Last Updated: 7/26/2007

Michigan Electronic Grants SystemMEGShttp://megs.mde.state.mi.us/megs/MEGS Overview and Updates for 2007-2008 Last Updated: 7/26/2007

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

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

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

Grants in MEGS 2007-2008continued • 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

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

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

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.

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, from http://www.adobe.com/products/acrobat/readstep2.html MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

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/

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

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:

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

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

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

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 MEGS Authorization Structure

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 Officials AllAuthorized 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 Officers This 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. Other Security Levels

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 blue 2006-2007 aregreen 2007-2008 are red

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.

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

Main Menu:Application Security Level(s) To assign application security level(s) once users are added to MEGS: • 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. NEW Select the user, then use Inactivate All, to remove access in all applications, including consortiums.

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 Assigning Users:Grant and Consortium Members

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.

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

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.

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.

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.

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.

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.

Header Details Application and User Information Help Main Menu Logout View Comments Report Menu ReportErrors Errors Application Menu • 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 mightencounter. • 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.

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 CertificationsThis link opens a page that lists a set of conditions that must be followed by recipients of funds for programs included in the application.

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.

Edit/Remove Users Control Access to This Application To Edit or Remove User Access from the 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. • 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.

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.

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.

Management Activities: View a PDF of This Application To View a PDF of the Application: Click the View a PDFof 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.

General Information Pages depend upon the application type.

General Information:Consortiums • Some 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.

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

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.

Budget Pages

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. Clicking these buttons will take the user to the corresponding page. The quick links are available on the red button bar. The View PDF button will generate a PDF for the current grant source. • 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.

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

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).

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.

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)

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)

Last Updated: 7/26/2007