prevnext | slide 1 michigan electronic grants system megs megs overview and updates for 2007-2008...

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Slide 1

Michigan Electronic Grants System MEGS

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

MEGS Overview and Updates for 2007-2008

Last Updated: 7/26/2007

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• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS• Cash Management System (CMS)

MEGS Introduction and Update

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What is MEGS?

• Apply for grants and other applications online• Common look and feel for all applications• Program Office review and comment on applications• Amendments online• Grant reporting online• Some previous year’s information saved and brought

forward, when applicable• Up-to-date view of applications• Automated generation of e-mail

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Grants in MEGS 2007-2008

• DLEG Adult Education: WIA Core Programs, Special Projects, Instructional Initiatives, Section 107

• OCTP: Tech Prep; CTE Perkins• Charter Schools: Planning/Implementation & Dissemination• Consolidated Application• Early On Michigan• Educational Technology – Competitive• Even Start• Fresh Fruit and Vegetable Program• Homeless Students• Improving Teacher Quality (IHE only)• Mandated Activities Project• Mathematics & Science Centers Grant• Mathematics & Science Partnership

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Grants in MEGS 2007-2008 continued

• Michigan School Readiness Program/CNRA• MSRP Competitive• Reading First• Regional Literacy Training Centers• MDCH ODCP: Safe & Drug Free Schools• Section 31a/32e Flexibility• Service Provider Self Review• Special Education – EOSD• Special Education – Flowthrough• Special Education – Preschool• Summer Migrant• Title I School Improvement• Transition Services• 21st Century Community Learning Centers

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Additional Application Types

• CIP Self Review• Commodity Food Consortium• Educational Technology Plan• Interim Final Expenditure Reports (IFERs)

(Early On, Flowthrough, Preschool)• LEA Planning Cycle• Nonpublic School Membership Report• October Free Eligible Counts (spring and fall)• Section 31a Program Report• Section 41 Bilingual Education• Title I Comparability• Title I School Selection

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The Michigan Electronic Grants System


MEGS Update

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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.

Internet connection• The faster the connection, the easier it is to use MEGS.• Beware proxy servers, pop-up blockers, and network security settings.

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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.

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, at no cost, fromhttp://www.adobe.com/products/acrobat/readstep2.html

MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

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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 and education 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:

https://cepi.state.mi.us/MEISPublic/

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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 then 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) 335-0505(800) 968-2644

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Slide 12

How to access MEGS

Go to:

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

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

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MEGS Website

MEGS Website: •Allocations•Grant Information•MEIS Accounts•Peer Reviewers•Training

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Logging into MEGS

Use the Login and Password obtained from the MEIS Registration Process to login.

Remember, the MEIS password is case sensitive.

After your MEIS Account is obtained, it must be entered in MEGS before you can log in. Contact your Authorized Official. For Authorized Officials, the process is discussed in MEGS Security in the next slides.

If your MEIS account is entered in MEGS, you can log in:

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(800) 968-2644

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Slide 15


• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security • Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments • Reports in MEGS• Cash Management System (CMS)

MEGS Update

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Designating Authorized Officialshttp://megs.mde.state.mi.us/megsweb

• Two Authorized Officials per recipient agency

• Authorized by the Superintendent / top Administrator

• Print and send in the MEGS Electronic Form

• Electronic form is “fillable”

• You can find forms on the MEGS website

• Very quick turn-around

• Log-in to check

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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 for own agency• Start modifications or amendments• Assign other users to participate in the grant writing or review process • Initiate and submit reports• Notify Authorized Officials to submit applications, modifications and amendments• Can NOT: submit applications; assign other Level 4s

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Slide 18

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 OfficialsAll 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 OfficersThis 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.

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MEGS Update

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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:

2005-2006 are blue2006-2007 are green2007-2008 are red

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Main Menu:Add Users to MEGSLevel 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.

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Slide 22

Main Menu: Contact Information Maintain MEGS Accounts

To Edit Contact Information (5’s only):

• Click the Contact Information link.

• 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.

All users can edit their own contact information using Edit Your Contact Information

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Main Menu:Application Security Level(s)

• Click Application Security Levels

• 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” or “Date End” fields.

• Click the Save button to save the assignments.

To assign application security level(s) once users are added to MEGS:

NEW Select the user, then use Inactivate All, to remove access in all applications, including consortiums.

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Slide 24

Assigning Users:Grant and Consortium Members

• Grant/consortium member, not the Fiscal Agent, should “Add User to MEGS”, so that the district/agency is correctly assigned

• Fiscal Agent must then assign Application Security Level

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Slide 25

Certifications

Certifications are sometimes required, as communicated by MDE.

• Go to the Main Menu and click the Certification Menu link. Only Authorized Officials can use this link.

• Complete the Certification and click Save.

