Grants Application Workshop October 25, 2013 Komen Southeastern Colorado Affiliate.

Grants ApplicationWorkshop

October 25, 2013

Komen Southeastern Colorado Affiliate

Introductions

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Agenda•Introductions

•About Susan G. Komen

•Breast-Self Awareness

•Grant Process & Community Profile

•Review Lessons Learned

•GeMS Instruction

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Founded in 1982 by Nancy G. Brinker

World's largest grassroots network of breast cancer survivors and activists

Invested more than $1.9B since inception

Our promise: to save lives and end breast cancer forever.

Susan G. Komen

Southeastern Colorado Affiliate

• Granted more than $6 million in local breast health and breast cancer

awareness projects in El Paso, Pueblo and Teller counties.

• Up to 75 percent of net proceeds generated by the Komen

Southeastern Colorado Affiliate stay in the three county area.

• The remaining income goes to the national Susan G. Komen for the

Cure Grants Program for energizing science to find the cures.

• The next race will be our 20th year

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Affiliate Grants

• Non-profit organizations in their service area

• Address the priorities of the community profile

• Aim to change behaviors and health care systems

• Ensure information and resources reach those who need it most.

Breast Self-Awareness

Messaging

developed by Susan Brown, M.S., R.N.

Managing Director, Community Health

BREAST SELF-AWARENESS MESSAGES

1. Know your risk

2. Get screened

3. Know what is normal for you

4. Make healthy lifestyle choices

1. KNOW YOUR RISK

Talk to both sides of your family about

your family health history

Talk to your doctor about your personal

risk of breast cancer

2. GET SCREENED

Talk with your doctor about which screening

tests are right for you if you are at higher

risk

Have a mammogram every year starting

at age 40 if you are at average risk

Have a clinical breast exam at least every

3 years starting at age 20,and every year

starting at age 40

Sign up for your screening reminder at

komen.org/reminder

MAMMOGRAPHY IN THE U.S.

• Best screening tool widely available for finding breast cancer early

• Screening every year at age 40 for women at average risk

• If a woman is under 40 and has a family history or other concerns, she should talk with her doctor

• Can be used as a diagnostic test for women (and men) at any age

CLINICAL BREAST EXAMINATION (CBE)

Clinical breast exam by a health care provider at least every 3 years starting at age 20, and every year after age 40

3. KNOW WHAT IS NORMAL FOR YOU

Know how your breasts look and feel and report changes

to your health care provider

BREAST CHANGES THAT SHOULD BE REPORTED TO YOUR HEALTH CARE PROVIDER

4. MAKE HEALTHY LIFESTYLE CHOICES

Maintain a healthy weight

Add exercise into your routine

Limit alcohol intake

Limit menopausal hormone use

Breastfeed, if you can

TO REVIEW: BREAST SELF-AWARENESS

1. Know your risk

2. Get screened

3. Know what is normal for you

4. Make healthy lifestyle choices

Grant Process

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Our Grants Process Community Profile

2 Year Process (postponed to 2015)

Data gathering, focus groups, surveys

RFA

Posted on Website (www.komensecolorado.org)

Priorities fill the gaps

Statement of Collaboration

Compliance Review by Grants Committee

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Our Grants Process (Cont’d) Review Panel

Community Representatives

Confidential

Create Slate

Board Approval

Entire Slate

Funding Levels

Grants Awards

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Lessons Learned from Past Grant Reviews

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Who Reviews Grants

Recruited from all three counties

Term limited to three years

Medical

Nursing

Education

Business

Survivor

Ethnic minority

Male

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What Are They Looking For?

Proposal

• Identifies a Problem

• Prove it needs attention

• How will you mitigate a

problem?

• What have you done?

• What is the timeline?

Supported By:

•Statistics, Demographics

•Historic data, research

•Factually show corrective

actions/solutions

•Past success, growth

•Outlined plans for

implementation

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Keys to Success

Proposal

•Establish Goals (SMART)

•Evaluation/Feedback

•Growing your grant

Supported By:

•Defined reasonable

objectives

•Tracking mechanism

•Demonstrate the potential

growth and impact of

funding on data/behavior

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Red Flag Warnings

Proposal

•Budget

•Personnel

•Repeat Grants

•Collaboration

Supported By:

•Realistic/Reasonable

•Personnel, Explain it

•Demonstrate improvements

•Demonstrate In-kind

support

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Helpful Hints• Proof read your document

• Re-check your budget

• Use graphs, charts, and historic data

• Use current statistical data

• Define your population, goals and objectives

• Demonstrate collaboration with existing agencies

• Budget conservatively

• Have someone unfamiliar with your program read it

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Grants eManagement SystemGeMS

EVERYTHING is Online:

•Contract

•Grant Changes

•Reports

•Payment Processes

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GeMS

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GeMS is a complete online grant management

system that will allow grant applicants to complete

their applications, Affiliates to complete the review

process, and grantees to submit progress and final

reports online.

GeMS is the tool Susan G. Komen for the Cure will

utilize to complete all community grantmaking

processes currently being completed at each Affiliate.

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User Roles

1. Affiliate Grants Administrator

2. Project Director

3. Authorized Signer

4. Viewer

5. Writer

User Roles

Affiliate Grants Administrator (AGA):

• The Affiliate Grants Administrator is responsible for executing the tasks

related to the day to day management of the grant process. This is the

highest level Affiliate user and this individual will have all of the

administrative functions available for use. This individual will approve all

Project Director positions.

