Prev Next|

Slide 1

MEGS Updates for School Year 2004-2005

The Michigan Electronic Grants System

http://megs.mde.state.mi.us/megs/

Last Updated: 5/27/2004

Prev Next|

Slide 2

The Michigan Electronic Grants System

• MEGS 101• Getting set-up in MEGS• Security Levels• Authorized Officials• Using MEGS to Apply for Grants• Reports and MEGS• Modifications, Amendments • Special Education IFER• DS-4044 reporting (tell your business people)

MEGS Update

Prev Next|

Slide 3

Grants in MEGS 2004-2005

• Advanced/Accelerated (Sec. 57.1 & 57.3)• Career Initiatives: Tech Prep; CTE Perkins• Charter Schools: Continuation, Dissemination, & Start Up• Comprehensive School Reform• Consolidated Application• Even Start• Freedom to Learn, Cycle 2 & 3• Homeless Students• Improving Teacher Quality (IHE only)• Math/Science, Title II Part B

Prev Next|

Slide 4

Grants in MEGS

2004-2005 continued

• Michigan School Readiness Program/CNRA MSRP 0304 (May 28)

• Safe & Drug Free Schools• Section 31a/32e Flexibility• Section 31a Program Report• Special Education

Flowthrough, Preschool, TMT, EOSD Early On, Capacity Building, Transition

Services• Summer Migrant• Title I School Improvement• 21st Century Community Learning Centers

Prev Next|

Slide 5

Functions in MEGS

2004-2005

• School Prayer Certification• October Free Eligible Counts• Gun-Free Certification• Education Technology Plan• ISD Level Review of:

• Ed Tech Plans• FTL Grant Readiness Plans

• Special Education: Interim Fed Expend. Reports• DS-4044 reporting

Prev Next|

Slide 6

What is needed to use MEGS?

• An Internet Connection• Web Browser

-IE 6.0+-Netscape 7.0+

• Adobe Acrobat 4.0+ • A Valid MEIS Account

entered in MEGS

*If you can, use Internet Explorer.

Prev Next|

Slide 7

Quick Facts About MEGS

Internet connection• The faster the connection, the easier it is to use MEGS.• Beware proxy servers, pop-up blockers, and network security settings.

MEGS Tips• No spell check in MEGS. Check your spelling.• Can be accessed from multiple machines at same time.• Best viewed through Internet Explorer. • No preferred sequence for navigating in MEGS• Hint: Add Consortium Members, Grant Members, Partners first• Review previous years entries• MEIS accounts must be entered in MEGS.• Full PDFs are generated nightly (after request).• Confirm your email address.

Prev Next|

Slide 8

What is Adobe Acrobat Reader anddo I need it?

• Adobe Acrobat Reader allows user to view PDF files. • PDF stands for “Portable Document Format”. • Regular Webpages 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. • MEGS uses PDF’s for those things that must

be 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 fromhttp://www.adobe.com/products/acrobat/readstep2.html

MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

Prev Next|

Slide 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 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:

http://meis.mde.state.mi.us/userman/

Prev Next|

Slide 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

Prev Next|

Slide 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:

MEGS Website has:-training materials-allocation information-MEIS information-general information

Prev Next|

Slide 12

The MEGS Website

Prev Next|

Slide 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

Prev Next|

Slide 14

Avoid the Back and Forward Buttons

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.

Prev Next|

Slide 15

Designating Authorized Officialshttp://megs.mde.state.mi.us/megsweb

• Two Authorized Officials per district

• Authorized by the Superintendent

• Update annually

• Print and send in the MEGS Electronic Form

• You can also find forms on the MEGS website

• Very quick turn-around

• Log-in to check

Prev Next|

Slide 16

MEGS Authorization Structure

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

• Can add/delete consortium/grant members or participating agencies to an application

Prev Next|

Slide 17

Other Security Levels

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 OfficialsAll Authorized 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 OfficersThis 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.

Prev Next|

Slide 18

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:

2002-2003 are blue

2003-2004 are green

2004-2005 are red

Prev Next|

Slide 19

Main Menu: Getting Started

Main Menu Options

• View/Edit

• Delete Application

• Modify Application

• Amend Application

• View Reports

• View History

Buttons are controlled by the status of the applications.

Prev Next|

Slide 20

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.

Prev Next|

Slide 21

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.

Prev Next|

Slide 22

Main Menu:Application Security Level(s)

• 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.

