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GEMS/MARS. Performing Subrecipient Functions. Overview. Part 1. GEMS/MARS.

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gems mars

Performing Subrecipient Functions


Part 1

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  • The Michigan Department of Education (MDE) is required by law to monitor implementation of Federal and State programs at the local level to ensure funds and other resources are spent or used appropriately in accordance with State and Federal law and Education policy.
  • GEMS/MARS is the Grant Electronic Monitoring System/Michigan Administrative Review System and supports this monitoring process.
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  • This illustrates in a quick manner, who does what in GEMS/MARS.
  • The remainder of the presentation focuses on the “Sub” column; that is, what functions are performed by the sub-recipient.
gems mars key concepts roles
GEMS/MARS: Key ConceptsRoles
  • MDE
        • PADM – Program Administrators
          • Setup Programs
          • Setup Consultant Reviewers and Sub-Administrators
        • Consultant/Reviewers
          • Perform reviews as Review Manager, Review Lead and Reviewer
    • Subrecipient
        • Sub-Administrators
          • Setup Sub-users
        • Sub-Users
          • Perform Subrecipient activities during review
gems mars sub functions getting access
GEMS/MARS: Sub FunctionsGetting Access

Welcome to GEMSMARS!

This is the “login” screen. Sign on with your MEIS user name and password.

See another PowerPoint called Getting Access if need MEIS Id… or need access to GEMS/MARS.

gems mars key concepts reviews
GEMS/MARS: Key ConceptsReviews
  • Reviews can be planned/conducted
        • As often as needed (that is, multiple times per year if required)
        • Announced and, for certain programs, unannounced
        • At the program level
        • At the “review type” level
          • A review type is a subset of a program.
          • For example, could separate fiscal and non-fiscal (programmatic) reviews
          • For example, could handle Single Audits
gems mars sub functions common look and feel
GEMS/MARS: Sub FunctionsCommon “Look and Feel”

A common “look and feel” includes the following:

Line 1: provides the “Level 1 Menu” options. Click on Level 1 and see Level 2 and, when needed, click on Level 2 to see Level 3.

Line 2: provides “i” icon for short narrative help, the “yellow book” icon for more extensive help and “breadcrumbs” so you always know where you are in GEMS. It also displays the “time out” so if signed in but no action for 20 minutes it will log you out.

Line 3: provides “Mode” buttons based upon your role. It always defaults to “Review.”

gems mars key concepts submission
GEMS/MARS: Key ConceptsSubmission

MDE Program ”Doc List” identifies documents to provide prior to the review. The Doc List may includes program docs and possibly common docs

Submission functions consists of 3 activities:

Common Documents

Documents not program specific.

That is, documents useable for multiple programs… and only collected once!

Review Contacts

People to meet or provide information to a “role” listed by MDE during the scheduling

Review Documents

Documents program specific

gemsmars sub functions submission
GEMSMARS: Sub FunctionsSubmission

For submission of any Common documents.

Under document name click on doc to upload

On the pop-up, enter Title.

Then select browse to locate the document to submit.

Select “OK” to upload.

gems mars sub functions review contacts
GEMS/MARS: Sub FunctionsReview Contacts

MDE asked for names of persons able to address topics related to the Role(s) shown

Sub provides Name, Phone and Email contact information.

gems mars sub functions review documents
GEMS/MARS: Sub FunctionsReview Documents

This page displays for the Program and Sub, which documents are required as part of the review.

The paper clip indicates docs already loaded, so common docs are not loaded again and again.

gems mars sub functions review documents1
GEMS/MARS: Sub FunctionsReview Documents

For submission of any Program specific documents.

Under document name click on doc to upload

On the pop-up, enter Title, and leave Type as Electronic.

The click on browse to locate the document to submit.

Select “OK” to upload.

gems mars sub functions finalize submission
GEMS/MARS: Sub FunctionsFinalize Submission

When all required docs are uploaded (Upload Status has check in each row)

Select validate to see if any errors.

If none, then select submit. If no errors, GEMS promotes to next stage (allowing MDE to review).

