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Slide 1

Early On System Update

http://meis.mde.state.mi.us/megs/

MEGS & Early On for Program Year 2004-05

Last Updated: April 15, 2004

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1. Introduction2. MEGS 101 Refresher 3. Changes for this year

• Local Self Assessment• Carryover• Interim Federal Cost Reporting• DS-4044 reporting • System Review

4. Questions and Answers5. Hands On Session

MEGS: Early On Updates

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Slide 3

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

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Slide 4

What is MEIS and how can anaccount 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 you must first obtain a MEIS account.

This can be done by going to the following URL and clicking Create a MEIS Account:

http://meis.mde.state.mi.us/userman/

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Slide 5

Confirming your MEIS Account

The final screen will confirm your account.

Hint: Change your password immediately.

Hint: Print this page for your records.

Your MEIS account must be entered in MEGS by your authorized official (level 5).

Note: Every MEIS application has its own security system.

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Slide 6

How to access MEGS

If your MEIS account is entered in MEGS, you can log in:http://megs.mde.state.mi.us/megs/.

The first screen provides a link to the login screen and a link to the MEGS Website.

MEGS Website has:-training materials-MEIS information-general information

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Slide 7

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.

Need to reset your password? Call the MDE Helpdesk:

(517) 335-0505

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Slide 8

MEGS Authorization StructureLevel 5 - Authorized Officials• Manage MEGS accounts for district/agency and add users to MEGS• Submit, amend and delete applications, amendments, and/or reports

Level 4 - Application Administrators• Responsible for managing the application• Initiate assigned applications • Assign other users to participate in the grant writing or review process • Notify Authorized Officials to submit applications, modifications and

amendments• Submit reports

Level 3b- Grant Member - Program Coordinator— Can input and edit data for their agency only

Level 2 - Grant Writers -- Input and edit any data

Level 1 – Viewers -- View all parts of the application - Cannot input or edit any information

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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.

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Slide 10

Authorized Officials

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.

Grant Years are color coded:

2004-2005 are red2003-2004 are greenish2002-2003 are blue2001-2002 are red

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Slide 11

MAIN MENU:Add Users to MEGS

• Click the Add Users to MEGS link.

• Users added to your college/university

• Enter up to 10 new users into MEGS:

– Enter the MEIS Account number

• 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.

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MAIN MENU: Contact Information Maintain MEGS Accounts

• Click the Contact Information link.

• A list of names associated with the user’s agency is displayed. Each name is a link to a page where contact information can be edited.

• 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.

To Edit Contact Information (5’s only):

Any User can edit their own contact information. Hint: update your email!

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MAIN MENU: Application Security Level(s)“Get assigned to the grant!”

• Select the user from the drop down list and click Go.

• Assign a security level for each application the user will access.

• Click the Save button to save the assignments.

• Only for your agency

Assign application security level(s) once users are in MEGS:

Early On

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Initiating an Application

Apply for FY 2005 Grant

• Select “Early On Michigan (FY205)” from the drop down list

• Click Apply For A New Grant

• 4’s or 5’s can initiate applications

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MAIN MENUInitiating an Application

• Select Apply Now button.• Click the Apply button to initiate the application. This will

send the user to the Application Menu.• Copy Previous Grant: save yourself some work!

• Apply Now does not mean TODAY

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HELP/ASSISTANCE

• Most pages have help information.

• Before you enter any information, it is recommended to view HELP screens.

• To print, click Print Window.

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Header Details

• Main Menu – Returns the user to the page with all applications initiated by the user’s agency.

• 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.

• Don’t Touch Me! Ignore me at all costs.

• 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.

• Logout – Logs the user out of MEGS.

• View Comments – Interactive checklist with MDE consultant comments. Printable.

2. Help

1. Main Menu5. Report Menu

4. Errors

3. Log-out

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.

6. Report Errors7. View Comments

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Slide 18

Early On - Walk Through

Application Menu

• Header Details

• Grant Information

• Management Activities

• General Information

• Budget Pages

• Program Information

• Local Self-Assessment

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MANAGEMENT ACTIVITIESControl Access to This Application

All Users are Saved in Application

Fiscal Agent Users listed only; select option to see all users

To Add Users

• Go to the “Add Users to this Application” table at the bottom of the page.

