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					User Guide
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                                                              Table Of Contents
Table Of Contents .................................................................................................................... 3
Introduction to the eGrants System ....................................................................................... 5
   Accessing eGrants ......................................................................................................................................... 5
   Understanding the Grant Program Submission Process ............................................................................. 5
   Accessing the Grant Program ....................................................................................................................... 6
      Entities Already Using eGrants................................................................................................................................. 6
      Entities Without Access to eGrants........................................................................................................................... 6
      Sign Up Your Agency ............................................................................................................................................... 6
   eGrants Security .......................................................................................................................................... 13
      eGrants General Security Roles .............................................................................................................................. 14
      Maintaining Entity Security .................................................................................................................................... 14
Completing the Head Start Supplemental Assistance Program Request for Application
.................................................................................................................................................. 22
   Creating a Grant Project ............................................................................................................................. 22
   Completing the Application ........................................................................................................................ 26
   Submitting a Grant Project ......................................................................................................................... 27
Additional eGrants Functions ............................................................................................... 31
   Printing Applications .................................................................................................................................. 31
   Viewing the Grant Guidelines .................................................................................................................... 34
   Automatic Email Notification ..................................................................................................................... 34
eGrants Help Resources ........................................................................................................ 35




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Introduction to the eGrants System
Accessing eGrants
The eGrants system is an Internet based application available on the Department’s Internet home page,
http://www.pde.state.pa.us. The eGrants system provides improved efficiency in the grant process through
shorter time for grant project completion and grant project submission, quicker grant project reviews, and
faster grant project approval. The system also prevents common errors through the use of on-line spelling
checking and automatic error checking, thus reducing the back and forth communication between the
submitting entity and the Department. Finally, eGrants allows for an almost paperless grant process; the
only paper document needed by the Department is the signed signature page of the approved grant project.

The link to an application, E-Grants, is located in the left navigation bar under the heading, Access
Services.




Understanding the Grant Program Submission Process
The eGrants system receives data submitted from educational entities and stores the data in the eGrants
database. Educational entities eligible to receive funding under a specific grant program must be given
access to that grant program before they can submit their grant project data. Entity access may be pre-
approved before the grant program opens or entities may request access through the eGrants system after
the grant program opens. After the entity receives approval to access the grant program, an authorized
user representative of the entity logs in to eGrants and selects the appropriate grant program. The user
completes all grant project areas and sections containing the grant program questions. When all sections in


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each area have been marked complete, the user submits the grant project. After the grant project is
submitted Department personnel use the eGrants system for the review and approval process.

The eGrants system has created an almost paperless grant project submission process. All the data
entered into the eGrants system can be printed on report forms for the submitting entity’s records.

Accessing the Grant Program
Entities Already Using eGrants
If the entity is already using eGrants for another grant program, their eGrants User Administrator will be able
to add new users to eGrants and give them access to the new grant program. The eGrants User
Administrator should refer to the eGrants Security section below for more information on creating new users
and giving users access to new grant programs.

The entity’s eGrants User Administrator MUST login to eGrants and use the eGrants “Sign Up Your
Agency” function to request access to the grant program. The grant program administrator reviews the
requests on a periodic basis and either approves or rejects the requests. The entity contact person will
receive email notification when their request is processed. After receiving approval, the entity’s eGrants
User Administrator will be able to add new users to eGrants and give them access to the grant program.

Entities Without Access to eGrants
If the entity does not use eGrants for other grant programs, they must request access to the grant program
on eGrants to get an eGrants Login ID. The person who requests access will become the eGrants User
Administrator for the entity. The eGrants “Sign Up Your Agency” function is used to request an eGrants
Login ID. A link to this function is available to users who do not already have an eGrants Login ID and
password. The grant program administrator reviews the requests on a periodic basis and either approves
or rejects the requests. The entity contact person will receive email notification when their request is
processed. After receiving approval, the new eGrants User Administrator will be able to add other users to
eGrants and give them access to the grant program.

If the entity does not use eGrants for other grant programs, they must follow the same steps for those
entities without access to eGrants. In this case the eGrants “Sign Up Your Agency” function is used to
request access to the grant program AND an eGrants Login ID.

Sign Up Your Agency
Entities Already Using eGrants
If an entity already has access to eGrants for other grant programs, the person completing the Sign Up Your
Agency page must first login to Grants before filling out the page to ensure that they do not create multiple
Login IDs for themselves. The default eGrants contact name will be pre-filled on the page when the entity
name is selected. The contact name can be changed if another person should be the new contact. If the
person to be the default grant program contact does not already have access to eGrants, they do not have
to login to complete the information. They just need to select their correct entity name when completing the
page.