To assign application security level(s) once users are added to MEGS:

New! Users can be added even if the application is already initiated.

Prev Next|

Slide 23

Main Menu:Initiating an Application (4’s/5’s)

From the Main Menu:

• Select the application from the drop down list and click Apply For A New Grant.

• Choose the grants that the agency will apply for now or later during this fiscal year.

• Click the box in the Copy Previous Grant column to uncheck it if you do not wish to bring the previous year’s information forward.

• Click the Apply button to initiate the application. This will send the user to the Application Menu.

• Option to initiate the grant disappears once the grant is initiated.

• To review grant selections from the Application Menu, use the Review Grant Selections link under Management Activities.

• Apply Now does not mean TODAY.

Prev Next|

Slide 24

Grants Available in Application

• Most applications include regular and carryover budgets for a single grant.

• The Consolidated Application includes 10 different grants.

Prev Next|

Slide 25

Application Menus

Application Menu

• Header Details

• Application Information

• Management Activities

• General Information

• Budget Pages

• Program Information

• Attachments

• Submitting the Application

All grants have similar look; but each grant application has its own unique features.

Prev Next|

Slide 26

Expanded Menus

• Click the “folder” to expand and see the contents.

• Re-Click the “folder” to hide the links.

Expanded menus are used for applications that include multiple copies of a page.

They are also used for sets of related pages under a single heading.

To use the expanded menu:

Prev Next|

Slide 27

Header Details

• 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.

Help

Main Menu

Application Menu

Errors

Logout

Application and User Information

• 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 might encounter.

Report Menu

Report Errors View Comments

Prev Next|

Slide 28

Important Information and Assurances and Certifications

• 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.

• Assurances and Certifications

This link opens a page that lists a set of conditions that must be followed by recipients of funds for programs included in the application.

Updated assurances for 2004-05. Based on auditor findings.

Prev Next|

Slide 29

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.

• Two types of contacts can be added: Consolidated Application has Main Contact only. Many grants have two contacts.

• To activate the users, click the Save button.

Prev Next|

Slide 30

Edit/Remove Users From ApplicationControl Access to This 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.

To Edit or Remove User Access from the Application:

• Only Fiscal Agent users shown on page display.

• Select All in drop down to see all users with access to grant.

• Getting rid of Inactive Dates

Prev Next|

Slide 31

Management Activities:Review Grant Selections

To Review/Change Grant Selections:

• Click the Review Grant Selections link on the Application Menu.

• Click the appropriate radio buttons to make any changes in the grants that will be

included in the application.

• Click Confirm to save the changes. If you do not wish to make any changes, click Cancel.

Do Not Apply: no intention to apply

Apply Now: add all required parts of grant; invokes all error checking

Apply Later: add all required parts of grant; no error checking

Apply Now and Apply Later status of grants displayed on Application Menu

Prev Next|

Slide 32

Management Activities: View a PDF of This Application

To View a PDF of the Application:

Click the View a PDF of 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.

Prev Next|

Slide 33

General Information:Grant Contact and Fiscal Agent Information

To Assign or Change the Main Contact:

• Go to the Control Access to This Application page and make the assignment.

• When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page.

• Authorized users may delete and replace the Main Contact.

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.

Prev Next|

Slide 34

General Information:Consortium/Grant Member Information

To Add a Consortium/Grant Member:• Click the Add a New Member button.• Select the appropriate funding source from the

drop down list.• Click the Go button.• Enter the district codes of the agencies that will

be added. • Once all district codes have been entered, click

the Save Selections button.

To Delete a Consortium/Grant Member:• Locate the agency to be deleted.• Click the box next to the name of the agency to

be deleted.• Click the Remove Selected Member button. The

page will return without the deleted member.• Any budgets will have to be deleted before trying

to delete the CM/GM.

2003-04 Consortium Members will be brought forward.

Consortium Members rules differ by grant. Ask questions.

Prev Next|

Slide 35

Invitation to join a Consortium

Consortium Member Authorized Officials should look for this link. As Consortium Members are inserted, this link stays near the bottom.

• When the grant is rolled forward, all existing Consortium Members will be invited to re-join the consortium.

• Email notification to the Consortium Member Authorized Officials

• CM Authorized Officials will use the link to accept or reject invitation.

Consortium Members have MDE allocations.

Prev Next|

Slide 36

The choices:

• Services only (no budget).

• Funds and services (budget).

