NYS Division of Homeland Security and Emergency Services Tutorial - Creating a Grant Application To access DHSES E-Grants you must have a Username and Password. Please contact DHSES at grants@dhses.ny.gov if you need to request a username and password.

When you first access DHSES E-Grants, the Access Notice page will be displayed. This page notifies the user that a secure system is being accessed. Click on the Electronic Submission Notice button to proceed.

The Electronic Submission Notice must be read and acknowledged before accessing the system. Once you have read the notice, please click the Accept button and the login screen will appear. HINT: Since this is a web based system you will be timed out after 30 minutes of inactivity. Hit SAVE often. Also if you have a lot of narrative to enter into E-Grants, type the information into a word file and then copy and paste the verbiage into E-Grants.

Enter your Login Name, Password and click on the Submit button.

Once you have logged in, the Welcome to OHS E-Grants page will be displayed. Select Project from the left menu frame to open the list of projects that match the access rights of the user or to create a new project.

A list of currently active projects will be displayed A list of currently active projects will be displayed. The grid will be empty if there are no projects associated with the user. Click New to begin entering a new project.

It is VERY IMPORTANT that you select the correct Funding Program AND Funding Year. Please refer to the next slide for a list of Funding Programs.

Funding Program Choose State Homeland Security Program SHSP State Law Enforcement Terrorism Prevention Program LETPP/SLETPP Metropolitan Medical Response System MMRS New York City Urban Area Security Initiative New York City UASI Select the correct funding program from the drop down list and click Create Project. Click OK in the pop-up box.

This is the General Project Screen This is the General Project Screen. Enter the following mandatory fields: Project title – Choose one of the following based on Funding Program FY11 State Homeland Security Program FY11 State Law Enforcement Terrorism Prevention Program FY11 Urban Area Security Initiative FY11 Metropolitan Medical Response System Program Project start and end dates – 09/01/2011 – 08/31/2014 County Summary Description of the Project When completed, click on the Save button at the bottom of the page or the Save option in the left frame.

Now click on the Participants tab – Participants are Grantees and/or Implementing Agencies. The county/city should be listed as the grantee and the agency responsible for implementing the project should be listed as the implementing agency (i.e. sheriff’s department, emergency management office).

Click Add Participant. A search screen will open to search for an existing Participant. Enter full or partial name and click OK to search the database.

Choose the Participant you wish to add from the returned list by clicking on the # next to it. If the Participant is not in the database, click New to enter a new Participant.

Select the appropriate participant type (Grantee, Implementing Agency or Other). The screen will refresh and click on the Add button.

The screen will refresh again and click OK The screen will refresh again and click OK. The Participant has been added to the Project.

The sample above shows a project with multiple implementing agencies.

If the participant is not in the database, you may add them by clicking the New button.

Enter the information to add a new Participant Enter the information to add a new Participant. Required fields are: Participant Name, Address, City, State, Zip, and Employee Identification Number. Mandatory data must be entered before the record can be saved.

Next you will add Contacts to the Participant Next you will add Contacts to the Participant. E-Grants requires a Primary, Signatory and Fiscal Contact. Please designate only one person as the primary contact for the grant. This person will receive all correspondence related to the grant. If more than one participant has been chosen, use the drop-down box Contacts for Participant to select the correct participant, then click Add Contact to…..

A search screen will open to search for an existing contact A search screen will open to search for an existing contact. Enter full or partial name and click OK to search the database.

In the above example we used “test” for our search Choose the Contact you wish to add from the returned list by clicking on the # next to it. If the Contact is not in the database click New to enter a new Contact.

You will be asked to select the Contact Type You will be asked to select the Contact Type. A pop up box will appear letting you know the contact has been added. Continue selecting and adding contacts until you are finished. Remember a Primary, Signatory and Fiscal contact must be chosen.

If the Signatory Contact you are trying to add is not a registered user of E-Grants, you will get the above error message and you will not be able to add that person until they are a registered user. Please contact grants@dhses.ny.gov if you need help registering someone as a signatory contact. You can however continue working on your application.