Once approved to access the grant program, the person completing the sign-up process for an existing
eGrants entity will be given read-only access to the grant program if there are other eGrants User
Administrators in the system. In order to create the grant project, this new user will have to ask one of their
entity’s User Administrators to give them update access to the grant program. An existing User
Administrator can also give them User Administrator access if necessary. This process ensures that
someone within the entity is aware of all users accessing the eGrants system for any grant program. When
the new user logs in to eGrants they are provided with the email addresses of their entity’s existing User
Administrators. The User Administrators have administrative access to all grant programs on eGrants.

NOTE: Even if the person completing the sign-up process is one of the User Administrators for the entity,
they will still need to give themselves update access to the grant program.
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Entities Without Access to eGrants
Entities that have never used eGrants will be able to access the Sign Up Your Agency function without
logging in to eGrants. The person whose name appears on the form will become the default eGrants
contact for the entity. Once the new eGrants entity is approved, the Login ID that was specified on the Sign
Up Your Agency page will be assigned the role of User Administrator for the eGrants system for any
existing or new grant programs, but will only have read-only access to the selected grant program. The
person completing the sign-up process must login to eGrants using the specified Login ID and password
and give himself or herself update access to the grant program. They will also have the capability of adding
other users to the system for the entity.




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Completing the Sign Up Your Agency Page
When completing the form, entities that exist in EdNA will be able to select their name from the Existing
Agencies drop down box. Once their name is selected, the associated entity’s address and description
information will be displayed on the page. It cannot be changed. They should complete the contact
information however.

In order to “Sign Up”, navigate to the eGrants Home Page.




(eGrants Home Page)

Select the appropriate grant program from the eGrants blue left navigation bar to navigate to the eGrants
Main Menu for the selected grant program.




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(eGrants Main Menu)

Click the Sign Up Your Agency link in the middle of the eGrants Main Menu to navigate to the RFGA
Applicant Sign Up page.




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(RFGA Applicant Sign Up)


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Select the correct program year first. Entities are only allowed to sign-up for grant programs open in the
selected year. Check the Grant list, located under the Agency name section, to confirm that the grant
program is selectable before completing sign-up information.

NOTE: If the contact already has access to eGrants, they must login before completing the information.

Select the letter of the alphabet for the entity name. If the entity name does not appear in the resulting drop
down list, go to the EdNA application, http://edna.ed.state.pa.us, to verify the spelling of the entity name. If
the entity does not exist in EdNA, enter their entity name under 'New Agency'.

Select the grant program in the Please Select the Grant You Wish to Apply For: drop down box. Complete
the remaining information, including a Login ID and password if prompted.

Complete the Brief Agency Description text box with a description of the entity if it does not already exist in
EdNA.

Click the Save button to save the information and navigate the eGrants Main Menu.




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(RFGA Applicant Sign Up)


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(eGrants Main Menu)

The contact email address supplied on the sign-up page will receive email notification when the request is
processed. After the request is approved, they may log in to the eGrants system, update their security
roles, and complete the grant project. They may also add more users to the eGrants system if other entity
personnel will access the eGrants system to complete the grant project.

eGrants Security
Each eGrants user is assigned to specific security role(s). These security roles determine whether a user
can view data, update data, or delete data. These privileges are given to users based on job positions and
the tasks users need to perform when using the eGrants program. Utilizing these access roles helps to
maintain system integrity and limit the possibility for errors made in grant project creation, review,
submission or deletion.

When a user works in the eGrants system, the security processing will be transparent to them. Their
eGrants security levels and roles are assigned based on their Login ID. Only options that the user has
permission to use will be presented to the user. For example, if the user does not have permission to
submit a grant project, the submit button will not be shown even if the grant project is ready for submission.

If a user has further questions about his/her security role, or believes he/she is missing access to a feature,
or missing access to entity records that he/she must use, they must contact their supervisor or eGrants
User Administrator.




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eGrants General Security Roles
   UserAdministrator – can add or modify users for a particular entity.
   ProjectCreate – can create new grant projects, renewals, or revisions.
   ProjectEntry – can enter data and mark sections complete.
   ProjectSubmit – can submit the project to the Department.
   ProjectView – has read-only access to the grant project.

Maintaining Entity Security
Setup and maintenance of eGrants user roles is an entity responsibility. The entity must review the eGrants
roles and determine how they want to have security setup. If the entity has been using eGrants for other
grant programs, one or more people in the entity have been assigned the role of User Administrator. These
individuals can add users or modify user roles for the entity and should be the first point of contact for
setting up access to eGrants.

