EGOHS Application Training eGOHS Application Training “Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Roads.” Revised April 2008.

eGOHS Application eGOHS Application TrainingTraining

““Every Life Counts – Strive for Zero Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Deaths and Injuries on Georgia

Roads.”Roads.” Revised April 2008Revised April 2008

eGOHS Application TrainingTable of Contents

Purpose/Introductions 2

Creating a New User Account 6

Forgotten Passwords 13

Types of Grants 15

Initiating an Application16

Application Information 18

Agency Contacts22

Security Levels 23

Components 29

Narrative Sections Application Project Information

36 General Additional Information

39 Problem Identification

41 Documentation Attachment

42 Program Assessment

43 Project Objectives

45 Project Activities and Evaluations

49 Media Plan

53 Resource Requirements

54Self – Sufficiency 55

Budget Items Personnel Services

56Personnel Services Benefits

58Pay Schedule

59 Regular Operating Expenses

60 Travel

62 Equipment

64 Contractual

66 Per Diem & Fees

68 Computer Charges

70 Telecommunications

72 Motor Vehicle Expenses

74 Rent/Real Estate

76Cost Category Summary Page

78Grant Terms and Conditions

80Certifications and Signatures

81Application PDF

83Don’t Forget Section

84Submitting your Application

98

PurposePurpose

““Every Life Counts – Strive for Zero Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Deaths and Injuries on Georgia

Roads.”Roads.”

IntroductionsIntroductions

• NameName• Agency/OrganizationAgency/Organization• Grant InterestGrant Interest

Workshop ObjectivesWorkshop Objectives

To provide potential Grantees with the knowledge and To provide potential Grantees with the knowledge and skills necessary to correctly:skills necessary to correctly:

Create a user account and login to the eGOHS systemCreate a user account and login to the eGOHS system Create an Application Create an Application Important DatesImportant Dates

Administrative DetailsAdministrative Details• Security LevelsSecurity Levels

– Agency Authorized Official (AO)Agency Authorized Official (AO)– Highest level in Agency/Jurisdiction (i.e. Mayor, Commissioner, Principal)Highest level in Agency/Jurisdiction (i.e. Mayor, Commissioner, Principal)– Able to Review and Submit the ApplicationAble to Review and Submit the Application– Sign off on claim forms (optional with Electronic Signatures)Sign off on claim forms (optional with Electronic Signatures)

– Project Director (PD)Project Director (PD)• Agency Administrator / Project Director - AppAgency Administrator / Project Director - App• Grant Administrator – GrantGrant Administrator – Grant

– Able to Create/Initiate: Application, MAR, Claims, and Amendments Able to Create/Initiate: Application, MAR, Claims, and Amendments – Able to Submit MAR, Claims and AmendmentsAble to Submit MAR, Claims and Amendments

– Financial Officer (FO)Financial Officer (FO)• Agency Staff / Fiscal Officer - AppAgency Staff / Fiscal Officer - App• Financial Officer – GrantFinancial Officer – Grant

– Able to Create Claims and work on themAble to Create Claims and work on them– Alternate Signer (AO designee)Alternate Signer (AO designee)

– Able to View Application / Grant onlyAble to View Application / Grant only

Always Click Save Before Progressing To The Next Page!

Creating A New User AccountIf You Do Not

Already Have an eGOHS username

and password:

1. Access the eGOHS homepage at www.egohs.org or by visiting the GOHS website at www.gahighwaysafety.org

2. On the eGOHS homepage, click the “Create a new user account” link

http://www.egohs.org/

http://www.gahighwaysafety.org/


Creating A New User Account

1. Complete your contact information but leave the Agency for last.

2. Please note: Your address should be your permanent location.

3. Make sure you include your email address and all areas with an asterisk*.

4. Click the Find Agency button

This is the Add Contact

Information Page.



1. If Agency information does not populate, enter the Agency’s Name, Address, City, State, Zip Code and County.

2. Click on Search.

This is the page where you will

Search for your Agency



1. Select your agency from the available choices by clicking the appropriate crosshair.

2. If your agency does not appear, click the “No Agency Found” button



1. New Information Will Automatically Populate.

(This extra step is in place to ensure that all correspondence will be received in an expeditious manner.)

