2 IFER will be compared against latest
budget and Year 1 IFER -
- Delete option to start over
59Sample Business Rules
- Year 1 Less than or equal to approved amount
- Fiscal Agent cannot Edit 411
- Indirect rate will be checked for proper year
(year expenditures made) - Year 2 IFER will be compared against latest
budget and Year 1 IFER - Sum of Year 1 and Year 2 must equal Approved
Amount - Rules and process will be finalized during pilot
of functionality. -
60Submission of the IFER
- MEGS performs a check for technical errors and
will present the information on this page.
61IFER Statuses
- Application in Progress
- Application Submitted
- Modifications Required
- Modifications in Progress
- Modifications Submitted
- Review in Progress
- Report Accepted (locked out!)
62DS-4044 Concept
- Grants in MEGS will use new MEGS interface
- GCMRS security is used
- Access MEGS from the Project Listing screen
- Report by function code detail using IFER
interface like (Composite Budget) - Signed for in usual manner
- Some terminology changes Local Share
63DS-4044MEGS Entry
64Early On System Review
- Purpose Systematic On-site Review of ISD
Improvement Plans - Currently paper based process
- Coming to MEGS this Spring
- Designated ISDs will Apply for the Early On
System Review - Based on the MEGS SAIP functionality in 0304
grants - Built in review functionality with 3, 6, 12
month requirements
65System Review Concept
- SAIP Components (not Collaborative Requirements)
- Page concept to stay the same
- Standard MEGS Application Menu
- Inherit contact info from Early On Grant.
- Business Rules will be defined.
66http//megs.mde.state.mi.us/megsweb/Training_Detai
l.asp?catID8sctID6
Look here for copies of this PowerPoint and the
Quick Guide.
67- Questions?
- Password related Call MDE Help Desk (517)
335-0505 - Early On Questions
- Vanessa Winborne (517) 335-4865
- WinborneV_at_michigan.gov
- MEGS user questions
- Agate Help Desk (800)-820-1890