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APPLICATION. GENERAL OVERVIEW OF WEBGRANTS. Entirely replaces the paper method: Registration Application/Submission Review Negotiation/Revisions Award Status Reports Claims. GENERAL APPLICATION GUIDELINES. Solicitation is available on DPS website
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GENERAL OVERVIEW OF WEBGRANTS Entirely replaces the paper method: • Registration • Application/Submission • Review • Negotiation/Revisions • Award • Status Reports • Claims
GENERAL APPLICATION GUIDELINES • Solicitation is available on DPS website http://www.dps.mo.gov/dir/programs/cjle/jag.aspat the close of business on Monday, May 2nd. • Applicants must register in WebGrants no later than PRIOR TO APPLYING for any funding opportunity
GENERAL APPLICATION GUIDELINES • Applications must be submitted in WebGrants • NOTE: • Paper applications will not be accepted • WebGrants will not accept late applications
GET REGISTERED- Register as a User in DPS Webgrants as soon as possible at https://dpsgrants.dps.mo.gov
REGISTRATION- It is strongly recommended that you select ONE user to complete the WebGrants registration process. Once approved, the Registrant can add users associated with the organization (e.g. Project Director, Executive Director, Secretary, etc) • These additional users do not require approval by DPS, you can enter anyone who needs access to the system
REGISTRATION- You will need: The Applicant Agency’s DUNS Number (Data Universal Number System) • www.dunandbradstreet.com • 1-866-705-5711 The Applicant Agency’s Federal Tax ID # The Applicant Agency’s Congressional District
REGISTRATION Personal Information is for the Registrant
REGISTRATION Organization Information is for the Applicant Agency • HINT-Have Ready: • DUNS # • Federal Tax ID # • Congressional Dist. #
LOG IN After you have successfully registered, you will receive an email from DPS with your Username and Password You will need your Username and Password each time you log into WebGrants. • HINT-Have Ready: • Your Username and Password
Grantee Instructions: • general WebGrants instructions and navigational aids • My Profile: • maintain contact information, reset password, & add users • Funding Opportunities: • displays posted program funding opportunities • My Applications: • displays previously created applications by the user’s organization • My Grants: • displays awarded grants for a user’s organization MAIN MENU
SEARCH FOR FUNDING OPPORTUNITY • Funding Opportunties: • click here to search for all DPS funding opportunities • HINT-This is a like a list of all the DPS solicitations
GETTING STARTED: TIPS & TRICKS • START EARLY…START EARLY…START EARLY! • Navigate WebGrants using the Webgrants Toolbars NOT YOUR BROWSER • Almost everything you enter will be captured and used throughout the duration of the grant…so proofread thoroughly • Always click “SAVE” on each form before exiting WebGrants or moving to another form or component
GETTING STARTED: TIPS & TRICKS • Each application has several FORMS • Each FORM has required fields, indicated (*) • FORMS cannot be saved until each field contains data • Form and field instructions have been provided to aid in the completion of each form • If you have not completed a form but need to save it, enter placeholder text (like your name) and come back later • If you have not completed a required field or supplied information in an incorrect format, the cursor will return to the field that contains the error
GENERAL INFORMATION • Project Title: enter a carefully chosen, brief descriptive title for the proposed project. • If the application is a continued project, use the same project title from past years. • Primary Contact: a drop-down box will pre-populate based on name of the individual associated with the login information. • This individual will be the recipient of emails during the application, review, and negotiation phases. • Organization: a drop-down box will pre-populate based on the organization associated with the selected primary contact person.
GENERAL INFORMATION • HINT- • This is JUST a Project Title, no need to elaborate here Complete form and click “Save”
APPLICATION FORMS This screen displays all the application forms. The Complete column will track the completion of each form. The Last Edited column will track any changes to each form.
CONTACT INFORMATION Enter the Information. Click “Save”. Click “Mark as Complete” when reviewed and finished.
CONTACT INFORMATION • Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contract • e.g. Commissioner, Mayor, City Administrator, University President, State Department Director, etc • Project Director (PD) – the individual that will have direct oversight of the proposed project • If the project agency is a law enforcement agency, the PD must be the Chief, Sheriff, Director, etc. • Fiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency level • e.g. City Clerk, County Treasurer, Director Finance, etc • Officer in Charge (OIC), if applicable – the individual that will act as the supervisor or commander of the proposed project, if different than the PD listed above. This individual will be the primary contact for project operations and other general information.
PROJECT SUMMARY • Type of Application • Current Contract Number(s) • Program Category • Project Type • Geographic Area to be Served • Brief Summary of the Project • Program Income Click “Save” and “Mark as Complete” when reviewed and complete
BUDGET TIPS & TRICKS • The information entered into the budget form will be used to populate claim forms (expenditure reports) throughout the grant period. • It’s IMPORTANT that you enter information in a consistent manner throughout. • Some of the terms you will see in WebGrants may differ from what you are accustomed to.
BUDGET TIPS & TRICKS • You may want to have your fiscal person or whomever will handle completing the Expenditure Reports assist you with this component. • It is possible for two people to work in the Application at the same time—AS LONG AS THEY ARE WORKING ON DIFFERENT FORMS!
BUDGET TIPS & TRICKS • Each section of the Budget Form has two parts: • The actual Budget Category • The category Justification • It’s a good idea to review the Budget Form ahead of time to be better prepared for the data entry
BUDGET TIPS & TRICKS • The Budget Justification is an extremely important part of your application.
