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Michigan Electronic Grants Plus System November 22, 2013

Michigan Electronic Grants Plus System November 22, 2013. IMPROVING TEACHER QUALITY APPLICATION. Created: 11282005. The Michigan Electronic Grants Plus System https://mdoe.state.mi.us/MEGSPlus Getting set-up in MEGS Security Levels Authorized Officials Modifications, Amendments .

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Michigan Electronic Grants Plus System November 22, 2013

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  1. Michigan Electronic Grants Plus SystemNovember 22, 2013 IMPROVING TEACHER QUALITYAPPLICATION Created: 11282005

  2. The Michigan Electronic Grants Plus System https://mdoe.state.mi.us/MEGSPlus Getting set-up in MEGS Security Levels Authorized Officials Modifications, Amendments MEGS+ PROCESS

  3. WHAT IS NEEDED TO USE MEGS+ • Internet Access • Web Browser • - Internet Explorer 8 (preferred) • - Firefox 2.0+ • - Safari 3.0+ • Adobe Acrobat Reader 4.0+ • An upgrade to Internet Explorer 8 is available at no cost from Microsoft at microsoft.com

  4. 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 New MEIS Account: https://cepi.state.mi.us/MEIS/login.aspx

  5. CONFIRMING YOUR MEIS ACCOUNT The final screen will confirm your account. Print this page for your records. Warning: Passwords are case-sensitive. Your randomly generated password is guaranteed to cause you problems in the future. Change your password immediately after creating your account. Your MEIS account must be entered in the MEGS database. Note: Every MEIS application has its own security system.

  6. Resetting MEIS Passwords Need to reset your password? The MEIS system has been modified so the user may maintain own profile. • Change own password • Recover forgotten login name and password • Simply use the MEIS website. Any MEIS questions may be directed to the MEIS Help Desk: (517) 335-0505

  7. HOW TO ACCESS MEGS+ Go to: https://mdoe.state.mi.us/megsplus • Use the Login and Password obtained from the MEIS registration process to login. • Remember, the MEIS password is case sensitive. • If you are in MEGS, you have automatic access to MEGS+ • You cannot log in until your Authorized Official has entered your MEIS account into MEGS+. • If you 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.

  8. THE MEGS WEBSITE Click on “Training” to receive this power-point and other training materials.

  9. AVOID THE BACK AND FORWARD BUTTONS • It is highly recommended that users use the navigation provided within the application. • The browser’s 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 browser’s 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.

  10. DESIGNATING AUTHORIZED OFFICIALShttps://megs.mde.state.mi.us/megsweb • Two Authorized Officials per institution • Authorized by the Designated Official • Print and send in the MEGS Electronic Form • Electronic form is “fillable” • Very quick turn-around • An email will be issued when assigned

  11. MEGS – User Flow Authorized 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

  12. 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 Can NOT submit applications; assign other Level 4s MEGS+ AUTHORIZATION STRUCTURE

  13. 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 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 data and budget information. Level 2c - Financial Officers This 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. OTHER SECURITY LEVELS TIP: Level 3b and Level 3 are only used for applications supporting a consortium, grant member or regional provider structure.

  14. AUTHORIZED OFFICIALS: Getting Started From the Home Page, Authorized Officials can: • Initiate applications • Add users to MEGS • Review/edit contact information • Assign application security levels

  15. MEGS+ Adding Contacts to an Agency (Authorized Official) • Click Agencies in the blue header • Select the agency. Most will have only one agency available, but some may have multiple agencies.

  16. MEGS+ • Adding Contacts to an Agency (Authorized Official) • Click Agency Contacts • Click Add Contacts

  17. MEGS+ • Adding Contacts to an Agency (Authorized Official) • IF an existing user is in MEGS+ or MEGS Legacy click Search, using partial name or MEIS ID of the contact to be assigned

  18. MEGS+ • Adding Contacts to an Agency (Authorized Official) • Select user box, assign Role (security level) and Save.

  19. MEGS+ • Adding Contacts to MEGS+ (Authorized Officials) • IF a new user to MEGS+ or MEGS Legacy click New Contact • Enter MEIS number and click Search MEIS

  20. MEGS+ • Adding Contacts to MEGS+ (Authorized Officials) • Assign Role (security level). • Specific application access must be assigned with “View Management Tools” for that application.

  21. MEGS+ Application Security Levels • To assign a contact to multiple applications/tasks at one time use Administration/Application Security Levels. • Select the contact from the drop down list and click Search.

