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					  NYS Office of Homeland Security
       Tutorial - Creating a Grant Application




To access OHS E-Grants you must have a Username and Password. Please
contact OHS at grants@security.state.ny.us if you need to request a username
and password.
When you first access OHS E-Grants, the Access Notice page will be displayed.
This page notifies the user that a secure system is being accessed. Click on the
Electronic Submission Notice button to proceed.
The Electronic Submission Notice must be read and acknowledged before
accessing the system. Once you have read the notice, please click the Accept
button and the login screen will appear.

HINT: Since this is a web based system you will be timed out after 30 minutes of
inactivity. Hit SAVE often. Also if you have a lot of narrative to enter into E-
Grants, type the information into a word file and then copy and paste the
verbiage into E-Grants.
Enter your Login Name, Password and click on the Submit button.
Once you have logged in, the Welcome to OHS E-Grants page will be
displayed. Select Project from the left menu frame to open the list of projects
that match the access rights of the user or to create a new project.
A list of currently active projects will be displayed. The grid will be empty if
there are no projects associated with the user. Click New to begin entering
a new project.
               It is VERY IMPORTANT that
                   you select the correct
                     Funding Program.




Please refer to the next slide for a list of Funding
Programs.
                   Funding Program                                   Choose


State Homeland Security Program                      SHSP

State Law Enforcement Terrorism Prevention Program   LETPP/SLETPP


Metropolitan Medical Response System                 MMRS

Albany, Schenectady, Troy Urban Area Security        Albany, Schenectady, Troy UASI
Initiative

Buffalo Urban Area Security Initiative               Buffalo UASI

New York City Urban Area Security Initiative         New York City UASI

Rochester Urban Area Security Initiative             Rochester UASI

Syracuse Urban Area Security Initiative              Syracuse UASI

Local Health Department Funding                      Local Health Department


 Select the correct funding program from the drop down list and click Create
 Project. Click OK in the pop-up box.
This is the General Project Screen. Enter the following mandatory fields:
    •Project title – Choose one of the following based on Funding Program
                  – State Homeland Security Program
                  – State Law Enforcement Terrorism Prevention Program
                  – Urban Area Security Initiative
                  – Metropolitan Medical Response System Program
                  – Local Health Department Funding
    •Project start and end dates
    •County
    •Summary Description of the Project
When completed, click on the Save button at the bottom of the page or the Save option in the left frame.
Now click on the Participants tab – Participants are Grantees and/or
Implementing Agencies. The county/city should be listed as the grantee
and the agency responsible for implementing the project should be listed
as the implementing agency (i.e. sheriff’s department, emergency
management office, health department).
Click Add Participant. A search screen will open to search for an existing
Participant. Enter full or partial name and click OK to search the database.
Choose the Participant you wish to add from the returned list by clicking on
the # next to it.

If the Participant is not in the database click New to enter a new Participant.
Select the appropriate participant type (Grantee, Implementing Agency or Other).
The screen will refresh and click on the Add button.
The screen will refresh again and click OK. The Participant has been added
to the Project.
If the participant is not in the database, you may add them by clicking the
New button.
Enter the information to add a new Participant. Required fields are: Participant
Name, Address, City, State, Zip, and Employee Identification Number. Mandatory
data must be entered before the record can be saved.
Next you will add Contacts to the Participant. OHS E-Grants requires a Primary,
Signatory and Fiscal Contact. If more than one participant has been chosen, use
the drop-down box Contacts for Participant to select the correct participant, then
click Add Contact to…..
A search screen will open to search for an existing contact. Enter full or partial name
and click OK to search the database.
                   In the above example we used “test” for our search




Choose the Contact you wish to add from the returned list by clicking on
the # next to it.

