PrevNext | Slide 1 Michigan Electronic Grants System September 10, 2009 IMPROVING TEACHER QUALITY APPLICATION Created:

PrevNext | Slide 2 The Michigan Electronic Grants System Getting set-up in MEGS Security Levels Authorized Officials Modifications, Amendments Final Expenditure Reporting MEGS PROCESS

PrevNext | Slide 3 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 4 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 5 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: (517) Note: Every MEIS application has its own security system.

PrevNext | Slide 6 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 7 THE MEGS WEBSITE Click on “Training” to receive this power-point and other training materials.

PrevNext | Slide 8 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 9 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.

PrevNext | Slide 10 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 11 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 12 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 13 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 14 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 red are blue are green

PrevNext | Slide 15 ADDING NEW USERS TO MEGS Authorized Officials (level 5’s 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 16 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 17 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 18 MAIN MENU : Initiating an Application (5’s) From the Main Menu: Select the Improving Teacher Quality Grant (FY-2010) application from the drop down list. Select the Apply button. This will send the user to the Application Menu.

PrevNext | Slide 19 APPLICATION MENU Application Menu Header Details Application Information Management Activities General Information Budget Pages Program Information Attachments Submitting

PrevNext | Slide 20 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 21 GENERAL INFORMATION: Grant Contact and Fiscal Agent Information This application has two contacts, a Main Contact and a Project Director. 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. Contact Use if you want to specify another contact to receive a copy of the s.

PrevNext | Slide 22 GENERAL INFORMATION ADD/REVIEW PARTNERS If this is a “roll-over” from last year, review each partner and then change the drop-down to “Yes”. When adding partners for an initial grant, notice that you need to select the partner, click go and then make the changes.

PrevNext | Slide 23 GENERAL INFORMATION PARTNER INFORMATION After you have added all of your partners, the Partner Information page will display their information.

PrevNext | Slide 24 GENERAL INFORMATION Verification of Collaborative Planning Two part process –Complete the page –Upload a copy of the agenda and list(s) of the participants.

PrevNext | Slide 25 GENERAL INFORMATION Grant Categories Select the category that you will be applying for:

PrevNext | Slide 26 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 27 BUDGET PAGES: Budget Detail To enter your detail: Click on the Add Budget Item tab Select the appropriate function code (If the item is your local agency share, select the drop-down menu) Provide a description and amount (If Salary, complete the FTE or Hours box) Click on Add Item to save and continue Use the tabs to Add or Edit the budget items

PrevNext | Slide 28 PROGRAM INFORMATION Narrative Rubric A Rubric is provided to assist with your narrative.

PrevNext | Slide 29 PROGRAM INFORMATION Narrative Upload the narrative, paying attention to the requirements.

PrevNext | Slide 30 PROGRAM INFORMATION Abstract Upload the Abstract

PrevNext | Slide 31 ATTACHMENTS Miscellaneous An additional attachment page is provided for you. It is NOT required

PrevNext | Slide 32 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 33 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 34 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 35 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 36 Questions? For MEGS or other technical questions contact: