Prev Next|

Slide 1

WELCOME TO THE MEGS SYSTEM

READING FIRST

APPLICATION

Created: 12/14/2004

Prev Next|

Slide 2

MEGS

Michigan Electronic Grants System

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

Prev Next|

Slide 3

The Michigan Electronic Grants System

• Getting set-up in MEGS• Security Levels• Authorized Officials• Using MEGS to Apply for the Reading First Grant• Modifications, Amendments • DS-4044 reporting (tell your business people)

MEGS PROCESS

Prev Next|

Slide 4

WHAT IS NEEDED TO USE MEGS

• An Internet Connection• Web Browser

-IE 6.0+-Netscape 7.0+

• Adobe Acrobat 4.0+ • A Valid MEIS Account entered

in MEGS

*Internet Explorer RECOMMENDED

Prev Next|

Slide 5

QUICK FACTS ABOUT MEGS

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

settings

MEGS Tips• Can be accessed from multiple machines at same time• Best viewed through Internet Explorer• No preferred sequence for navigating in MEGS• MEIS accounts must be entered in MEGS• Hint: Add Consortium Members, Grant Members, Partners first• Confirm your email address

Prev Next|

Slide 6

WHAT IS ABODE ACROBAT READER AND DO I NEED IT?

• Adobe Acrobat Reader allows user to view PDF files. • PDF stands for “Portable Document Format”. • Regular Webpages 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. • MEGS uses PDF’s for those things that must be 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 fromhttp://www.adobe.com/products/acrobat/readstep2.html

MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

Prev Next|

Slide 7

WHAT IS MEIS AND HOW CAN AN ACCOUNT 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 (Website Address) and clicking Create a MEIS Account:

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

Prev Next|

Slide 8

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 be entered in the MEGS database.

Need to reset your password? Call the MDE Helpdesk:

(517) 335-0505Or

1-800-968-2644 Note: Every MEIS application has its own security system.

Prev Next|

Slide 9

HOW TO ACCESS MEGS

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

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

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

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

Prev Next|

Slide 10

THE MEGS WEBSITE

Prev Next|

Slide 11

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.

If you receive a message about becoming a Peer Reviewer, you have not been entered into MEGS yet.

Prev Next|

Slide 12

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 13

DESIGNATING AUTHORIZED OFFICIALShttp://megs.mde.state.mi.us/megsweb

• Two Authorized Officials per district

• Authorized by the Superintendent

• Print and send in the MEGS Electronic Form

• Very quick turn-around

• Log-in to check

Prev Next|

Slide 14

MEGS – User FlowAuthorized Official (Level 5)

Initiates Application (Opens)

Assigns Users to Application (At least one Level 4 user)

Grant Administrator (Level 4)

Completes Application

Authorized Official (Level 5)

Submits Application

Authorized Official - Level 5Authorized Official - Level 5

Grant Administrator - Level 4Grant Administrator - Level 4

INITIATESApplication

ASSIGNSLevel 4 User

COMPLETESApplication

NOTIFIESLevel 5 of

Completion

SUBMITSApplication

Authorized Official - Level 5Authorized Official - Level 5

Prev Next|

Slide 15

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 • Start modifications or amendments• Notify Authorized Officials to submit applications, modifications and

amendments• Can add/delete consortium/grant members or participating agencies

to an application

Prev Next|

Slide 16

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 cannot save to any 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 data only.

Level 2c - Financial OfficersThis level has the ability to input and edit budget data only.

Level 1 – Viewers This level has the ability to view all parts of the application. Cannot input or edit any information.

Prev Next|

Slide 17

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:

2002-2003 are blue 2003-2004 are green 2004-2005 are red 2005-2006 are blue

Prev Next|

Slide 18

ADDING NEW USERS TO MEGS

Authorized Officials (level 5’s only)

• All new users must be entered into the MEGS system

• Select the Add Users to MEGS link

• Key in the MEIS number (up to ten users can be added)

• Click on Verify• If the information is correct, click

on Save

Prev Next|

Slide 19

ADDING USERS TO THE APPLICATION

Users may be added externally from the application or inside the

particular application.

External• Select application security

level(s)• Select the contact person then

select each application and security level assigned to that user

• SaveUsers can be added even

if the application is already initiated.

Prev Next|

Slide 20

MAIN MENU

Main Menu Options

• View/Edit

• Delete Application

• Amend Application

• View Reports

• View History

Buttons are controlled by the status of the applications.

