grants application workshop september 28, 2015 komen colorado south affiliate

Grants ApplicationWorkshop

September 28, 2015

Komen Colorado South Affiliate

Introductions

Agenda•Introductions

•About Susan G. Komen

•Breast-Self Awareness

•Grant Process & Community Profile

•Changes to the 2016 Application

•Review Lessons Learned

•GeMS Instruction

4

Founded in 1982 by Nancy G. Brinker

World's largest grassroots network of breast cancer survivors and activists

Invested more than $2.5 B since inception

Our promise: to save lives and end breast cancer forever.

Susan G. Komen


• Granted more than $6.8 million in local breast health and breast cancer

awareness projects in El Paso, Pueblo and Teller counties.

• Up to 75 percent of net proceeds generated by the Komen

Southeastern Colorado Affiliate will stay in the five county area

• The remaining income goes to the national Susan G. Komen for the

Cure Grants Program for energizing science to find the cures.

• The next race will be our 21th year

Affiliate Grants

• Non-profit organizations in their service area

• Address the priorities of the community profile

• Aim to change behaviors and health care systems

• Ensure information and resources reach those who need it most.

Breast Self-Awareness

Messaging

developed by Susan Brown, M.S., R.N.

Managing Director, Community Health

BREAST SELF-AWARENESS MESSAGES

1. Know your risk

2. Get screened

3. Know what is normal for you

4. Make healthy lifestyle choices

1. KNOW YOUR RISK

Talk to both sides of your family about

your family health history

Talk to your doctor about your personal

risk of breast cancer

2. GET SCREENED

Talk with your doctor about which screening

tests are right for you if you are at higher

risk

Have a mammogram every year starting

at age 40 if you are at average risk

Have a clinical breast exam at least every

3 years starting at age 20,and every year

starting at age 40

Sign up for your screening reminder at

komen.org/reminder

MAMMOGRAPHY IN THE U.S.

• Best screening tool widely available for finding breast cancer early

• Screening every year at age 40 for women at average risk

• If a woman is under 40 and has a family history or other concerns, she should talk with her doctor

• Can be used as a diagnostic test for women (and men) at any age

CLINICAL BREAST EXAMINATION (CBE)

Clinical breast exam by a health care provider at least every 3 years starting at age 20, and every year after age 40

3. KNOW WHAT IS NORMAL FOR YOU

Know how your breasts look and feel and report changes

to your health care provider

BREAST CHANGES THAT SHOULD BE REPORTED TO YOUR HEALTH CARE PROVIDER

4. MAKE HEALTHY LIFESTYLE CHOICES

Maintain a healthy weight

Add exercise into your routine

Limit alcohol intake

Limit menopausal hormone use

Breastfeed, if you can

TO REVIEW: BREAST SELF-AWARENESS

1. Know your risk

2. Get screened

3. Know what is normal for you

4. Make healthy lifestyle choices

Grant Process

Our Grants Process Community Profile

4 Year Process, Reviewed in 2 years Data gathering, key informant interviews, surveys

RFA Posted on Website

(www.komencoloradosouth.org) Priorities fill the gaps Statement of Collaboration

Compliance Review by Grants Committee

Our Grants Process (Cont’d) Review Panel

Community Representatives Confidential Create Slate

Board Approval Entire Slate Funding Levels

Grants Awards

Community Profile Results

1. 7 of 14 counties have income under 250% of the Federal Poverty Level

2. Overall, breast cancer death rates are lower than the US

3. Late stage incidence trend is higher than the US but not significantly

different from Colorado as a whole

4. Breast cancer screening is lower among Hispanic/Latina women and in

rural communities

Healthy People 2020 Objectives

The HP2020 breast cancer death rate is to decrease the death rate by

10%

The HP2020 objective for late-stage breast cancer diagnoses is to

decrease the number of breast cancers diagnosed at a late stage

Priority Areas

Fremont County

Teller County

Otero County

Pueblo County

El Paso County

These five counties comprise over 90% of the female population of Komen

Colorado South

Continuum of Care

Grant Priorities

Screening and diagnosis

Treatment support

Patient Navigation

Changes in RFA

Statement of Need (20%)

Program Design (20%)

Impact (20%)

Organizational Capacity (20%)

Monitoring and Evaluation (20%)

Changes in RFA (cont)

1. Beginning this fiscal year, grantees returning 15% or more of grant

funds two years in a row will be evaluated by the grant committee for

future funding

2. Grants need to be evidence-based

3. Application needs to be initiated into GeMS by November 15, 2015

Changes to the 2016 Application

2016 Changes to Application

Project Profile page

• Financial Contact Address fields were removed. The

address inputted into these fields was NOT where the

grant checks are sent, which was a source of

confusion. Instead they are sent to the address in the

“Organization Information” page.


