Michigan Electronic Grants System MEGS http://megs.mde.state.mi.us/megs/ MEGS Overview and Updates for 2008-2009 DLEG Ad

1. Michigan Electronic Grants SystemMEGShttp://megs.mde.state.mi.us/megs/MEGS Overview and Updates for 2008-2009DLEG Adult Education Last Updated: 4/18/2008

2. MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials: Getting Started MEGS Applications Modifications, Amendments Reports in MEGS MEGS Introduction and Update

3. What is MEGS? • Apply for grants and other applications online • Common look and feel for all applications • Program Office review and comment on applications • Amendments online • Grant reporting online • Some previous year’s information saved and brought forward, when applicable • Up-to-date view of applications • Automated generation of e-mail

4. Grants in MEGS 2008-2009 • Adult Education: WIA Core Programs, Special Projects, Instructional Initiatives, Section 107 • OCTE: Tech Prep; CTE Perkins; CIP Self Review • Charter Schools: Planning/Implementation & Dissemination • Comprehensive School Reform • Consolidated Application • Early On Michigan • Even Start • Homeless Students • Improving Teacher Quality (IHE only) • Mathematics & Science Centers

5. Grants in MEGS 2008-2009 continued • Mathematics & Science Partnership • Michigan School Readiness Program/CNRA • Preschool • Reading First, Regional Literacy Training Centers • Safe & Drug Free Schools • Section 31a/32e Flexibility • Special Education • Flowthrough, EOSD • Transition Services • Summer Migrant • Title I School Improvement • 21st Century Community Learning Centers

6. 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 MEGS Update

7. What is needed to use MEGS? • An Internet Connection • Web Browser -IE 6.0+ -Netscape 7.0+ • Acrobat Reader 4.0+ • A Valid MEIS Account entered in MEGS *If you can, use Internet Explorer. Internet connection • The faster the connection, the easier it is to use MEGS. • Beware proxy servers, pop-up blockers, and network security settings.

8. What is Adobe Acrobat Reader and why do I need it? • Adobe Acrobat Reader allows user to view PDF files. • PDF stands for “Portable Document Format”. • Regular web pages which are programmed in HTML do not always look good when printed. • The PDF format was designed for the Web to look consistent each time it is printed. Once Acrobat Reader is installed, all files in MEGS with the extension .pdf will be opened with the Acrobat Program. Adobe Acrobat Reader can be downloaded, at no cost, from http://www.adobe.com/products/acrobat/readstep2.html MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

9. What is MEIS and how can anaccount be obtained? MEIS is the Michigan Education Information System. MEIS provides one system for the management of user accounts for a variety of MDE and education applications. In order to use MEGS (and potentially other State of Michigan systems) you must first obtain a MEIS account. This can be done by going to the following URL (Website Address) and clicking Create a MEIS Account: https://cepi.state.mi.us/MEISPublic/

10. Confirming your MEIS Account The final screen will confirm your account. Hint: Print this page for your records. Hint: Change your password immediately. Warning: Passwords are case-sensitive. Your randomly generated password is guaranteed to cause you problems in the future. Change it immediately after creating your account. Your MEIS account must be entered in the MEGS database. Note: Every MEIS application has its own security system. Need to reset your password? Call the MDE Helpdesk: (517) 335-0505 (800) 968-2644

11. How to access MEGS If your MEIS account is entered in MEGS, you can log in: http://megs.mde.state.mi.us/megs/ The first screen provides a link to the login screen and a link to the MEGS Website:

12. MEGS Website • MEGS Website: • Allocations • Grant Information • MEIS Accounts • Peer Reviewers • Training

13. Logging into MEGS Use the Login and Password obtained from the MEIS Registration Process to login. Remember, the MEIS password is case sensitive. If you receive an error message that you have a valid MEIS account, but are not authorized in MEGS, contact your Authorized Official. Need to reset your password? Call the MDE Helpdesk: (517) 335-0505 (800) 968-2644

14. 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 MEGS Update

15. Designating Authorized Officialshttp://megs.mde.state.mi.us/megsweb • Two Authorized Officials per recipient agency • Authorized by the Superintendent / top Administrator • Print and send in the MEGS Electronic Form • Electronic form is “fillable” • You can also find forms on the MEGS website • Very quick turn-around • Log-in to check

16. Level 5 - Authorized Officials Manage MEGS accounts for district/agency Designate Application Administrators (Level 4) Initiate applications Assign lower security levels to allow edit or view status Add users to MEGS Submit, amend and delete applications, amendments, and/or reports Access to all district applications Level 4 - Application Administrators Responsible for managing the application Initiate assigned applications Start modifications or amendments Assign other users to participate in the grant writing or review process Notify Authorized Officials to submit applications, modifications and amendments Initiate and submit reports MEGS Authorization Structure