As previously noted, if the entity is not a current user of eGrants, the entity must request access to the grant
program and wait for approval before completing their entity’s security setup. The person signing up entities
new to eGrants will become the User Administrator by default once they are approved by the grant program
administrator to access the grant program. Entities new to eGrants should make sure the appropriate
person completes this process on behalf of the entity.

Once the entity receives approval to access the grant program, anyone with the role of the User
Administrator for the entity should add/update the appropriate users with the security roles needed to
access the grant program. They should navigate to the eGrants Home Page.




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(eGrants Home Page)

Select the appropriate grant program from the eGrants blue left navigation bar to navigate to the eGrants
Main Menu for the selected grant program.




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(eGrants Main Menu)

Click the Login to eGrants button at the top of the blue left navigation bar to navigate to the eGrants Login
function.




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(eGrants Login)

Enter a Login ID and password and click the blue Login button to login and navigate to the eGrants Main
Menu for the grant program.




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(eGrants Main Menu)

A list of eGrants functions available to the User Administrator will appear in the center of the eGrants Main
Menu.

Select the eGrants Add/Modify User link to navigate to the User Maintenance function to add roles to
existing Login IDs or to create additional Login IDs for other personnel.




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(User Maintenance)

Click the “Edit” link for a name to navigate to the Edit Staff Users function.

NOTE: If the user to receive access to the grant program has multiple Login IDs, the appropriate/correct
name must be selected for editing.




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(Edit Staff Users)

Scroll down and click the dropdown list arrow for Program and select the appropriate grant program name.

Click the dropdown list arrow for Roles (click the “Help” button to see role definitions.) Select the
ProjectCreate role from the list and click the Add Role/Program button. Repeat the process for the
ProjectSubmit and ProjectEntry roles for the same grant program. Once all roles have been added,
complete the process by clicking the Save User button.

Scroll to the top of the page and click the Exit button in the top blue navigation bar to navigate to the
eGrants Main Menu for the grant program.




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(eGrants Main Menu)

The Grant Applications link will now be included in the list of eGrants functions that appear in the center of
the eGrants Main Menu. This function is used to access grant programs for a particular Bureau or Grant
Program Office.




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Completing the Request for Grant Application (RFGA)
Creating a Grant Project
The entity must initially create their grant project and update their grant project contact information if
necessary.

When the grant project is created, the entity is presented with either their maximum grant program
allocation or they must specify a requested amount, based either on a student count or an actual dollar
amount. The amount specified when the grant project is created can be different that the amount specified
in the grant project budget section. For grant programs that have a predetermined allocation (based on the
student count or a dollar amount), the budgeted amount cannot exceed the allocation. For grant programs
that allow the entity to request any amount, the amount requested in the budget can be more or less that
the amount the entity specified when they initially created the grant project.




(eGrants Main Menu)

Click the Grant Applications link in the middle of the eGrants Main Menu to navigate to the Bureau/Grant
Program Office Grant Menu.


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NOTE: The person completing the grant project should make sure the Program Year is correct before they
create a grant project. At the top of the eGrants Main Menu, make sure the Program Year is the processing
year that should be used for the current processing year. If the correct processing year is not the year that
is displayed (the only one that is not an active link), click the appropriate date link to switch to the correct
year.




(Bureau/Grant Program Office Grant Menu)

The menu page will display all grant programs on eGrants within a specific Bureau or Grant Program Office.

Select the appropriate link to navigate to that grant program’s project menu.




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(Project Menu)

Select the type of grant project to be created in the drop down box, either New-RFGA or Consortium-RFGA,
and click the Create button.




A pop-up window will display asking for verification. Click OK to navigate to the Project Creation page.




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(Project Creation)

Complete the contact information for the grant project. The grant project contact maybe different than the
eGrants contact for the entity. Click the Create Project button to create the grant project.

NOTE: The Requested Amount is displayed depending on the grant program funding type, and was
populated from the funding options that were set by the grant program administrator for the entity. This is
really the ceiling for what can be awarded. The actual funds requested will be determined when the
budget summary section is marked complete.




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(Project Menu)

Completing the Application
Each grant program contains multiple areas: Narratives, Budget, Administrative Functions, and View and
Print. The Narratives and Budget areas contain links to grant project sections to be completed by the entity
prior to grant project submission. Depending on the user’s role, the Administrative Functions area may
contain a link to the Add/Modify User function. The View and Print area contains a link to Generate Reports
allowing the user to create PDF files of the available reports for the grant program.