BUDGET EXAMPLES PERSONNEL: THE TEXT ENTERED UNDER THE NAME & % of GRANT FUNDED TIME COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget: • You will see this on your claim report:
BUDGET EXAMPLES PERSONNEL: THE TEXT ENTERED UNDER THE NAME & % of GRANT FUNDED TIME COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget to reflect a salary increase: • You will see this on your claim report:
BUDGET EXAMPLES PERSONNEL BENEFITS: THE TEXT ENTERED UNDER THE ITEM & % OF FUNDING REQUESTED COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget : • You will see this on your claim report:
BUDGET EXAMPLES PERSONNEL BENEFITS: THE TEXT ENTERED UNDER THE ITEM & % OF FUNDING REQUESTED COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget to reflect a change in fringe benefits: • You will see this on your claim report: • HINT-If entering more than one person’s salary, use initials so the column doesn’t expand too far to read the individual’s name
BUDGET EXAMPLES TRAVEL/TRAINING: THE TEXT ENTERED UNDER THE ITEM & NUMBER COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget to reflect a change in fringe benefits: • You will see this on your claim report:
BUDGET EXAMPLES EQUIPMENT: THE TEXT ENTERED UNDER THE ITEM & QUANTITY COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget: • You will see this on your claim report: • HINT-Budget categories vary between funding opportunities, make sure your request is allowable.
BUDGET EXAMPLES SUPPLIES/OPERATIONS: THE TEXT ENTERED UNDER THE ITEM COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget: • You will see this on your claim report: • HINT-Only the Item column will pull to the claim form. If requesting multiples, make sure to include the quantity in the Item column too
BUDGET EXAMPLES CONTRACTUAL: THE TEXT ENTERED UNDER THE ITEM COLUMN IS HOW THE LINE ITEM WILL DISPLAY ON THE CLAIM FORM IF YOUR APPLICATION IS SUCCESSFUL. • If you enter this budget: • HINT-Only the Item column will pull to the claim form. If requesting multiples, make sure to include the quantity in the Item column too • You will see this on your claim report:
EXPERIENCE & RELIABILITY • Define the problem Provide a description that clearly establishes who is applying for funds. • Include background information about the targeted community: • Geographic location/jurisdiction • Population • Demonstrate the agency’s capacity to provide the requested services. Click “Save” and “Mark as Complete” • HINT- • CAREFULLY READ THE DESCRIPTION OF EACH FORM
STATEMENT OF THE PROBLEM • Define the problem Clearly define the problem you propose to impact with funding. Click “Save” and “Mark as Complete” • HINT- • USE “BACK” OR “GO TO APPLICATIONS TO MOVE TO THE NEXT FORM
GOALS & OBJECTIVES • Provide the single, overall, defined goal and objectives (activities) that will be implemented in order to support and achieve that goal. Click “Save” and “Mark as Complete” • HINT- • CLICK THIS LINK TO VIEW THE SOLICITATION
COORDINATION OF SERVICES • Explain how this applicant agency will collaborate with other service providers in the community that serve the target population. Click “Save” Click “Mark as Complete”
EVALUATION • Restate the Goal, Objectives, and Performance Measures for this project. For each, indicate the procedures to be utilized by your agency to collect and report on the data necessary to measure the progress and success of the project. • Click “Save” • Click “Mark as Complete”
PERFORMANCE MEASURES • HINT- • CLICK THIS LINK TO VIEW THE OJJDP PERFORMANCE MEASURES
PERFORMANCE MEASURESOutcomes • HINT- • FOLLOW THESE DIRECTIONS CAREFULLY
PERFORMANCE MEASURESOutputs • HINT- • FOLLOW THESE DIRECTIONS CAREFULLY
NON-SUPPLANTING • Address how the requested funding will not supplant other federal, state, or local funds available to the program, if such exist. If your application includes existing costs, explain how those costs are currently being funded and if and when that funding source will cease. Click “Save” and “Mark as Complete” • HINT- • CUT & PASTE FROM A WORD DOCUMENT OR USE THIS TOOLBAR TO FORMAT TEXT
CERTIFICATION OF LOCAL MATCH The purpose of this form is to identify the amount of local match to be contributed towards this project and to assure the source of local match conforms to the definitions and standards established by the grant program. • HINT- • YOU WILL NEED CLICK “Add” FOR EACH FUNDING SOURCE, THEN “Save’. “Mark as Complete” WHEN ALL SOURCES HAVE BEEN ADDED.
AUDIT REQUIREMENTS The purpose of this form is to gather general audit information relating to your agency.
A NOTE ABOUT ATTACHMENTS • Some attachments may need to be uploaded to WebGrants. • Simply name your attachments, it is not necessary to include anything other than the name (e.g. Cole County Org Chart vs. Cole County Organizational Chart including Departmental Breakdown and Employee Hours) • You can upload Word, Excel or .PDF files directly from your computer. • You may need to scan some documents to a .PDF file, save on your computer and then upload to WebGrants. • If your scanner can only scan one page at a time, but you have a multiple page document to upload you can use www.pdfmerge.com
REQUIRED ATTACHMENTS Two types of documents in this section: REQUIRED = IF APPLICABLE = • HINT- BE FAMILIAR WITH YOUR SCANNER. USE PDFMERGE.COM IF NECESSARY
OTHER ATTACHMENTS This section is reserved for documents that you may wish to include to support the application. NOT REQUIRED. • HINT- IF YOU DON’T HAVE ANYTHING TO UPLOAD HERE, “Mark as Complete” AND PROCEED
APPLICATION CERTIFIED ASSURANCES The typed name, in lieu of a signature at the time of submitting the application, represents the legal binding acceptance of the terms of the Certified Assurances and all representations made in the application.