• Enter the MEIS Account IDs• Select a security level• If the user is a contact person for the

application, select the Main Contact.• Click the Save button to update MEGS.

Trick: Adding users from outside the fiscal agent will not display initially.

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Slide 20

MANAGEMENT ACTIVITIESControl Access to This Application

Edit/Remove Users From 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.

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Slide 21

MANAGEMENT ACTIVITIES View a PDF of the Application

•PDF rules: request to generate the PDF file of entire application.

•Once data is saved, the individual pages can be printed in PDF format.

•The entire Application is generated overnight, and can be saved as a PDF file on the desktop.

•Save PDF files to your desktop

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Slide 22

GENERAL INFORMATIONGrant Contact and Fiscal Agent Information

To Assign or Change the Main Contact/Project Coordinator:

• Go to the Control Access link

• When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page. •Fiscal Agent’s Information comes from the School Code Master (SCM).•MEGS gets updates from the SCM.•Level 5 can update some information

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Slide 23

BUDGET PAGESBudget 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

The View PDF button will generate a PDF for the current grant source

Clicking these buttons will take the user to the corresponding page

The quick links are available on the dark blue button bar

Budget Tabs and Quick LinksThese features allow for easy navigation between the 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.

Quick links are located beneath the budget tabs, and take the user to pages where multiple budget items can be added.

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Slide 24

Budget Details

• 0304 Budget Descriptions brought forward

• Dollar amounts not brought forward

• New: Functions codes have program description

• All function codes will have to be updated

• No Carryover for the 041340 grant number

• Guidance: Budget 100% of allocation

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Slide 25

BUDGET PAGESBudget Summary

•New function code options for Early On, e.g.:

-213 Health Services-213 Medical Services-213 Nursing Services

•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.

•Update Contact Information.

•Budget Summary is for Presentation only

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Slide 26

BUDGET PAGES Budget Detail

•The budget displays by function codes

•Initially no budget figures displayed

•Descriptions are links to edit budget item

•Budget totals are changed automatically when new budget items are added to the grant.

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Slide 27

BUDGET PAGES Add/Edit/Delete Budget Item

Add a Budget Item:

• Select function code • Provide a description of the budget item• Enter amount(s) in the appropriate Object

Code(s).• Detailed Function Codes

Edit Budget Detail

• Use Edit Budget Detail link or• Access from Budget Detail

Delete Budget Detail

• Delete: individual entries or entire budget detail.

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Slide 28

PROGRAM IMFORMATIONProgram Information Page Summary

• Provides dates and times entries in this section were added or edited.

• Mainly used by consultants.

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PROGRAM IMFORMATIONLICC Membership

•LICC is pulled forward from previous year.

•Title is new and is mandatory

•Edit/Delete as necessary

•Note replacements

•Total LICC membership next to drop down

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PROGRAM INFORMATIONService Area Plan

• Last year’s entries pulled forward

• Has this page been updated?

• Required to make updates to this page.

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Slide 31

PROGRAM INFORMATION Consent of Collaboration

• Last year’s entries pulled forward

• Has this page been updated?

• Add for additional counties

• Indicate mail or fax

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Slide 32

Local Self Assessment

•New for 2004-05

•Part B and Part C IDEA have Federal Annual Performance Reports

•Purpose of LSA is to collect trend data to report to OSEP

•Congress wants to know if outcomes are being met

•Is the money spent helping children?

