Prev Next|

Slide 1

Welcome to MEGSThe Michigan

Electronic Grants System

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

SAFE AND DRUG-FREE MEGS Updates for 2004-05

Last Updated: April 16, 2004

Prev Next|

Slide 2

1. Understand Authorized Officials (level 5)

2. Get a MEIS account entered in MEGS

3. Get assigned to the grant

4. Initiate the Safe and Drug-Free Grant

Safe and Drug-Free and MEGS

Prev Next|

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

• MEGS has high speed supporting hardware.

– Pop-up blockers

Prev Next|

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/

Prev Next|

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.

Prev Next|

Slide 6

Designating Authorized Officialshttp://meis.mde.state.mi.us

• Two Authorized Officials per “district”

• Authorized by the appropriate level with fiscal responsibility

• Print and send in the MEGS Electronic Form

Prev Next|

Slide 7

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

Prev Next|

Slide 8

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

Prev Next|

Slide 9

MEGS Authorization Structure

Level 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 – Consortium Members —Input and edit any of their agency’s data

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

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

Prev Next|

Slide 10

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.

Prev Next|

Slide 11

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.

Grant Years are color coded:

2004-2005 are red2003-2004 are greenish2002-2003 are blue

Prev Next|

Slide 12

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.

Prev Next|

Slide 13

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):

Prev Next|

Slide 14

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.

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

New! Users can be added even if the application is already initiated.

Safe & Drug-Free

Prev Next|

Slide 15

Initiating an Application

Apply for FY 2005 Grant

• Select “Safe & Drug-Free Schools (FY205)” from the drop down list

• Click Apply For A New Grant

• 4’s or 5’s can initiate applications

Prev Next|

Slide 16

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.• Apply Now does not mean TODAY

Prev Next|

Slide 17

HELP/ASSISTANCE

• Most pages have help information.

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

• To print, click Print Window.

Prev Next|

Slide 18

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.

• 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.

3. Help

1. Main Menu2. Application Menu

4. Errors

5. Logout

6. 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.

Prev Next|

Slide 19

Assurances and Certifications

Note the additional Assurances:

Prev Next|

Slide 20

General Information:Consortium/Grant Member Information

To Add a New Consortium/Grant Member:

• Click Add a New Member button.• Select the appropriate funding

source.• Click the Go button next to the

drop down list. • Enter the district codes of the

agencies that will be added. • Once all district codes have been

entered, click the Save Selections button.

To Delete a Consortium/Grant Member:

• Click the box next to the name of the agency to be deleted.

• Click the Remove Selected Member button.

2004-05 Consortium Members will be brought forward.

Prev Next|

Slide 21

Invitation to join a Consortium

• When the grant is rolled forward, all existing Consortium Members will be invited to re-join the consortium.

• Email notification to the Consortium Member Authorized Officials

• CM Authorized Officials will View/Edit the proper grant.

Prev Next|

Slide 22

Invitation to join a Consortium

Consortium Member Authorized Officials should look for this link.

• CM Authorized Official must find the Grant Member Accemtance Information link.

Prev Next|

Slide 23

The choices:

• Services only (no budget).

• Funds and services (budget).

• If a budget is generated, Budget Detail is prepared for the CM.

• Will not participate.

• Notify Fiscal Agent.

• The Fiscal Agent must brief their consortium members on the proper selection for the grant.

Accepting the Invitation

Prev Next|

Slide 24

Safe and Drug-Free - Walk Through

Application Menu

• Header Details

• Grant Information

• Management Activities

• General Information

• Budget Pages

• Program Information

• Attachments

Prev Next|

Slide 25

MANAGEMENT ACTIVITIESControl 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 Main Contact.

• Click the Save button to update MEGS.

Prev Next|

Slide 26

MANAGEMENT ACTIVITIESControl Access to This Application

Edit/Remove Users From Application

• Use the “Edit/Remove Users From This Application” table at the top of the page.

• 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.

Assigned contacts are displayed on this page.

Prev Next|

Slide 27

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

Prev Next|

Slide 28

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 latest updates from the SCM.

