eGOHS Training Procedures

eGOHS Training Procedures DRIVERS EDUCATION APPLICATION “Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Roads.” Revised May 2008

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Table of Contents 3

Training Objectives In this training, you will learn how to apply for a grant with the Georgia Governor’s Office of Highway Safety using the eGOHS system. • Create a New User Account and Login • Change your Password • To Create a Driver's Education Application and • The Submission Process. 4

Creating A New User Account Create a New User Account. • Go to the website one of two ways: • www.egohs.org or • www.gahighwaysafety.org and click on eGOHS Icon to begin the login process. • Click the “Create a new use account” link.

Creating A New User Account Add Contact Information Register Contact. Complete your contact information, but leave the Agency for last. Click the Find Agency button and scroll through the list, select your school. Make sure you include your email address and all areas with an asterisk*. Click Register. Note: you can click at the top or bottom.

Creating A New User Account Search for Agency • If Agency/School information does not populate, enter the Agency’s Name, Address, City, State, Zip Code and County. • Use the dropdown box to identify the Category for Driver's Education. • Schools K-12 • Click on Search.

Creating A New User Account Search for Agency • If your school is not listed after you have clicked on the Search button: • Search Options • School Name, or, • High School, or • County.. • Enter the information Listed. • Click on the No Agency Found. Note: Applicants are not able to delete duplicate entries, but should report it to the GOHS Help Desk.

Creating A New User Account Confirm User Registration Your Agency Contact Information will show up in the Register Contact Section. Your Username will automatically populate in the Confirm Registration Section. Put a password in twice (2x). Click the Confirm button. • Salutation: • Use dropdown box and include: • Mr., Ms., Mrs., Officer

Creating A New Application Confirm User Registration After you have registered, an eGOHS Administrator will release your “Security Level”. You will receive an email confirming that you are now able to use the eGOHS System. (This may take up to 24/48 hours.) 10

Creating A New User Account Login • Go to the website one of two ways: • www.egohs.orgor • www.gahighwaysafety.org and click on eGOHS Icon to begin the login process. • Login, using your eGOHS Username and Password. • Your username is typically your first initial and last name in lower case all together. • The password is the one you created upon login. If you didn’t create one, contact the GOHS Help Desk and has it reset. 11

Creating A New Application Initiating An Application Use the dropdown window an click on Drivers Education 2009. Click on Apply for a New Grant. Answer question: Are you sure you want to create a new Application? Click “OK. The screen will refresh and take you directly to the Components Section. 12

Creating A New Application Application Program Components Identify your Program Type: Driver Education. Name (Reference only) section. It’s okay to put you Program Title or School Name. SAVE. Note: If you skip this section and Return to Application Menu you will get the following screen. 13

Creating A New Application Components If you skipped the Components section your Application Menu will look like this. The Program Components must be answered and then the Application Forms Section will be available. Click on Program Components. 14

Creating A New Application Program Component Service Areas Benefiting • Service Area Type • Metro Statistical Area is the default. • Go to the County Section. • Scroll through and highlight your County, then click Add. • Click the second tab: Representative Districts. 15

Creating A New Application Program Component Service Areas Benefiting When the screen refreshes it shows the County in the lower section. Now click on the Representative Districts tab. Download for the Representative Districts: Georgia Legislative and Congressional Districts by Local Government/County Government is located on the GOHS Website under Extras/Grants Section. 16

Creating A New Application Program Component Service Areas Benefiting • Add using the dropdown box: • Senate • House • Congressional Districts. • Note: Go to the GOHS Website www.gahighwaysafety.org and download this information. 17

Creating A New Application Program Component Service Areas Benefiting • Add using the dropdown box (example for Clayton County): • Senate • 34.44 • House • 60.62.74.75.76.77.78 • Congressional Districts. • 5.13 18

Creating A New Application Program Component Service Areas Benefiting • Use the dropdown box to Add: • Senate • 34.44 • After you click Add the screen refreshes. 19

Creating A New Application Program Component Service Areas Benefiting • Use the dropdown box to Add: • Senate • 34.44 • After you click Add the screen refreshes. Delete a Record • Highlight Record • Make sure to Select a Record (S33) • Click Delete button. 20

Creating A New Application Program Component Service Areas Benefiting • House: For consecutive districts hold down the Shift key and highlight the districts and then click Add. • 74.75.76.77.78 • Congressional: 5. 13 and Add. • Return to Application Menu. 21

Creating A New Application Application Menu This is your main application screen. Start from the left side and work your way to the right side. Click on the View Applicant Information link in the gray box under the Agency Information Section. 22

Creating A New Application View Agency Information Review the Agency Information and make sure it is accurate and all the information is filled in. Click on either Edit button to open to document. 23

Creating A New Application View Agency Information Verify and correct the Federal Employer ID Number (it may have a default 99999 in it. Correct your Federal Employer I.D. Number (obtain from the Bookkeeper or Finance Dept). Type in the changes. Save when completed. Continue to scroll down the page. 24

Creating A New Application View Agency Information • Agency Vendor Codes • Do Not Use, GOHS will be completed this section for you. 25

Agency Contact Descriptions (Security Levels) Security Levels Agency Authorized Official (AO) Highest level in Agency/Jurisdiction (i.e. Superintendent, Principal, etc.) Able to review and Submit the Application Sign off on claim forms (optional with Electronic Signatures) Project Director (PD) Agency Administrator / Project Director - App Grant Administrator – Grant Able to Create/Initiate: Application, MAR, Claims, Amendments and Submit MAR, Claims and Amendments Financial Officer (FO) Agency Staff / Fiscal Officer - App Financial Officer – Grant Able to Create Claims and work on them. Alternate Signer (AO designee) Able to View Application / Grant only (i.e. Principal, Assistant Principal, etc.) Alternate will sign on behalf of the Authorized Official (AO) AO, PD, FO and Alternate Signer cannot be the same person, unless special permission given by GOHS.