The first links shown on the Project Menu are for the grant project narrative sections. Grant programs
require those who are applying to provide answers to a series of questions contained within each grant
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project section. These questions are used to form the grant project, proposal or application. The eGrants
system displays each section question followed by an area to supply a narrative answer. Dropdown lists,
radio buttons and check boxes may also be provided to select an answer from a set of approved responses.
Tables and spreadsheets may be used to require the entity to supply multiple rows of information in answer
to a specific question. Questions may require the entity to provide an answer or answers may be optional
with the entity choosing to supply or not supply an answer as appropriate.

Two tools are available to help the applicant fill in the narrative screens. The first tool is a spell-checker.
This tool is available for the applicant and will help to decrease spelling errors. The second tool is the help
buttons. Clicking the Help button for a question will open an online help screen for that question if question-
level help text has been provided by the grant program administrator.

At the end of each narrative section, the user can click on "Save Draft" to save their work on that particular
section but not record the section as being completed. When a user clicks on "Save Completed" their work
for that particular question is saved and the section is marked complete, however changes are still allowed.
To revise the data select the text to change, type the revision, and then click the “Update Data” button.
Once the project is submitted to the Department changes are no longer allowed.

The Budget area contains sections used to capture expenditure information and to verify the amount
requested against the amount allocated to the entity if the grant program has predetermined funding limits.
These sections can also be saved in draft form or marked complete before the grant project can be
submitted to the Department.

Submitting a Grant Project
When completing the sections and the user clicks the "Save Draft" button, their work is saved but the
section is not marked as being completed. Clicking the "Save Completed" button saves the information and
marks the section with a blue check mark on the Project Main Menu. The green checkmark indicates the
section is finished and ready to be submitted to the Department. Revisions can be made to sections
marked as complete by selecting the data to change, typing the revision, and then clicking the “Update
Data” button. A grant project can be revised until it is submitted to the Department.


When all sections are finished a submit button will appear on the Project Menu.




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(Project Menu)

Click the submit button to submit the grant project electronically to the Department. The status displayed in
the Status box will change from In Process to Submitted. Once the grant project is submitted to the
Department, it can no longer be changed by the entity.

NOTE: The Submit button will not be displayed until each section has a blue checkmark next to the section
link and all errors have been corrected.



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(Project Menu)

Click the Exit button located in the eGrants page header to navigate to the eGrants Main Menu.




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(eGrants Main Menu)




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Additional eGrants Functions
Printing Applications
Entities may print a copy of the grant project for their records.




(Project Menu)

Click the Generate Reports link under the View and Print area of the Project Menu to navigate to the Report
Selection menu.




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(Report Selection Menu)

Click a report link to open the Acrobat Reader and view the selected area of the grant project generated in
PDF format. The applicant may view the grant project in this manner by selecting/generating all available
reports.

Choose the File menu then Print from the Acrobat Reader menu bar to print the PDF document by following
the print instructions on the screen.

Links are provided to download a copy of the Acrobat Reader, obtain help with the Acrobat Reader, and
troubleshoot printing problems.




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(Report Selection Menu)

Once a report has been generated, it is saved and available as a link on the Report Selection menu. If
there are no changes to the grant project data, the reports do not have to be regenerated for each viewing.
If any area of the grant project is changed, the appropriate report should be regenerated. A link to the new
copy of the report will replace the previous version.

NOTE: The Department does not require a printed copy of the grant project.




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Viewing the Grant Guidelines
Having the grant guidelines is helpful when applying for a grant program. The eGrants system provides
easy access to grant guidelines through the use of the Guidelines button in the top blue navigation bar on
any of the eGrants program pages.




Click the Guidelines button to open a new browser window containing the grant guidelines.

Automatic Email Notification
Entities will receive automatic emails from the eGrants system. Care should be taken to supply a valid and
correct email address on the RFGA Applicant Sign Up page and on the Project Creation page to ensure
eGrants emails are sent to the appropriate eGrants contact within the entity.

The eGrants contact for the entity (for new entities, the person whose email address was supplied on the
RFGA Applicant Sign Up page) will receive an email when the grant program administrator approves or
declines the entity’s request for grant program access.

When the project status is updated after the project is submitted, the grant project contact (the person
whose email address was supplied on the Project Creation page) will receive an email with the new status
information.




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eGrants Help Resources
If the entity has any questions regarding eGrants functionality, they should contact the eGrants help desk.
 Telephone: 717-783-6686
 Email: ra-egrantshelp@state.pa.us

If the entity has any questions regarding the meaning of the grant program questions or how the questions
should be answered, they should contact the grant program administrator.




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