NYS Office of Homeland Security

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NYS Office of Homeland Security
Tutorial - Creating a Grant Application
To access OHS E-Grants you must have a Username
and Password. Please contact OHS at
grants_at_security.state.ny.us if you need to
request a username and password.
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When you first access OHS E-Grants, the Access
Notice page will be displayed. This page
notifies the user that a secure system is being
accessed. Click on the Electronic Submission
Notice button to proceed.
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The Electronic Submission Notice must be read and
acknowledged before accessing the system. Once
you have read the notice, please click the Accept
button and the login screen will appear. HINT
Since this is a web based system you will be
timed out after 30 minutes of inactivity. Hit
SAVE often. Also if you have a lot of narrative
to enter into E-Grants, type the information into
a word file and then copy and paste the verbiage
into E-Grants.
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Enter your Login Name, Password and click on the
Submit button.
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Once you have logged in, the Welcome to OHS
E-Grants page will be displayed. Select Project
from the left menu frame to open the list of
projects that match the access rights of the user
or to create a new project.
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A list of currently active projects will be
displayed. The grid will be empty if there are
no projects associated with the user. Click New
to begin entering a new project.
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It is VERY IMPORTANT that you select the correct
Funding Program.
Please refer to the next slide for a list of
Funding Programs.
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• Select the correct funding program from the drop
  down list and click Create Project. Click OK in
  the pop-up box.

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• This is the General Project Screen. Enter the
  following mandatory fields
• Project title Choose one of the following based
  on Funding Program
• State Homeland Security Program
• State Law Enforcement Terrorism Prevention
  Program
• Urban Area Security Initiative
• Metropolitan Medical Response System Program
• Local Health Department Funding
• Project start and end dates
• County
• Summary Description of the Project
• When completed, click on the Save button at the
  bottom of the page or the Save option in the left
  frame.

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Now click on the Participants tab Participants
are Grantees and/or Implementing Agencies. The
county/city should be listed as the grantee and
the agency responsible for implementing the
project should be listed as the implementing
agency (i.e. sheriffs department, emergency
management office, health department).
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Click Add Participant. A search screen will open
to search for an existing Participant. Enter
full or partial name and click OK to search the
database.
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Choose the Participant you wish to add from the
returned list by clicking on the next to it.
If the Participant is not in the database click
New to enter a new Participant.
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Select the appropriate participant type (Grantee,
Implementing Agency or Other). The screen will
refresh and click on the Add button.
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The screen will refresh again and click OK. The
Participant has been added to the Project.
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If the participant is not in the database, you
may add them by clicking the New button.
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Enter the information to add a new Participant.
Required fields are Participant Name, Address,
City, State, Zip, and Employee Identification
Number. Mandatory data must be entered before
the record can be saved.
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Next you will add Contacts to the Participant.
OHS E-Grants requires a Primary, Signatory and
Fiscal Contact. If more than one participant has
been chosen, use the drop-down box Contacts for
Participant to select the correct participant,
then click Add Contact to..
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A search screen will open to search for an
existing contact. Enter full or partial name and
click OK to search the database.
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In the above example we used test for our search
Choose the Contact you wish to add from the
returned list by clicking on the next to it.
If the Contact is not in the database click New
to enter a new Contact.
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You will be asked to select the Contact Type. A
pop up box will appear letting you know the
contact has been added. Continue selecting and
adding contacts until you are finished. Remember
a Primary, Signatory and Fiscal contact must be
chosen.
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If the Signatory Contact you are trying to add is
not a registered user of OHS E-Grants, you will
get the above error message and you will not be
able to add that person until they are a OHS
E-Grants user. Please contact grants_at_security.stat
e.ny.us if you need help registering someone as a
signatory contact. You can however continue
working on your application.
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If you need to add a new contact, click New and
the screen will refresh. Select the Contact
type. Required fields are First Name, Last Name,
Address, City, State, Zip and Phone Number.
Mandatory data must be entered before the record
can be saved.
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Now click the Work Plan Tab and enter the Project
Goal. This year we are using a generic project
goal which is the following Prevent terrorist
attacks and mitigate against man-made and natural
hazards Protect the people of New York, our
critical infrastructure and key resources
Prepare to respond to and recover from both
man-made and natural disasters. Click Save.
Then begin filling out your Work Plan by
selecting Create New Objective.
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A new screen will be generated with several
pick-list boxes. Click on the G T Work Plan
Code pick-list box and select the Work Plan Code
for your first objective. Next click on the
Investment Justification pick-list box and select
the Investment Justification that corresponds
with the objective. Enter a description of the
Objective. When completed, click on the Save
button at the bottom of the page or the Save
option in the left frame.
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Click Add Primary Target Capability pick-list box
and select the Primary Target Capability for this
Objective. You may also select four Secondary
Target Capabilities.
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Click on Add Task to this Objective when you have
finished the Target Capabilities.
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Enter the task you will complete to accomplish
this project. Click Save and then Add
Performance Measure to this Task.
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Describe the Performance Measure and Save.
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This is an example of a completed work plan.
Remember you may have several objectives and each
objective may have several tasks and performance
measures.
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Click the Budget tab. You must have at least one
participant and a completed Work Plan before you
can enter a budget. Click on Create new Budget
Version for Participant.
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REMINDER 25 of SHSP, SLETPP, UASI, MMRS, and
SLHD funds must be used to Strengthen
Preparedness Planning, which can be done via
planning, training, and/or exercise activities.
Each budget item is inputted separately. Choose
the category of the budget item you are entering
from the pick-list box. As you can see there are
nine budget categories.
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USE WHOLE DOLLARS
NOTE If you are including personnel and/or
organizational costs in your budget, please be
sure to consult the appropriate 2009 Program
Guidance document for additional details, as
allowable costs in both of these areas have
changed greatly this year.
Mandatory fields for a budget item are
Description, Number, Unit Cost and Justification.
If entering an Equipment item, an AEL Number is
also mandatory (a link to the Responder Knowledge
Base is provided). When finished with the item
click Save.
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Once you have saved a budget item, the screen
will refresh and the Add Funding Allocation for
this Budget item icon will appear. Click Add
Funding Allocation for this Budget item. Screen
will advance to the Funding Allocation Tab. You
must enter a budget item before you can enter
funding allocation data.
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Click on the pick-list box to choose a GT Work
Plan Code that best describes the budgeted item.
Only the GT Work Plan Codes that you selected on
the Work Plan tab will appear. Click Add G and T
Workplan
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Click on the pick-list box to choose a National
Priority that best describes the budgeted item.
Click Add National Priority
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Click on the pick-list box to choose the State
Strategy Goal that the budgeted item supports.
Click Add Project Priority PLEASE NOTE We
strongly encourage that you utilize the FY09
Priority Project List as you develop your
spending plans for 2009 grant funds. However, in
your E-Grants application you do not need to
select a priority project from the drop-down
list. Instead, please select the appropriate
State Strategy Goal. REMINDER All 2009 funds
must be spent in support of one or more
Investment Justifications.
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Now you select a Spending Subcategory/Solution
Area. Only the Solution Areas that match the
Funding Program (SHSP, SLETPP, MMRS, etc.) will
be listed. Select the Solution Area (Planning,
Organization, Equipment, Training, Exercises or
MA) that appears in the red or blue letters.
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Once you select a category, the screen will
refresh and the selected item will appear in red.
Items related to the selected category will
appear in the pick-list box. Select the
appropriate Subcategory.
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After selecting the subcategory, enter the dollar
amount being allocated to that Subcategory
and click Add Spending Subcategory. You may
select multiple Solution Areas/Subcategories per
budget item, but only one GT Work Plan Code,
National Priority, and Priority Project per
budget item.
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The total dollar amount of the subcategory MUST
equal the budget item. Example above shows
selecting two subcategories (Planning and
Training) totaling 4.00. Budgeted item was
5.00. Notice there is still a field Enter a
value of 1.00 or less.

