NEW GRANTS MANAGEMENT ENTERPRISE (GME) Common Issues and Processes Common Issues and Processes with new GME For More Information Contact: Grants Management Division (602) or Visit: GME Document Library for training materials Welcome! ADE Grants Management Division 11/21/14 User Access Now handled by the Entity through ADEConnect and the GME application Roles and Permissions can be modified at any time by Administrator at the entity ADE Support can assist with your Entity Administrator ADE Grants Management Division 11/21/14 ADEConnect Similar to Common Logon authentication system Allows access to multiple applications, including new GME Entity Administrators may create, update or delete their users ADEConnect Home: https://home.azed.gov/Portal/https://home.azed.gov/Portal/ ADEConnect Training Schedule and Resources for Entity Administrators:Finding Entity Administrators or Reset Password? Contact Support Desk - (602) or (866) ADE Grants Management Division 11/21/14 User Administration Basics User Access Administrators Only: Hover on Administer, then User Access from the left hand menu. ADE Grants Management Division 11/21/14 Administer Existing User Search for existing user by Last Name,, Role, and/or Organization ADE Grants Management Division 11/21/14 Administer Roles Lists all roles assigned to this user and the organizations those assignments apply to Can add new or delete existing roles for this user User may have roles at SEA level or LEA level but not both ADE Grants Management Division 11/21/14 LEA Roles RoleDescription LEA Data ViewAllows an LEA user to view unapproved items for their LEA; user cannot add or edit data but can only view. User Access AdministratorAllows an LEA user to administer other users in their LEA, adding and updating their roles in the new GME as needed. LEA UpdateAllows an LEA user to edit their application. (This role is grant specific, for example LEA ESEA Consolidated Update, LEA CTE State Priority Update, etc.). LEA Business ManagerAllows an LEA user to take actions associated with other LEA fiscal roles, such as inputting and updating applications, revisions (amendments), reimbursement requests and completion reports. LEA Authorized Representative Allows an LEA user to take actions associated with the LEA Program/Financial Director or Superintendent, such as final approval before submitting to ADE. ADE Grants Management Division 11/21/14 Create a Role Choose applicable LEA name from drop-down menu Choose applicable role and click Create Your Organization Name Here ADE Grants Management Division 11/21/14 Removing Specific Roles Click the Administer Roles icon for the desired user Click the Delete icon for the Role you wish to remove from that user Confirm Deletion ADE Grants Management Division 11/21/14 Removing All Roles 1.Click the Delete All Roles icon for the desired user 2.Confirm Deletion Only available to SEA Administrators Users account remains in the system but has no specific authorizations User now functions as a public user ADE Grants Management Division 11/21/14 Completion Report Basics Available July 1 st Regardless of Project End Date Cannot be initiated until all pending reimbursement requests are Paid All amendments/revisions completed Cannot be submitted to ADE until County approves (if applicable) Initiates disbursement automatically ADE Grants Management Division 11/21/14 Expenditure Reporting Similar to a Reimbursement Request Approved budget line items only ADE Grants Management Division 11/21/14 CR Adjustments Review Summary for Grants within that Application Enter Carryover amount by Grant ADE Grants Management Division 11/21/14 CR Supplemental Info Tables, Narrative or data input similar to an application Program Details Page May be either required or optional May be entered or adjusted through a CR Revision if necessary ADE Grants Management Division 11/21/14 CR Submission 1.CR Draft Started 2.CR Draft Completed 3.CR LEA Business Manager Approved 4.CR County Business Manager Approved 5.CR Grants Management Final Approved Notifications for each step to Users with that role May be returned to previous status by each user role if necessary ADE Grants Management Division 11/21/14 Applications Funding Funding Applications ADE Grants Management Division 11/21/14 Application Validation When receiving a message of Status cannot be changed, validation errors exist. Check the Validation column and click on the very top Messages link This will show you errors preventing the submission ADE Grants Management Division 11/21/14 Application Validation Messages page allows you to pinpoint the error or missing information and click directly to the page that needs attention ADE Grants Management Division 11/21/14 Comments and History Log ADE Grants Management Division 11/21/14 Adding Comments Either applicant or ADE can insert comments Comments are public when application is approved ADE Grants Management Division 11/21/14 Application Workflow 1.Draft Started 2.Draft Completed 3.LEA Business Manager Approved 4.LEA Authorized Representative Approved 5.SEA Specialist Approved 6.SEA Director Approved Notifications after each status to Users with that role May be returned to previous status by each user role if necessary Use the Inbox feature on main menu for items in your queue Only Authorized Representative and Business Managers can START an application (not those with Update roles) ADE Grants Management Division 11/21/14 Application Workflow - Competitive 1.Draft Started 2.Draft Completed 3.LEA Business Manager Approved 4.LEA Authorized Representative Approved 5.Reviewed 6.SEA Director Approved (if applicable) Notifications after each status to Users with that role May be returned to previous status by each user role if necessary Use the Inbox feature on main menu for items in your queue ADE Grants Management Division 11/21/14 General Updates Payment Report, looking for a payment? Visit:Filter by Date, County, Paid to County Y/N Warrant Numbers now display on paid requests in GME Project Summary page replicating old GME in development (mid-January) Completion Reports or Payment Requests Outstanding? Reminders sent to Program Areas who are approving within ADE Longstanding ones should have been cleared, any outstanding pleaselist toReminder: Expiring Funds for School Improvement, Math and Science Partnership, Migrant Education, 21 st Century Please prioritize these FY 14 Completion Reports and have them in no later than 12/1 ADE Grants Management Division 11/21/14 Q&A Next Webinar December 5 th 10 a.m. Arizona Time! Check GME home page for updates Presentation Materials and other Trainings Available on GME System under Document Library tab, look for Webinar Presentations ADE Grants Management Division 11/21/14