2. You May Then Proceed to Click The “Register” Button to complete this task.



1. Your user name will automatically populate from your first and last name entered.

2. Enter your chosen password and click confirm.

1. Login to eGOHS using your Username and Password

2. Please Note: Your password can be changed at time.

eGOHS Login Home Page

Forgotten Passwords

1. Click on the Forgot Your Password Feature

2. The help screen will appear and request your first and last name, and email address.

3. Click Send

4. GOHS will verify the system request and then issue a password to you.

5. This password may be changed at a later date if needed.

Start Menu

1. Once you have logged in, your “Start Menu” page will appear

2. Click on “Expand your entire tree” to see all current applications.

3. If you have not yet initiated an application, you will do so now on the right side of your screen.


Types of Grants

• DE (Drivers Education)

• GA (General Application)

• SADD (Students Against Destructive Decisions)

• TEN (Traffic Enforcement Network)

• YA (Young Adult)


Initiating an Application

In order to initiate an application, select the type of grant you will be applying for (GA, DE, YA, SADD, TEN) and click initiate.


Initiating an Application

Select yes to initiate the application.

Creating an Application1. This is your

Application Menu screen.

2. Start from the left side and work your way to the right side.

3. Click on View Applicant Information link in the gray box under the Agency Information Section.

Note:

• To Delete an Application click Delete Application.

Creating an Application

1. Review the Agency Information. Make sure it is accurate and all information is completed.

2. Click on either Edit button if changes need to be made.

View Agency Information


1. Make the necessary corrections: i.e. go to the Federal Employer I.D. Number (obtain your FEI# from the Bookkeeper) and change it to the correct number.

2. Save when completed.

3. Then scroll down this page section.



Agency Vendor Codes

Do Not Use this section. GOHS will be completing for you.


Creating an ApplicationAgency Contacts

1. Agency Administrator (Project Director) will already be filled in.

2. Click Add to put in the members that will be working in eGOHS or Edit to make changes.

1. Agency Authorized Official (AO)

2. Agency Staff (FO).


Add Or Edit (in top or bottom

section)

Administrative DetailsAdministrative Details• Security LevelsSecurity Levels

– Agency Authorized Official (AO)Agency Authorized Official (AO)– Highest level in Agency/Jurisdiction (i.e. Mayor, Commissioner, Principal)Highest level in Agency/Jurisdiction (i.e. Mayor, Commissioner, Principal)– Able to Review and Submit the ApplicationAble to Review and Submit the Application– Sign off on claim forms (optional with Electronic Signatures)Sign off on claim forms (optional with Electronic Signatures)

– Project Director (PD)Project Director (PD)• Agency Administrator / Project Director - AppAgency Administrator / Project Director - App• Grant Administrator – GrantGrant Administrator – Grant

– Able to Create/Initiate: Application, MAR, Claims, and Amendments Able to Create/Initiate: Application, MAR, Claims, and Amendments – Able to Submit MAR, Claims and AmendmentsAble to Submit MAR, Claims and Amendments

– Financial Officer (FO)Financial Officer (FO)• Agency Staff / Fiscal Officer - AppAgency Staff / Fiscal Officer - App• Financial Officer – GrantFinancial Officer – Grant

– Able to Create Claims and work on themAble to Create Claims and work on them– Alternate Signer (AO designee)Alternate Signer (AO designee)

– Able to View Application / Grant onlyAble to View Application / Grant only


1. After you have completed adding staff, you are ready to proceed.

2. Click on Back to Previous Page OR click on the Application Menu button.



Contacts

1. Next, you must give your assigned members of the grant the proper access.

2. Click on “Control Access to Application”.

Application Menu


1. The Project Director will already be populated in the “Application Contacts” Section.

2. Go to the “Assign Additional Access to the Application” Section.

3. Use the dropdown boxes to add access to the application.

Give People Access To This

Application


1. After identifying a member, click the “Grant this User Access” button.


Application


1. Notice in the Application Contacts Section, you now have both the Project Director and the Fiscal Officer.

2. You may add additional contacts OR click on “Back to Main Menu” or click on “Application Menu”.


Application


1. You must now complete the “Components” section of the Application.

2. Click on the “Service Areas” link.

Components


1. Service Area Type

1. Metro Statistical Area is the default.

2. Click on your County.

3. Scroll through the dropdown menu until you reach the County in which your organization is located/targeting and then click “Add”.

Program Component Service

Areas Benefiting


1. When the screen refreshes it shows the County in the lower section.

2. Now click on the “Representative Districts tab”.

Program Component

Service Areas Benefiting


1. Add using the dropdown box:

1. Senate

2. House

3. Congressional Districts.

Program Component


Please note: Download for the Representative Districts: Georgia Legislative and Congressional Districts by Local Government/County Government is located on the GOHS Website under Extras Section.


