PrevNext | Slide 1 WELCOME TO THE MEGS SYSTEM SPECIAL EDUCATION Created:

PrevNext | Slide 2 MEGS Michigan Electronic Grants System

PrevNext | Slide 3 The Michigan Electronic Grants System Getting set-up in MEGS Security Levels Authorized Officials Modifications, Amendments Permissive Use of Funds EOSD Program Designs Interim Federal Expense Report (IFER) DS-4044 reporting MEGS PROCESS

PrevNext | Slide 4 WHAT IS NEEDED TO USE MEGS An Internet Connection Web Browser - IE Netscape 7.0+ Adobe Acrobat 4.0+ A Valid MEIS Account entered in MEGS *Internet Explorer RECOMMENDED

PrevNext | Slide 5 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 Can be accessed from multiple machines at same time Best viewed through Internet Explorer No preferred sequence for navigating in MEGS MEIS accounts must be entered in MEGS Confirm your address

PrevNext | Slide 6 WHAT IS ADOBE ACROBAT READER AND DO 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 PDFs 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 from MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

PrevNext | Slide 7 WHAT IS MEIS AND HOW CAN AN ACCOUNT BE OBTAINED? MEIS is the: M ichigan E ducation I nformation S ystem. MEIS provides one system for the management of user accounts for a variety of MDE applications. In order to use MEGS 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:

PrevNext | Slide 8 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. Need to reset your password? Call the MDE Helpdesk: Note: Every MEIS application has its own security system.

PrevNext | Slide 9 HOW TO ACCESS MEGS The first screen provides a link to the login screen and a link to the MEGS Website: MEGS Website has: - training materials - presentations - allocation information - MEIS information - general information Once your MEIS account is entered in MEGS, you can log in:

PrevNext | Slide 10 THE MEGS WEBSITE Click on Training to receive this power-point and other training materials.

PrevNext | Slide 11 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. If you receive a message about becoming a Peer Reviewer, you have not been entered into MEGS yet.

PrevNext | Slide 12 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 browsers 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.

PrevNext | Slide 13 DESIGNATING AUTHORIZED OFFICIALS Two Authorized Officials per district Authorized by the Superintendent Print and send in the MEGS Electronic Form Very quick turn- around Log-in to check

PrevNext | Slide 14 MEGS – User Flow Authorized Official (Level 5) Initiates Application (Opens) Assigns Users to Application (At least one Level 4 user) Grant Administrator (Level 4) Completes Application Authorized Official (Level 5) Submits Application

PrevNext | Slide 15 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 Notify Authorized Officials to submit applications, modifications and amendments Can add/delete consortium/grant members or participating agencies to an application

PrevNext | Slide 16 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 cannot save to any other portions of the grant. Level 3 Consortium/Grant Member-Authorized Officials All 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 data and budget information. Level 2c - Financial Officers This level has the ability to input and edit budget data only. Level 1 – Viewers This level has the ability to view all parts of the application. Cannot input or edit any information.

PrevNext | Slide 17 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: are blue are green are red are blue

PrevNext | Slide 18 ADDING NEW USERS TO MEGS Authorized Officials (level 5s only) All new users must be entered into the MEGS system Select the Add Users to MEGS link Key in the MEIS number (up to ten users can be added) Click on Verify If the information is correct, click on Save

PrevNext | Slide 19 ADDING USERS TO THE APPLICATION Users may be added externally from the application or inside the particular application. External Select application security level(s) Select the contact person then select each application and security level assigned to that user Save Users can be added even if the application is already initiated.

PrevNext | Slide 20 MAIN MENU Main Menu Options View/Edit Delete Application Amend Application View Reports View History Buttons are controlled by the status of the applications.

PrevNext | Slide 21 APPLICATIONS EOSD – Enhancing Opportunities for Students with Disabilities FLOWTHROUGH – IDEA Part B TMT – Technology, Materials and Training grant REMINDER: Due Dates are July 1, 2005

PrevNext | Slide 22 MAIN MENU : Initiating an Application (5s) From the Main Menu: Select the specific Special Education Grant (FY-2006) application from the drop down list. Option to initiate the grant disappears once the grant is initiated. Special Education:Preschool (FY-2006) IFER::Preschool (FY-2006) IFER:Flowthrough (FY-2006)

PrevNext | Slide 23 APPLICATION MENU Application Menu Header Details Application Information Management Activities General Information Budget Pages Program Information Attachments Submitting the Application

PrevNext | Slide 24 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.

PrevNext | Slide 25 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: 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 (last years illustrated).

PrevNext | Slide 26 GENERAL INFORMATION: Grant Contact and Fiscal Agent and Consortium/Grant Member Information You cannot change the Fiscal Agent Information. This must be done through the School Code Master Select the Main Contact for this application

PrevNext | Slide 27 TWO YEAR BUDGETS

PrevNext | Slide 28 BUDGET PAGES Add an item NEW ITEMS Select Year 1 or Year 2 to indicate the year for the budget item Select one of the following Funding Options: Coordinated Services System Early Intervening Services ESEA Maintenance of Effort School Based Improvement Planning Schoolwide Programs under Title 1 Select the Building Code for this Permissible Funding item.

PrevNext | Slide 29 Quick links QUICK LINKS This enables you to enter more than one item at a time. CANNOT be used for Permissive Funding.

PrevNext | Slide 30 Composite Budget

PrevNext | Slide 31 Composite Budget Related Links

PrevNext | Slide 32 BUDGET PAGES: Budget Summary 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 Indirect Costs: Enter the rate in the indirect cost percent field at the bottom of the budget grid. Contact Information: Enter the names and phone numbers

PrevNext | Slide 33 BUDGET Calculation of State Aid Cap Worksheet You must select SAVE for fields to populate in this sheet.

PrevNext | Slide 34 Summary of Funded Components This compiles all budget items by agency across all funding sources in the application.

PrevNext | Slide 35 PROGRAM INFORMATION Program Design

PrevNext | Slide 36 PRE-SUBMISSION Check Errors First MEGS performs a check for technical errors and will present the information on this page. Clicking on the link will take you to the page with the error. Run the error checking until the screen indicates: No errors have been detected in this application.

PrevNext | Slide 37 SUBMISSION 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 that the application has been received by MDE.

PrevNext | Slide 38 APPLICATION 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 inprogress 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 Consultant Set Status Levels Review In Progress Modifications Required Program Office Review Complete Grant Funds Available to The Applicant

PrevNext | Slide 39 VIEW 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.

PrevNext | Slide 40 Interim Federal Expenditure Reporting (IFER) USDOE requires states to report federal expenditures annually for two year grants. Flowthrough and Preschool reporting of State Cost is not affected

PrevNext | Slide 41 IFER Year One Process Year ONE Agency initiates IFER MEGS populates IFER fields from the approved budget Agency submits IFER DOE approves IFER

PrevNext | Slide 42 IFER Year Two Process Year TWO Agency AMENDS IFER Agency selects Review Grant Criteria link and selects apply now to the second year IFER MEGS starts with the approved grant budget, then deducts the first year IFER and populates the fields with the remainder. BUDGET – IFER1 = IFER2

PrevNext | Slide 43 DS-4044 The IFERS will pre-populate the DS GCMRS security is used Signed for in usual manner Upcoming features Complete re-write of the GCMRS system to coordinate with MEGS.

PrevNext | Slide 44 Questions? For MEGS or other technical questions contact: Judy Byrnes (517) Special Education Help Desk