WELCOME TO THE MEGS SYSTEM

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WELCOME TO THE MEGS SYSTEM
READING FIRSTAPPLICATION
Created 12/14/2004
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MEGS Michigan Electronic Grants
Systemhttp//megs.mde.state.mi.us/megs/
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MEGS PROCESS

• The Michigan Electronic Grants System
• Getting set-up in MEGS
• Security Levels
• Authorized Officials
• Using MEGS to Apply for the Reading First Grant
• Modifications, Amendments
• DS-4044 reporting (tell your business people)

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WHAT IS NEEDED TO USE MEGS

• An Internet Connection
• Web Browser -IE 6.0
• -Netscape 7.0
• Adobe Acrobat 4.0
• A Valid MEIS Account entered in MEGS
• Internet Explorer RECOMMENDED

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QUICK FACTS ABOUT MEGS

• Internet connection
• The faster the connection, the easier it is to
  use MEGS
• Beware proxy servers, pop-up blockers, and
  network security settings
• MEGS Tips
• Can be accessed from multiple machines at same
  time
• Best viewed through Internet Explorer
• No preferred sequence for navigating in MEGS
• MEIS accounts must be entered in MEGS
• Hint Add Consortium Members, Grant Members,
  Partners first
• Confirm your email address

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WHAT IS ABODE ACROBAT READER AND DO I NEED IT?

• Adobe Acrobat Reader allows user to view PDF
  files.
• PDF stands for Portable Document Format.
• Regular Webpages which are programmed in
• HTML do not always look good when printed.
• The PDF format was designed for the Web to look
  consistent each time it is printed.
• MEGS uses PDFs for those things that must be
  printed.
• 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
• http//www.adobe.com/products/acrobat/readstep2.ht
  ml
• MEGS supports Adobe Acrobat and Adobe Acrobat
  Reader versions 4.0

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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 MEIS Account
http//meis.mde.state.mi.us/userman/
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CONFIRMING YOUR 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 must be entered
in the MEGS database. Need to reset your
password? Call the MDE Helpdesk (517)
335-0505 Or 1-800-968-2644
Note Every MEIS application has its own
security system.
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HOW TO ACCESS MEGS
Once your MEIS account is entered in MEGS, you
can log in http//megs.mde.state.mi.us/megs/
The first screen provides a link to the login
screen and a link to the MEGS Website MEGS
Website has - training materials -
presentations - allocation information - MEIS
information - general information
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THE MEGS WEBSITE
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LOGGING INTO MEGS
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. If you receive
a message about becoming a Peer Reviewer, you
have not been entered into MEGS yet.
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AVOID THE BACK AND FORWARD BUTTONS

• 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 browsers 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.

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DESIGNATING AUTHORIZED OFFICIALShttp//megs.mde.s
tate.mi.us/megsweb

• Two Authorized Officials per district
• Authorized by the Superintendent
• Print and send in the MEGS Electronic Form
• Very quick turn-around
• Log-in to check

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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
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MEGS AUTHORIZATION STRUCTURE

• 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

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OTHER SECURITY LEVELS

• 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
• All Authorized 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 only.
• 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.

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AUTHORIZED OFFICIALS Getting Started

• From the Main Menu, Authorized Officials can
• Initiate applications
• Add users to MEGS
• Review/edit contact information
• Assign application security levels
• Edit agency information
• Edit personal contact information
• Once an application has been initiated, the
  application will be listed on the Main Menu.
• Grants are color coded by years
• 2002-2003 are blue
• 2003-2004 are green
• 2004-2005 are red
• 2005-2006 are blue

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ADDING NEW USERS TO MEGS

• Authorized Officials (level 5s only)
• All new users must be entered into the MEGS
  system
• Select the Add Users to MEGS link
• Key in the MEIS number (up to ten users can be
  added)
• Click on Verify
• If the information is correct, click on Save

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ADDING USERS TO THE APPLICATION

• Users may be added externally
• from the application or inside the
• particular application.
• External
• Select application security level(s)
• Select the contact person then select each
  application and security level assigned to that
  user
• Save

Users can be added even if the application is
already initiated.
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MAIN MENU

• Main Menu Options
• View/Edit
• Delete Application
• Amend Application
• View Reports
• View History

Buttons are controlled by the status of the
applications.
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MAIN MENUInitiating an Application (4s/5s)

• From the Main Menu
• Select the application from the drop down list
  and click Apply For A New Grant.
• Choose the grants that the agency will apply for
  now or later during this fiscal year.
• Click the box in the Copy Previous Grant column
  to uncheck it if you do not wish to bring the
  previous years information forward.
• Click the Apply button to initiate the
  application. This will send the user to the
  Application Menu.
• Option to initiate the grant disappears once the
  grant is initiated.
• To review grant selections from the Apply Now
  does not mean TODAY.

DO NOT SELECT COHORT III CARRYOVER!
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APPLICATION MENU

• Application Menu
• Header Details
• Application Information
• Management Activities
• General Information
• Budget Pages
• Program Information
• Submitting the Application

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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.