1. For consecutive districts hold down the Shift key, highlight the districts and then click Add.

• 74.75.76.77.78

2. Return to Application Menu.

Program Component




After you’ve selected your districts, proceed to click on the “Application Menu” at the top of your screen .


Creating an Application1. The primary part of your application will need to be completed here, on the right side.

2. Fill In Every Section starting with the “Application Project Information”through the “Certifications and signatures” page.

3. This will constitute a complete application.



1. To begin your application, click on the “Application Project Information” link.

2. Please Note: You will continue to click through and complete each page of the Application however, you can always come back to the “Application Menu” and return to any page for review or modifications.


Creating an Application1.Fill In The Title of your project as well as your project summary.

Note…Your project summary should be a brief description of your program’s goals and objectives, with a maximum of 200 words.

2.Proceed to click the save button.



1. You will then notice that your information has been saved.

2. Click the next button to proceed through the application.


Creating an Application1. This page is for

general information regarding your financials. Please answer all questions.

Note… Your audit period generally coincides with your fiscal year and should include 2008-2009.

Note… Non-Profits must follow these directions and upload four letters of support.

2. Click Save


Creating an Application1. You will then

notice that your information has been saved.

2. Please Note the “View PDF” button. You can now view the cover page of your grant to ensure your information is complete.

3. Click the next button to proceed through the application.


Creating an Application1. The “Problem

Identification” page is used to describe the highway safety problems in your programs target area.

Note…Your problem statement should be very detailed and include a description of your traffic issues, three consecutive years of data, and any other pertinent information.

2. Click Save and then click next.


Creating an Application1. This is the

“Documentation Attachment” page. You may attach any supporting documentation here.

Note… Attachments could be charts, graphs, narratives, etc to describe your problem.




“Program Assessment” Page.

Note…This page should include a detailed description of your current and/or previous highway safety efforts. Be sure to indicate what has or has not worked in the past.




“Program Assessment Chart” Page.

2. This page is for Law Enforcement Grants and does not apply to General, SADD, YA, or Drivers Education Grants.

Note…Law enforcement should complete this chart with three years of data.




1. This is the “Project Objectives” Page.

2. Click in the Goal Area to see a list of drop down choices.



You may select a goal from the goals drop down menu OR you may select “other” if you would like to work towards a different highway safety goal.



1. Enter in objective information in the specified box.

Note…Objectives should be S.M.A.R.T.(Specific, Measurable, Action-Oriented, Realistic, Timely)



Creating an Application1. To add more

objectives, click on the Add button.

2. You may add as many objectives as necessary for the successful completion of your project. Each objective should be added separately.

3. Click Save after adding each objective.



1. This is the “Project Activities and Evaluation Page”.

2. This page will be utilized to coincide with all of your previously entered objectives.

3. Start by selecting a specific goal/objective (as entered from previous page) from the drop down menu.


1. Indicate the activity and steps to accomplish the objective. (Each activity should be added individually)

i.e. ( conduct five safety belt checks throughout the grant year)

2. In the Evaluation area, you should explain how you will evaluate each activity.

i.e. (surveys, rosters, forms, questionnaires, etc.)



1. In the boxes below the months, indicate which months you will conduct the activity with either an “x” or a numerical count.

Note…An “x” can be used to indicate completion of an activity. Numbers can be used to indicate an activity that can be measured quantitatively.

These entries are critical and will be used to determine the programmatic effectiveness of your project. Please be as accurate as possible as to your planned activities.

2. Planners will review your Monthly Activity Reports to evaluate your progress.




Creating an Application1. You will note that your

information has now been saved.

2. You may proceed to add another entry by clicking the “add” button and completing the previous steps.

Or

You may click Next to proceed through the application.

3. Please make note of the “back”, “add”, “save”, “clear”, “delete”, “next”, and “view pdf” buttons.


Creating an Application1. This is the “Media

Plan” page.

2. You should enter in your Media Plan for the grant in this area.

This includes plans for announcing the award of the grant, keeping the public informed throughout the grant year, etc. Please be specific in your plan. Include media outlets and projected dates.

3. Click Save then click next.


Creating an Application1. This is the “Resource

Requirements Page”.

2. You should enter in the Resource Requirements for the grant in this area.

This includes personnel job descriptions, equipment, training, and any other expensive or uncommon expenses or needs.

Please be as detailed as possible.



Creating an Application1.This is the “Self-Sufficiency” page.

2.You should enter in the Continuation Plan for the grant in this area.

This would include information for how the project would be continued after federal funds are no longer provided.

Potential funding sources must be included.

3.Click Save and then click next.