If you need to add a new contact, click New and the screen will refresh. Select the Contact type. Required fields are First Name, Last Name, Address, City, State, Zip and Phone Number. Mandatory data must be entered before the record can be saved.

Now click the Work Plan Tab and enter the Project Goal: Prevent terrorist attacks and mitigate against man-made and natural hazards; Protect the people of New York, our critical infrastructure and key resources; Prepare to respond to and recover from both man-made and natural disasters. Click Save. Then begin filling out your Work Plan by selecting Create New Objective.

REMINDER: For SHSP/SLETPP applications, use the Reference Guide when completing the worklan tab. Please enter the text of the G&T code selected and include the appropriate objective number(s) from the State Strategy (http://www.dhses.ny.gov/planning/). Example: Develop/enhance interoperable communications system. (6.7) A new screen will be generated with several pick-list boxes. Click on the G & T Work Plan Code pick-list box and select the Work Plan Code for your first objective. Next click on the Investment Justification pick-list box and select the Investment Justification that corresponds with the objective. Enter a description of the Objective. When completed, click on the Save button at the bottom of the page or the Save option in the left frame.

REMINDER: For SHSP/SLETPP applications, use the Reference Guide when completing the worklan tab. Select the Primary Target Capability from the drop-down box for this Objective and click Add Primary Target Capability. You may also select four Secondary Target Capabilities.

Click on Add Task to this Objective when you have finished the Target Capabilities.

Enter the task you will complete to accomplish this project Enter the task you will complete to accomplish this project. Click Save and then Add Performance Measure to this Task.

Describe the Performance Measure and click Save.

This is an example of a completed work plan This is an example of a completed work plan. Remember you may have several objectives and each objective may have several tasks and performance measures.

Click the Budget tab. You must have at least one participant and a completed Work Plan before you can enter a budget. Click on Create new Budget Version for Participant.

Each budget item is inputted separately Each budget item is inputted separately. Choose the category of the budget item you are entering from the pick-list box. As you can see there are nine budget categories.

When finished with the item click Save. USE WHOLE DOLLARS Mandatory fields for a budget item are Description, Number, Unit Cost and Justification. If entering an Equipment item, an AEL Number is also mandatory (a link to the Responder Knowledge Base is provided). When finished with the item click Save.

Once you have saved a budget item, the screen will refresh and the Add Funding Allocation for this Budget item icon will appear. Click Add Funding Allocation for this Budget item. Screen will advance to the Funding Allocation Tab. You must enter a budget item before you can enter funding allocation data.

Click on the pick-list box to choose a G&T Work Plan Code that best describes the budgeted item. Only the G&T Work Plan Codes that you selected on the Work Plan tab will appear. Click Add G and T Workplan

the budgeted item. Click Add National Priority REMINDER: For SHSP/SLETPP applications, use the Reference Guide when completing the funding allocation tab. Click on the pick-list box to choose a National Priority that best describes the budgeted item. Click Add National Priority

REMINDER: For SHSP/SLETPP applications, use the Reference Guide when completing the funding allocation tab. Click on the pick-list box to choose the State Strategy Goal that the budgeted item supports. Click Add Project Priority PLEASE NOTE: We strongly encourage that you utilize the FY2011 Reference Guide as you develop your spending plans for 2011 grant funds.

Now you select a Spending Subcategory/Solution Area Now you select a Spending Subcategory/Solution Area. Only the Solution Areas that match the Funding Program (SHSP, SLETPP, MMRS, etc.) will be listed. Select the Solution Area (Planning, Organization, Equipment, Training, Exercises or M&A) that appears in the red or blue letters.

Once you select a category, the screen will refresh and the selected item will appear in red. Items related to the selected category will appear in the pick-list box. Select the appropriate Subcategory.

After selecting the subcategory, enter the dollar amount being allocated to that Subcategory and click Add Spending Subcategory. You may select multiple Solution Areas/Subcategories per budget item, but only one G&T Work Plan Code, National Priority, and Priority Project per budget item.