Project Abstract page

• Name of page changed to “Project Priorities and

Abstract”

• Primary/Secondary/ Tertiary project category

classification questions removed.

• Abstract narrative inclusion instructions adapted:

… Applicants now asked to include the expected

number of individuals served

… No longer asked to include a summary of

evaluation methods in the abstract


Project Narrative page • Text box capacity increased from 3,500 to 5,000 characters for

each section.

• Narrative sections changed from:

…Organizational Capacity, Statement of Need, Project

Description, Collaboration, Sustainability, and Evaluation, to

…Statement of Need, Program Design, Organization Capacity,

and Monitoring and Evaluation

• Affiliates now have the option of including two additional Affiliate

categories instead of one

2016 Changes to ApplicationProject Target Demographics page • Increased the number of target populations that can be selected by applicants

from 4 to 6.

• Race and ethnicity categories separated into two separate categories to match

U.S. Census Bureau categories and designations.

• Age options: Youth (0-19 years) removed and instead the youngest category is

“39 years and under”. Other options: 40-49 years, 50-74 years, 75+ years.

• Gender category removed.

• Named groups:

…Added: Amish, Mennonite; Appalachian, Frontier, Rural; Armed Forces,

Military; Males

…Revised: Homeless now “Homeless, Residing in Temporary House (i.e.

shelter); Migrants added to “Immigrants, Newcomers, Refugees”; Offenders/Ex-

Offenders changed to “Inmates, Ex-Offenders”; Q added to LGBT


Key Personnel page

• This page has been removed, and now is combined

with the Salaries page (see “Key Personnel/Salaries”

page below for more information).

Project Work Plan – Goal

• Only one goal can be entered instead of multiple

goals. Therefore, there will only be one goal page.


Project Work Plan – Objectives

• Weblink added to instructions for more direction on

writing SMART objectives.

• SMART objective text box increased from 300 to 400

characters.

• “Please select the interventions you will use to

accomplish your objective” removed.

• “What methods and techniques will you use to

evaluate the effectiveness of this objective” removed.


Key Personnel/Salaries page

• Columns now include: …Name

…Job Title (formerly on Key Personnel page)

…Role on Project

…Attach Resume/Job Description (formerly on Key Personnel

page)

…Total Salary

…Benefits

…% of Salary on Project

…Total


Consultants page

• The following was added in the instructions: …Consultants are persons or organizations that offer specific

expertise not provided by staff and are usually paid by the hour

or day. There is a separate budget section for Sub-contracts,

which should include any organization with which your program

will have a contractual agreement or partnership.

Subcontractors have substantive involvement with a specific

portion of the program, often providing services not provided by

your organization.


Supplies page

• The following was added in the instructions: …Note: Komen grant funds may not be used for the

development of educational materials or resources. If awarded,

Affiliate grantees must use/distribute only Komen-developed or

Komen-approved educational resources. Komen grantees are

eligible to receive preferred pricing for Komen educational

materials. Komen materials should be used and displayed

whenever possible. To view our educational materials, visit

www.shopkomen.com.

• “Educational Materials” column changed to “Supplies”


Patient Care page

• “If you are providing treatment of survivorship support

please input the requested funds in the other budget

category. Ex. Pain Management, Psychosocial help,

symptom management” removed from instructions.

• “Other Patient Care” field added to include costs for

support (symptom management, psychosocial

issues, reproductive issues, etc.).

• Screening, Diagnostics, Treatment, and

Transportation categories remain the same.


Sub-Contracts page

• The following was added in the instructions: …Subcontractors have substantive involvement with a specific

portion of the program, often providing services not provided by

your organization. Consultants should not be included in this

section, as there is a separate budget section for Consultants.

Consultants are persons or organizations that offer specific

expertise not provided by staff and are usually paid by the hour

or day.


Other page

• “Ex. Treatment and Survivorship Support (pain

management, psychological issues, symptom

management, reproductive issues)” removed from

instructions.


