Michigan Electronic Grants System MEGS mde. state. mi

Michigan Electronic Grants System MEGS http://megs. mde. state. mi
Michigan Electronic Grants System MEGS Career Initiatives Office of Career and Technical Preparation Last Updated: 1/24/2006

The Michigan Electronic Grants System
MEGS Update The Michigan Electronic Grants System MEGS 101: What is MEGS? What is Needed to Use MEGS? MEGS Security Authorized Officials MEGS Applications Modifications, Amendments Reports in MEGS DS-4044 reporting

What is MEGS? Apply for grants online
Common look and feel for all applications OCTP review and comment on applications CI Coordinator level Amendments online Grant reporting online Some previous year’s information saved and brought forward Up-to-date view of applications Automated generation of

Grants in MEGS 2006-2007 OCTP: Tech Prep; CTE Perkins
Charter Schools: Planning/Implementation & Dissemination Comprehensive School Reform Consolidated Application Early On Michigan Even Start Freedom to Learn Homeless Students Improving Teacher Quality (IHE only) Mathematics & Science Partnership

Grants in MEGS 2006-2007 continued
Mathematics & Science Partnership Michigan School Readiness Program/CNRA Reading First Safe & Drug Free Schools Section 31a/32e Flexibility Special Education Flowthrough, Preschool, EOSD Transition Services Summer Migrant Title I School Improvement 21st Century Community Learning Centers

What is needed to use MEGS?
An Internet Connection Web Browser -IE 6.0+ -Netscape 7.0+ Acrobat Reader 4.0+ A Valid MEIS Account entered in MEGS *If you can, use Internet Explorer.

Useful 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. Review previous years entries MEIS accounts must be entered in MEGS. Full PDFs are generated nightly (after request). Confirm your address. (Main Menu) Spell checking is available

What is Adobe Acrobat Reader and why do I need it?
Adobe Acrobat Reader allows user to view PDF files. PDF stands for “Portable Document Format”. Regular web pages 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 PDF’s 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+

What is MEIS and how can an account be obtained?
MEIS is the Michigan Education Information System. MEIS provides one system for the management of user accounts for a variety of MDE applications. In order to use MEGS (and potentially other State of Michigan systems) 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:

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. Note: Every MEIS application has its own security system. Need to reset your password? Call the MDE Helpdesk: (517) (800)

How to access MEGS If your MEIS account is entered in MEGS, you can log in: The first screen provides a link to the login screen and a link to the MEGS Website: MEGS Website has: -training materials -allocation information -MEIS information -general information

MEGS Website Allocations Grant Information MEIS Accounts
Peer Reviewers Training

Logging into MEGS (517) 335-0505 (800) 968-2644
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. Need to reset your password? Call the MDE Helpdesk: (517) (800)

Designating Authorized Officials http://megs.mde.state.mi.us/megsweb
Two Authorized Officials per district Authorized by the Superintendent Update annually Print and send in the MEGS Electronic Form Electronic form is “fillable” You can also find forms on the MEGS website Very quick turn-around Log-in to check

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 Assign other users to participate in the grant writing or review process Notify Authorized Officials to submit applications, modifications and amendments Initiate and submit reports

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 can save to no 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 any data. Level 2c - Financial Officers This level has the ability to input and edit budget data. Level 1 – Viewers This level has the ability to view all parts of the application. Cannot input or edit any information.

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

Main Menu: Getting Started
Main Menu Options View/Edit Delete Application Modify Application Amend Application View Reports View History Delete Amendment Buttons are controlled by the status of the applications.