  22. MEGS+ Application Security Levels • Select a Desired Security Level • Select Active Date Begin • Select Program Name • Click Update Application Security Level

  23. MEGS+ Application Security Levels • To assign a contact within a specific application/task use View Management Tools. • Click the Add/Edit People link.

  24. MEGS+ Application Security Levels • Enter contacts name and click Search. • This screen also provides information on current people assigned to the application.

  25. MEGS+ Application Security Levels • Check the box next to the person(s) name and select Role. (You can also select Grant Contact Type.) Click Save. • To remove a contact from the application uncheck the box next to the person(s) name and click Save.

  26. MEGS+ Application Security Levels • Contact has been successfully assigned to the specific application/task!

  27. MEGS+ Home Page • View Available Applications/Tasks • Used to initiate • Option will only appear if you have applications/tasks to initiate • My Inbox • Emails generated automatically by MEGS+ may be visible here in addition to your normal email account • My Applications/Tasks • Dependent on authority, application/task statuses • After initiating an application/task check here FIRST for any pending actions

  28. MEGS+ Home Page: View Available Applications/Tasks • Initiate an Application/Task (Level 4 or 5) • Select View Available Application/Tasks. • Options available, if any, dependent upon program requirements and user’s security level. • For MEGS users: Certifications will also be handled in the common Application/Task structure. • NOTE: For the first grant year, Level 5 must initiate.

  29. MEGS+ Home Page: View Available Applications/Tasks • Initiate an Application/Task (Level 4 or 5) • Click the Initiate button. • Follow the prompts to confirm.

  30. MEGS+ Home Page: My Inbox • Some messages for user’s action may appear here. • May also be received in user’s normal email account.

  31. MEGS+ Home Page: My Applications/Tasks • Applications for which the user has access and current status requiring applicant agency action.

  32. MEGS+ Home Page • Quick Search • To view existing applications/tasks in MEGS Legacy and submitted applications/tasks in MEGS+ • To initiate amendments. • Tip: This option will also list and provide access to legacy MEGS applications.

  33. MEGS+ Home Page • Enter search criteria, click Search. Click Agency link to access application.

  34. MEGS+ Application Menu • All applications have a similar look. • Each application type has its own unique features.

  35. MEGS+ Application Menu: View/Edit • Similar to MEGS legacy. • To complete and review the application.

  36. MEGS+ Application Menu: View/Edit • Completing Budgets: • Many applications/ tasks include budgets. • For current MEGS users, these options should be familiar.

  37. MEGS+ Application Menu: View/Edit • Initiate a budget. • Budget Navigation: Corresponding page can be obtained by clicking the associated link.

  38. 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.

  39. GENERAL INFORMATIONADD/REVIEW PARTNERS • To add partners click Add/Review Partners link under General Information. • Follow the detailed instructions.

  40. GENERAL INFORMATIONPARTNER INFORMATION After you have added all of your partners, the Partner Information page will display their information.

  41. GENERAL INFORMATIONVerification of Collaborative Planning • Two part process • Complete the page • Upload a copy of the agenda and list(s) of the participants.

  42. GENERAL INFORMATIONGrant Categories • Select the category that you will be applying for:

  43. MEGS+ Application Menu: View/Edit • Budget Summary • The budget totals are displayed with the function codes along the left side and object codes across the top. • “Tens” function codes. • Budget totals are changed automatically when new budget items are added to the grant. • You must complete Contact Information at the bottom of the page.

  44. MEGS+ Application Menu: View/Edit • To Add a Budget Item: • Select the appropriate function code. • Provide a description. • 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 Save Budget Item button.

  45. MEGS+ Application Menu: View/Edit • 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.

  46. MEGS+ Application Menu: View/Edit • To Edit a Budget Item: Access the budget item from the Budget Detail screen or the Edit Budget Items button, make the changes, and click Save Budget Item. • To Delete a Budget Item: From the Budget Detail screen click Edit Budget Items then select which item(s) to delete and click Delete Checked Budget Items.

  47. MEGS+ Application Menu: View/Edit • Indirect Costs: When permitted, enter indirect costs on the Budget Summary Page

  48. PROGRAM INFORMATIONNarrative Rubric A Rubric is provided to assist with your narrative.

  49. PROGRAM INFORMATIONNarrative Upload the narrative, paying attention to the requirements.

  50. PROGRAM INFORMATIONAbstract Upload the Abstract

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