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Program Management & MEGS. Louis Burgess Supervisor, Grants Coordination and Administration Grants Coordination and School Support . What is MEGS? What do you know about MEGS? What do you want to learn about MEGS?. Agenda. Introduction MDE Goals and Objectives

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program management megs

Program Management & MEGS

Louis Burgess

Supervisor, Grants Coordination and Administration

Grants Coordination and School Support

Grants Coordination and School Support

What is MEGS?
  • What do you know about MEGS?
  • What do you want to learn about MEGS?
  • Introduction
  • MDE Goals and Objectives
  • MDE and Program Management
  • MEGS Overview
  • MEGS Benefits
  • Demonstration
  • Discussion
strategic goal
Strategic Goal

Attain substantial and meaningful improvement in academic achievement for all students/children with primary emphasis on high priority schools and students.

mde strategic plan objectives
MDE Strategic Plan Objectives


  • Improve all students’ achievement in all academic areas especially in English language arts and mathematics.


  • Identify and support practices, systems, and programs that sustain the social, mental, physical, and emotional growth of all students.


  • Ensure that Michigan classrooms are staffed with high quality teachers and paraprofessionals under the direction of administrators who are committed to instructional excellence.


  • Assure the efficient and effective implementation of federal and state programs.
school district funding
School District Funding
  • Local (31%), State (60.1%), Federal (8.4%)
  • Preponderance of funding is State Funding
  • Local Control
  • State Aid Payments
  • Federal Funding is program specific
    • No Child Left Behind
    • MDE’s ability to focus programs
    • Formula and Competitive grants
    • Income based; poverty based; sub-group based
mde funding
MDE Funding
  • State (7%), Federal (75%), Restricted (18%)
  • Preponderance of funding is Federal Funding
  • Federal Funding is program specific
    • No Child Left Behind
    • IDEIA (Special Education)
    • Child Nutrition
    • Annual updates, Reauthorization
    • MDE Program Offices direct, supervise and monitor all programs
  • Increase in Federal Monitoring Requirements
megs as management tool
MEGS as Management Tool

Federal Emphasis for 2007

  • Audit and Monitoring Findings from OIG and ED Program Offices
    • Enhancements added to MEGS; direct links from program to budget
  • Lapsed Funds
    • Cash Management System (CMS) rewrite
  • State and Local Audit Reports
  • Program Performance
    • Collection of data; grant reporting; CEPI reports
  • Rigor of SEA’s Subrecipient Monitoring Process
    • Programmatic; Fiscal; Risk Analysis
how did we get here
How Did We Get Here?
  • Circa 2000:
    • GCMRS: interface with MAIN
    • Siloed approach to programs and grant processes
    • Mary Ann Chartrand vision for grant process
    • MEGS goes live November 2001
  • 2003
    • Child Nutrition Application Program (CNAP)
  • 2006
    • Cash Management System
      • update GCMRS (FileMaker; Fox Pro)
      • All education related grants use (across the state)
  • State wide usage
    • 57 ISDs; 25 Career Initiatives Regions
    • 559 Local Education Agencies
    • 310 Public School Academies
      • Current; closed; proposed
    • 40 Head Start Agencies
    • 299 Neglected and Delinquent Institutions
    • 132 Residential Child Care Agencies
    • 1483 Non-public schools
    • 5617 school buildings
    • 32 Colleges and Universities
    • 6 State of Michigan Departments
    • Auditors, monitors at local, state, and federal levels
  • Authorized Officials
    • 2,585 active
  • Agency Members
    • 9,230 active+
    • Increases annually with increased non-public participation
  • State of Michigan
    • 237 active in six Departments
grants by program offices
Grants by Program Offices
  • Grants Coordination and School Support
    • Educational Technology Competitive
    • Wellness
    • Fruit and Vegetable
  • Early Childhood and Family Services
    • Michigan School Readiness
    • Even Start
    • Early On
    • Special Education – Preschool
    • 21st Century
  • Office of Professional Preparation Services
    • Improving Teacher Quality
  • Office of Special Education
    • EOSD
    • Flowthrough
    • Transition Services
    • Service Provider Self Review
  • Department of Labor and Economic Growth
    • CTE Perkins
    • Technical Preparation
    • WIA Core Programs
    • Special Projects
    • Special Initiatives
    • Section 107
  • Department of Community Health
    • Safe and Drug Free Schools
grants by program offices con t
Consolidated Application*including

Improving Basic Programs

Education Migrant Children

Negligent, Delinquent or At Risk

Enhancing Education Through Technology

Teacher and Principal Training

Innovative Programs

Bilingual Education

Migrant, Summer School

English Language Acquisition

Rural and Low Income

Charter School Programs




Comprehensive School Reform

Title I School Improvement

Section 41 Limited English

Section 31a/32e Flexibility

McKinney Vento Homeless

Reading First

Regional Literacy Training Centers

Math and Science Centers

Math and Science Partnerships

Grants by Program Offices (con’t)