Main Menu: Add Users to MEGS Level 5’s can add users to MEGS
Click the Add Users to MEGS link. Enter up to 10 new users into MEGS: Enter the MEIS Account number District code is set Click Verify to verify users. Check the results of Verify: Check name and agency Invalid MEIS account Already in MEGS Confirm the new users by clicking Save. Go to the Main Menu and click the Application Security Level(s) link to complete the process of giving users access to applications in MEGS. Click on ‘Add Users to MEGS’ link. You will come to a screen with the room to enter in up to 10 new users into MEGS. To verify, a new user must have a MEIS Account Number and the MEIS security that the users will be assigned. There is no need to enter in the district or recipient code because the system will have this information based on the users login information. To begin the verification process, first enter the MEIS Account number and then chose the appropriate MEIS security level from the drop down. Continue these entries until completed. To verify these users click the ‘Verify’ button. To confirm the new users hit the ‘Save’ button To add more searches enter in more MEIS Account numbers and chose a security level and click the ‘Verify’ button. Any previous entries will be preserved. To clear the entries click the ‘Cancel’ button and all previously entered values will be deleted.

Main Menu: Contact Information Maintain MEGS Accounts Click the Contact Information link. A list of people associated with the user’s agency who are currently in MEGS is displayed. Each name is a link to a page where that person’s contact information can be edited. To Edit Contact Information (5’s only): Click the underlined name of the person whose information you wish to edit. Make appropriate changes and click the Save button. Click the Return to Previous Page button to continue.

Main Menu: Application Security Level(s)
To assign application security level(s) once users are added to MEGS: Select the user from the drop down list and click Go. Assign a security level for each application the user will access. To restrict the access date, change the date in the “Date Begin” field. Click the Save button to save the assignments. Users can be added even if the application is already initiated.

Main Menu: Initiating an Application (4’s/5’s)
From the Main Menu: Select the application from the drop down list and click Apply For A New Grant. Choose the grants for which the agency will apply now or later during this fiscal year. Click the box in the Copy Previous Grant column to uncheck it if you do not wish to bring the previous year’s information forward. Click the Apply button to initiate the application. This will send the user to the Application Menu. Option to initiate the grant disappears once the grant is initiated.

Application Menus All grants have similar look.
Header Details Application Information Management Activities General Information Budget Pages Program Information Attachments Submitting the Application All grants have similar look. Each grant application has its own unique features.

Avoid Back and Forward 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.

Application and User Information
Header Details Application and User Information Help Main Menu Logout Application Menu Errors Report Menu Report Errors View Comments Main Menu – Returns the user to the page with all applications initiated by the user’s agency. Don’t Touch Me! Ignore me at all costs. Application Menu – Returns the user to the “home page” for the application. A feature built into this link is a JavaScript menu that allows quick access to other parts of the application. This menu has links to budget pages and program information. Report Menu – Takes the user to the list of reports for the application. Errors – Tracks the progress of the application and alerts the user when any critical part is not completed. All errors must be addressed in order to submit the application. Report Errors – Alerts the user to any errors in the report. All errors must be addressed in order to submit the report. Logout – Logs the user out of MEGS. Application and User Information – Indicates the application that is currently being worked on, the applicant agency, the application number, and the current user’s name. Help – Takes the user to specific help information for each page. This feature is the first source of assistance for questions or problems that users might encounter.

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. CI Notebook This link opens the CI Notebook for reference.

Add Users to Application: Control Access to This Application
To Give Users Access to the Application: Go to the “Add Users to this Application” table at the bottom of the page. Enter the MEIS Account IDs of the users to be given access to the application. Select a security level for each new user based on his/her function in the application process. If the user is a contact person for the application, select the type of contact. One type of contact can be added: Regional Fiscal Agent Contact Person To activate the users, click the Save button.

Edit/Remove Users Control Access to This Application
To Edit or Remove User Access from the Application: Identify users to delete or to temporarily limit their access. To edit the user’s access, make the appropriate changes and click Save. To remove the user, click the box in the “Mark Remove” column to the left of the user’s name and click Save. The removed user will no longer have access to the application unless the user is given access again. If more than 20 users in grant, only Fiscal Agent users show. Select All in drop down to see all users with access to grant.

Grant Contact Information To Assign or Change Contacts: Go to the Control Access to This Application page and make the assignment. Authorized users may delete and replace the Contacts. When the assignment is saved, the Main Contact will be displayed on the Grant Contact and Fiscal Agent Information page. NEW Contact, specifies additional recipients of automated MEGS s.