•LSA designed to find out if programs are reaching outcomes

•Questions in the LSA are based on the Federal APR

•Early On Coordinators, SICC sub-committee, EOT&TA review in February and March

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Slide 33

Local Self Assessment

•Five Sections:

o Comprehensive Public Awareness and Child Find System

o General Supervision

o Family Centered Services

o Early Intervention Services in Natural Environments

o Early Childhood Transition

•MEGS will perform auto-calculations based on data entry

•Future Activities to Achieve Projected Targets

oDescribe two activities with timeline

oDescribe resources that will be used in both activities

•In subsequent versions data entered will be re-displayed

•Next – Previous- First – Last navigation buttons

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Slide 34

LOCAL SELF-ASSESSMENTComprehensive Public Awareness

and Child Find System

1. Questions 1-3

2. Enter snapshot count; used to determine number of files need to review.

3. Read pages; answer questions, SAVE your work.

4. Enter baseline and target information as requested.

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Slide 35

LOCAL SELF-ASSESSMENTGeneral Supervision

• Questions 4-7

• Qs 4&5: check boxes, provide description is Other is checked

• Q7: Note wording change; ratio is calculated based on answer to Q1

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LOCAL SELF-ASSESSMENTFamily Centered Services

• Enter the Family Centered Services Information

• Questions 8-11

• Answer 8 is in LICC section

• Q9: Percentage is calculated from answer to 8 and baseline for 9.

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• Enter the Early Intervention Services in Natural Environments

LOCAL SELF-ASSESSMENTEarly Intervention Services in Natural Environments

• Questions 12-20

• Many fields are auto-calculated based on your entries.

• Enter and SAVE to see results.

• Q13, 16, 17, 18, 19, & 20

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LOCAL SELF-ASSESSMENTEarly Childhood Transition

• Questions 21-25

• Qs 22 &23 auto-calc

• Q25: describe Other if used

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Submission of the Early On Michigan Application

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.

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Slide 40

Submit an Application:

• Notify Authorized Official (AO), Level 5.

• AO clicks Submit Application.

• Conditions page will be displayed.

• MEGS will display a confirmation page.

Submission of the Early On Michigan Submission

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Slide 41

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

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Slide 42

Viewing Comments

To View General Comments

•Click the View Comments link in the header of the page. •A separate popup window opens and displays the comments for that page.

•Checklists are interactive

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Modifications Process

Modifying the Application:

•Modifications Required: the Modify Application button is “lit”

•Levels 4 and 5 can click Modify Application; the status changes to Modifications in Progress

•Modifications in Progress, additional changes are made by clicking the View/Edit button

•Modifications Summary link on the Application Menu tracks changes

•Level 5s can submit the modified application

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Slide 44

Interim Expenditure ReportingRequirements

• USDOE requires states to report Federal expenditures annually

for two year grants

• Expenditures reported for July 1-June 30

– Year 1 and Year 2

• Grants affected:

– Flowthrough, Preschool, Early On

– Other grants report expenditures using DS-4044

• State cost reporting IS NOT affected

• DS-4044 Reporting to be done using MEGS data (July 2004)

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Slide 45

Interim Expenditure Reportingand MEGS

• Focus Group, February 19, 2004– Genesee; Jackson; Kent, Ingham, Oakland, MDE, OSE-EIS– How best to capture interim expenditures?– Confusion on MEGS budgets for different years.

• Decision to use MEGS to collect annual expenditures– Live date: July 15 (tentative)– Due Date: September 15 (tentative)

• Currently: – ISDs budget and report differently– Cost reports submitted after books closed and audited

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Slide 46

MEGS & Early On Grants

• 0102 Grants are Red• 0203 Grants are Blue• 0304 Grants are Green• 0405 Grants are Red

• Green Early On grants have two funding sources

Grant Number Project No.Early On, 041340 190

Early On, 031340 190C

•

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Slide 47

Interim Federal Expenditure Reporting Decisions

• No Carryover Budgets for Early On

• Guidance: budget 100% of the allocation

• May require amendments to budget

• Collect Interim Expenditures in MEGS, based on

composite budget

• Prototype to test concept

• IFER ready by July 15

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Slide 48

Interim Expenditure Reporting

0405 (Red) grants will not have a Carryover Option

for 041340 funds

The 041340 funding source is only in the 0304

(Green) grant Amend 0304 Regular Grants and update 041340

budgets to 100% of allocation The Green grant (0304) may have a Carryover

Budget for 031340 funds

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Slide 49

DS-4044 Reporting

DS-4044 reporting this summer for year

031340 funding source

031340 Early On grants may have two

projects to report

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Slide 50

IFER, DS-4044, and System Review Functionality is under construction!!

