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NYS Division of Homeland Security and Emergency Services

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Title: PowerPoint Presentation Author: PGuido Last modified by: cstumpf Created Date: 8/11/2004 1:33:13 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Learn more at: http://www.dhses.ny.gov
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Title: NYS Division of Homeland Security and Emergency Services


1
NYS Division of Homeland Security and Emergency
Services
Tutorial - Creating a Grant Application
To access DHSES E-Grants you must have a Username
and Password. Please contact DHSES at
grants_at_dhses.ny.gov if you need to request a
username and password.
2
When you first access DHSES 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.
3
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.
4
Enter your Login Name, Password and click on the
Submit button.
5
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.
6
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.
7
It is VERY IMPORTANT that you select the correct
Funding Program AND Funding Year.
Please refer to the next slide for a list of
Funding Programs.
8
Funding Program Choose
State Homeland Security Program SHSP
State Law Enforcement Terrorism Prevention Program LETPP/SLETPP
Metropolitan Medical Response System MMRS
New York City Urban Area Security Initiative New York City UASI
  • Select the correct funding program from the drop
    down list and click Create Project. Click OK in
    the pop-up box.

9
  • This is the General Project Screen. Enter the
    following mandatory fields
  • Project title Choose one of the following based
    on Funding Program
  • FY11 State Homeland Security Program
  • FY11 State Law Enforcement Terrorism Prevention
    Program
  • FY11 Urban Area Security Initiative
  • FY11 Metropolitan Medical Response System
    Program
  • Project start and end dates 09/01/2011
    08/31/2014
  • 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.

10
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).
11
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.
12
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.
13
Select the appropriate participant type (Grantee,
Implementing Agency or Other). The screen will
refresh and click on the Add button.
14
The screen will refresh again and click OK. The
Participant has been added to the Project.
15
The sample above shows a project with multiple
implementing agencies.
16
If the participant is not in the database, you
may add them by clicking the New button.
17
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.
18
Next you will add Contacts to the Participant.
E-Grants requires a Primary, Signatory and Fiscal
Contact. Please designate only one person as the
primary contact for the grant. This person will
receive all correspondence related to the grant.
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..
19
A search screen will open to search for an
existing contact. Enter full or partial name and
click OK to search the database.
20
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.
21
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.
22
If the Signatory Contact you are trying to add is
not a registered user of E-Grants, you will get
the above error message and you will not be able
to add that person until they are a registered
user. Please contact grants_at_dhses.ny.gov if you
need help registering someone as a signatory
contact. You can however continue working on your
application.
23
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.
24
Now click the Work Plan Tab and enter the Project
Goal 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.
25
REMINDER For SHSP/SLETPP applications, use the
Reference Guide when completing the worklan tab.
Please enter the text of the GT code selected
and include the appropriate objective number(s)
from the State Strategy (http//www.dhses.ny.gov/p
lanning/). Example Develop/enhance
interoperable communications system. (6.7)
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.
26
REMINDER For SHSP/SLETPP applications, use the
Reference Guide when completing the worklan tab.
Select the Primary Target Capability from the
drop-down box for this Objective and click Add
Primary Target Capability. You may also select
four Secondary Target Capabilities.
27
Click on Add Task to this Objective when you have
finished the Target Capabilities.
28
Enter the task you will complete to accomplish
this project. Click Save and then Add
Performance Measure to this Task.
29
Describe the Performance Measure and click Save.
30
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.
31
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.
32
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.
33
USE WHOLE DOLLARS
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.
34
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.
35
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
36
REMINDER For SHSP/SLETPP applications, use the
Reference Guide when completing the funding
allocation tab.
Click on the pick-list box to choose a National
Priority that best describes the budgeted item.
Click Add National Priority
37
REMINDER For SHSP/SLETPP applications, use the
Reference Guide when completing the funding
allocation tab.
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 FY2011
Reference Guide as you develop your spending
plans for 2011 grant funds.
38
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.
39

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.
40

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.
41
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.

42

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.
43

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.
44
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.
45
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)
46
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).
47
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.
48
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.
49
This is a sample of a completed budget.
50
Next, you must upload the completed application
worksheet. Click Attachment on the left frame.
51
Click on New to attach a file to your
application. Please note the appropriate file
types that can be uploaded.
52
File names cannot have any special characters
(i.e. or ) or be more than 100 characters.
Click Browse to navigate to the file location and
select the appropriate file. Once the file is
selected, click Upload to send the file. Click
Browse to add another file, or click Go Back to
List to view the list of files that have been
attached to the application.
53
REMINDER The Application Worksheet is a
REQUIRED attachment for your FY2011 application.
The worksheet can be found at http//www.dhses.
ny.gov/grants/
The list of file(s) that have been attached to
the application appears. You may click on the
file name to view the file.
54
Next, click the Question tab. There is only one
question for your FY2011 application. It is a
reminder to upload the required application
worksheet (see slides 50-53). Click on the
question, enter your answer and click on Save.
55
The screen will refresh and your answer will
appear.
56
The final step before submitting your application
is to certify the Federal Assurances. Click the
Acceptance Tab. Click Assurance 1.
57
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.
58
By certifying the assurance you are NOT
submitting your application. See Slide 59 on
how to submit your application.
Your Assurance has been certified.
59
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.
60
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.
61
You will receive the following message when your
application is submitted. DHSES will be notified
that an application was submitted. The primary
and signatory contacts will also receive an
e-mail that an application was submitted.
62
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.
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