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.

General Information

General Information: Fiscal Agent Information
To Edit the Fiscal Agent’s Information: Go to the Main Menu and click the Edit Your Agency Information link. Only Authorized Officials can use this link. Change the information as needed and click Save. The only information that can be edited is the mailing address, phone number, fax number and address. NEW When changes are made and approved in School Code Master, MEGS will reflect them the next day. Make permanent changes in School Code Master, instead of in MEGS! Exceptions (use MEGS): Address 2 Colleges and Universities

General Information: Regional Tech Prep Coordinator
Designate two coordinators Postsecondary Regional Tech Prep Coordinator Secondary Regional Tech Prep Coordinator Indicate if the Regional Tech Prep Coordinating Fiscal Agency is Secondary or Post Secondary .

General Information: Participation of Private Nonprofit Schools
To Enter Participation of Private Nonprofit School Information: Select “Has this page been updated since last year?” Enter/update the requested information Click the Save button to save your entries.

General Information: Coordinating Agent Review
Check the responses when review is complete Click the Save button to save your entries.

Budget Pages

Budget Pages: Budget Navigation
The yellow tinted button denotes the page that the user is currently on. The blue tinted buttons denote pages that are available to navigate to. Clicking these buttons will take the user to the corresponding page. The quick links are available on the red button bar. The View PDF button will generate a PDF for the current grant source. Budget Tabs and Quick Links These features allow for easy navigation between the numerous budget pages. The tabs are color coded for easy recognition. The yellow tinted tab signifies the current page. The View PDF tab will display a PDF of the current budget page. . Budget Buttons The buttons at the bottom of the budget pages serve the same purpose as the tabs for navigation. Instead of returning to the top of the page, clicking any of the buttons will take you to the corresponding page.

Regional Budget Summary
Lists the budget details by activity category Salaries and Benefits Capital Outlay (equipment) Page is for viewing only: the budget is built from the bottom up To change the Indirect Cost Rate 1. Determine the change in the indirect cost rate for this grant. 2. In the indirect rate field at the bottom of the budget grid, enter the new rate. 3. Then click the blue ‘Save’ button to submit the rate. If the rate is greater than the maximum allowed an error message will appear at the top of the page requesting to lower the rate. After making the change click the ‘Save’ button again. 4. On successful completion of the change, a new value will be computed and added to the total for the grant.

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. Allocation is listed at bottom of form. Complete Contact Information: Business Office Representative Project Contact Person To change the Indirect Cost Rate 1. Determine the change in the indirect cost rate for this grant. 2. In the indirect rate field at the bottom of the budget grid, enter the new rate. 3. Then click the blue ‘Save’ button to submit the rate. If the rate is greater than the maximum allowed an error message will appear at the top of the page requesting to lower the rate. After making the change click the ‘Save’ button again. 4. On successful completion of the change, a new value will be computed and added to the total for the grant.

Budget Pages: Budget Detail
The Budget Detail page is an in-depth look at all budget items for the grant. Each budget item is listed by function code, with the description, any associated FTE and the budgeted amount. As items are entered into the system, this page is automatically updated and displays the totals. The title of the item provides a link to the page where the entries for that budget item can be edited. Items are sorted by function code. Within a function code, items are sorted by object code; and within the object code, items are sorted alphabetically. In CI grants, budgets from the prior year do not pull forward.

Budget Pages: Add Budget Item
First Enter your Action Plan. To Add a Budget Item: Select the Activity Category/function code from the dropdown list. Select the Action Plan from the dropdown list Provide a description of the budget item. Enter amount(s) in the box(es) beneath the appropriate Object Code(s). – Only one entry unless personnel. – All personnel entries must have Salaries and Benefits. After completing the entries, click the Add Item button. Non-Federal Funds (not basic MEGS) To Edit a Budget Item: Access the budget item from the Budget Detail screen, make the changes, and click Update Item. To Delete a Budget Item: Access the item from the Budget Detail screen and click Delete Budget Item.