The total dollar amount of the subcategory MUST equal the budget item The total dollar amount of the subcategory MUST equal the budget item. Example above shows selecting two subcategories (Planning and Training) totaling $4.00. Budgeted item was $5.00. Notice there is still a field Enter a value of $1.00 or less.

Notice in the example above that the Spending Subcategories match the budgeted item. There is no longer a field Enter a value of $ or less.

Now enter the Spending Discipline for each Solution Area (Planning, Organization, Equipment, Training, Exercise and M&A) that you choose previously. Select the Solution Area (POETE) that appears in red or blue lettering.

Once you select a category, the screen will refresh and the selected item will appear in red. Items related to the selected category will appear in the pick-list box. Select the appropriate Discipline.

After selecting the Discipline, enter the dollar amount being allocated to that Discipline and click on Add Spending Discipline. You must select the same Solution Areas (Planning, Organization, Equipment, Training, Exercise and M&A) for both the Spending Subcategory and Spending Discipline. (See next slide)

In regards to the above example, you must choose an Exercise Discipline for $1.00; Training Discipline for $2.00 and Planning Discipline for $2.00. You may choose more than one Discipline per Solution Area (i.e. under Planning Discipline you may choose Planning-Fire Service for $2.00 or Planning-Fire Service for $1.00 and Planning-Law Enforcement for $1.00. Both total $2.00 which is the amount allocated to the Planning Subcategory).

In regards to the above example, you allocated $2 In regards to the above example, you allocated $2.00 for Training Subcategory, but for Training Discipline you chose $3.00 so you received an error message when you clicked Finished with this Item.

This is how the Funding Discipline tab should look when everything matches. Click on Finished with this item. The screen will refresh back to the budget tab to add additional budget items. You need to complete the Budget and Funding Allocations Tabs for each budget item.

This is a sample of a completed budget.

Next, you must upload the completed application worksheet. Click Attachment on the left frame.

Click on New to attach a file to your application Click on New to attach a file to your application. Please note the appropriate file types that can be uploaded.

File names cannot have any special characters (i. e. # or File names cannot have any special characters (i.e. # or *) or be more than 100 characters. Click Browse to navigate to the file location and select the appropriate file. Once the file is selected, click Upload to send the file. Click Browse to add another file, or click Go Back to List to view the list of files that have been attached to the application.

The worksheet can be found at: REMINDER: The Application Worksheet is a REQUIRED attachment for your FY2011 application. The worksheet can be found at: http://www.dhses.ny.gov/grants/ The list of file(s) that have been attached to the application appears. You may click on the file name to view the file.

Next, click the Question tab Next, click the Question tab. There is only one question for your FY2011 application. It is a reminder to upload the required application worksheet (see slides 50-53). Click on the question, enter your answer and click on Save.

The screen will refresh and your answer will appear.

The final step before submitting your application is to certify the Federal Assurances. Click the Acceptance Tab. Click Assurance #1.

The screen will refresh with the Assurance The screen will refresh with the Assurance. Click the Certify button on the bottom of the screen after you have finished reading the information thoroughly. The screen will refresh again and your name will appear in the Certified by box with the current date.

By certifying the assurance you are NOT submitting your application. See Slide 59 on how to submit your application. Your Assurance has been certified.

Now you are ready to submit your application Now you are ready to submit your application. In the left frame click on the word Submit. A pop-up box will appear asking if you are sure you want to submit this project. Click OK.

E-Grants will generate a printable Required Fields Report (above) to guide you in finishing your application. Return to your application to enter the missing information and submit again.

You will receive the following message when your application is submitted. DHSES will be notified that an application was submitted. The primary and signatory contacts will also receive an e-mail that an application was submitted.

View and print your entire application. Once submitted, your application will be locked but you may still view your information. Notice the Locked indicator in the left frame. Also notice that the project status has changed to “Application Received”. You may view and print your entire application by clicking Application from the left frame. You will be contacted by a Program Representative regarding your application.