Komen Grants eManagement System GeMS

Why Online Grants  Reduce the amount of administrative paperwork being completed by applicants and grantees.  Provide one central location for all Komen applicants and grantees to complete all tasks associated with the Komen grant process.  Assist grantees in evaluating their project.  Provide the Affiliate more time to build relationships with applicants and grantees. 2

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. 3

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. 4

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. 5

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. 6

User Roles The Project Director must be the first individual at your organization to register. The Authorized Signer must register and be validated/approved prior to the creation of the organizations first application. 7

Registration 8

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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 communications as part of the registrations process: Registration Submitted Access Granted 11

User Approval Project Directors will be approved/validated by an Affiliate representative. All other users will be approved/validated by the organization’s Project Director. 12

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User Homepage 14

Application Initiation 15 From the User Homepage, click the “View Opportunities” button.

Application Initiation 16 For grant programs you are eligible to apply for you will see an “Apply Now” button under the description of the grant. Click the “Apply Now” button to continue to initiate a new application.

Application Initiation 17 A confirmation page will appear. By clicking the “I agree” button you will initiate a new application.

Application Menu 18

Application Pages 19

Application Pages 20 We will now enter the GeMS System and review each page of the application. Important Reminders: Always select the Save button before leaving a page. Utilize the navigation links at the bottom of the page. Always refer to the RFA while completing the application.

Application Submission 21 Project Director must change the status of the application to “Authorized Signature Required”. Authorized Signer must finalize the submission by changing the status to “Application Submitted”.

Application Submission 22 Click on “Open My Tasks”. Select the grant you would like to submit from your task list.

Application Submission 23 Click on “View Status Options” to review the available statuses for the application.

Application Submission 24 Click “Apply Status” under the appropriate status.

Application Revision 25

Application Revision 26 From the user homepage, click the “My CG Applications” tab at the top of the page.

Application Revision 27 Search for all applications in the status “Budget Revisions Required”.

Application Revision 28 Select the application name for the project in which revisions are required.

Application Revision 29 From the CG Application Menu, select “View Forms” below “View, Edit and Complete Forms”.

Application Revision 30 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.

Application Revision 31 Review the notes provided by the Affiliate and make any necessary changes. ****Repeat previous steps for all pages marked with notes.

Application Revision 32 Once all revisions are completed, return to the application menu and select “View Status Options” under change the status.

Application Revision 33 Select “Apply Status” under Authorized Signature for Budget Revisions Required.

Application Revision 34 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.

Application Revision 35 They will select “Apply Status” under Application Budget Revisions Submitted

Contract Acceptance 36

Contract Acceptance 37 The Authorized Signer will select “MY CG Applications” at the top of the user homepage.

Contract Acceptance 38 Search for all applications in the status “Contract Acceptance Required”

Contract Acceptance 39 Select the Application name for the project the contract is being reviewed for.

Contract Acceptance 40 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 41 Complete the “Contract Acceptance” page. At this time the Insurance Certification and W9 must be uploaded and the contract must be accepted or declined.

Contract Acceptance 42 Return to the application menu and select “View Status Options” under Change the Status.

Contract Acceptance 43 If the contract is accepted select “Apply Status” under Contract Accepted.

Contract Acceptance 44 If the contract is declined select “Apply Status” under Contract Modifications Requested.

Contract Modifications 45 Return to the application menu. Select “View Forms” under View, Edit and Complete Forms.

Contract Modifications 46 Select the “Contract Modification Request” page from the application page list.

Contract Modifications 47 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.

Contract Modifications 48 Return to the application menu and select “View Status Option” under Change the Status.

Contract Modifications 49 Select “Apply Status” under Contract Modifications Submitted.

Contract Modifications 50 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.

Contract Modifications 51 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.

Contract Modifications 52 If the contract and letter of clarification are accepted, return t the application menu and select “View Status Options” under Change the status.

Contract Modifications 53 Select “Apply Status” under Contract Accepted.

Progress and Final Reports 54

Report Creation 55 From the User Homepage, click the “My CG Applications” tab at the top of the page.

Report Creation 56 Search for all applications in the status “Grant Awarded”.

Report Creation 57 Select the Application name for the project the progress or final report will be created for.

Report Creation 58 From the CG Application Menu, select “View Related Items” below Examine Related Items.

Report Creation 59 Select the name of the report you would like to create. Select “I agree” to continue the creation of the report.

Report Creation 60 At this point the report menu will automatically open.

Report Completion 61 From the User Homepage click the “My CG Reports” tab at the top of the page.

Report Completion 62 Search for all reports in the status “CG Progress Report: Progress Report in Progress” or “CG Final Report: Final Report in Process”.

Report Completion 63 Select the report name for the project the progress or final report you would like to complete.

Report Completion 64 Select “View Form” under View, Edit and Complete Forms.

Report Completion 65 Complete each of the report pages.

Report Submission 66 From the user homepage, the Project Director will click the “My CG Reports” tab at the top of the page.

Report Submission 67 Search for all reports in the status “CG Progress Report: Progress Report in Process” or “CG Final Report: Final Report in Process”.

Report Submission 68 Select the report name for the project the progress or final report you would like to complete.

Report Submission 69 Select “View Status Options” under Change the Status. Click “Apply Status” under Authorized Signature Required.

Report Submission 70 The Authorized Signer will now log into GeMS and click “Open My Tasks” and select the name of the report they would like to submit.

Report Submission 71 Click “View Status Options” to see the possible statuses. Click “Apply Status” under Report Submitted.

Grant Changes 72

Amendment Submission 73 From the User Homepage, click the “My CG Applications” tab at the top of the page.

Amendment Submission 74 Search for all applications in the status “Grant Awarded”.

Amendment Submission 75 Select the Application name for the project the amendment will be created for.

Amendment Submission 76 From the CG Application Menu, select “View Status Options” below Change the Status.

Amendment Submission 77 Select “Apply Status” under Amendment Requested.

Amendment Submission 78 Return to the Application Menu and select “View Forms” under View, Edit and Complete Forms.

Amendment Submission 79 Select the “Request for Change” form and then complete and save the form.

Amendment Submission 80 Return to the Application Menu and select “View Status Options” under Change the Status. Select “Apply Status” under Authorized Signature Required for Amendment Submission.

Amendment Submission 81 Authorized Signer will log into GeMS and select “Open My Tasks”. They will select the application amendment that you would like to submit in the task list. Select “View Status Options” under Change the Status. Select “Apply Status” under Amendment Submitted.

Amendment Submission 82 If your change request is approved, your application will be placed into “Grant Amendment Approved” status. At this time the amendment must be resubmitted. From the User Homepage, click the “My CG Applications” tab at the top of the page.

Amendment Submission 83 Search for all applications in the status “Grant Amendment Approved”.

Amendment Submission 84 Select the Application name for the project the amendment will be created for.

Amendment Submission 85 From the CG Application Menu, select “View Forms” below View, Edit and Complete Forms. Enter the application pages that the amendment affects and make the necessary changes to those pages.

Amendment Submission 86 Return to the Application menu and select “View Status Options” under Change the Status.

Amendment Submission 87 Click “Apply Status” under Authorized Signature Needed for Amendment Resubmission.

Amendment Submission 88 Authorized Signer will log into GeMS and click “Open My Tasks”. They will then select the Application amendment that they would like to resubmit from their task list. Select “View Status Options” under Change the Status. Select “Apply Status” under Amendment Submitted.

Helpful Hints 89

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. 90

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. 91