Michigan Electronic Grants System MEGS https://megs.mde.state.mi/megs/ MEGS Additional Features

1. Michigan Electronic Grants SystemMEGShttps://megs.mde.state.mi.us/megs/MEGS Additional Features Last Updated: 2/4/2011

2. The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials: Getting Started MEGS Applications Modifications, Amendments Reports in MEGS Cash Management System (CMS) MEGS Additional Features

3. Application Status Levels Application 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 to The Applicant • Report Due • Report Accepted 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.

4. Viewing and Responding to Comments • To View Comments: • Click the View Comments link in the header of any page in the application. • A separate popup window opens and displays the application checklist with all comments from consultants. • Click the Print button to print the checklist with comments. • To Respond to Comments : • Enter your comments in the Comments to Consultant box under the appropriate page heading in the checklist. • Click the Save button to save the comments you have entered.

5. Modifications Process Modifying the Application: When the application status is Modifications Required, the Modify Application button is “lit” on the application table on the Main Menu page. Level 4’s and 5’s can click Modify Application to begin revising the application, which changes the status to Modifications in Progress. Once the status is Modifications in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modificationslink on the Application Menu. Level 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

6. Amendment Process Amending the Application: Once the application status is Grant Funds Available, an Amend Application button is displayed on the application table on the Main Menu page. Level 4’s and 5’s can click Amend Application to begin an amendment. Once the status is Amendment in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modificationslink on the Application Menu. Level 5’s can submit the amended application by clicking the Submit Amendment button on the Application Menu. An amendment description is required to explain the purpose of the amendment. Click the Amendment Description link on the Application Menu to enter the description. The Contact Name and Phone will auto-fill when the description is saved.

7. Viewing Original Applications and Amendments • The View/Edit button on the application table always accesses the current version of the application. • Applications that have amendments are identified with an A1, A2, etc. on the application table. • To access links to the original approved application and amendment(s): • Click the View History button. • Click the link for the original • funded application or the • amendment that you • wish to view.

8. Award Letter Notification • When the status is Grant Funds Available, Award Letter Notification option is available. • It includes: • Award Notification Letter • Grant Award Notifications, for each funding source • State Fiscal Stabilization Funds Grant Award Notification has a separate sheet for each funding year

9. MEGS Generated E-mail Recipients Grant Contact Changes Grant Contact options include E-Mail Recipient. An agency may identify any number of E-Mail Recipients; it is not required, and designations are pulled forward each year. “All Grant Contacts” means anyone identified in the Grant Contact dropdown in “Control Access to This Application” for that application: Main Contact, Secondary Contact, or E-Mail Recipient. In some grants, Main Contact and Secondary Contact use different names.

10. The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials: Getting Started MEGS Applications Modifications, Amendments Reports in MEGS Cash Management System (CMS) MEGS Update

11. Grant Reports • The View Reports button on the application table allows the user to access reports for that application. • The button is used to access the Reports and Contact Information page. This page is used to initiate new reports and to view completed reports. It also displays the due date and the status of the report. • To initiate and complete a report: • Click the underlined name of the report on the Reports and Contact Information page. • Click the link(s) under Report Pages to access the report entry page(s). • Enter the required information and click the Save button on each page. • Click the Report Pages button to access the link to another page or to submit the completed report. • Click the Submit Report button to submit the report.

12. Report Contact • MEGS automatically assigns the Main Contact for the application as the Report Contact. • To change the name of the Report Contact: • Click the Change Contact button on the Reports and Contact Information screen. • Enter MEIS Account number of the contact person and click the Save button.

13. Report History and Delete • Report History is available. • If a report has not been submitted the report can be deleted by a level 4 or 5.

14. Submission of the Report • Submitting the Report: • Reports can be submitted by: • Fiscal Agent Authorized Officials (Level 5) • or Application Administrator (Level 4) • Error check will run • Report Status will update • Report Statuses: • Report Available • Report in Progress • Report Submitted • Report Modifications Required • Report Modifications in Progress • Report Modifications Submitted • Report Accepted

15. Reports Due • Reports Due: • An overview list • Click the title to access the report

16. ARRA Section 1512 Report On-going quarterly report for each ARRA grant until the Final Expenditure Report (FER) has been processed. Amendment Description screen appears (must add information in the text box):

17. ARRA Section 1512 Report To add data click on Application Menu in the blue header: Any questions? Use the Important Information link.

18. The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials: Getting Started MEGS Applications Modifications, Amendments Reports in MEGS Cash Management System (CMS) MEGS Update

19. Cash Management System (CMS) • Request funds and certify fund requests • Report and certify Final Expenditure Reports (FER) • View Data • Control Access https://mdoe.state.mi.us/cms

20. Cash Management System (CMS) Viewing FERs in MEGS

21. Questions? • MEGS: Contact the Program Office • CMS: (517) 335-0534