• Some Certifications may require entry of a number or text.

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Slide 26

Agency 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 e-mail address.

• 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

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Slide 27

Multiple Contact Agencies

In some cases, one user is an Authorized Official for multiple agencies.

NEW: One MEIS ID can be used for all access, instead of using multiple MEIS IDs.

• Contact MDE for assistance in security set-up

• A Contact Agencies link appears

• Click the link, select the desired agency, then click Go

• The agency selected is displayed on the Main Menu

• Applications listed depend upon the agency selected.

• MOST users do not need this functionality, and will not see the Contact Agencies link.

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Main Menu:Initiating an Application (4’s/5’s)

From the Main Menu:

• Select the application from the drop down list

• Options depend upon agency eligibility

• Click the Initiate button.

• Option to initiate disappears once the application is initiated (unless multiple applications are permitted)

• Select the applicable Funding Sources (if applicable and displayed)

• NOTE: For the 1st year, Level 5 must initiate.

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Slide 29


• MEGS 101: What is MEGS?• What is Needed to Use MEGS?• MEGS Security• Authorized Officials: Getting Started• MEGS Applications• Modifications, Amendments• Reports in MEGS• Cash Management System (CMS)

MEGS Update

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Slide 30

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.

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Application Menus

Application Menu

• Header Details• Application Information• Management Activities• General Information• Budget Pages• Program Information• Attachments• Submitting the Application

All applications have a similar look.

Each application type has its own unique features.

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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.

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Header Details

• 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

Main Menu

Application Menu

Report Menu

Logout

Application and User Information

• 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.

Errors Report Errors View Comments

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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.

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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.

• A Main Contact is required.

• To activate the users, click the Save button.

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Edit/Remove Users Control Access to This 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.

To Edit or Remove User Access from the Application:

• 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.

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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.

E-mail Contact, specifies additional recipients of automated MEGS e-mails.

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General Information: Review Grant Selections

To Review/Change Grant Selections:

• Click the Review Grant Selections link on the Application Menu.

• Click the appropriate radio buttons to make any changes in the grants that will be included in the application.

• Click Confirm to save the changes. If you do not wish to make any changes, click Cancel.

Do Not Apply: no intention to apply

Apply Now: add all required parts of grant; invokes all error checking

Apply Later: add all required parts of grant; no error checking

Apply Now and Apply Later status of grants

are displayed on Application Menu

This option will not appear if the grant has only one funding source.

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Slide 39

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: email 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.

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General Information

Pages depend upon the application type.

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General Information:ConsortiumsSome application types support

consortiums. Pages may vary depending upon the application.•Click Add a New Member to add consortium members•Select the applicable Funding Source•Enter Recipient and Building Codes•Click Save Selections•MEGS sends consortium invitation e-mails.

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General Information:Consortiums

•Consortium Member Authorized Officials have an option for Grant Consortium Acceptance Information•Services only, Funds and Services (separate budget) or Will Not Participate

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Schools Included in the Application

Some applications use School Level Budgeting, or require schools to be identified with options similar to the ones shown.

To Use the School Level Budgeting Option:

• Click the Add a School button.• Select the grant program from the

drop down list and click the Go button.

• Enter the building code for each school that will have a budget. Up to 25 schools can be added at one time.

• Once all building codes have been entered, click the Save Selections button. A School Budget(s) section will be created on the Budget Summary page.

To Remove a School:• Click the box next to the school’s

name on the School Level Budgeting page.

• Click the Remove Selected School button.

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Budget Pages

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Slide 45

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.

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 red button bar.

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.

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Budget Summary

Budget Totals: • The budget totals are displayed with

function codes along the left side and object codes across the top. • “Ten’s” function codes• Budget totals are changed automatically when new budget items are added to the grant.•Complete Contact Information (on the bottom of the page):• Business Office Representative• Project Contact Person

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Slide 47

Budget Summary: Additional Budgets

Some applications have additional budgets:•Neglected and Delinquent Institutions•School Level Budgets•Consortium/grant Members

Additional budgets are displayed in tables at the bottom of the Budget Summary.

Click the underlined name of the institution, school or consortium/grant member to access budget detail for that agency.

Consortium/grant member budgets are summarized in Outgoing Transfers (Function Code 400).

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Slide 48

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.

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Slide 49

Budget Pages: Add Budget Item

To Add a Budget Item:• 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.

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.

Some grants have unique items here.

•Transferability (Consolidated Application, Safe and Drug Free)•Component (Special Education)•Year 1/Year 2 (Special Ed: Early On, Flowthrough, Preschool)•Permissive Funding (Special Ed: Flowthrough)•Action Plan (CTE Perkins, Tech Prep)•Local Share (Homeless Students)

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Budget Pages: Other options

•Capital Outlay: provide justification •Edit Budget Detail: edit multiple items at one time•Use Delete Budget Detail when you are ready to start over. One chance to confirm: and then it’s gone!•Budget Summary Plus/Minus: compare to last approved Budget Summary•Quick Links: add multiple items at once•Download Budget Detail•Links to Program Information pages (depending upon the application type)

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Program Information

Program information pages are unique for each grant in MEGS.