Prev Next|

Slide 29

GENERAL INFORMATIONConsortium/Grant Member Information

Prev Next|

Slide 30

GENERAL INFORMATIONNonpublic School Participation

Prev Next|

Slide 31

GENERAL INFORMATIONStatement of Nonpubic School Participation – Part B

Prev Next|

Slide 32

GENERAL INFORMATIONViolence-Free School Plan, Audit Requirements

Prev Next|

Slide 33

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.

Prev Next|

Slide 34

BUDGET PAGESBudget Summary

•Only the function codes listed are allowed for Safe and Drug-Free Schools.

•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.

•Enter Contact Information.

•Presentation only, data will not be entered into this chart.•Budget Detail will be computed and presented in this summary page.

Prev Next|

Slide 35

BUDGET PAGES Budget Detail

•The budget displays by function codes

•Descriptions are links to edit budget item

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

•View PDF

Prev Next|

Slide 36

BUDGET PAGES Add/Edit/Delete Budget Item

Add a Budget Item:• Click the Add Budget Item tab.• Read directions on page.• Select function code • Provide a description of the

budget item.• Enter amount(s) in the box(es)

beneath the appropriate Object Code(s).

• Read directions• Uses MSAM function codes

Edit a Budget Item:

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

Delete Budget Item:

• Use Delete Budget Detail link• Delete from Update Item page

Prev Next|

Slide 37

PROGRAM IMFORMATIONProgram Information Page Summary

This gives you information about the sections in the grant application.

Mainly used by consultants.

Prev Next|

Slide 38

PROGRAM IMFORMATIONNeeds Assessment

Prev Next|

Slide 39

PROGRAM INFORMATIONGoals – Outcome (Required)

Prev Next|

Slide 40

GOALS

Outcome

Intermediate

Process

Prev Next|

Slide 41

PROGRAM INFORMATION Prevention Programs

Prev Next|

Slide 42

PROGRAM INFORMATIONProgram Summary

Prev Next|

Slide 43

PROGRAM INFORMATION Parental Involvement

Prev Next|

Slide 44

PROGRAM INFORMATION Community Coordination

Prev Next|

Slide 45

PROGRAM INFORMATION Advisory Council

Prev Next|

Slide 46

PROGRAM INFORMATION Function of the Advisory Council and Advisory Council Review

Prev Next|

Slide 47

PROGRAM INFORMATION Peer Review

Prev Next|

Slide 48

AttachmentsMiscellaneous

Prev Next|

Slide 49

Submission of the Safe & Drug-Free 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.

Prev Next|

Slide 50

End of Year Reports

End of Year Reports:

•View Reports

•Look in Year Reporting

•Report Contact must be assigned

•View reports by clicking the name of the report

Prev Next|

Slide 51

End of Year Report

End of Year Report:

•Eight Sections

•Click link to complete each section

•Progress Towards Goals: Outcome Evaluation, one page per goal in the grant

•Progress Summary is an attachment

Prev Next|

Slide 52

To Submit an Application:

• Notify Authorized Official (AO), Level 5.

• AO clicks the Submit Application button.

• Conditions page will be displayed.

• After reading and agreeing with the

conditions, click the I Agree button.

• MEGS will display a confirmation page.

• MEGS will notify the identified. administrator

and the application Main. Contact by email

that the application has been received by

MDE.

Submission of the Safe & Drug-Free

Prev Next|

Slide 53

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

Prev Next|

Slide 54

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.

Prev Next|

Slide 55

Modifications Process

Modifying the Application:

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

Levels 4 and 5 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 Summary link on the Application Menu.

Level 5s can submit the modified application by clicking the Submit Modifications button on the Application Menu.

Prev Next|

Slide 56

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

Prev Next|

Slide 57

DS-4044:MEGS Entry

Prev Next|

Slide 58

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.

Prev Next|

Slide 59

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

• Safe & Drug-Free:•Kyle Guerrant (517) 373-3623 or guerrantk@michigan.gov

•Lee Rockafellow (517) 373-7022 or rockafellowl@michigan.gov

•Janet Zielaskowski (517) 241-2917 or zielaskowskij@michigan.gov

•Doug Sheldon, Data Specialist, (517) 335-4322 or Sheldond@michigan.gov