Florida Weatherization Assistance Program Reporting & Information Management eGrants & GAS Norm Gempel, Manager Florida Department of Community Affairs 2007 National Training Conference December 2007

The eGrants System Online Data Processing System Electronic BWR and FSR Electronic Quarterly WAP-LH Reporting All agencies are “on-line” Major components have been completed.

The eGrants Process Login Select Program Select Contract Enter Job Number Enter BWR Information Close BWR(s) Edit FSR (do not edit until ALL BWRs are closed) Submit FSR Fax Signed FSR to Your Consultant

eGrants Login www.dca.state.fl.us/fhcd/egrants/login.cfm Enter username and password. Contact your consultant at 850.487.7541 regarding assignment or modification of your username and password.

Social Security Number (SSN) Check allows agency intake staff to check applicants against the entire statewide data base of previous Weatherization clients.

eGrants - Desktop Then, Click on Contract Number to Select. First, Select Program. FSR Listing and Current Month BWR’s Reflect Selected Contract Number. Client Name Client Name

eGrants – FSR Listing Each Contract has a FSR Listing Subgrantee Name and FEID Number Click to display the selected contracts FSR Listing. Contract Number Each Contract has a FSR Listing This listing will reflect the status of requests for payment and payments made/approved during the contract period.

FSR Listing, continued Creating an FSR with No BWRs Click Click Subgrantee Name and FEID Number Contract Number Click Click Creating an FSR with No BWRs The reporting period for FSR’s is monthly. Subgrantees must submit an FSR by the tenth day of the month following the reporting period. For reporting periods with no units completed (no BWR’s), subgrantees will submit an FSR with a zero payment request.

eGrants - FSR for No BWR’s Click Subgrantee Name Sugrantee Address Contract Number

FSR for No BWR’s, continued No BWR FSR: Do not enter/report expenditures. First, enter name, title and date of authorized signature. Then, click Save/Next. Failure to click on the Save/Next button will result in the loss of data entered.

Printing a single page FSR

FSR for No BWR’s, continued Click here to return to the FSR Listing page. Subgrantee Name Sugrantee Address Contract Number

eGrants – Submitting an FSR Subgrantee Name and FEID Number Program Contract Number Click here to submit the FSR to your consultant for processing. Click here to submit the FSR to your consultant for processing. Click here to submit the FSR to your consultant for processing.

Submitting an FSR, continued Subgrantee Name and FEID Number Program Contract Number Click OK.

Submitting an FSR, continued Subgrantee Name and FEID Number Program Contract Number Your FSR has been submitted for payment processing.

eGrants - Desktop After selecting the Program and Contract Number, click on BWR Listing to review and enter BWRs. Subgrantee Name and FEID Number Program Contract Number Sub grantee Username Client Name Client Name

eGrants - BWR Listing Viewing BWRs Subgrantee Name and FEID Number Program Contract Number Viewing BWRs A BWR Listing is compiled as BWRs are created. When all BWRs are complete, each BWR is closed to create your monthly FSR. Each FSR’s corresponding BWR Listing may be viewed by first viewing the FSR and then clicking on the “View BWR Listing” button.

eGrants – Creating BWRs Subgrantee Name and FEID Number Contract Number First, Enter Job Number Then, Click on Create new BWR Assigning Job Numbers Use at least eight characters 2 for program year = 05 2 for program = WX or LH 2 for County 2 for unit number = 01, 02, 03 Use first assigned job number for all programs = 05WXAL01

eGrants – Client Intake Form Subgrantee Name and FEID Number Contract Number This has been updated and only requires the last four digits. Then, click on Search by SSN

eGrants – Search by SSN Contract Number Subgrantee Name, FEID and Contract Number 04WX-4Y-15-15-15-515 W.X. Client 1234 A Street Click here to pre-fill the Client Intake Form with this client’s information. A contract number, client name and unit address will be listed if services had been provided to this SSN under another program or in a prior program year. If the client listed is eligible for additional services (10 year rule), click on the client’s name. Information related to the prior client record will pre-fill the BWR. Review the record for completeness and current accuracy.

Search by SSN continued Contract Number Subgrantee Name, FEID and Contract Number Click If no record is retrieved, click on the Back button to return to the Client Intake Form for data entry.

Client Intake Form, continued Subgrantee Name BWR Weatherization Contract Number After entering/reviewing data in all fields, click on the Save/Next button. Failure to click on the Save/Next button will result in the loss of data entered/updated.

eGrants – Client Intake Form, Part II Subgrantee Name Subgrantee Name BWR Weatherization Contract Number Contract Number First, enter annual income. After entering data in all fields, click on the Save button. Then, click on Save/Next.

eGrants – Household Information Subgrantee Name Contract Number Subgrantee Name BWR Weatherization Save/Next.

Household Information, continued Total All household residents Verify income eligibility People in House All characteristics Units by Occupancy Client only All characteristics (of client, ie Elderly and Handicapped) Units by Type Choose one

eGrants – Required Measures Subgrantee Name BWR Weatherization Contract Number Use the Comments Field to address required measures with no costs. See Section Two of the WAP Manual for required comments. After addressing all required measures, click on the Save/Next button.

eGrants – Infiltration Reduction Measures Subgrantee Name Subgrantee Name BWR Weatherization Contract Number Contract Number Infiltration Reduction Costs are limited by the data provided by the NEAT/MHEA Output report. See Section Two of the WAP Manual for Output Report analysis guidelines.. After entering costs, click on the Save/Next button.

eGrants – Weatherization Measures Subgrantee Name BWR Weatherization Contract Number Weatherization Measures Costs are limited by the data provided by the NEAT/MHEA Output report. See Section Two of the WAP Manual for Output Report analysis guidelines. Incidental Repair Costs are limited to $600 and must be related to infiltration measures. Click

eGrants – Readings First, enter annual income. Subgrantee Name Subgrantee Name BWR Weatherization Contract Number Contract Number First, enter annual income. After entering data in all fields, click on the Save button. Then, click on Save/Next.

eGrants – BWR Listing First, enter annual income. Subgrantee Name BWR Weatherization Contract Number Contract Number First, enter annual income.

eGrants – Close BWR and Create FSR Subgrantee Name Subgrantee Name BWR Weatherization Contract Number Contract Number First, enter annual income. After entering data in all fields, click on the Save button. Then, click on Save/Next.

eGrants – Edit FSR After entering data in all fields, click on the Save button.

eGrants – Edit FSR, continued

eGrants – Edit FSR, continued

eGrants – Edit FSR, continued

eGrants – Submit FSR

eGrants – Submit FSR, continued

eGrants – DCA Receives FSR

eGrants – DCA Receives FSR continued

eGrants – FSR Re-submitted

eGrants Call Your Consultant for a Username and Password Call Your Consultant whenever you encounter problems Use eGrants for All Programs WAP WAP-LIHEAP CSBG LIHEAP

Future Plans for eGrants: Combining Contracts Semi-Annual Reports Electronic Signatures

Grants Administration System

PENDING REIMBURSEMENT REQUESTS This screen represents the firewall protecting our system. Local agency submissions are reviewed from this screen, and only when they are correct is the data allowed into the Grants Administration System.

Submitted FSR

JOBS

CLIENT INFO

Allows state staff to check agency requests against database of all state Weatherization recipients.

Request Approved & Accepted

SUBGRANTEE LISTING

CONTRACT DETAIL

Data Stored in GAS

To revisit stored data

Reports

Future items: Combining Contracts Electronic Signature “STOP” – missing data Measures reports