• If a budget is generated, Budget Detail is prepared for the CM.

• Will not participate.

• Notify Fiscal Agent.

• The Fiscal Agent must brief their consortium members on the proper selection for the grant.

• Coming soon: means to change the selection!

Accepting the Invitation

Prev Next|

Slide 37

Note: When districts accept, they have several links generated on the Application Menu:

• Contact information

• Budget

• Narrative

• Grant specific links

Results of Accepting the Invitation

Prev Next|

Slide 38

To Use the School Level Budgeting Option:• Click the Add a School button.• Select the grant program from the drop down

list and click the Go button.• Enter the building code for each school that

will have a budget. Up to 25 schools can be added at one time.

• Once all building codes have been entered, click the Save Selections button. A School Budget(s) section will be created on the Budget Summary page.

To Remove a School:• Click the box next to the school’s name on

the School Level Budgeting page.• Click the Remove Selected School button.

General Information: School Level Budgeting

Required for Comprehensive School Reform, Section 31a/32e Flexibility and Title I School Improvement

Optional for Consolidated Application (Title I, Part A)

Prev Next|

Slide 39

General Information:Gun-Free Schools Act Requirements

• Check the appropriate box.

• If students were expelled for firearm possession, enter the requested information and click the Save button.

• To edit the information, make the changes and click the Save button.

To Enter Gun-Free Schools Act Requirements Information:

MEGS knows the applicant’s Gun Free reporting status based on the EOY SRSD submission.

The Gun Free Schools Act Requirements page is included only if the requirement has not been met.

A statement is displayed on the Application Menu if the reporting requirement has been met.

Prev Next|

Slide 40

A description of equitable access is required

for the Consolidated Application.

To Enter or Edit Description of Equitable

Access Information:

• If prior year information was not brought forward, enter the requested information and click the Save button.

• To edit prior year information, click Yes in the drop down box at the top of the page to indicate that the information has changed. Then make the changes and click the Save button.

General Information:Description of Equitable Access

Prev Next|

Slide 41

General Information:Participation of Private Nonprofit Schools

– Federal Programs

If prior year information was not brought forward:

• Check the box if applicable.

• Otherwise enter all requested information and click the Save button.

To edit prior year information, click Yes in the drop down box at the top of the page, make the changes and click the Save button.

To Enter or Edit Participation of Private Nonprofit School Information:

Prev Next|

Slide 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.

The View PDF button will generate a PDF for the current grant source.

Clicking these buttons will take the user to the corresponding page.

The quick links are available on the red button bar.

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.

Quick Links are located beneath the budget tabs. These links take the user to pages where multiple budget items can be added.

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.

Delete Budget Detail: Will delete entire budget detail for consortium member, institution, or school being viewed.

Edit Budget Detail: One page to edit all budget detail entries.

Prev Next|

Slide 43

Budget Pages: Budget Summary

To Enter Indirect Costs:• Determine the indirect cost rate or amount to be

used.• Enter the rate in the indirect cost percent field at

the bottom of the budget grid. OR Enter an amount in the indirect rate dollar

amount field. MEGS will check to see if the amount is at or below the approved rate.

• Click the Save button. If the rate or amount is greater than the maximum allowed, an error message will appear at the top of the page requesting the user to use a lower rate or amount.

• The proper indirect rate will be displayed and saved.

Budget Totals: • The budget totals are displayed with function

codes along the left side and object codes across the top. • Budget totals are changed automatically when

new budget items are added to the grant.• Allocation is listed at bottom of form.

Indirect rate: coming soon, enter amount only. MEGS will check.

Prev Next|

Slide 44

Budget Pages: Budget Summary (continued)

Agency Budget List

This list displays all agencies that are included in the application as consortium or grant members.

The information provided in this list is the consortium/grant member name and the total amount of the budget items entered into MEGS for each member.

The sum of the amounts transferred to consortium members is shown in Outgoing Transfers (Function Code 400) on the Budget Summary.

The agency name provides a link to the Budget Detail for that agency.

Building Level Budgets: links are displayed on the Budget Summary Page. Access building level detail through this link.

Prev Next|

Slide 45

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.

0304 Budget detail may be brought forward.

Each grant has different rules for budgets. Ask!

Prev Next|

Slide 46

Budget Pages: Edit Budget Detail

Edit Budget Detail gives the user one place to update an entire budget.

The same budget rules are enforced: Only one object class per entry, except for Salaries and Benefits.