1.This is the “Personnel Services Detail” page.

2.If you are requesting funding for Personnel Services, enter all information on this page.

3.Click Save

4.Please Note…If you are not requesting expenses in a budget area, please leave the section blank and click next.


Creating an Application1. You will note that your

information has now been saved.

2. You may proceed to add another entry by clicking the “add” button and completing the previous steps.

Or


3. Please make note of the “back”, “add”, “save”, “clear”, “delete”, “next”, and “view pdf” buttons.


Creating an Application1.This is the “Personnel Services Benefits” page.

2.This page must be completed in its entirety ONLY if funding for personnel services is being requested.

3.Please note that all benefits for employees will be collectively grouped on this page.



1.This is the “Pay Schedule” page.

2.You should enter in the Pay Schedule for any requested personnel.

3.Begin with the Pay Code. i.e.( hourly, weekly, etc.)

4.Proceed to fill out information for each month throughout the project. These months should coincide with your grant cycle. (October-September)




1. This is the “Regular Operating Expenses” Page.

2. Regular Operating Expenses include any items that are needed to complete your activities. (i.e., Office Supplies, Program Materials, Printing Costs, etc.)

Please review the grant RFP for a list of allowable & Unallowable Costs.

3. Include a description, price and quantity for each item requested.




1.You will note that your information has now been saved.

2.You may proceed to add another entry by clicking the “add” button and completing the previous steps.

Or


3.Please make note of the “back”, “add”, “save”, “clear”, “delete”, “next”, and “view pdf” buttons.



1. This is the “Travel” Page.

2. You should enter in the any Travel Expenses on this page. (i.e., mileage, hotel, flight, etc.)

3. This will include a description, price and quantity.






Or





1.This is the “Equipment” Page.

2.You should enter in the any Equipment on this page. (i.e., law enforcement items.)

3.This will include a description, price and quantity.

4.Click Save then click next.





Or





1. This is the “Contractual Services” Page.

2. You should enter in the any Contractual Expenses on this page.

Note…Anything entered on this page must have an actual contractual agreement. (i.e., speaker fees, services, etc.)







Or





1. This is the “Per Diem and Fees” Page.

2. Enter any fees associated with grant activities.







Or





1.This is the “Computer Charges” Page.

2.You should enter in the any Computer Charges and equipment needed to meet grant objectives on this page. (i.e., printer, scanner, laptop, etc.)


4.Click Save then next.





Or





1.This is the “Telecommunication” Page.

2.You should enter in the any telecommunications charges on this page. (i.e., landline usage only)







Or





1.This is the “Motor Vehicle” Page.

2.You should enter in the any Motor Vehicle Purchase charges on this page.

Note…Prior GOHS approval should be obtained before requesting a motor vehicle.







Or





1.This is the “Rent/Real Estate” Page.

2.You should enter in the any Rent/Real Estate charges on this page. (A copy of the lease must be provided to GOHS if this is being requested.)







Or





1.You will then arrive at the “Cost Category Summary “Page.

2.Be sure to enter the Local Cash match if applicable or a “0” as appropriate.

3.Click Save.




2.Please note…All of your entered expenses will populate here and be rounded to the nearest hundred. The rounded amount would be your actually funded amount.

3.If you change any previously entered budgeted line items, you must return to this page and click save again before submitting.

4.You may click Next to proceed through the application.



1.You are now at the Grant Terms and Conditions Page.

2.Click the “View PDF” button to review the grant terms and conditions.

3.After you have fully reviewed and printed the document, you may click next to finish the application.



1.You are now at the Certification and Signatures page.

2.Follow the instructions as indicated.

3.Be sure to check the corresponding box if any officials are bonded.

4.Click the View PDF button to ensure that the correct Authorized Official, Project Director, and Financial Officer are listed.


Creating an Application1. Review to make sure all

the information is correct for the: Project Director (PD), Financial Officer (FO), Authorized Official (AO), and Alternate Signer.

2. If the FEI Number is incorrect, make sure to go back to fix the problem. See the “Don’t Forget Section”.

3. Print this page and obtain signatures (using blue ink).

4. Mail original and one copy to the GOHS Office (This signature page must be received by GOHS no later than 5 days after your application is submitted).

Creating an Application1.You may now return to your application menu page by clicking on the “Application Menu” button at the top of your screen.

2.Click on the link at the bottom left of the page to print a PDF of your full Application.

3.Please note…It may take up to 24 hours for your application to populate into the PDF

Don’t Forget Section…Don’t Forget Section…• Finding Your Application.Finding Your Application.