By the way, the paper clip if clicked allows you to see doc content.

gems mars key concepts compliance
GEMS/MARS: Key ConceptsCompliance

Reviews may generate findings and findings generate in GEMS/MARS, what we call ARC

A for Action that need to be corrected

R for Recommendations that may be performed

C for Commendations that simply provide positive feedback on a job well done

Though some programs may chose only to provide “A”

In response, you will build a compliance plan

What you will do to address the finding/action

And MDE Program will either accept or return each item

Those accepted you then implement and submit evidence

Again evidence can be accepted or returned

Those accepted result in closing/completing the action

gems mars sub functions compliance plan
GEMS/MARS: Sub FunctionsCompliance Plan

Select Program and Sub-recipient

The Compliance Action (bottom group) references the Action Item with the red check (far right, select column).

You may have one or more Compliance Actions to address an Action Item.

gems mars sub functions compliance plan1
GEMS/MARS: Sub FunctionsCompliance Plan

Enter you Compliance Action, Position to drive the action, and start/end dates.

If ready to submit, check box and save.

If not ready to submit still save (and it has a status of pending).

gems mars sub functions compliance plan2
GEMS/MARS: Sub FunctionsCompliance Plan

If MDE “rejects” a Compliance Action

The Status will show revisions.

And the comments box will have comments explaining why and what to do.

When revised, ,then select submit to return to MDE for review and approval.

gems mars sub functions completion evidence
GEMS/MARS: Sub FunctionsCompletion Evidence

This page allow the sub-recipient to submit evidence to indicate “implementation” of the Compliance Action…

Click on the Finding Ref to get a pop-up with details of the citation, finding and action item as provided by the MDE Program Office

gems mars sub functions completion evidence1
GEMS/MARS: Sub FunctionsCompletion Evidence

This is just like Compliance Plan,

In the Middle section, the red check indicates which item is shown in the bottom section.

To add evidence, enter a description of Evidence, browse to locate and attach Evidence and then submit.

When MDE Approves, the status is updated.

gems mars key concepts support
GEMS/MARS: Key ConceptsSupport

GEMS/MARS provides several tools to help YOU, the subrecipient:

The ability to submit questions to the program

The ability to have FAQ – frequently asked questions – with answers that are available to all users for that program

The ability to have Best Practices when MDE Program Offices has a document, template, etc. that provide “exemplary” example that could be of use to you in improving how you do work

GEMS/MARS provides several options to “HELP” use the system:

The “i” for information

The yellow book user manual for just that page

The user manual in its entirety

gems mars sub functions q a question answer
GEMS/MARS: Sub FunctionsQ&A (Question & Answer)

Unsure of something? Submit a question.

Questions can be general about GEMS or specific to a Program.

Select classification and, if needed, program.

Enter question and save. Now it is pending.

If ready to submit check the box and save.

gems mars sub functions q a question answer1
GEMS/MARS: Sub FunctionsQ&A (Question & Answer)

Select review to see answers.

Select info, if needed, to see more info in the pop-up box (as shown).

By the way, if MDE believes this is a question other will ask… your question could become a FAQ!

gems mars sub functions faq frequently asked questions
GEMS/MARS: Sub FunctionsFAQ (Frequently Asked Questions)

FAQ can be triggered by MDE from questions you or others asked…

Or just pre-emptive from the MDE (Grants Office or Program Office) about things they think you might want to know.

gems mars sub functions best practices
GEMS/MARS: Sub FunctionsBest Practices

Best Practices from MDE provide you templates or exemplary documents that may help you do a better job.

You can see and download.

Select document type and if needed, program. Select search.

gems mars sub functions help and user manuals
GEMS/MARS: Sub FunctionsHelp and User Manuals

User help exists 3 way!

Short text – the “i” icon

Page specific – the yellow book icon present that specific page from the User Manual

The whole user manual (a sub-menu within the Documentation menu option).

Remember if you download that version may change and only the online version is the only current version.

gems mars access links
GEMS/MARS: Access Links
  • By the way, your links are as follows…
    • To GEMS/MARS
    • To MEIS