Allows for direct editing of amounts.

Delete entries:• Mark items to be deleted.• Save selections to Delete.(In Windows you use the Start button to shut down your computer.)

Any errors will be displayed during Error check.

To check for errors, use your Error link.

Prev Next|

Slide 47

Budget Pages: Delete Budget Detail

Use Delete Budget Detail when you are ready to start over.

You clear out the entire budget detail on the page.

One chance to confirm: and then it’s gone!

Consortium Members, N or D Institutions and school level budgets are deleted separately.

Prev Next|

Slide 48

Budget Pages: Add Budget Item

To Add a Budget Item (except capital outlay):• Click the Add Budget Item tab.• Select the function code from the drop down list.• 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.• For personnel entries, enter either FTE or hours.• After completing the entries, click the Add Item

button.

To add a capital outlay item ($5,000 or more per item), use the Add Capital Outlay Quick Link.

To Edit a Budget Item: Access the budget item from theBudget 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.

Prev Next|

Slide 49

A Local Agency Share of 100% is required for Section 57.3 Advanced/Accelerated grant applications. Read the directions for requirements for your grant.

To Add Local Agency Share:• Click the Add Budget Item tab.• Select the function code from the drop down

list.• Indicate Local Agency Share in the dropdown.• Provide a description of the budget item.• Enter amount(s) in the box(es) beneath the

appropriate Object Code(s).• After completing the entries, click the Add Item button.

Local Agency Share budget items are displayed in the Budget Detail, at the bottom of the page.

Budget Pages: Adding Local Agency Share

Prev Next|

Slide 50

Budget Pages: Adding Local Agency Share – Even Start

A Local Agency Share ranging from 10% to 65% is required for Even Start grant applications, depending on the number of years the project has been funded.

To Add Local Agency Share:• Click the Even Start-Local Contribution link

on the Application Menu.• Click the Add Budget Item tab on the Local

Contribution Budget Detail page.• Select the function code from the drop down

list.• Provide a description of the budget item.• Enter amount(s) in the box(es) beneath the

appropriate Object Code(s).• After completing the entries, click the Add Item

button.

Local Agency Share budget items are displayed in the separate Local Contribution Budget Detail.

Prev Next|

Slide 51

Budget Pages:Quick Budget Entry

• Allow users to enter up to ten budget items at one time

• Broken into three categories: – Personnel items– Other items – Capital Outlay items (quantity

and justification must be entered)

• Help users with slower Internet access by allowing them to add bulk quantities of budget items

Prev Next|

Slide 52

Available in Consolidated and Safe & Drug Free grant applications

Indicating Transferability:

• Check box if budget item will be transferred to another eligible grant. LEA Eligibility Rules will be enforced by consultants.

• Select the grant to which the item will be transferred from the drop down list.

• Enter all required information for the budget item and click Add Item.

Transferred budget items will be displayed inthe Budget Detail for the grant they weretransferred from under Transferable Items. The percentage of the grant being transferred will also be calculated.

Budget Pages:Add Budget Item: Transferability

Prev Next|

Slide 53

Budget Pages: N or D Institution, School Budget and

Consortium/Grant Member Budget Information

To Add Budget Items for N or D Institutions, Schools and Consortium/Grant Members:

• Click the underlined name of the institution, school or consortium/grant member in the appropriate table at the bottom of the Budget Summary page.

• Click the Add Budget Item tab on the Budget Detail page for that agency.

• Follow the instructions to enter budget information.

• Note: You can add indirect rates for consortium members individually.

N or D institutions, schools and consortium/grant members don’t have Budget Summary pages. Budget items for institutions, schools and consortium/grant members are displayed in separate Budget Details. School budget items are also shown in the district’s Budget Detail and identified by school name.

Prev Next|

Slide 54

The Composite Budget is included in Special Education grant applications.

It displays staff FTEs and budgeted amounts by type of program (program code).

It is accessed by clicking the Composite Budget tab on the Budget Summary page.

Special Education & Early On:Composite Budget

Prev Next|

Slide 55

The Summary of Funded Components is also included in Special Education applications. It compiles all budget items by agency across all funding sources in the application. The page displays personnel items, purchased services and supplies and materials.

For personnel, Total FTE and the FTE for each funded source is shown.

The ‘Other’ Column shows the difference between total FTE and FTE subtotals.

For purchased services, items appear as a “C” in the field.