In some applications, some pages are copied forward from prior years. Indicate if the page has changed.

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Slide 52

Project Narrative

•Pages vary by application type

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Slide 53

Expanded Menus

• Click the “folder” to expand and see the contents.

• Re-Click the “folder” to hide the links.

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:

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Slide 54

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.

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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.

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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 email that the application has been received.

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Slide 57



MEGS Update

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Slide 58

Application Status LevelsApplication 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

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Slide 59

Viewing and Responding to Comments

To View Comments:

• 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 :

• 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.

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Slide 60

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.

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Slide 61

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.

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Slide 62

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.

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Slide 63

Award Letter Notification

When the status is Grant Funds Available, Award Letter Notification option is available.

It includes:•Award Notification Letter•Grant Award Notifications, for each funding source

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E-mail Recipients

Grant Contact ChangesGrant Contact options include E-Mail Recipient. An agency may identify any number of E-Mail 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 ContactsAll Level 5s

Confirmation of Receipt of Report (including Report Modification) Report Contact

Modifications Required All Grant Contacts

Report Modifications Required All Grant Contacts

Grant Funds Available Administrator (e.g. Superintendent)All Grant Contacts

Consortium Invitation All Level 5s at Consortium Invitee

PDF Ready for Download (including Budget Detail PDF) Requestor

Allocation Approval All Level 5s

“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 E-Mail Recipient. In some grants, Main Contact and Secondary Contact use different names.

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Slide 65



MEGS Update

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Slide 66

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.

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Slide 67

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.

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Report History and Delete

Report History is available.

Report Delete is available, if the report has not been submitted.

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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

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Reports Due

Reports Due:•An overview list•Click the title to access the report

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MEGS Update

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Slide 72

Cash Management System (CMS)What and Why

• Functions for Recipients– Requesting Funds and Certifying Fund Requests– Reporting and Certifying Final Expenditures– Viewing Data– Controlling Access

• CMS replaces the Grants Cash Management and Reporting System (GCMRS)– New technology– Increased functionality– Better usability– Integration with MEGS

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Cash Management System (CMS)Accessing CMS

https://mdoe.state.mi.us/cms

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Cash Management System (CMS)CMS Security

• Access is authorized separately from MEGS

• Three CMS security levels:– Recipient View

• Viewing Data• Maintaining Business

Contact– Recipient Enter also has

access to:• Requesting Funds for a

Project• Reporting Final Expenditures

– Recipient Certify also has access to:

• Certifying Fund Requests• Certifying Final Expenditure

Reports• Controlling Access

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Slide 75

Cash Management System (CMS)Requesting Funds for a Project

• Active projects are listed• Click column headers to sort

the list• Select a project• Enter Interim Cumulative

Expenditures• Enter Advance Amount, if

any; click “30 Day Advance”, if applicable

• Save. CMS calculates Current Total Cash Request

• Navigate: List, Previous, Next

• NOTE: Revenue Code is available for optional use by recipients

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Slide 76

Cash Management System (CMS)Certifying Fund Requests

• Projects with current cash requests are listed

• ALL active projects do NOT need to be entered

• If the last request for a project included a cash advance more than 30 days ago, a new request for that project must be entered.

• Click “I Certify”.

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Slide 77

Cash Management System (CMS)Reporting Final Expenditures

• List includes:– Active projects past project end

date– Active projects with all funds

paid– Reopened projects

• Data is loaded from MEGS when available

• Enter expenditures and Save• “Post” when the report is

complete and there are no errors

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Slide 78

Cash Management System (CMS)Certifying Final Expenditures

• “Posted” Final Expenditure Reports are listed

• Click on column headers to sort

• Click “Select”• Click “I Certify…” • Use buttons to navigate

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Slide 79

Cash Management System (CMS)Viewing Data

• View your CMS data

• Export to spreadsheet

• Select the activity

• Click Go

• Enter additional selection criteria

• Click Search

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Slide 80

Cash Management System (CMS)Controlling Access

• Control users with Recipient Enter and Recipient View access

• E-mail Contact?– Will also receive

copies of automated CMS e-mails

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Slide 81

Cash Management System (CMS)Maintaining Business Contact

• Business Contact will receive CMS automated e-mail notices– Final Expenditure Report Due– Final Expenditure Reports

delinquent– Overpayment– Reopened Final Expenditure

Report – Disbursements

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Slide 82

Questions?

•MEGS•CMS

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