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Notice in the example above that the Spending
Subcategories match the budgeted item. There is
no longer a field Enter a value of or less.
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Now enter the Spending Discipline for each
Solution Area (Planning, Organization, Equipment,
Training, Exercise and MA) that you choose
previously. Select the Solution Area (POETE)
that appears in red or blue lettering.
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Once you select a category, the screen will
refresh and the selected item will appear in red.
Items related to the selected category will
appear in the pick-list box. Select the
appropriate Discipline.
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After selecting the Discipline, enter the dollar
amount being allocated to that Discipline and
click on Add Spending Discipline. You must
select the same Solution Areas (Planning,
Organization, Equipment, Training, Exercise and
MA) for both the Spending Subcategory and
Spending Discipline. (See next slide)
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In regards to the above example, you must choose
an Exercise Discipline for 1.00 Training
Discipline for 2.00 and Planning Discipline for
2.00. You may choose more than one Discipline
per Solution Area (i.e. under Planning Discipline
you may choose Planning-Fire Service for 2.00 or
Planning-Fire Service for 1.00 and Planning-Law
Enforcement for 1.00. Both total 2.00 which is
the amount allocated to the Planning Subcategory).
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In regards to the above example, you allocated
2.00 for Training Subcategory, but for Training
Discipline you chose 3.00 so you received an
error message when you clicked Finished with this
Item.
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This is how the Funding Discipline tab should
look when everything matches. Click on Finished
with this item. The screen will refresh back to
the budget tab to add additional budget items.
You need to complete the Budget and Funding
Allocations Tabs for each budget item.
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Your completed budget will look like this.
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Use the arrows to advance to different pages.
Click the Question tab. There are multiple
questions you need to answer. Click on each
question, enter your answer and click on Save.
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The final step before submitting your application
is to certify the Federal Assurances. Click the
Acceptance Tab. Click Assurance 1.
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The screen will refresh with the Assurance. Click
the Certify button on the bottom of the screen
after you have finished reading the information
thoroughly. The screen will refresh again and
your name will appear in the Certified by box
with the current date.
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By certifying the assurance you are NOT
submitting your application. See Slide 53 on
how to submit your application.
Your Assurance has been certified.
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Now you are ready to submit your application. In
the left frame click on the word Submit. A
pop-up box will appear asking if you are sure you
want to submit this project. Click OK.
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OHS E-Grants will generate a printable Required
Fields Report (above) to guide you in finishing
your application. Return to your application to
enter the missing information and submit again.
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You will receive the following message when your
application is submitted. OHS will be notified
that an application was submitted. The primary
and signatory contacts will also receive an
e-mail that an application was submitted.
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View and print your entire application.
Once submitted your application will be locked
but you may still view your information. Notice
the Locked indicator in the left frame. Also
notice that the project status has changed to
Application Received. You may view and print
your entire application by clicking Application
from the left frame. You will be contacted by a
Program Representative regarding your application.