Performing Subrecipient Functions

1. Grant Electronic Monitoring System (GEMS) Performing Subrecipient Functions

2. GEMS • The Michigan Department of Education (MDE) is required by law to monitor implementation of Federal and State programs at the local level to ensure funds and other resources are spent or used appropriately in accordance with State and Federal law and Education policy • GEMS is the Grant Electronic Monitoring System and supports this monitoring process

3. GEMS This chart illustrates who does what in GEMS The remainder of the presentation focuses on the Sub-recipient (Sub) column and the functions performed by the Sub

4. Getting Access • This is the “login” screen. Sign on with your MEIS user name and password • If you need MEIS ID or need access to GEMS, see the PowerPoint titled “Getting Access”

5. Common “Look and Feel” • A common “look and feel” includes the following: • Line 1: provides the “Level 1 Menu” options. Click on Level 1 and see Level 2 and, when needed, click on Level 2 to see Level 3 • Line 2: provides “i” icon for short narrative help, the “yellow book” for more extensive help and “breadcrumbs” so you always know where you are in GEMS

6. Common “Look and Feel” • Also on line 2 is timeout information. If the system times 20 minutes of inactivity, you are automatically logged out. • Line 3: provides “Mode” buttons based upon your role. It always defaults to “Review”.

7. Submission • MDE Program “Doc List” identifies documents to provide prior to the review. The Doc List may include program docs and possibly common docs.

8. Submission • Submission functions consists of3 activities: • Common Documents • Documents not program specific: That is, documents useable for multiple programs, and only collected once! • Review Contacts • People to meet or provide information to a “role” listed by MDE during the scheduling • Review Documents • Documents program specific

9. Submission • For submission of any Common documents • Under document name click on doc to upload • On the pop-up, enter Title

10. Submission • Then select “Browse” to locate the document to submit • Select “Ok” to upload

11. Review Contacts • MDE asks for names of persons able to address topics related to the Role(s) shown • Sub provides Name, Phone and Email contact information

12. Review Documents • This page displays for the Program and Sub which documents are required as part of the review • The paper clip indicates docs already loaded, so common docs are not loaded again and again

13. Review Documents • For submission of any Program specific documents • Under “Document Name” click on doc to upload

14. Review Documents • On the pop-up, enter Title, and leave “Type” as “Electronic” • Then click on “Browse” to locate the document to submit • Select “Ok” to upload

15. Finalize Submission • When all required docs are uploaded “Upload Status” has check in each row • Select “Validate” to see if there are any errors

16. Finalize Submission • If none, then select “Submit.” If no errors, GEMS promotes to next stage, allowing MDE to review • The paper clip, if clicked, allows you to see document content

17. Compliance Plan • Select “Program” and Sub-recipient • The “Compliance Action” (bottom group) references the Action Item with the red check (far right, select column) • You may have one or more Compliance Actions to address an Action Item

18. Compliance Plan • Enter your Compliance Action, position to drive the action, and start/end dates

19. Compliance Plan • If ready to submit, check box and “Save” • If not ready to submit, save without checking the box giving it a status of pending

20. Compliance Plan • If MDE “rejects” a Compliance Action • The “Status” will show revisions

21. Compliance Plan • The comments box will have comments explaining why and what to do • When revised, select “Submit” to return to MDE for review and approval

22. Completion Evidence This page allows the Sub-recipient to submit evidence to indicate implementation of the Compliance Action

23. Completion Evidence Click on the “Finding Ref” to get a pop-up with details of the citation, finding and action item as provided by the MDE Program Office

24. Completion Evidence • This is just like the Compliance Plan • In the middle section, the red check indicates which item is shown in the bottom section

25. Completion Evidence • To add evidence, enter a Description of Evidence, browse to locate and attach Evidence and then submit • When MDE approves, the status is updated

26. Question & Answer (Q & A) • Unsure of something? Submit a question • Questions can be general about GEMS or specific to a Program • Select classification and, if needed, Program • Enter question and save. Now it is pending. • If ready to submit check the box and “Save”

27. Q & A • Select “Review” to see answers • Select “Info”, if needed, to see more info in the pop-up box (as shown) • If MDE believes this is a question others will ask, your question could become an FAQ!

28. Frequently Asked Questions (FAQ) • FAQ can be triggered by MDE from questions you or others asked • Or just pre-emptive from the MDE (Grants Office or Program Office) about things they think you might want to know

29. Best Practices • Best Practices from MDE provide you templates or exemplary documents that may help you do a better job • You can see and download • Select document type and, if needed, program • Select “Search”

30. User Manuals • User help exists 3 ways: • Short text – the “i” icon • Page specific – the yellow book icon • The whole User Manual which you may open or download • When downloading the User Manual, remember the online version is always the only current version

31. GEMS: Access Links • By the way, your links are as follows… • To GEMS • https://mdoe.state.mi.us/GEMS/ • To MEIS • https://cepi.state.mi.us/MEIS/login.aspx

32. GEMSThat’s all for now!