For supplies and materials, items appear as an “X” in the field.

Summary of Funded Components

Prev Next|

Slide 56

Program Information

Program information pages are unique for each grant.

Prior year information can be brought forward by checking the Copy Previous Grant box on the grants selection screen that is displayed when an application is initiated.

Has this page been updated since last year?

Some grants default to “Has not been reviewed” and requires the applicant to select “No” or “Yes.”

Other grants default to “No” and allow the applicant to select “Yes” if the information has changed.

Prev Next|

Slide 57

Program Information:

SCHOOL DISTRICT CONSOLIDATED PLAN No Changes•No action

New Plan: •Update pages•Attach new plan

Changes to the Existing Plan: •Update page numbers•Plan Revision template

Prev Next|

Slide 58

Attachments to Applications

Many MEGS Applications have optional or required attachments. The process for adding attachments is the same for all applications.

The link to the page where attachments are uploaded is found in the Attachments section of the Application Menu.

To Upload Attachments:

• Enter a title for the file.

• Click Browse and find the file.

• Select the file and click Open.

• Click Upload Attachment.

• To view the attachment, click the link on the Application Menu page or on the page where the attachment is uploaded.

• To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment.

Prev Next|

Slide 59

Submission of Grants in MEGSCheck Errors First

• MEGS performs a check for technical errors and will present the information on this page.

• Run the error checking until the screen indicates:

No errors have been detected in this application.

Prev Next|

Slide 60

Submission of the Application

To Submit an Application:• Review Errors on the Application Menu.• Notify Authorized Official that the application is

complete. • AO clicks the Submit Application button on

the Application Menu.• If there are any errors, an error list will be

generated.• Once all errors are corrected, return to the

Application Menu and click Submit Application.

• The next page will present conditions that must be agreed upon when submitting the application.

• After reading and agreeing with the conditions, click the I Agree button to continue.

• MEGS will display a confirmation page. Print this page to keep as a record of the submission of the application. A link to allow you to access the confirmation page will be created on the Application Menu.

• MEGS will notify the district administrator and the application Main Contact by email that the application has been received by MDE.

Prev Next|

Slide 61

Application Status LevelsApplication Status Levels

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.

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

Prev Next|

Slide 62

Viewing and Responding to Comments

To View Comments from Consultants:

• 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 from Consultants:

• 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.

Prev Next|

Slide 63

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 Modifications link on the Application Menu.

Level 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

Prev Next|

Slide 64

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 Modifications link 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.

Prev Next|

Slide 65

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.

Prev Next|

Slide 66

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.

Prev Next|

Slide 67

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 button the Reports and Contact Information screen.

• Enter MEIS Account number of the contact person and click the Save button.

Prev Next|

Slide 68

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

Prev Next|

Slide 69

Special Education: Interim Expenditure Reporting

Requirements

• USDOE requires states to report Federal expenditures annually

for two year grants

• Expenditures reported for July 1-June 30

– Year 1 and Year 2

• Grants affected:

– Flowthrough, Preschool, Early On

– Other grants report expenditures using DS-4044

• State cost reporting IS NOT affected

• DS-4044 Reporting to be done using MEGS data (July 2004)

Prev Next|

Slide 70

Interim Federal Expenditure Reporting Decisions

• No Carryover Budgets for any Special Ed grants

• Guidance: budget 100% of the allocation

• May require amendments to budget

• Collect Interim Expenditures in MEGS, based on composite budget

• Prototype to test concept

• IFER ready by July 15

Prev Next|

Slide 71

Interim Expenditure Reporting

0405 (Red) grants will not have a Carryover Option for 04XXXX funds

The 04XXXX funding source is only in the 0304 (Green) grant

Amend 0304 Regular Grants and update 04XXXX budgets to 100% of allocation

The Green grant (0304) may have a Carryover Budget for 03XXXX funds

Prev Next|

Slide 72

DS-4044 Concept

• Grants in MEGS will use new MEGS interface

• GCMRS security is used

• Access MEGS from the Project Listing screen• Report by function code detail using IFER

interface like (Composite Budget)

• Signed for in usual manner

• Some terminology changes: Local Share

Prev Next|

Slide 73

DS-4044:MEGS Entry Point

Alert your business people. MEGS grants will complete DS-4044 Reporting in MEGS. Details to follow.

Prev Next|

Slide 74

Questions?

MEGS in General

Specific Grants