17. Level 3b Consortium/Grant Member Program Coordinator The fiscal agent can add users from consortia organizations. They have permission to work on their budget and narrative only. They can save to no other portions of the grant. Level 3 Consortium/Grant Member-Authorized Officials AllAuthorized Officials from Consortia Members are automatically added to the grant with View permissions. Level 2 - Grant Writers This level has the ability to input and edit any data. Level 2c - Financial Officers This level has the ability to input and edit budget data. Level 1 – Viewers This level has the ability to view all parts of the application. Cannot input or edit any information. Other Security Levels

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 MEGS Update

19. Authorized Officials: Getting Started From the Main Menu, Authorized Officials can: • Initiate applications • Add users to MEGS • Review/edit contact information • Assign application security levels • Edit agency information • Edit personal contact information Once an application has been initiated, the application will be listed on the Main Menu. Grants are color coded by years: 2006-2007 aregreen 2007-2008 are red 2008-2009 are blue

20. Main Menu: Getting Started Main Menu Options • View/Edit • Delete Application • Modify Application • Amend Application • View Reports • View History • Delete Amendment Buttons are controlled by the status of the applications.

21. Main Menu:Add Users to MEGSLevel 5’s can add users to MEGS • Click the Add Users to MEGS link. • Enter up to 10 new users into MEGS: • Enter the MEIS Account number • District code is set • Click Verify to verify users. • Check the results of Verify: • Check name and agency • Invalid MEIS account • Already in MEGS • Confirm the new users by clicking Save. • Go to the Main Menu and click the Application Security Level(s) link to complete the process of giving users access to applications in MEGS.

22. Main Menu: Contact Information Maintain MEGS Accounts • Click the Contact Information link. • A list of people associated with the user’s agency who are currently in MEGS is displayed. Each name is a link to a page where that person’s contact information can be edited. To Edit Contact Information (5’s only): • Click the underlined name of the person whose information you wish to edit. • Make appropriate changes and click the Save button. • Click the Return to Previous Page button to continue.

23. Main Menu:Application Security Level(s) To assign application security level(s) once users are added to MEGS: • Select the user from the drop down list and click Go. • Assign a security level for each application the user will access. • To restrict the access date, change the date in the “Date Begin” field. • Click the Save button to save the assignments. Users can be added even if the application is already initiated.

24. Grant/consortium member, not the Fiscal Agent, should “Add User to MEGS”, so that the district/agency is correctly assigned Fiscal Agent must then assign Application Security Level Assigning Users:Grant and Consortium Members

25. Main Menu:Initiating an Application (4’s/5’s) From the Main Menu: • Select the application from the drop down list • Options depend upon agency eligibility • Click the Initiate button. This will send the user to the Application Menu. • Select the applicable Funding Sources • With “Copy Previous Grant” checked, information will be copied from previous year • Level 5 or Level 4 must initiate • Application will not be in dropdown once initiated

26. 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 MEGS Update

27. Application Menus Application Menu • Header Details • Application Information • Management Activities • General Information • Budget Pages • Program Information • Attachments • Submitting the Application All applications have a similar look. Each application type has its own unique features.

28. Avoid Back and Forward MEGS is a dynamic, database driven, Web application. Content in MEGS changes according to information that is entered into the system. When applicants enter information into the system, it changes the way they see certain parts of the application. Therefore, it is highly recommended that users use the navigation provided within the application. Using the browser’s Back and Forward buttons to go to a page is not the same as clicking a link to go to exactly the same page. The Back button will simply load the cached (or saved) version of the page that exists on the local hard drive as it was the last time the page was accessed. By using the Back button, the user is not getting the latest information from the website, but rather an “older” saved version of the page. Avoid the Back and Forward buttons in order to always see the latest information.

29. Header Details Application and User Information Help Main Menu Logout View Comments Report Menu ReportErrors Errors Application Menu • Help – Takes the user to specific help information for each page. This feature is the first source of assistance for questions or problems that users mightencounter. • Main Menu – Returns the user to the page with all applications initiated by the user’s agency. • Don’t Touch Me! Ignore me at all costs. • Application Menu – Returns the user to the “home page” for the application. A feature built into this link is a JavaScript menu that allows quick access to other parts of the application. This menu has links to budget pages and program information. • Report Menu – Takes the user to the list of reports for the application. • Errors – Tracks the progress of the application and alerts the user when any critical part is not completed. All errors must be addressed in order to submit the application. • Report Errors – Alerts the user to any errors in the report. All errors must be addressed in order to submit the report. • Logout – Logs the user out of MEGS. • Application and User Information – Indicates the application that is currently being worked on, the applicant agency, the application number, and the current user’s name.

30. Important Information and Assurances and Certifications • Assurances and CertificationsThis link opens a page that lists a set of conditions that must be followed by recipients of funds for programs included in the application. • Important Information About the Application This link opens a page that provides information about the application due date and the pages that must be submitted, as well as the purposes of the programs included in the application.

31. Add Users to Application:Control Access to This Application • To Give Users Access to the Application: • Go to the “Add Users to this Application” table at the bottom of the page. • Enter the MEIS Account IDs of the users to be given access to the application. • Select a security level for each new user based on his/her function in the application process. • If the user is a contact person for the application, select the type of contact. • A Main Contact is required. • To activate the users, click the Save button.