Budget Pages: Delete Budget Detail
Use Delete Budget Detail when you are ready to start over. You clear out the entire budget detail on the page. One chance to confirm: and then it’s gone!

Program information pages are unique for each grant in MEGS.
Has this page been updated since last year? (Action Plan) Defaults to “Has not been reviewed” and requires the applicant to select “No” or “Yes.” * The consolidated plan that is attached to the application must include all elements listed on this page. * Please be sure that the page numbers entered for each element match the page numbers in the attached plan!

Long-Range Plan Review Checklist
Indicate: No revisions needed Mark specific sections Need revisions? Every Check must be addressed in the Revisions Section. * The consolidated plan that is attached to the application must include all elements listed on this page. * Please be sure that the page numbers entered for each element match the page numbers in the attached plan!

Revisions to Long-Range Plans
Every Section marked on previous form must be addressed. Fax or mail the revisions to OCTP. Indicate type of change: Additional Activity Modification of Activity Deletion of Activity * The consolidated plan that is attached to the application must include all elements listed on this page. * Please be sure that the page numbers entered for each element match the page numbers in the attached plan!

Action Plan Action Plan
All required activity categories must be addressed in the action plan. Select category from dropdown Multiple Activities and Outcomes are expected. Districts involved: use the Go button to see list. Select CPI or Benchmarks. Multiple selection is OK. Use Add Button to add additional entries. Link to budget. * The consolidated plan that is attached to the application must include all elements listed on this page. * Please be sure that the page numbers entered for each element match the page numbers in the attached plan!

Tech Prep Program Status
Delete/Edit/Add line Select Community College Select Postsecondary CIP Code Pathway number is completed Select Secondary Program CIP Code Select Secondary PSN Check that Articulation Agreement and Program Alignment have been submitted * The consolidated plan that is attached to the application must include all elements listed on this page. * Please be sure that the page numbers entered for each element match the page numbers in the attached plan!

Additional Articulation Agreements
Delete/Edit/Add line Enter PostSecondary Institution Select Postsecondary Program and CIP Select Secondary Program CIP Code Select Secondary PSN(s) * The consolidated plan that is attached to the application must include all elements listed on this page. * Please be sure that the page numbers entered for each element match the page numbers in the attached plan!

Expanded Menus Expanded menus are used for applications that include multiple copies of a page. They are also used for sets of related pages under a single heading. To use the expanded menu: Click the “folder” to expand and see the contents. Re-Click the “folder” to hide the links.

Attachments to Applications
The link to the page where attachments are uploaded is found in the Attachments section of the Application Menu. To Upload Attachments: Enter a title for the file. Click Browse and find the file. Select the file and click Open. Click Upload Attachment. To view the attachment, click the link on the Application Menu page or on the page where the attachment is uploaded. To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment. Tech Prep: Current Articulation Agreements Current Program Alignment Miscellaneous CTE Perkins:

No errors have been detected in this application.
Check Errors MEGS performs a check for technical errors and will present the information on this page. Run the error checking until the screen indicates: No errors have been detected in this application.

CI Coordinators CI Coordinators are assigned in MEGS by OCTP staff
Access CI Checklists. Business Rule: both applications must be approved before either can be submitted. Add EAG and WDB chairs Access Regional Aligned Budget View Access to all grants * This page lists all activities that can be supported with Title V, Part A funds. * Include activities that will be supported with Title VI carryover. * Enter data on public school activities and private school activities separately. * Total dollar amounts must agree with public and private allocation amounts.

CI Coordinators CI Checklist
CI Coordinators will approved the application. Checklist link will show to OCTP consultants and CI Coordinators only. Business Rule: both applications must be approved before either can be submitted. * This page lists all activities that can be supported with Title V, Part A funds. * Include activities that will be supported with Title VI carryover. * Enter data on public school activities and private school activities separately. * Total dollar amounts must agree with public and private allocation amounts.

Submission of the Application
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 to which you must agree 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 Level 5s and the application designated contacts by that the application has been received by DLEG OCTP.

