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Michigan Electronic Grants System MEGS

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

MEGS Additional Features

Last Updated: 2/4/2011

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The Michigan Electronic Grants System

• 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 Additional Features

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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

• Report Due

• Report Accepted

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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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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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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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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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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

•State Fiscal Stabilization Funds Grant Award Notification has a separate sheet for each funding year

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MEGS Generated 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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The Michigan Electronic Grants System

• 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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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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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.

If a report has not been submitted the report can be deleted by a level 4 or 5.

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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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ARRA Section 1512 Report

On-going quarterly report for each ARRA grant until the Final Expenditure Report (FER) has been processed.

Amendment Description screen appears (must add information in the text box):

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ARRA Section 1512 ReportTo add data click on Application Menu in the blue header:

Any questions? Use the Important Information link.

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The Michigan Electronic Grants System

• 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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Cash Management System (CMS)

•Request funds and certify fund requests

•Report and certify Final Expenditure Reports (FER)

•View Data

•Control Access

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

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Cash Management System (CMS)

Viewing FERs in MEGS

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Questions?

•MEGS: Contact the Program Office

•CMS: (517) 335-0534