Office of Program Development and Funding

Office of Program Development Office of Program Development and Fundingand Funding

Electronic Grants Management System

Tutorial #1: Creating a Grant Application

Once Logged on to GMS, click the “Accept” button

Log in to the system. Most defaultUsernames are your first initial, last name.The default password is the same, with an asteriskAdded to the end of the password.

To begin an application, select “Project” from theLeft menu frame

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.

This is the General Project Screen. Note the ProjectNumber at the top of the screen – prior to a DCJS Number being issued, this is the reference numberFor your grant.

Enter all pertinent information for your application.SAVE information using the buttons at the top left Or bottom of the screen.

Now go to the “Participants” tab – ParticipantsAre Grantees and/or Implementing Agencies

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.

Click “Add Participant”. A search screen willOpen. Enter full or partial Participant name andClick OK to search the database.

Choose the Participant you wish to add from theReturned list. Select it by clicking on it.(If the Participant is not in the database you may click “New”)

You will be asked to assign a Type to the Participant – Select Grantee or Implementing Agency, as appropriate.

Click OK and your Participant will be addedTo the Project.

Next you will add Contacts to the Participant. GMS requiresAt 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 ContactsAs appropriate for your grant.)

Select the Participant you will add a Contact for and click“Add Contact to…”

A second search screen will be returned. Enter a full Or partial Contact name

The search returns 15 possibilities per page, with arrows forAdditional pages. Select your Contact by clicking on the name

Once more you will be asked to assign a Type to theContact – choose the contact type appropriate.

Continue selecting and adding Participants/Contacts untilYou are done. The finished screen looks like this.Now go to the “Budget” tab.

This is the Budget module. If you are eligible for anAdvance Request, enter that information and SAVE.Now select “Create new Budget Version” (GMS is designedTo allow for multiple budgets for consortium grants).

Each budget line is added separately – select the budgetCategory, enter descriptive information and cost amounts.Enter a Justification. SAVE

You may change budget categories and continue enteringBudget lines until finished. SAVE after each!When finished, click “Back to Budget Summary”

If your Project will be carried out by multiple agencies, youMay enter budgets for each.

Your completed budget will look like this.Now click the “Work Plan” tab.

Enter the goal for your Work Plan, SAVE, then begin fillingout the Work Plan by selecting “Create New Objective.”

Enter an objective for the Work Plan. SAVE.

Begin adding Tasks for your Objective by selecting“Add Task to this Objective”.

This is the Task/Performance Measure screen. Enter aTask and Performance Measure. SAVE. (Note: eachObjective must have a Task and Performance Measure.)

Add additional Objectives and Tasks/Performance MeasuresAs needed. This is what the completed screen looks like.Now click the “Questions” tab.

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.

Read the Question. Enter your answer in the boxProvided. SAVE.

Completed Questions look like this.Once your application is complete, you are ready to SUBMIT it to DCJS.

To SUBMIT your application to DCJS, click “Submit” inThe left Menu frame. Note the Caution Message – SubmittedProjects will be locked to further edits.

GMS will tell you if any part of your application isIncomplete. Click “Go Back” to return to yourApplication to enter missing information.

Return to the areas of missing information andComplete the application. SAVE.

Resubmit your application.

Once submitted, your Project will be locked to furtherEdits. Note the “Locked” indicator in the upper left.

Your submitted application will be saved into theGMS system. Notification will be sent to DCJSThat an application is ready for review.You will be contacted by a Program RepresentativeRegarding your request for funding.

Thank you for viewing this Tutorial.

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