Sacramento Valley Affiliate Grants eManagement System GeMS

1. Sacramento Valley Affiliate Grants eManagement SystemGeMS

2. Why Online Grants • Reduce the amount of administrative paperwork being completed by applicants and grantees. • Provide one central location for all Komen applicants and grantees to complete all tasks associated with the Komen grant process. • Assist grantees in evaluating their project. • Provide the Affiliate more time to build relationships with applicants and grantees.

3. User Roles • Project Director: • The role of Project Director should be assigned to the individual at your organization that will serve as the project’s lead contact. This individual is responsible for validating all new users when they register for the system under their organization. This individual will have the highest level of access in the system and will be responsible for overseeing all of the administrative functions available such as application creation and completion.

4. User Roles • Authorized Signer: • The role of Authorized Signer should be assigned to the individual at your organization that has the authority to sign legal documents on behalf of the organization. This individual is responsible for electronically signing the application before submission and the grant contract if the organization is awarded funds.

5. User Roles • Viewer: • The role of viewer should be assigned to any individual at your organization that needs access to view the organization’s information but does not need the functionality to save, add, edit, or change anything within the organization’s information.

6. User Roles • Writer: • The role of writer should be assigned to any individual that needs access to an organization’s application process to help complete the application but does not have the authority to complete the submission process. This individual cannot change the status of an application and will not have administrative function availability.

7. Registration - New Registrant • https://affiliategrants.komen.org

8. Registration

9. Registration

10. Registration • After you save your contact and organization information, your account must be approved before you have access to the system. • You will receive two email communications as part of the registrations process: • Registration Submitted • Access Granted

11. User Homepage

12. Now that all applications have been submitted, each applicant will begin one of the below tasks within GeMS: • Budget and Application Revisions • Contract Acceptance

13. Application Revision

14. Application Revision From the user homepage, click the “My CG Applications” tab at the top of the page.

15. Application Revision Search for all applications in the status “Budget Revisions Required”.

16. Application Revision Select the application name for the project in which revisions are required.

17. Application Revision From the CG Application Menu, select “View Forms” below “View, Edit and Complete Forms”.

18. Application Revision The pages of the application that needs revisions made to it will be marked with a notepad. Select the notepad next to the page you plan to revise. Select the “Show Notes” section at the top of the page.

19. Application Revision Review the notes provided by the Affiliate and make any necessary changes. ****Repeat previous steps for all pages marked with notes.

20. Application Revision Once all revisions are completed, return to the application menu and select “View Status Options” under change the status.

21. Application Revision Select “Apply Status” under Authorized Signature for Budget Revisions Required.

22. Application Revision Authorized Signer logs in to GeMS and clicks “Open my tasks” and then selects the application name they would like to submit revisions for. Once in the application, they will click “View Status Options” to see possible statuses.

23. Application Revision They will select “Apply Status” under Application Budget Revisions Submitted

24. Contract Acceptance

25. Contract Acceptance The Authorized Signer will select “MY CG Applications” at the top of the user homepage.

26. Contract Acceptance Search for all applications in the status “Contract Acceptance Required”

27. Contract Acceptance Select the Application name for the project the contract is being reviewed for.

28. Contract Acceptance From the CG Application Menu, select “View Forms” below View, Edit and Complete Forms. Select the “Contract Acceptance page from the application page list.

29. Contract Acceptance Complete the “Contract Acceptance” page. At this time the Insurance Certification and W9 must be uploaded and the contract must be accepted or declined.

30. Contract Acceptance Return to the application menu and select “View Status Options” under Change the Status.

31. Contract Acceptance If the contract is accepted select “Apply Status” under Contract Accepted.

32. Contract Acceptance If the contract is declined select “Apply Status” under Contract Modifications Requested.

33. Contract Modifications Return to the application menu. Select “View Forms” under View, Edit and Complete Forms.

34. Contract Modifications Select the “Contract Modification Request” page from the application page list.

35. Contract Modifications Complete the “Contract Modification Request” page. At this time input any change you would like to make to the contract verbiage. This information will be used to create a letter of clarification for the initial contract.

36. Contract Modifications Return to the application menu and select “View Status Option” under Change the Status.

37. Contract Modifications Select “Apply Status” under Contract Modifications Submitted.

38. Contract Modifications Once you have been notified that the application is again in the status of “Contract Acceptance Required” return to the application menu. Select “View Forms” under View, Edit and Complete forms.

39. Contract Modifications Select the “Contract Acceptance” page from the application page list and then complete the “Contract Acceptance” page. There will now be a letter of clarification available as an attachment to the initial contract.

40. Contract Modifications If the contract and letter of clarification are accepted, return t the application menu and select “View Status Options” under Change the status.

41. Contract Modifications Select “Apply Status” under Contract Accepted.

42. Progress and Final Reports

43. Report Creation From the User Homepage, click the “My CG Applications”tab at the top of the page.

44. Report Creation Search for all applications in the status “Grant Awarded”.

45. Report Creation Select the Application name for the project the progress or final report will be created for.

46. Report Creation From the CG Application Menu, select “View Related Items” below Examine Related Items.

47. Report Creation Select the name of the report you would like to create. Select “I agree” to continue the creation of the report.

48. Report Creation At this point the report menu will automatically open.

49. Report Completion From the User Homepage click the “My CG Reports” tab at the top of the page.

50. Report Completion Search for all reports in the status “CG Progress Report: Progress Report in Progress” or “CG Final Report: Final Report in Process”.