Office of Program Development and Funding

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Office of Program Development and Funding
Electronic Grants Management System
Tutorial 6 Using eSignatures
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Submitting an Application

• Although most of the GMS process remains the
  same, there are two areas that have changed for
  those submitting applications
• Adding a Signatory Contact
• Accepting Certified Assurances for Federal Awards

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Adding a Signatory Contact

• With the implementation of eSignatures, any
  signatory Contact assigned to the application
  must first be a registered Signatory user of the
  GMS system.
• As before, the Grantee User (person submitting
  the application) assigns at least three contacts
  to an application Primary, Fiscal and Signatory

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Adding your Primary and Fiscal contacts
remains the same.
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However, if you attempt to add as Signatory any
person who has not registered as a Signatory in
the GMS System, you will receive an error
message. You will need to have your Signatory
official register for the system before you can
proceed.
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If your organization or jurisdiction has a
registered Signatory in GMS, then youll add them
as a Signatory Contact as you have in the past.
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Once all your contacts are in place, and you
have completed all other parts of the
application, youre ready to proceed to the
eSignature part of the process.
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GMS has a new feature called Acceptance. Here
the Grantee User will accept Certified
Assurances (applicable to Federal Programs only)
on behalf of their organization.
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Prior to submitting your application for federal
funding, go to the Acceptance Tab and click on a
Certified Assurance to open it.
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You certify an assurance by clicking the
Certify button.
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GMS shows who certified an assurance, and
when. Once all certifications have been made, you
may submit your application to DCJS.
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New to GMS is a pop-up message telling you
that your application has been successfully
submitted.
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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, and
to the Signatory for your jurisdiction or
organization apprizing him/her that an
application has been submitted for
consideration. You will be contacted by a Program
Representative regarding your request for
funding. Now we move on the the acceptance
of the grant contract by the Signatory authority
for your jurisdiction or organization
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ESigning a ContractFor Signatories, only

• As the signing authority for your jurisdiction or
  organization, you will no longer be required to
  sign six copies of a paper contract.
• ESignatures will allow you to electronically sign
  a contract once.
• ESignatures applies to all DCJS grant contracts.

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Register for GMS

• Remember, to eSign a DCJS grant contract, you
  will need to be registered in GMS as a Signatory
  user.
• All grant applications begun on or after May17th,
  2006, will require electronic signatures.
• We urge all Signatory users to access the GMS
  help tutorials and user manual available at
  http//criminaljustice.state.ny.us/ofpa/gms.htm,
  in order to familiarize themselves with the GMS
  system.

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Email notification

• You will be notified via email when a DCJS grant
  contract is ready for your signature.
• The email will contain a link that will take you
  directly to the contract requiring signature, via
  the Login page.

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Review the contract

• You may browse the GMS screens to review any
  parts of the contract you wish, but you may not
  make edits
• Once you are ready to review the contract
  appendices, go to the Acceptance tab

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To begin reviewing the contract appendices, click
on an Appendix in the Acceptance Tab to open it.
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The full text of the appendix is available
on-screen. You must open an appendix to certify
it. You may also use the print screen option
on your browser to print a hardcopy of the
Appendix (all appendices are also available
online at http//criminaljustice.state.ny.us/ofpa
/forms.htm). Note that only a Signatory can
certify an Appendix.
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When all Appendices have been accepted, the
Esign button will become active. Click to
indicate final acceptance of the grant contract.
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You must check the agreement box and click the
ESign button to accept the contract and
electronically sign it. GMS will notify DCJS of
your acceptance, and to begin the final contract
execution process.
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If, for any reason, the contract terms are not
acceptable you have the option to decline to
agree to the terms by clicking on the Decline
button.
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A new page opens. Enter your reasons for
declining to eSign the contract and click Save.
GMS will notify GMS of your declination, and the
Primary grant contact will be contacted by DCJS
staff for details. We will work with your
organization to resolve any issues.
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Questions?

• Contact DCJS as funding_at_dcjs.state.ny.us or via
  phone at [phone].