Office of School Improvement

*Formula Grants

annual program reports

Charter Schools Dissemination Performance –Interim

Charter Schools Dissemination Performance –Final

Charter Schools Plan/Imp Perf – Interim

Charter Schools Plan/Imp Perf – Final

Consolidated Performance

Consolidated Nonprofit Participation

Homeless Students Grant


CTE Perkins End of Year Report

Tech Prep End of Year Report


S&DF Schools Final Report


Preschool Final Report

EOSD Final Report

Flowthrough Final Report

Flowthrough lnterim Report

Transition Services Mid-Year Report

Transition Services Final Report


Even Start Interim Report

Even Start Final Report

Even Start Final Expenditure Report

MSRP Final Report/Narrative Summary

MSRP Final Expenditure Report and Carryover Budget

MSRP Final Carryover Expenditure Report

Annual Program Reports
megs is not just grants
Title I Comparability

Title I School Selection

Educational Technology Plan

Non-Public School Membership Report

Certifications (Federal and State)

Gun-Free Certification

Constitution Day

Constitutionally Protected Prayer

Protective Eye-glasses

Commodity Food Consortia

Community Needs Resource Assessment

October Free Eligible Counts (Spring; Fall)

Head Start Counts

CIP Self Review Summary

Early On Monitoring Report

Section 31a Program Report

Interim Federal Expenditure Reports

Needs Assessment for all schools (ties to funds; grant objectives; reports)

Supplementary Education Services

MEGS Is Not Just Grants
benefits of megs
Benefits of MEGS
  • Access to Applications
    • Current, amendments and prior years
  • Budget Control
    • Valid function codes, indirect cost implications, capital outlay, local shares
  • Error Checking
    • Simple (required fields)
    • Complex (comparing fields from other applications, budget vs. program design/action plan)
  • Implemented Logic
    • Complex calculations e.g. Title I Comparability
  • Process Control and Communications
    • Statuses, checklist, changing data tracking, automated emails, access emails for ad hoc messaging, consultant assignments, office and consultant overviews, allocation and final approvals
  • Program Office Control
    • Assurances and important information, uploads, data, rubrics, samples, URLs, tailor automated emails, affiliations
financial aspects of megs
Financial Aspects of MEGS
  • Bulletin 1022, Michigan School Accounting Manual
  • Interaction with GCMRS
    • Allocations; approvals
    • Displays completed DS-4044s in MEGS
    • Grant Award packets; approval letters; grant award notifications
    • Interim Federal Expenditure Reports (Special Ed/Early Childhood)
    • Detailed expenditure reporting
      • (CTE Perkins; Tech Prep; MSRP; Even Start)
    • Consolidated Application Approval History
  • Complete integration with Cash Management System (CMS)
    • Agencies; allocation history
    • Approval history
integration of applications
Integration of Applications
  • Hierarchical Review
    • Ed Tech Plans
    • Freedom to Learn
    • CTE Perkins and Tech Prep
    • Gifted and Talented
  • Nonpublic Schools
  • Auditors; outside monitoring
  • Neglected and Delinquent Institutions
  • Building Level Budgets
  • Consortia grants (allocations)
  • Consortium invitations and acceptances
  • Peer Review
program office capabilities
Program Office Capabilities
  • Customize automated email messages
  • Eligibility for each grant (type; specific)
  • Data bank of Grant Information/data retrieval
  • Function Codes (PDF implications)
  • Annual/Demographic data
    • Indirect cost rates; poverty; free and reduced lunch; October Counts; allocations
  • Data Affiliation
  • Rubric (load; update)
  • Grant Sections (add application sections)
  • Assurances and Certifications
  • Important Information about each grant
  • Application descriptions
  • Access controls (due date, availability date, eligible agencies)
continuous improvement
Continuous Improvement
  • Grant Information Requests (GIRs)
  • MEGS is changing every year
  • Direct links to expenditure reporting
  • Direct links between program design and budgets
  • Rare is the application that stays static
walk through megs
Walk Through MEGS
  • Management Tool
    • Full suite of admin tools
  • Live Demonstration
    • State Performance Planning
    • Title I Comparability
    • Expenditure Reporting
    • Retrieving Information
megs future
MEGS Future
  • Fiscal Monitoring
    • Integral to the Fiscal Monitoring Effort
    • Link to the financial side of grants (CMS)
    • Documented Risk Assessment
    • Record of monitoring visits
  • Integrate with School Improvement Planning
  • Upgrade architecture/convert to
  • Grant Builder/Report Builder
  • Identity Management (with CEPI)
  • Annual Requirements updates
  • Usability/Functionality Enhancements
  • State Grants