– If your Application Number is not under your Task Tree List, go to the Quick Links Section and If your Application Number is not under your Task Tree List, go to the Quick Links Section and click Search.click Search.

• Application Menu is your main screen after you login.Application Menu is your main screen after you login.• Agency ChangesAgency Changes

– View Applicant InformationView Applicant Information• View Agency InformationView Agency Information

– To make changes to the Agency InformationTo make changes to the Agency Information• Agency ContactsAgency Contacts

– To make changes to the Agency InformationTo make changes to the Agency Information– To Add, Change and Delete personnel handling the ApplicationTo Add, Change and Delete personnel handling the Application

• Contacts (from the Application Menu)Contacts (from the Application Menu)– Control Access the Application.Control Access the Application.

• Give People Access to the Application.Give People Access to the Application.• Assign Additional Access to the Application.Assign Additional Access to the Application.

• Read and Print your Grant Terms and Conditions.Read and Print your Grant Terms and Conditions.• Certification and SignaturesCertification and Signatures

– View PDF to open the pageView PDF to open the page– Print, obtain signatures Print, obtain signatures ((in blue inkin blue ink))– Send 1 Original and 1 copy of signed Certification pages to GOHS.Send 1 Original and 1 copy of signed Certification pages to GOHS.

• Georgia Governor’s Office of Highway SafetyGeorgia Governor’s Office of Highway Safety• One Park Tower, 34 Peachtree Street, Suite 800One Park Tower, 34 Peachtree Street, Suite 800• Atlanta, GA 30303Atlanta, GA 30303

Don’t Forget Section…Don’t Forget Section…

If your If your Application Application Number is not Number is not under your Task under your Task Tree List, go to Tree List, go to the Quick Links the Quick Links Section.Section.

Click on “View Click on “View All Agency All Agency Applications”.Applications”.

Finding your Application


Click the search Click the search buttonbutton

Finding your Application

Don’t Forget Section…Don’t Forget Section…Finding your Application

Click on the crosshair next to the application you are working on.

Please note: This search may pull up additional applications in your jurisdiction.

Don’t Forget Section…Don’t Forget Section…Editing your

Agency Information

You may click on the “View Applicant Information” link on your Application menu to review your agency information. Any necessary changes can be made here.


Click on Edit to make Click on Edit to make changes and update changes and update the data as needed the data as needed (Example: FEI (Example: FEI Number) and then Number) and then click Save.click Save.

Editing your Agency Information

Don’t Forget Section…Don’t Forget Section…Change/Delete

Agency Contact

Click on the button next to the person who needs to be changed. Then click on “edit” to change their information.


Agency Contact

To de-activate a person from the application, click on the “active” box to uncheck.

Click Save.


Change/Delete Agency Contact

A question will appear to ask “Are you sure you want to de-activate this person?”

Click OK.


Agency Contact

Notice that the person you removed is now removed from your Agency Contacts.

Next, return to the Application Menu.



From the Application Menu, go to the “Control Access to the Application” tab on the left side to remove their access to the application.



Check the button next to the contact to be removed and click “delete”.

The contact will be completely removed from the application.


YYou should check for ou should check for errors before you errors before you submit your application. submit your application.

There are two sections There are two sections in which you may check in which you may check for errors.for errors.

Errors in the Application Errors in the Application (left side information) (left side information) andand

Errors in the Application Errors in the Application Forms (right side Forms (right side information).information).

Check for Errors


Follow the Follow the instructions to click on instructions to click on the link and fix the the link and fix the error.error.

RememberRemember if you if you make any additional make any additional changes to the changes to the Budget, you must Save Budget, you must Save the “Cost Category the “Cost Category Summary” page to Summary” page to recalculate your recalculate your budget before budget before submitting.submitting.

Do Not submit Do Not submit Applications with Applications with Errors!Errors!

Check for Errors

Submit your Application

1. After reviewing your application, you may now submit. The Agency Authorized Official (AO) will have the ability to submit the application.

2. Application Deadline:April, 30, 2008 5:00 PM

3. Please Note: An Application cannot be created on the due date!


That ends the GOHS SADD Grant Application Process

GOHS Help Desk

404-656-6996 Main Number 1-888-420-0767 Toll Free

404-651-9107 Main Fax

Contact GOHS with Questions??

EGOHS Application Training eGOHS Application Training “Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Roads.” Revised April 2008.

Documents

contact information

new user accountselect

new user accountcomplete

new user account linkalways

application pdf

egohs homepage

agency buttonthis

egohs systemcreate