Creating A New Application View Agency Information • Agency Contacts • Add • Edit • Delete Note: You can use the top or bottom section. • Agency Contact Descriptions • Who’s who? • What can they do? 27

Creating A New Application Agency Contacts • To Add, click on the Add button. 28

Creating A New Application Agency Contacts • Complete form in Letter Format (upper/lower case letters) • Make sure Active button is checked. • System Security Level • Agency Authorized Official • Agency Staff is the Fiscal Officer (Bookkeeper) or person responsible for Claims. • Persons to just view the application, list as Agency Staff. • Email (must have to complete) • SAVE and scroll to bottom. 29

Creating A New Application View Agency Information • Agency Contacts • Agency Administrator (Project Director) will already be filled in. • Click Add to put in the members that will be working in eGOHS or Edit to make changes. • Agency Authorized Official (AO) • Agency Staff (FO). Add Or Edit (in top or bottom section 30

Creating A New Application Agency Contacts • Once you have Saved the Agency Contacts, the screen refreshes and displays the persons entered. • Scroll up to top of page to review. 31

Creating A New Application View Agency Information After you have completed Adding staff you are ready to proceed. Click on Back to Previous Page or click on the Application Menu button. 32

Creating A New Application Application Menu Contacts Click on the Control Access to the Application. 33

Creating A New Application Give People Access To This Application The Project Director will already be populated in the Application Contacts Section. Go to the Assign Additional Access to the Application Section. 34

Creating A New Application Give People Access To This Application • Use the dropdown boxes to identify the staff needing access. • Name • Contact Type • Level of Access • Click the Grant this User Access button. • Return to Application Menu. 35

Creating A New Application Give People Access To This Application Notice in the Application Contacts Section, you will have both the Project Director and the Fiscal Officer. Click on Back to Main Menu or click on Application Menu. 36

Creating A New Application Application Forms Note the Application Forms Tree. Click on the first link: Application Project Information. 37

Creating A New Application Application Project Information Key in the Project Title. Key in the Project Summary (Brief)and then Save. Click Next. 38

Creating A New Application General Additional Information • Complete the questions on the page: • Are funds being sought from other sources? NO • Does your jurisdiction receive any other federal funds from other sources? Yes • If so, how much? Name the amount. • When is your Audit Period? 07/01/2008 – 06/30/2009; please use the correct date format as shown. • Save and click Next. View PDF to see work completed in that section. 39

Creating A New Application Cover Page The View PDF Screen shows to work just completed. Budget Information is populated when it is entered and the Cost Category Summary is Saved. Close PDF Screen Click Next or Return to Application Menu. 40

Creating A New Application Application Components • All submitted grant applications must include the following completed sections: • Problem Identification (describe the teen driving problem in the county or state) • Program Assessment (status of driver education in the community, school) • Project Objectives (what is planned to be accomplished) • Proposed Activities (how will the objectives be achieved) • Implementation Schedule with Milestone Chart (timeline for significant events) • Evaluation Plan (methods and collections for proving success) • Media Plan (grant and project progress to the community) • Self-Sufficiency Assurance (ability to sustain the program after funding ends) • Resource Requirements (describe the significant resources sought) • Itemized Budget (See Funding Options I, II, and III for typical eligible resources and aids) 41

Creating A New Application Problem Identification Follow the Instructions on the page. Suggestion to follow. SAVE and click Next. 42

Creating A New Application Problem Identification This section is populated (pulled) directly from the Problem Identification Form after it is Saved. Close this screen and click Next. 43

Creating A New Application Document Attachment Use the Document Title to give your document a Relevant Name. Put cursor inside the Browse section. Click on the Browse button and located your document to be attached and highlight it. Click Open and the document attaches to your application. Save and it will show as a link. Click Next. 44

Creating A New Application Stop and Start If you stopped here you can do the following to get back to where you were. • Logged into eGOHS with same Username and Password. • Expanded Tree on left by clicking on it. • Click on the Proposal in Process Application you were working on. • Note the check mark where you left off. You can also see if you skipped a section (those not checked). 45

Creating A New Application Program Assessment Follow instructions and Suggestions. This page should include a detailed description of your current and/or previous highway safety efforts. Be sure to indicate what has or has not worked in the past. Save and click Next. 46

Creating A New Application Program Assessment PDF View. Make sure you follow these Suggestions in your Application. Close screen and click Next. 47

Creating A New Application Program Assessment Chart Do Not Use this Form…For Law Enforcement Only. Click Next. 48

Creating A New Application Project Objectives • Select a Goal. • 10.1 Driver Training and Education (Make sure to check.) • Other • State an Objective. • Make sure your objectives answer the questions stated. • Add to list additional Objectives. • Edit, Clear or Delete to make changes. • Save and click Next. 49

Creating A New Application Project Objectives PDF View. Close this screen. Click Next. Objectives should beS.M.A.R.T.(Specific, Measurable, Action-Oriented, Realistic, Timely) 50

eGOHS Training Procedures