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MANAGEMENT ACTIVITIES View a PDF of This
Application

• To View a PDF of the Application
• Click the View a PDF of 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 email sent when ready
• Links are also provided for individual page PDFs.
• This feature is provided for agencies to keep a
  printed copy of the application that the user
  submitted electronically.
• 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.

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GENERAL INFORMATIONGrant Contact and Fiscal
Agent Information

• To Assign or Change the Main Contact
• Go to the Control Access to This Application
  page and make the assignment.
• When the assignment is saved, the user will be
  displayed on the Grant Contact and Fiscal Agent
  Information page.
• Authorized users may delete and replace the
  Main Contact.

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GENERAL INFORMATIONConsortium/Grant Member
Information

• To Add a Consortium/Grant Member
• Click the Add a New Member button.
• Select the appropriate funding source from the
  drop down list.
• Click the Go button.
• Enter the district codes of the agencies that
  will be added.
• Once all district codes have been entered, click
  the Save Selections button.

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GENERAL INFORMATION Adding a School

• To Use the School Level Budgeting Option
• Click the Add a School button.
• Select the grant program from the drop down list
  and click the Go button.
• Enter the building code for each school that will
  have a budget. Up to 25 schools can be added at
  one time.
• Public School Academies must also add a building.

If you are not sure of the building code, you may
navigate to
http//cepi.state.mi.us/scm/
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RANKING YOUR SCHOOLS
This will be used to prioritize your funding if
necessary
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PRIVATE NONPROFIT SCHOOLS
If you have private nonprofit schools within your
attendance boundaries Describe how the district
will meet the federal requirements for the
participation of private nonprofit schools and
upload the letter(s) sent to these
schools. Otherwise, select the check box.
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BUDGET PAGES Budget Summary

• Budget Totals
• The budget totals are displayed with function
  codes along the left side and object codes
  across the top
• Budget totals are changed automatically when
  new budget items are added to the grant
• Indirect Costs
• Enter the rate in the indirect cost percent
  field at the bottom of the budget grid.
  
• IMPORTANT
• The indirect rate PLUS the values of
• function codes 226 and 252
• cannot exceed 3.5
• Contact Information
• Enter the names and phone numbers

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BUDGET PAGES Budget Detail

• All budget items are to be entered at the
  BUILDING level.
• To enter your detail
• click on the building link
• use the tabs to Add or Edit the budget items

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BUDGET PAGES Budget Detail Quick Links

• To Enter more that one item at a time, you may
  use the quick links.
• There is one for Personnel and one for all
  other items.

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PROGRAM INFORMATION

• Complete Each Section and upload files as
  requested.
• Sections A, B, C, D, E, F, and H, must be
  completed for each building.
• Section G must be completed at the Fiscal Agent
  (district) level.

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PRE-SUBMISSIONCheck Errors First

• MEGS performs a check for technical errors and
  will present the information on this page.
  Clicking on the link will take you to the page
  with the error.
• Run the error checking until the screen
  indicates
• No errors have been detected in this
  application.

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SUBMISSION

• To Submit an Application
• Review Errors on the Application Menu.
• Notify Authorized Official that the application
  is complete.
• AO clicks the Submit Application button on the
  Application Menu.
• If there are any errors, an error list will be
  generated.
• Once all errors are corrected, return to the
  Application Menu and click Submit Application.
• The next page will present conditions that must
  be agreed upon when submitting the application.
• After reading and agreeing with the conditions,
  click the I Agree button to continue.
• MEGS will display a confirmation page. Print this
  page to keep as a record of the submission of the
  application. A link to allow you to access the
  confirmation page will be created on the
  Application Menu.
• MEGS will notify the district administrator and
  the application Main Contact by email that the
  application has been received by MDE.

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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 inprogress
  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.

• Applicant Set Status Levels
• Application In Progress
• Application Submitted
• Modifications In Progress
• Modifications Submitted
• Amendment In Progress
• Amendment Submitted
• Consultant Set Status Levels
• Review In Progress
• Modifications Required
• Program Office Review Complete
• Grant Funds Available to The Applicant

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COMMENTS

• To View Comments from Consultants
• Click the View Comments link in the header of any
  page in the application.
• A separate popup window opens and displays the
  application checklist with all comments from
  consultants.
• Click the Print button to print the checklist
  with comments.
• To Respond to Comments from
• Consultants
• Enter your comments in the Comments to Consultant
  box under the appropriate page heading in the
  checklist.
• Click the Save button to save the comments you
  have entered.

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DS-4044 Concept

• Grants in MEGS will use new MEGS interface
• GCMRS security is used
• Access MEGS from the Project Listing Screen
• Signed for in usual manner

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DS-4044MEGS Entry Point
Alert your business people. MEGS grants will
complete DS-4044 Reporting in MEGS. Details to
follow.
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Questions? For MEGS or other technical questions
contact Sarah Uhle [phone]
uhles_at_michigan.gov or Judy Byrnes (517)
241-3895 byrnesj_at_michigan.gov