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 “in progress” 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 Report In Progress Report Submitted Consultant Set Status Levels Review In Progress Modifications Required Program Office Review Complete Grant Funds Available to The Applicant

Viewing and Responding to 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.

Modifications Process
Modifying the Application: When the application status is Modifications Required, the Modify Application button is “lit” on the application table on the Main Menu page. Level 4’s and 5’s can click Modify Application to begin revising the application, which changes the status to Modifications in Progress. Once the status is Modifications in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modifications link on the Application Menu. Level 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

Amendment Process Amending the Application:
Once the application status is Grant Funds Available, an Amend Application button is displayed on the application table on the Main Menu page. Level 4’s and 5’s can click Amend Application to begin an amendment. Once the status is Amendment in Progress, additional changes are made by clicking the View/Edit button. Changes made to the application are shown by clicking the Modifications link on the Application Menu. Level 5’s can submit the amended application by clicking the Submit Amendment button on the Application Menu. An amendment description is required to explain the purpose of the amendment. Click the Amendment Description link on the Application Menu to enter the description. The Contact Name and Phone will auto-fill when the description is saved.

Viewing Original Applications
and Amendments The View/Edit button on the application table always accesses the current version of the application. Applications that have amendments are identified with an A1, A2, etc. on the application table. To access links to the original approved application and amendment(s): Click the View History button. Click the link for the original funded application or the amendment that you wish to view.

E-mail Recipients CHANGED Grant Contact Changes
Grant Contact options include Recipient. An agency may identify any number of Recipients; it is not required, and designations are pulled forward each year. Trigger Applicant Recipients Confirmation of Receipt of Application (Application, Modification, Amendment) All Grant Contacts All Level 5s Confirmation of Receipt of Report (including Report Modification) Report Contact Modifications Required Report Modifications Required Grant Funds Available Administrator (e.g. Superintendent) Consortium Invitation All Level 5s at Consortium Invitee PDF Ready for Download (including Budget Detail PDF) Requestor Allocation Approval “All Grant Contacts” means anyone identified in the Grant Contact dropdown in “Control Access to This Application” for that application: Main Contact, Secondary Contact, or Recipient. In some grants, Main Contact and Secondary Contact use different names.

Grant Reports The View Reports button on the application table allows the user to access reports for that application. The button is used to access the Reports and Contact Information page. This page is used to initiate new reports and to view completed reports. It also displays the due date and the status of the report. To initiate and complete a report: Click the underlined name of the report on the Reports and Contact Information page. Click the link(s) under Report Pages to access the report entry page(s). Enter the required information and click the Save button on each page. Click the Report Pages button to access the link to another page or to submit the completed report. Click the Submit Report button to submit the report.

Report Contact MEGS automatically assigns the Main Contact for the application as the Report Contact. To change the name of the Report Contact: Click the Change Contact button on the Reports and Contact Information screen. Enter MEIS Account number of the contact person and click the Save button.

Report History and Delete
NEW Report History is now available. Report Delete is now available, if the report has not been submitted.

Submission of the Report
Submitting the Report: Reports can be submitted by: Fiscal Agent Authorized Officials (Level 5) or Application Administrator (Level 4) Error check will run Report Status will update Report Statuses: Report Available Report in Progress Report Submitted Report Modifications Required Report Modifications in Progress Report Modifications Submitted Report Accepted

DS-4044 for MEGS Grants GCMRS security is used
Access Grant/Projects from Project Listing screen Grants in MEGS will pull in budget detail Report expenditures by function code detail Add function codes Finalize your DS-4044 Sign in usual manner

DS-4044 MEGS grants will pull in budget details
Other grants will work just the same as before.

DS-4044 Budget detail displayed by detailed function code
Approved Budget is shown Update expenditures Deviations +/- 10% to be shaded pink. For info only (this year!) Save entries Finalize Grant Funds Local Share must be finalized first Sign in traditional manner: from Sign Option

Questions? MEGS in General CTE Perkins and Tech Prep

Michigan Electronic Grants System MEGS mde. state. mi

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