SPECIAL EDUCATION MANDATED ACTIVITIES PROJECTS Presented by Judy Byrnes Office of Grants Coordination & School Support 8/30/2007.

SPECIAL EDUCATIONMANDATED ACTIVITIES PROJECTS

Presented by Judy Byrnes

Office of Grants Coordination & School Support

8/30/2007

AGENDA

• Introduction to MEGS

• Initiating an Application

• Completing an Application

• Submission

• MiGal

• Questions

MEGS

Michigan Electronic Grants System

http://megs.mde.state.mi.us/megs/

WHAT IS NEEDED TO USE MEGS

• An Internet Connection

• Web Browser*-IE 6.0+

• -Netscape 7.0+

• Adobe Acrobat 4.0+

• A Valid MEIS Account entered in MEGS

• *Internet Explorer RECOMMENDED

QUICK FACTS ABOUT MEGS

• Internet connection• The faster the connection, the easier it is to use MEGS• Beware proxy servers, pop-up blockers, and network security

settings

• MEGS Tips• Can be accessed from multiple machines at same time• Best viewed through Internet Explorer• No preferred sequence for navigating in MEGS• MEIS accounts must be entered in MEGS• Confirm your email address

ADOBE ACROBAT READER

• Adobe Acrobat Reader allows user to view PDF files. • PDF stands for “Portable Document Format”. • Regular Webpages which are programmed in • HTML do not always look good when printed. • The PDF format was designed for the Web to look

consistent each time it is printed. • MEGS uses PDF’s for those things that must be printed.

• Once Acrobat Reader is installed, all files in MEGS with the extension .pdf will be opened with the Acrobat Program.

• Adobe Acrobat Reader can be downloaded from• http://www.adobe.com/products/acrobat/readstep2.html

• MEGS supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

MEIS

MEIS is the:

Michigan Education Information System.

MEIS provides one system for the management of user accounts for a variety of MDE applications.

In order to use MEGS you must first obtain a MEIS account. This can be done by going to the following URL (Website Address) and clicking Create a MEIS Account:

https://cepi.state.mi.us/MEISPublic/

CONFIRMING YOUR MEIS ACCOUNT

The final screen will confirm your account.

Hint: Print this page for your records.

Hint: Change your password immediately.

Warning: Passwords are case-sensitive. Your randomly generated password is guaranteed to cause you problems in the future.

Change it immediately after creating your account.

Your MEIS account must be entered in the MEGS database.

Need to reset your password? Call the MDE Helpdesk:

(517) 335-0505Note: Every MEIS

application has its own security system.

THE MEGS WEBSITE

Click on “Training” to receive this

power-point and other training

materials.

LOGGING INTO MEGS

Use the Login and Password obtained from the MEIS Registration Process to login.

Remember, the MEIS password is case sensitive.

If you receive an error message that you have a valid MEIS account, but are not authorized in MEGS, contact your Authorized Official.

If you receive a message about becoming a Peer Reviewer, you have not been entered into MEGS yet.

AVOID THE BACK AND FORWARD BUTTONS

• Using the browser’s Back and Forward buttons to go to a page is not the same as clicking a link to go to exactly the same page. The Back button will simply load the cached (or saved) version of the page that exists on the local hard drive as it was the last time the page was accessed. By using the Back button, the user is not getting the latest information from the website, but rather an “older” saved version of the page.

• Avoid the Back and Forward buttons in order to always see the latest information.

• MEGS is a dynamic, database driven, Web application. Content in MEGS changes according to information that is entered into the system. When applicants enter information into the system, it changes the way they see certain parts of the application. Therefore, it is highly recommended that users use the navigation provided within the application.

• Two Authorized Officials per agency

• Authorized by the Superintendent or Director

• Print and send in the MEGS Electronic Form

DESIGNATING AUTHORIZED OFFICIALS

ONLY AUTHORIZED

OFFICIALS NEED TO COMPLETE THE SECURITY AGREEMENT

MEGS – User Flow

Authorized Official (Level 5)

Initiates Application (Opens)

Assigns Users to Application (At least one Level 4 user)

Grant Administrator (Level 4)

Completes Application

Authorized Official (Level 5)

Submits Application

Authorized Official - Level 5Authorized Official - Level 5

Grant Administrator - Level 4Grant Administrator - Level 4

INITIATESApplication

ASSIGNSLevel 4 User

COMPLETESApplication

NOTIFIESLevel 5 of

Completion

SUBMITSApplication

Authorized Official - Level 5Authorized Official - Level 5

MEGS AUTHORIZATION STRUCTURE

• Level 5 - Authorized Officials

• Manage MEGS accounts for district/agency

• Designate Application Administrators (Level 4)

• Initiate applications

• Assign lower security levels to allow edit or view status

• Add users to MEGS

• Submit, amend and delete applications, amendments, and/or reports

• Access to all district applications

• Level 4 - Application Administrators

• Responsible for managing the application

• Initiate assigned applications

• Start modifications or amendments

• Notify Authorized Officials to submit applications, modifications and amendments

• Can add/delete consortium/grant members or participating agencies to an application

MORE SECURITY LEVELS

• Level 3b Consortium/Grant Member Program Coordinator

• The fiscal agent can add users from consortia organizations. They have permission to work on their budget and narrative only. They cannot save to any other portions of the grant.

• Level 3 Consortium/Grant Member-Authorized Officials

• All Authorized Officials from Consortia Members are automatically added to the grant with View permissions.

• Level 2 - Grant Writers

• This level has the ability to input and edit data and budget information.

• Level 2c - Financial Officers

• This level has the ability to input and edit budget data only.