Prev Next|

Slide 21

MAIN MENU:Initiating an Application (4’s/5’s)

From the Main Menu:

• Select the application from the drop down list and click Apply For A New Grant.

• Choose the grants that the agency will apply for now or later during this fiscal year.

• Click the box in the Copy Previous Grant column to uncheck it if you do not wish to bring the previous year’s information forward.

• Click the Apply button to initiate the application. This will send the user to the Application Menu.

• Option to initiate the grant disappears once the grant is initiated.

• To review grant selections from the Apply Now does not mean TODAY.

DO NOT SELECT

COHORT III CARRYOVER!

Prev Next|

Slide 22

APPLICATION MENU

Application Menu

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

Prev Next|

Slide 23

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.

Prev Next|

Slide 24

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.

Prev Next|

Slide 25

GENERAL INFORMATION:Grant Contact and Fiscal Agent Information

To Assign or Change the Main Contact:

• Go to the Control Access to This Application page and make the assignment.

• When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page.

• Authorized users may delete and replace the Main Contact.

Prev Next|

Slide 26

GENERAL INFORMATION:Consortium/Grant Member Information

To Add a Consortium/Grant Member:• Click the Add a New Member button.• Select the appropriate funding source from the drop down list.• Click the Go button.• Enter the district codes of the agencies that will be added. • Once all district codes have been entered, click the Save Selections button.

Prev Next|

Slide 27

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.

• Public School Academies must also add a building.

GENERAL INFORMATION: Adding a School

If you are not sure of the building code, you may navigate to:

http://cepi.state.mi.us/scm/

Prev Next|

Slide 28

RANKING YOUR SCHOOLS

This will be used to prioritize your funding

if necessary

Prev Next|

Slide 29

PRIVATE NONPROFIT SCHOOLS

If you have private nonprofit schools within your attendance boundaries:

Describe how the district will meet the federal requirements for the participation of private nonprofit schools and; upload the letter(s) sent to these schools.

Otherwise, select the check box.

Prev Next|

Slide 30

BUDGET PAGES: Budget Summary

Budget Totals: • 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

Indirect Costs:• Enter the rate in the indirect cost percent

field at the bottom of the budget grid.

IMPORTANT: The indirect rate PLUS the values of

function codes 226 and 252 cannot exceed 3.5%

Contact Information:• Enter the names and phone numbers

Prev Next|

Slide 31

BUDGET PAGES: Budget Detail

All budget items are to be entered at the BUILDING level.

To enter your detail:

• click on the building link

• use the tabs to Add or Edit the budget items

Prev Next|

Slide 32

BUDGET PAGES: Budget Detail – Quick Links

To Enter more that one item at a time, you may use the quick links.

There is one for “Personnel” and one for all other items.

Prev Next|

Slide 33

PROGRAM INFORMATION

Complete Each Section and upload files as requested.

Sections A, B, C, D, E, F, and H, must be completed for each building.

Section G must be completed at the Fiscal Agent (district) level.

Prev Next|

Slide 34

PRE-SUBMISSIONCheck Errors First

• MEGS performs a check for technical errors and will present the information on this page. Clicking on the link will take you to the page with the error.

• Run the error checking until the screen indicates:No errors have been detected in this application.

Prev Next|

Slide 35

SUBMISSION

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 that must be agreed 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 administrator and the application Main Contact by email that the application has been received by MDE.

Prev Next|

Slide 36

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 “inprogress” 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

Consultant Set Status Levels

• Review In Progress

• Modifications Required

• Program Office Review

Complete

• Grant Funds Available to The

Applicant

Prev Next|

Slide 37

COMMENTS

To View Comments from Consultants:

• 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 from Consultants:

• 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.

Prev Next|

Slide 38

DS-4044 Concept

• Grants in MEGS will use new MEGS

interface

• GCMRS security is used

• Access MEGS from the Project Listing

Screen

• Signed for in usual manner

Prev Next|

Slide 39

DS-4044:MEGS Entry Point

Alert your business people. MEGS grants will complete DS-4044 Reporting in MEGS. Details to follow.

Prev Next|

Slide 40

Questions?

For MEGS or other technical questions contact:

Sarah Uhle (517) 373-0454 uhles@michigan.gov

or

Judy Byrnes (517) 241-3895 byrnesj@michigan.gov