Project Budget Summary page

• The following was added in the instructions: …Any monetary funds for the program from outside sources,

such as other grant awards, should be entered as Cash. Both

services and supplies provided by the organization itself

(including salaries) and from outside sources (e.g. food,

supplies) to support the program should be entered as In Kind.

• Question added: “What percentage of the

organization’s overall budget is the amount requested

from Komen for this program?”

Lessons Learned from Past Grant Reviews

Who Reviews Grants

Recruited from all five counties

Term limited to three years

Medical

Nursing

Education

Business

Survivor

Ethnic minority

Male

What Are They Looking For?

Proposal

• Identifies a Problem

• Prove it needs attention

• How will you mitigate a

problem?

• What have you done?

• What is the timeline?

Supported By:

•Statistics, Demographics

•Historic data, research

•Factually show corrective

actions/solutions

•Past success, growth

•Outlined plans for

implementation

Keys to Success

Proposal

•Establish Goals (SMART)

•Evaluation/Feedback

•Growing your grant

Supported By:

•Defined reasonable

objectives

•Tracking mechanism

•Demonstrate the potential

growth and impact of

funding on data/behavior

Red Flag Warnings

Proposal

•Budget

•Personnel

•Repeat Grants

•Collaboration

Supported By:

•Realistic/Reasonable

•Personnel, Explain it

•Demonstrate improvements

•Demonstrate In-kind

support

Helpful Hints• Use graphs, charts, and historic data

• Use current statistical data for the area • Number of the people served or unable to serve• Numbers are consistent throughout the grant

• Define your population, goals and objectives• Examples while services are in one county, you

provide services to other counties• What make your grant different• Look at the quality of the goals not the quantity

Helpful Hints• Budget

• Clarify staffing• If using multiple grants clarify Komen Dollars

• Example 2000 women served how many are Komen

• Re-check your budget • Budget conservatively

Helpful Hints• Demonstrate collaboration with existing agencies in

the area

• Have someone unfamiliar with your program read it

• Proof read your document

Grants eManagement SystemGeMS

GeMS

GeMS is a complete online grant management

system that will allow grant applicants to complete

their applications, Affiliates to complete the review

process, and grantees to submit progress and final

reports online.

User Roles

1. Affiliate Grants Administrator

2. Project Director

3. Authorized Signer

4. Viewer

5. Writer

User Roles

Affiliate Grants Administrator (AGA):

• The Affiliate Grants Administrator is responsible for executing the tasks

related to the day to day management of the grant process. This is the

highest level Affiliate user and this individual will have all of the

administrative functions available for use. This individual will approve all

Project Director positions.

• Currently Paula, Will be changing

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. There is only one project director per

organization.

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. There may be more than one authorized signer (i.e., one for the

application and another for the contract as needed)

User Roles

Helpful Hint:

• The Project Director must be the first individual at your organization to

register.

• The Authorized Signer must register and be validated/approved by the

Project Director prior to the creation of the organization’s first application.

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. There may be more than one viewer

assigned.

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. There may be more than one writer

approved in your organization.

Registration https://affiliategrants.komen.org

Registration

If a question has a pink “GO” button next to it when completing a question,you MUST select the “GO” button and wait approximately 5 seconds beforeadvancing to the next question.

Registration

“Username” field must consist of all letters and numbers, minimum length 5 characters, maximum length 20 characters; “Password” field must consist of all letters and numbers, minimum length 7 characters, maximum length 20 characters; “Password” and “Confirm Password” must be the same.

Registration

Affiliate position: select applicant and click on “go”

Registration

From the “Organization Name” dropdown list, select your organization’s name and click GO. If your organization does not appear in the dropdown list, please choose “Other” in the organization drop down list. If you choose “Other,” you will be required to complete the Organization Registration section during your registration.

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

Approving Users

• Every user that registers must be approved.

• The Affiliate Grant Administrator approves each organizations’ project director.

• Each organization’s project director approves other users within their own organization.

Validating Users

Project Directors:

1. Log in.2. Select the My Administration link.3. Click the link for User Approval for Project Directors4. Under “User Type,” search for new users5. Complete the validation process as follows:

… Select the checkbox next to the user’s name in the Search Results

section.

… Select “Approval Type” to Approve User or Deny.

… Assign the person’s organization to the exact same organization listed

as the Project Director’s.

… Select a role for the user – Authorized Signer, Writer, or Viewer.

… The current date will appear in the “Active Date” field.

… Select the “Approve Selected User” button to complete the user’s

approval/validation.

