Office of Program Development and Funding

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Office of Program Development and Funding
Electronic Grants Management System
Tutorial 1 Creating a Grant Application
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Once Logged on to GMS, click the Accept button
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Log in to the system. Most default Usernames are
your first initial, last name. The default
password is the same, with an asterisk Added to
the end of the password.
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To begin an application, select Project from
the Left menu frame
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A list of currently active grants will be
returned. (The grid will be empty if there are no
active grants) Click New to begin a new
application.
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This is the General Project Screen. Note the
Project Number at the top of the screen prior
to a DCJS Number being issued, this is the
reference number For your grant. Enter all
pertinent information for your application. SAVE
information using the buttons at the top left Or
bottom of the screen.
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You may work on an application, leave, and return
to it at any time prior to submitting to DCJS, as
long as you save your work.
Now go to the Participants tab
Participants Are Grantees and/or Implementing
Agencies
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Click Add Participant. A search screen
will Open. Enter full or partial Participant
name and Click OK to search the database.
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Choose the Participant you wish to add from
the Returned list. Select it by clicking on
it. (If the Participant is not in the database
you may click New)
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You will be asked to assign a Type to the
Participant Select Grantee or Implementing
Agency, as appropriate.
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Click OK and your Participant will be added To
the Project.
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Next you will add Contacts to the Participant.
GMS requires At least one Primary, one Signatory
and one Fiscal Contact. (Generally, the signatory
is associated with the Grantee, and Other
contacts with the Implementing Agency add
Contacts As appropriate for your grant.) Select
the Participant you will add a Contact for and
click Add Contact to
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A second search screen will be returned. Enter a
full Or partial Contact name
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The search returns 15 possibilities per page,
with arrows for Additional pages. Select your
Contact by clicking on the name
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Once more you will be asked to assign a Type to
the Contact choose the contact type appropriate.
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Continue selecting and adding Participants/Contact
s until You are done. The finished screen looks
like this. Now go to the Budget tab.
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This is the Budget module. If you are eligible
for an Advance Request, enter that information
and SAVE. Now select Create new Budget Version
(GMS is designed To allow for multiple budgets
for consortium grants).
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Each budget line is added separately select the
budget Category, enter descriptive information
and cost amounts. Enter a Justification. SAVE
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You may change budget categories and continue
entering Budget lines until finished. SAVE after
each! When finished, click Back to Budget
Summary
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If your Project will be carried out by multiple
agencies, you May enter budgets for each.
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Your completed budget will look like this. Now
click the Work Plan tab.
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Enter the goal for your Work Plan, SAVE, then
begin filling out the Work Plan by selecting
Create New Objective.
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Enter an objective for the Work Plan. SAVE.
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Begin adding Tasks for your Objective by
selecting Add Task to this Objective.
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This is the Task/Performance Measure screen.
Enter a Task and Performance Measure. SAVE.
(Note each Objective must have a Task and
Performance Measure.)
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Add additional Objectives and Tasks/Performance
Measures As needed. This is what the completed
screen looks like. Now click the Questions tab.
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Some funding programs require answers to
Program- Specific Questions. (If this area is
blank, these are not Required by the Program you
are applying for.) Begin Answering Questions by
clicking on a Question to open it.
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Read the Question. Enter your answer in the
box Provided. SAVE.
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Completed Questions look like this. Once your
application is complete, you are ready to SUBMIT
it to DCJS.
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To SUBMIT your application to DCJS, click
Submit in The left Menu frame. Note the
Caution Message Submitted Projects will be
locked to further edits.
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GMS will tell you if any part of your application
is Incomplete. Click Go Back to return to
your Application to enter missing information.
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Return to the areas of missing information
and Complete the application. SAVE.
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Resubmit your application.
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Once submitted, your Project will be locked to
further Edits. Note the Locked indicator in
the upper left.
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Your submitted application will be saved into
the GMS system. Notification will be sent to
DCJS That an application is ready for review. You
will be contacted by a Program Representative Rega
rding your request for funding. Thank you for
viewing this Tutorial. End.