This is the current concept.

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Slide 51

Initiating the Interim Federal Expenditure Report

• Initiate an “application”• 4’s and 5’s from source app can

initiate• Select the IFER to complete• Choose “Apply Now” for Year 1• “Apply Later” for Year 2

Early On: IFER 040450

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Slide 52

MAIN MENUInitiating the IFER “Application”

• Select Apply Now button.• Click the Apply button to initiate the IFER. This will

send the user to the Application Menu.• Apply Now means by the due date: ~September 15

Early On-IFER 041340

Early On-IFER 041340041340

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Slide 53

Interim Federal Expenditure Report Walk Through

Application Menu

• Header Details

• Grant Information

• Management Activities

• General Information

• Budget Pages

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Slide 54

MANAGEMENT ACTIVITIESControl Access to This Application

Access to the IFER “Application”

• All MEGS users from the Fiscal Agent will be included in the IFER

• Grant Members will not be added.

• Same permissions from the application

• Main Contact will be same

• Update Main Contact as necessary

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Slide 55

GENERAL INFORMATION Grant Member Information

•Display for info only.

•Cannot edit

•Column added

for expenditures

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Slide 56

BUDGET PAGESBudget Navigation

Budget Tabs

Three Tabs Likely: Composite BudgetInterim Federal Expenditure Report (IFER)View PDF

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Slide 57

Composite Budget

The Composite Budget displays the budget entries for all allowable function and program codes.

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Slide 58

Composite Budget

•IFER will display the most recent budget entries for the grant.

•Cells will be open to enter expenditures:

– by function code and program code

– report by Object class– Indirect rate included

•Enter detail for each grant member.

•MEGS will sum for Fiscal Agent

•MEGS will do all calculations

•Business Rules will be enforced.– Less than or equal to current

budget– Year 2 IFER will be compared

against latest budget and Year 1 IFER

•Delete option to start over

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Slide 59

Sample Business Rules

• Year 1: Less than or equal to approved amount• Fiscal Agent cannot Edit 411• Indirect rate will be checked for proper year (year

expenditures made)• Year 2 IFER will be compared against latest

budget and Year 1 IFER• Sum of Year 1 and Year 2 must equal Approved

Amount

Rules and process will be finalized during pilot of functionality.

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Slide 60

Submission of the IFER

• MEGS performs a check for technical errors and will present the information on this page.

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IFER Statuses

• Application in Progress

• Application Submitted

• Modifications Required

• Modifications in Progress

• Modifications Submitted

• Review in Progress

• Report Accepted (locked out!)

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DS-4044 Concept• Grants in MEGS will use new MEGS interface

• GCMRS security is used

• Access MEGS from the Project Listing screen

• Report by function code detail using IFER interface like (Composite Budget)

• Signed for in usual manner

• Some terminology changes: Local Share

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Slide 63

DS-4044:MEGS Entry

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Early On System Review

• Purpose: Systematic On-site Review of ISD Improvement Plans

• Currently paper based process• Coming to MEGS this Spring• Designated ISD’s will “Apply” for the Early On

System Review• Based on the MEGS SAIP functionality in 0304

grants• Built in review functionality with 3, 6, & 12 month

requirements

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Slide 65

System Review Concept

•SAIP Components (not Collaborative Requirements)

•Page concept to stay the same

•Standard MEGS Application Menu

•Inherit contact info from Early On Grant.

•Business Rules will be defined.

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Slide 66

http://megs.mde.state.mi.us/megsweb/Training_Detail.asp?catID=8&sctID=6

Look here for copies of this PowerPoint and the Quick Guide.

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Slide 67

Questions?• Password related: Call MDE Help Desk (517) 335-0505

• Early On Questions:

Vanessa Winborne (517) 335-4865WinborneV@michigan.gov

• MEGS user questions:

Agate Help Desk (800)-820-1890