32. Edit/Remove Users Control Access to This Application To Edit or Remove User Access from the Application: • Identify users to delete or to temporarily limit their access. • To edit the user’s access, make the appropriate changes and click Save. • To remove the user, click the box in the “Mark Remove” column to the left of the user’s name and click Save. • The removed user will no longer have access to the application unless the user is given access again. • If more than 20 users in grant, only Fiscal Agent users show. • Select All in drop down to see all users with access to grant.

33. Grant Contact Information • To Assign or Change Contacts: • Go to the Control Access to This • Application page and make the • assignment. • Authorized users may delete and • replace the Contacts. • When the assignment is saved, the • Main Contact will be displayed on the • Grant Contact and Fiscal Agent • Information page. E-mail Contact, specifies additional recipients of automated MEGS e-mails.

34. Management Activities: View a PDF of This Application To View a PDF of the Application: Click the View a PDFof this application link to generate a printable version of the application. The PDF will include all information that is entered into the current application. One Click Solution: email sent when ready Links are also provided for individual page PDFs. This feature is provided for agencies to keep a printed copy of the application that the user submitted electronically. To save the PDF of your completed application, select “File – Save As” and save the file to your hard drive. Blank PDF is also available.

35. General Information

36. General Information:Fiscal Agent Information • To Edit the Fiscal Agent’s Information: • Go to the Main Menu and click the Edit Your Agency Information link. Only Authorized Officials can use this link. • Change the information as needed and click Save. The only information that can be edited is the mailing address, phone number, fax number and e-mail address. • When changes are made and approved in School Code Master, MEGS will reflect them the next day. Make permanent changes in School Code Master, instead of in MEGS! • Exceptions (use MEGS): • Address 2 • Colleges and Universities

37. General Information:Additional Contact Information • Enter Information • All item except fax numbers and extensions are required. • Select the appropriate Workforce Development Board region. For assistance, go to www.michiganworks.org. • Update “Has this page been updated since last year?” dropdown at top of page, if data has been copied from prior year. • Save • The “Has this page been updated” dropdown will appear on various pages. There will be an application error, until the value is changed to “Yes” or “No”

38. General Information:Adult Education Program Offerings • Enter site Information • Save • To Add another site, click Add • Use “Please select a page to view” to access other sites entered

39. General Information:Consortiums • Click Add a New Member to add consortium members • Select the applicable Funding Source • Enter Recipient and Building Codes • Click Save Selections • MEGS sends consortium invitation e-mails.

40. General Information:Consortiums • Consortium Member Authorized Officials have an option for Grant Consortium Acceptance Information • Services only, Funds and Services (separate budget) or Will Not Participate

41. Budget Pages

42. Budget Pages:Budget Navigation The yellow tinted button denotes the page that the user is currently on. The blue tinted buttons denote pages that are available to navigate to. Clicking these buttons will take the user to the corresponding page. The quick links are available on the button bar. The View PDF button will generate a PDF for the current grant source. • Budget Tabs and Quick Links • These features allow for easy navigation between the numerous budget pages. • The tabs are color coded for easy recognition. • The yellow tinted tab signifies the current page. • The View PDF tab will display a PDF of the current budget page. • . Budget Buttons The buttons at the bottom of the budget pages serve the same purpose as the tabs for navigation. Instead of returning to the top of the page, clicking any of the buttons will take you to the corresponding page.

43. Budget Summary • Budget Totals: • The budget totals are displayed with function codes along the left side and object codes across the top. • “Ten’s” function codes • Budget totals are changed automatically when new budget items are added to the grant. • Complete Contact Information: • Business Office Representative • Project Contact Person • (at bottom of page, not shown) • Administrative Cost Percent is Calculated

44. Budget Pages: Budget Detail The Budget Detail page is an in-depth look at all budget items for the grant. Each budget item is listed by function code, with the description, any associated FTE and the budgeted amount. As items are entered into the system, this page is automatically updated and displays the totals. The title of the item provides a link to the page where the entries for that budget item can be edited. Items are sorted by function code. Within a function code, items are sorted by object code; and within the object code, items are sorted alphabetically.

45. Budget Pages: Add Budget Item To Add a Budget Item: • Provide a description of the budget item. • Enter amount(s) in the box(es) beneath the appropriate Object Code(s). – Only one entry unless personnel. – All personnel entries must have Salaries and Benefits. • After completing the entries, click the Add Item button. Local / Tuition and Fees (in Instructional Initiatives and Special Projects) To Edit a Budget Item: Access the budget item from the Budget Detail screen, make the changes, and click Update Item. To Delete a Budget Item: Access the item from the Budget Detail screen and click Delete Budget Item.

46. Budget Pages: Delete Budget Detail Use Delete Budget Detail if you want to start over. You clear out the entire budget detail on the page. One chance to confirm: and then it’s gone!

47. Program Information Program information pages are unique for each grant in MEGS.

48. WIA Core Programs: Narratives See HELP for narrative component details.

49. Analysis and Improvement Plans Complete the page. This page does NOT copy forward from last year.

50. Special Projects