Application Creation and Submission

User Homepage

Application Creation

Select View Opportunities under View Available Proposals section to create a new application.

Note: Community Grants are designated as “CG” and Small Grants as “SG.” Make sure you select the Community Grants.


• Review the organization name and the application period.

• Then click the Apply Now button.

• There is also a hyperlink to the RFA if you want to review that now


• To complete the creation of the application, click I Agree.

• If you decide not to create the application, click I Do Not Agree. (You would do this if you are accidentally creating a duplicate application)

User Homepage

Application Process

You can search for the Application you are looking for via the various fields. We suggest using the “Status” field and selecting “CG Application: Application in Progress” from the dropdown list, and then for “Year” entering the grant year. Click the “Execute” button towards the upper right corner of the page.

Application Process

Once the search is completed, the applicant will click on the application name they would like to work on.

Application Process

The information at the top of the page is the applications unique name.

To begin viewing the pieces of the application, the applicant will click View Forms.

Application Process

You will click on any of the application pieces to begin completing the application.

Application Process

Some forms have an “Add” button to create additional fields so you can list

each item that falls under a particular category. For example: Project

Work Plan - Objectives.

• When multiple pages have been created for a particular form, you can

choose between them. A dropdown menu will appear on the far right of

the button toolbar. Select the item and hit the “Go” button and it will

take you to that item’s page.

• When additional pages have been created, a number in parentheses

will appear after the form name to indicate the number of pages

connected with the particular link.

Submitting the Application

• Project Director: completes the online application.

Enters “Change the Status” from the CG Application

Menus. Changes the status to “Authorized Signature

Required.”

• Authorized Signer: enters “Change the Status. ”

Changes the status to “Application Submitted.”

Application Revision After Compliance

Review

Application Revision

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

Application RevisionThe 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

Review the notes provided by the Affiliate and make any necessary changes.

****Repeat previous steps for all pages marked with notes.

Contract Acceptance and Budget/Application

Revision

Contract Acceptance

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

Project Manager mustattach these forms

Authorized Signer must click agree

Contract Modifications

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

Contract ModificationsComplete 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.

Helpful Hints

• GeMS was designed to be compatible with common up-to-date web

browsers including Internet Explorer V.7 and above, Firefox, Safari,

Chrome and Opera• By default Internet Explorer 10 in Windows 8 does not run in

compatibility mode. This is easily tested by logging into GeMS. If the

compatibility mode is not enabled, the progress wheel in GeMS will

simply spin without ever completing an action. • To enable the compatibility mode for Internet Explorer 10, follow these

steps (Windows 7 users start at step 2):

1. Windows 8 only - from the Windows 8 start screen select the Desktop.

2. From the Desktop launch Internet Explorer 10.

3. Press the Alt key on your keyboard to bring up the top menu.

4. Go to Tools | Compatibility View settings

5. Add https://affiliategrants.komen.org/ to the Compatibility View websites, or

Select Display all websites in Compatibility View.

Enabling the compatibility mode using either option in step 5 will affect all GeMS

websites/pages.

• When completing the application within GeMS, please review the

Request for Applications and additional support tools provided by the

local Affiliate for details on each application page and submission

requirements.

• Before you start typing on any page in GeMS, make sure a “Save”

button is located in the upper right-hand corner. If you do not see a

“Save” button, then any additions or edits made will be lost. The

presence of the “Save” button on an application page is dependent

upon the status of the application and/or the role of the user. For

example, if the status of the application is “Application Submitted,” no

changes to the application can be made. Therefore, the “Save” button

will not appear.

• If the “Save” button is present, save often for good measure. If you do

not hit “Save” and you navigate away from the screen, your data will be

lost.

• Always hit the “go” button next to a field if there is one before

going to the next field.

• 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.

• 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.

• The Project Work Plan Summary is a report of the goal and all

objectives entered on the Project Work Plan pages.

• 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.

• If you add a user to your system after you have started an

application, the project director may need to add that user to the

document using the My Administration tab.

• To view/edit/complete applications that are already in progress,

go to your “My CG Applications” tab. To initiate a new or

additional application, click on the “View Available Proposals”

tab.

• Please make sure you leave enough time to get an authorized

signer to approve your application. The application will not be

available to submit after the deadline.

Question and Answer

grants application workshop september 28, 2015 komen colorado south affiliate

Documents

komen slide

age slide

community health slide

orgreminder slide

th year slide

breast changes

grant process slide

health care provider