EGrant System Overview May 5th

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E-Grant System OverviewMay 5th 6th 2008
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Which grants are on E-Grants?

• 21st Century
• Carl Perkins
• ESEA / NCLB Consolidated
• Title I A Basic
• Title I A Schoolwide
• Title II A Improving Teacher Quality
• Title II D Enhancing Education Through
  Technology (Ed Tech)
• Title III English Language Acquisition
• Title IV A Safe and Drug-Free Schools and
  Communities
• Title V A Innovative Programs
• Title IV B Rural Low Income
• IDEA Consolidated
• Individuals with Disabilities Education Act Part
  B (IDEA Part B)
• IDEA Preschool
• Title I School Improvement
• Title I Part C Regular Term (Migrant)
• Title I Part C Summer Term (Migrant Summer)

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E-Grants System Requirements

• PCs (Windows Operating System Versions 98, NT,
  2000, XP)
• Internet Browsers
• Netscape (6.1) OR
• Internet Explorer (IE) (5.5)
• Note 6.0 or higher preferred
• IE is not supported in the Mac environments.
  Safari is advised on a Mac but has not been
  completely and thoroughly tested so the user may
  experience occasional odd behavior.
• Not AOL Browser

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System Requirements Contd

• Internet Browsers
• Pop-ups
• NOTE Internet Pop-Up Blockers (i.e. AOL, MSN,
  Google) MUST either be disabled or allow for
  pop-ups from the E-Grants sites or the
  application will not function properly

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Accessing E-GrantsOPI Home Page
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Login to E-Grants
Click Here
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E-Grants Menu List
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Wait! My Program Isnt There

• You dont have rights to access the program
• Your AR must authorize OPI to assign a password,
  ID, and program rights
• OPI Help Desk 444-3448

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Security

• Requesting access

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LEA Application Roles
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Roles of the Security Coordinator

• When the Security Coordinator logs into E-Grants
  they will have the following hyperlink available
  ONLY to them

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Navigating E-Grants

• Session timeout is set to 60 minutes. It is
  important to SAVE work often.
• Page Scrolling use scroll bars on the bottom
  and side of the webpage to see all information.
  Example need to scroll to the far right on the
  budget page to see the Delete Row selection.
• Cutting and Pasting from Word/Notepad

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Navigating E-Grants

• Drop down list to select programs.
• Standard links to sections of the application.
• DO NOT USE Internet Back and Refresh buttons.

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Begin the Application
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1st Stop- Planning tool
Click here
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Complete the Tool

• Review each of the 7 tabs
• Select or create a goal for each Mandatory Topic
• Save each page that you have completed
• Return to Menu List

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Click here
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Select an Application
Blue text is hot link click on it
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Create an Application
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Create a New Application
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E-Grant Tab Structure
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Contact Information
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Who gets the E-mails?(Contact tab)
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Funding Tab Allocations Page
Prime Applicant and Members
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Funding Tab Allocations Page Transferability
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Funding Tab Allocations PageSchoolwide, Refuse
Funds, Calculate and Save
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Funding Tab Topic Funding Page
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Private/NonPublic School Participation
NOTE!
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Equitable Share Go Here first!!
Select each program and complete the Equitable
Share
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Once Equitable Share calculation is complete for
each program go back to ESEA/NCLB and complete
this page.
Click to see a list
Fill In
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Grant Summary view by Object Code
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Grant Summary view by Purpose Category
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Assurances, Common and Program
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Submit Tab
Buttons deleted
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Completing the Submit Page

• NOTE The CONSULTING function has been deleted
  for the 2008-2009 application.
• Consistency Check may run for 1 minute.
• Lock Application prevents further changes.
  Only the person who performed the lock or the
  Authorized Representative can unlock the
  application.

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Completing the Submit Page

• Submit Consistency Check must be run first.
• LEA Data Entry Staff Submit notifies Authorized
  Representative (Superintendent).
• Authorized Representative Submits to OPI for
  review.

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Application History
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Page-Locking Feature

• Communication tool
• Where to make corrections on application
• Whats already OK
• Helps avoid unintended
• changes

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How Page-Lock Works

• New Application
• All pages Unlocked
• OPI reviews
• OPI sets pages to 3 categories
• OK
• Needs Updates
• Final
• OPI rejects application for changes
• LEA sees where changes are needed

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How Page-Lock Works (contd)
Returned for changes, LEA sees Locked Open
Final
During the review, OPI says OK Needs
Updates Final
Page is OK as is--Dont change unless you have
to! Change is needed on this page. Page
shouldnt be changed -- LEA cant unlock (OPI
can, if necessary).
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Page-Lock Control tab..
Click here to open tab
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See a list of pages and their status
Click to list all pages
Click to list pages in one section
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Unlock a page for editing.
Status Open Locked
Final

Click to Unlock -- ONLY IF NECESSARY!!!!
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Why unlock page only if necessary?

• OPI already said its OK and Locked it
• No need to check it again.unless its unlocked

Open page tells OPI -- May have been
changed -- OPI must review page
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Page-Lock Reminders

• To amend application, may need to unlock a page
• After applic is submitted and accepted, page
  might be Locked
• Example. Budget Detail Page
• Unlock for Editing

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If page tells you its locked
Go to Page-Lock Control tab to unlock for editing
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And..
Remember to SAVE Changes !
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Application Select Page

• After a new application is started, this page has
  additional functions available
• Open
• Create Amendment
• Delete Application (or amendment)
• Review Summary
• Print All (the entire, completed application)
• Grant Award Notice (GAN)

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Print All
Do not open the app to Print All
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Print All Request
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How do I get it?
Click on the Name and Date
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Where does it go?
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Review Summary

• Review Summary is accessible from the Application
  Select Web page once OPI has completed their
  reviews

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Grant Award Notification (GAN)

• Contains detailed grant award information and
  amounts for the current application.
• A GAN can be printed by clicking the hyperlink on
  E-Grants Application Select page (View GAN).
• You must select the radio button to the left of
  the Final Approved application in order to view
  the GAN.
• When you click the hyperlink, follow the
  instructions to print the PDF GAN.

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E-Grant System Notifications

• Emails are sent to LEA Authorized Representatives
  and others authorized to receive
  approval/disapproval e-mails on the bottom of the
  Contacts page.
• LEAs are notified of Final Approval or Returned
  for Changes
• Review Summary page allows LEA review of OPI
  application Review Checklists for feedback on
  modifications required

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HELP!!!! Getting E-Grants Assistance

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Contact Information
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Who can I call for help?

• Contacts
• OPI Security - Login IDs, Passwords, or Security
  related issues at [phone].
• If you do not have all the appropriate buttons or
  tabs available to you call it is usually a
  security problem.
• OPI Financial Specialists- cash requests,
  payment, or any fiscal related problems.
• OPI Program Administrators -questions on specific
  Federal Grant requirements
• These phone numbers are located under the Contact
  Information tab on the E-Grants Home Page
  http//opi.mt.gov/EGrants/Index.html
• OPI E-Grants Coordinator for E-Grant System
  inquiries and questions at [phone] or
  kenglish_at_mt.gov.

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E-Grants Resources

• Instructions Links that give guidance on how to
  complete EVERY page in E-Grants.
• E-Grants Training and Instructions Tab on
  E-Grants Login page.
• Quick Tips
• Video-On-Demand (VOD)

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E-Grant Listserve
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E-Grants Timeline
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Next Training Topics

• Review Checklist
• Amendments
• Cash Requests

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Questions???

• If you think of questions later, please send them
  to me at kenglish_at_mt.gov.
• We welcome your feedback on the training!!
• THANK YOU!!!!