SPECIAL EDUCATION MEGS Update for School Year 2004 http://meis.mde.state.mi.us/megs/ The Michigan Electronic Grants System. Last Updated: 4/14/2003. Email questions to MDE:. [email protected] Accessible Grants Available On-line Spring 2003. Special Education
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Last Updated: 4/14/2003
Update last years information
Specify on screen: not reviewed, changes, no changes
All info brought forward from 0203 on-line grants
Review of pages
Early On budgets
Enhanced Budget functions:
Edit Budget Detail
Delete budget detail
Checklists: interactive; printable
Grant History will track grant status
due July 30 are in 0203 Special Education grant
Early On due in August
One-Click PDF generation
Updated function codes in all the grants.Updates to MEGS
Beware proxy servers and other security settings.
Local security can impact MEGS
MEGS website is great source of information
MEGS can be accessed from multiple machines at same time.
MEGS is best viewed through Internet Explorer.
Improved MDE hardware has improved response time for users
All users can register to serve as Peer Reviewers in MEGS.Quick Facts About MEGS
An Internet Browser is computer software used to browse (view) the World Wide Web.
MEGS supports Internet Explorer or Netscape versions 4.0 or higher.
You can check the version number by clicking Help and then by clicking About Internet Explorer or About Netscape.
If the version you have is below 4.0, you can download the latest version by going to:
Browsers are free software.
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 from
MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+
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 an 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 will allow you to access MEGS once you have been entered in the MEGS database.
Note: Every MEIS application has its own security system.
Users with a valid MEIS account entered into the MEGS database can login to MEGS at the following URL:
The first screen gives basic information about the purpose of MEGS and provides a link to the login screen.
This page also provides a link to the MEGS Website:
-Authorized Official forms
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:
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.
Authorized Officials (Level 5)
Application Administrators (Level 4)
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 2d - Program Coordinators. This level has the ability to input and edit pages under the Program Information heading like Delivery Systems for Special Populations and Local School District Consolidated Plan.
Level 3 Grant Member-Authorized Officials. AllAuthorized Officials from Consortia Members are automatically added to the grant with View permissions.
Level 3b Cons./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.Other Security Levels
From the Main Menu, Authorized Officials can:
Once an application has been initiated, the application will be listed on the Main Menu.
To Edit Contact Information (5’s only):
To assign application security level(s) once users are added to MEGS:
New! Users can be added even if the application is already initiated.
From the Main Menu:
Main Menu Options
“When the button is “lit” you are able to do it.”
Summary of Funded Components
Submitting the Application
6. Application and User Information
1. Main Menu
2. 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 might encounter.
To Edit or Delete User Access to the Application:
To Review/Change Grant Selections:
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
Coming: Better identification of Apply Now and Apply Later portions of grant
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:
This feature is provided for agencies to keep a printed copy of the application
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.
2002-03 Consortium Members will be brought forward.
To Add a New Consortium/Grant Member:
To Delete a Consortium/Grant Member:
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 dark blue button bar
The View PDF button will generate a PDF for the current grant source
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.
NEW! Delete Budget Detail! Will delete entire sections.
Edit Budget Detail: One page to edit all entries. (Tell your friends!)
To Enter Indirect Costs:
Expect Indirect Rates to change in the summer.
Agency Budget List
Displays all agencies that are apart of this application.
The information provided in this list is the Grant Member name and the total amount of the budget items entered into MEGS.
The sum of the grant members will show in the Out Going Transfers (Function Code 400) row.
The agency name is a link to a Budget Detail List where each budget is shown in 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.
0203 Budget detail is brought forward.
Early On budget items will be brought forward with blank budget items.
Edit Budget Detail gives the user one place to update an entire budget.
The same budget rules are enforced: Only one object class per entry, except for Salaries and Benefits.
Allows for direct editing of amounts.
(In Windows you use the Start button to shut down your computer.)
Still working on the error presentation. Any errors will be displayed during Error check.
To check for errors, use your Error link.
Early On: add your amounts/remember the rules.
Use Delete Budget Detail when you are ready to start over.
You clear out the entire budget detail on the page.
One chance to confirm: and then it’s gone!
Grant Member budgets are deleted separately.
To Add a Budget Item:
appropriate Object Code(s).
– Only one entry unless personnel.
– All personnel entries must have Salaries and Benefits.
– Capital Outlay must equal $5000 or more per item.
To Edit a Budget Item: Access the budget item from the
Budget Detail screen, make the changes, and click Update
To Delete a Budget Item: Access the item from the Budget
Detail screen and click Delete Budget Item.
Add Budget Items for Grant Members
Entering data for Grant Members is almost the same except for some small variations. The first difference is that Grant Members don’t have Budget Summary pages to display any budget information added to the application. A Grant Member’s data is shown in a budget detail page where all data is displayed by function code and totaled.
1. Locate the user’s agency under the bold faced Fiscal Agent and click the link.
2. On this page there will be a number of tabs, click the Add Budget Item tab.
3. Follow the instructions from the previous slide to enter budget information.
The Composite Budget displays the budget entries for all allowable function and program codes.
This page is very similar to the Summary Budget, but this page breaks out the full budget totals on this page.
Detail for this page is generated from the Add Budget Item pages.
Note: new detailed function codes. Old ones will be mapped.
The Summary of Funding Components compiles all budget items by agency across all funding sources in the application. The page displays personnel items, purchased services and supplies and materials.
For personnel, Total FTE and the FTE through the funded sources are shown.
The ‘Other’ Column will show the difference between total FTE and FTE subtotals/
For purchased services, items will appear as “C” in the field.
For supplies and materials, items will appear as “X” in the field.
Updated Program Design:
Review entries for each grant.
Program Design Entries mapped according to check box: Flowthrough; Preschool; TMT
Indicate if changed or not. (Coming soon)
Default: has not been reviewed. User must indicate if there has been any changes.
To add more Program Designs, click the Add a page button to add another page.
Enter EOSD Information
From the Application Menu
Update the members
Delete members no longer on the LICC
Add new members
-Early On Coordinator
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.
Submitting an Application:
Modifying the Application:
When the application status is Modifications Required, the Modify Application button is “lit” on the application table on the Main Menu page.
Level 4’s and 5’s 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 Summarylink on the Application Menu.
Level 5’s can submit the modified application by clicking the Submit Modifications button on the Application Menu.
Amending the Application:
Once the application status is Grant Funds Available, an Amend Application button is displayed on the application table on the Main Menu page.
Level 4’s and 5’s can click Amend Application to begin an amendment.
Once the status is Amendment in Progress, additional changes are made by clicking the View/Edit button.
Changes made to the application are shown by clicking the Modifications Summarylink on the Application Menu. (coming soon)
Level 5’s can submit the amended application by clicking the Submit Amendment button on the Application Menu.
MEGS will ask for a brief description to explain why the purpose of the amendment.
Look here for copies of the PowerPoint and the Quick Guide.