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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. There is only one project director per organization.

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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. There may be more than one authorized signer (i.e., one

for the application and another for the contract as needed)

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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. There may be more than one viewer

assigned.

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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. There may be more than one writer

approved in your organization.

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Registration https://affiliategrants.komen.org

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Registration

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Registration

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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

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User Homepage

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User Approval

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Approving Users

• Every user that registers must be approved.

• The Affiliate Grant Administrator (Paula Simon) approves all Affiliate level users and each organizations’ project director.

• Each organization’s project director approves other users within their own organization.

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Validating Users(Paula’s Job)

1. Log in.2. Select the My Administration link.3. Click the link for User Approval.4. Search for new system users.5. Complete the validation process.

Application Creation and Submission

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Application Creation

1.Applicant enters GeMS.2.Click on View Opportunities under the View

Available Proposals Section.3.Click the Apply Now button.4.Click the I Agree button. 5.Under View, Edit, and Complete Forms, click View

Forms.6.Click on the section of the application you would

like to complete.


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An applicant must select View Opportunities under View Available Proposals section to create a new application.


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•An applicant should review the organization name and the application period.

•Then click the Apply Now button.


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•If the applicant would like to complete the creation of the application, they should click I Agree.

•If the applicant decides not to create the application, they should click I Do Not Agree.

User Homepage

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Application Process

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Applicants can search for the Application they are looking for.

Application Process

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Once the search is completed, the applicant will click on the application name they would like to work on.

Application Process

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The information at the top of the page is the applications unique name.

To begin viewing the pieces of the application, the applicant will click View Forms.

Application Process

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The applicant will click on any of the application pieces to begin completing the application.

Submitting the Application

• Project Director: completes the online application. Enters

“Change the Status” from the CG Application Menus.

Changes the status to “Authorized Signature Required.”

• Authorized Signer: enters “Change the Status. ”

Changes the status to “Application Submitted.”

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Application Revision After Compliance

Review

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Application Revision

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


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


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


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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.


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Review the notes provided by the Affiliate and make any necessary changes.

****Repeat previous steps for all pages marked with notes.


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


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


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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.


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

Contract Acceptance and Budget/Application

Revision

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Now that all applications have been submitted, each applicant will begin one of the below tasks within GeMS:

•Budget and Application Revisions•Contract Acceptance

Contract Acceptance

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

Contract Acceptance

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

Contract Acceptance

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Select the Application name for the project the contract is being reviewed for.

Contract Acceptance

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

Select the “Contract Acceptance page from the application page list.

Contract Acceptance

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

Project Manager mustattach these forms

Authorized Signer must click agree

Contract Acceptance

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

Contract Acceptance

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

Contract Acceptance

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

Contract Modifications

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


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


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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.


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


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Select “Apply Status” under Contract Modifications Submitted.


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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.


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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.


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


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Select “Apply Status” under Contract Accepted.

Helpful Hints

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Reminders

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• All correspondence will be through GeMS process

•Reports will be on-line

•Site-Visit will be an attached document

•Bottom line – no paper records in future

• Always hit the “go” button next to a field if there is one before going to

the next field.

• Always hit “save” to save your data. If you do not hit “save” and you

navigate away from the screen, your data will be lost.

• If you scroll over the first aid kits, help content will be available for that

specific question.

• The system will log out after 45 minutes with no activity. If the system

logs out automatically, the last data entered will not be saved if the save

button was not selected prior to the log out.

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• If you copy and paste text from Word, you must hit the

backspace button within the text field for the character count to

be shown.

• Print versions of the blank report and completed report are

available within the Access Management Tools section of the

application menu.

• Always use the “Back” button within the system when trying to

return to a previous page.

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Explorer 10

• Many Affiliates have reported issues regarding the save, submit,

and processing buttons in GeMS not functioning properly and

the system eventually freezing during this process. This issue

has been tied to the launch and utilization of Internet Explorer

10 as a user’s web browser.

• Short-term solution to the issue. Please follow the directions to

follow to run compatibility mode within IE10. Making this small

set-up change will prevent users from running into these issues.

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Internet Explorer 10

• By default Internet Explorer 10 in Windows 8 does not run in

compatibility mode. This is easily tested by logging into GeMS.

If the compatibility mode is not enabled, the progress wheel in

GeMS will simply spin without ever completing the action.

• To enable the compatibility mode for Internet Explorer 10, follow

these steps:

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(Windows 7 users start at step 2.)

1. Windows 8 only - From the Windows 8 start screen select the

Desktop.

2. From the Desktop launch Internet Explorer 10.

3. Press the Alt key on your keyboard to bring up the top menu.

4. Go to Tools | Compatibility View settings

5. Either Add affiliategrants.komen.org to the Compatibility View

websites or Select Display all websites in Compatibility View

NOTE: enabling the compatibility mode using either option will affect all

GeMS web sites.

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https://affiliategrants.komen.org/

Question and Answer

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Grants Application Workshop October 25, 2013 Komen Southeastern Colorado Affiliate.

Documents

Transcript of Grants Application Workshop October 25, 2013 Komen Southeastern Colorado Affiliate.