• Level 1 – Viewers

• This level has the ability to view all parts of the application. Cannot input or edit any information.

APPLICATION STATUS LEVELSStatus levels are used to track applications within MEGS and are applied at every step of the process.

Applicant status levels that are “in progress” allow the user full access to the application. Submission will “lock” the application to further changes.

Applicant Set Status Levels

• Application In Progress

• Application Submitted

• Modifications In Progress

• Modifications Submitted

• Amendment In Progress

• Amendment Submitted

Consultant Set Status Levels

• Review In Progress

• Modifications Required

• Program Office Review

Complete

• Grant Funds Available to The

Applicant

AUTHORIZED OFFICIALS - Getting Started

From the Main Menu, Authorized Officials can:

• Initiate applications

• Add users to MEGS

• Review/edit contact information

• Assign application security levels

• Edit agency information

• Edit personal contact information

Once an application has been initiated, the application will be listed on the Main Menu.

Grants are color coded by years:

• 2003-2004 are green

• 2004-2005 are red

• 2005-2006 are blue

• 2006-2007 are green

• 2007-2008 are red

ADDING NEW USERS TO MEGS

Authorized Officials (level 5’s only)

• All new users must be entered into the MEGS system

• Select the Add Users to MEGS link

• Key in the MEIS number (up to ten users can be added)

• Click on Verify

• If the information is correct, click on Save

ADDING USERS TO THE APPLICATION

• Users may be added externally from the application or inside the particular application.

• External

– Select application security level(s)

– Select the contact person then select each application and security level assigned to that user

– Save

Users can be added even if the application is

already initiated.

MAIN MENU

Main Menu Options

• View/Edit

• Delete Application

• Amend Application

• View Reports

• View History

Buttons are controlled by the status of the applications.

INITIATING AN APPLICATION

Select the application from the drop down list and select “Initiate”.

APPLICATION MENU

• Application Information

• Management Activities

• General Information• Budget Pages• Program Information• Attachments• Submission

IMPORTANT INFORMATION AND ASSURANCES

• Important Information About the Application

This link opens a page that provides information about the application due date and the pages that must be submitted, as well as the purposes of the programs included in the application.

• Assurances and Certifications

This link opens a page that lists a set of conditions that must be followed by recipients of funds for programs included in the application.

EXAMPLES ONLY

MANAGEMENT ACTIVITIES: View a PDF of This Application

To View a PDF of the Application:

Click the View a PDF of this application link to generate a printable version of the application.

The PDF will include all information that is entered into the current application.

One Click Solution: email sent when ready.

Links are also provided for individual page PDFs.

This feature is provided for agencies to keep a printed copy of the application that the user submitted electronically.

To save the PDF of your completed application, select “File – Save As” and save the file to your hard drive.

Blank PDF is also available.

GENERAL INFORMATION:Grant Contact and Fiscal Agent Information

To Assign or Change the Main Contact:

• Go to the Control Access to This Application page and make the assignment.• When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page. • Authorized users may delete and replace the Main Contact.

Email Contact Use if you want to specify another contact to receive a copy of the emails.

BUDGET SUMMARY

The budget is built from the “bottom-up” through the budget detail screens and is displayed here.

The only fields entered here are the indirect costs and the contact information.

BUDGET NARRATIVE

LONG TERM PROJECT OUTCOMES

SHORT TERM AND/OR INTERMEDIATE OUTCOMES

Complete the form and save.

See next slide for instructions to complete additional outcomes.

CREATING THE 2ND AND SUBSEQUENT OUTCOMES – Part 1

CREATING THE 2ND AND SUBSEQUENT OUTCOMES – Part 2

Click ADD until you receive a blank page.

Then add your information for the next page.

Then click on SAVE

If you type OVER information that appears on the screen it will not be saved as a new page.

SHORT TERM AND/OR INTERMEDIATE OUTCOMES

To go back and view or edit Outcome 1, select it from the dropdown menu and click on GO.

ACTION PLAN

Complete this page and select the appropriate outcome from the drop-down menu.

SUSTAINABILITY PLAN

ATTACHMENTS

This is not required and available for optional information.

SUBMISSIONTo Submit an Application:

• Review Errors on the Application Menu.

• Notify Authorized Official that the application is complete.

• AO clicks the Submit Application button on the Application Menu.

• If there are any errors, an error list will be generated.

• Once all errors are corrected, return to the Application Menu and click Submit Application.

• The next page will present conditions that must be agreed upon when submitting the application.

• After reading and agreeing with the conditions, click the I Agree button to continue.

• MEGS will display a confirmation page. Print this page to keep as a record of the submission of the application. A link to allow you to access the confirmation page will be created on the Application Menu.

• MEGS will notify the district administrator and the application Main Contact by email that the application has been received by MDE.

VIEW COMMENTS

To View Comments from Consultants:

• Click the View Comments link in the header of any page in the application.

• A separate popup window opens and displays the application checklist with all comments from consultants.

• Click the Print button to print the checklist with comments.

To Respond to Comments from Consultants:

• Enter your comments in the Comments to Consultant box under the appropriate page heading in the checklist.

• Click the Save button to save the comments you have entered.

REPORTS (Coming)

Click on the report, to review it.

You can view the report history also.

Check errors by clicking on “Report Errors”

MiGAL

The URL is http://www.michigan.gov/MiGal

For MEGS or other technical questions contact:

Special Education Help Line:1-800-820-1890

ADDITIONAL HELP:

A streaming video of the MEGS training at: http://

www.mistreamnet.comthen click on “MEGS Overview and

Updates for 2007-2008

QUESTIONS?