Program Management

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Program Management MEGS

• Louis Burgess
• Supervisor, Grants Coordination and
  Administration
• Grants Coordination and School Support

2

• What is MEGS?
• What do you know about MEGS?
• What do you want to learn about MEGS?

3
Agenda

• Introduction
• MDE Goals and Objectives
• MDE and Program Management
• MEGS Overview
• MEGS Benefits
• Demonstration
• Discussion

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Strategic Goal

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

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MDE Strategic Plan Objectives

• OBJECTIVE 1
• Improve all students achievement in all academic
  areas especially in English language arts and
  mathematics.
• OBJECTIVE 2
• Identify and support practices, systems, and
  programs that sustain the social, mental,
  physical, and emotional growth of all students.
• OBJECTIVE 3
• Ensure that Michigan classrooms are staffed with
  high quality teachers and paraprofessionals under
  the direction of administrators who are committed
  to instructional excellence.
• OBJECTIVE 4
• Assure the efficient and effective implementation
  of federal and state programs.

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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
• MDEs ability to focus programs
• Formula and Competitive grants
• Income based poverty based sub-group based

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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

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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 SEAs Subrecipient Monitoring Process
• Programmatic Fiscal Risk Analysis

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Before MEGS

• Paper-based applications
• Pre-Consolidated Application
• Programs run state wide
• Consolidated Applications
• Regional Focus
• Administrative Burden

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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)

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MEGS Relationships
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Customers

• 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

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Users

• 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

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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

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Grants by Program Offices (cont)
Office of School Improvement

• 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
• Dissemination
• Planning/Implementation
• Continuation
• 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

Formula Grants
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Annual Program Reports

• SPECIAL EDUCATION
• Preschool Final Report
• EOSD Final Report
• Flowthrough Final Report
• Flowthrough lnterim Report
• Transition Services Mid-Year Report
• Transition Services Final Report
• EARLY CHILDHOOD
• 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

• SCHOOL IMPROVEMENT
• 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
• CAREER AND TECHNICAL PREPARATION
• CTE Perkins End of Year Report
• Tech Prep End of Year Report
• DRUG CONTROL POLICY
• SDF Schools Final Report

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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

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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

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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

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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

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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)

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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

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Walk Through MEGS

• Management Tool
• Full suite of admin tools
• Live Demonstration
• State Performance Planning
• Title I Comparability
• Expenditure Reporting
• Retrieving Information

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Grant Management
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Consolidated Application
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Budget Summary
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Expenditure Reporting
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Multi-level Budgeting
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Budget Transferability
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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 ASP.net
• Grant Builder/Report Builder
• Identity Management (with CEPI)
• Annual Requirements updates
• Usability/Functionality Enhancements
• State Grants

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• Discussion