If the Contact is not in the database click New to enter a new Contact.
                                                                           19
You will be asked to select the Contact Type. A pop up box will appear letting you
know the contact has been added. Continue selecting and adding contacts until you
are finished. Remember a Primary, Signatory and Fiscal contact must be chosen.
If the Signatory Contact you are trying to add is not a registered user of OHS E-Grants,
you will get the above error message and you will not be able to add that person until
they are a OHS E-Grants user. Please contact grants@security.state.ny.us if you need
help registering someone as a signatory contact. You can however continue working
on your application.
If you need to add a new contact, click New and the screen will refresh. Select the
Contact type. Required fields are First Name, Last Name, Address, City, State, Zip
and Phone Number. Mandatory data must be entered before the record can be
saved.
Now click the Work Plan Tab and enter the Project Goal. This year we are using a generic
project goal which is the following: Prevent terrorist attacks and mitigate against man-made
and natural hazards; Protect the people of New York, our critical infrastructure and key
resources; Prepare to respond to and recover from both man-made and natural disasters.
Click Save. Then begin filling out your Work Plan by selecting Create New Objective.
A new screen will be generated with several pick-list boxes. Click on the G & T
Work Plan Code pick-list box and select the Work Plan Code for your first
objective. Next click on the Investment Justification pick-list box and select the
Investment Justification that corresponds with the objective. Enter a description of
the Objective. When completed, click on the Save button at the bottom of the
page or the Save option in the left frame.
Click Add Primary Target Capability pick-list box and select the Primary Target
Capability for this Objective. You may also select four Secondary Target
Capabilities.
Click on Add Task to this Objective when you have finished the Target
Capabilities.
Enter the task you will complete to accomplish this project. Click Save and then
Add Performance Measure to this Task.
Describe the Performance Measure and Save.
This is an example of a completed work plan. Remember you may have several
objectives and each objective may have several tasks and performance measures.
Click the Budget tab. You must have at least one participant and a completed
Work Plan before you can enter a budget. Click on Create new Budget
Version for Participant.
                                                REMINDER: 25% of SHSP, SLETPP, UASI,
                                                MMRS, and SLHD funds must be used to
                                                “Strengthen Preparedness Planning”, which
                                                can be done via planning, training, and/or
                                                exercise activities.




Each budget item is inputted separately. Choose the category of the budget item you are
entering from the pick-list box. As you can see there are nine budget categories.
                                                            USE WHOLE DOLLARS

                                                    NOTE: If you are including personnel and/or
                                                    organizational costs in your budget, please be
                                                    sure to consult the appropriate 2009 Program
                                                    Guidance document for additional details, as
                                                    allowable costs in both of these areas have
                                                    changed greatly this year.




Mandatory fields for a budget item are Description, Number, Unit Cost and Justification. If
entering an Equipment item, an AEL Number is also mandatory (a link to the Responder
Knowledge Base is provided).

When finished with the item click Save.
Once you have saved a budget item, the screen will refresh and the Add Funding
Allocation for this Budget item icon will appear. Click Add Funding Allocation for
this Budget item. Screen will advance to the Funding Allocation Tab. You must
enter a budget item before you can enter funding allocation data.
Click on the pick-list box to choose a G&T Work Plan Code that best describes
the budgeted item. Only the G&T Work Plan Codes that you selected on the Work
Plan tab will appear. Click Add G and T Workplan
Click on the pick-list box to choose a National Priority that best describes
the budgeted item. Click Add National Priority
Click on the pick-list box to choose the State Strategy Goal that the budgeted item supports. Click Add Project
Priority

PLEASE NOTE: We strongly encourage that you utilize the FY09 Priority Project List as you develop your
spending plans for 2009 grant funds. However, in your E-Grants application you do not need to select a priority
project from the drop-down list. Instead, please select the appropriate State Strategy Goal.

REMINDER: All 2009 funds must be spent in support of one or more Investment Justifications.
Now you select a Spending Subcategory/Solution Area. Only the Solution Areas
that match the Funding Program (SHSP, SLETPP, MMRS, etc.) will be listed.
Select the Solution Area (Planning, Organization, Equipment, Training, Exercises
or M&A) that appears in the red or blue letters.
Once you select a category, the screen will refresh and the selected item will
appear in red. Items related to the selected category will appear in the pick-list
box. Select the appropriate Subcategory.
After selecting the subcategory, enter the dollar amount being allocated to that Subcategory and
click Add Spending Subcategory. You may select multiple Solution Areas/Subcategories per
budget item, but only one G&T Work Plan Code, National Priority, and Priority Project per budget
item.
The total dollar amount of the subcategory MUST equal the budget item. Example
above shows selecting two subcategories (Planning and Training) totaling $4.00.
Budgeted item was $5.00. Notice there is still a field Enter a value of $1.00 or less.
Notice in the example above that the Spending Subcategories match the budgeted
item. There is no longer a field Enter a value of $ or less.
Now enter the Spending Discipline for each Solution Area (Planning, Organization,
Equipment, Training, Exercise and M&A) that you choose previously. Select the
Solution Area (POETE) that appears in red or blue lettering.
Once you select a category, the screen will refresh and the selected item will
appear in red. Items related to the selected category will appear in the pick-list
box. Select the appropriate Discipline.
After selecting the Discipline, enter the dollar amount being allocated to that Discipline
and click on Add Spending Discipline. You must select the same Solution Areas
(Planning, Organization, Equipment, Training, Exercise and M&A) for both the
Spending Subcategory and Spending Discipline. (See next slide)
In regards to the above example, you must choose an Exercise Discipline for $1.00;
Training Discipline for $2.00 and Planning Discipline for $2.00. You may choose
more than one Discipline per Solution Area (i.e. under Planning Discipline you may
choose Planning-Fire Service for $2.00 or Planning-Fire Service for $1.00 and
Planning-Law Enforcement for $1.00. Both total $2.00 which is the amount allocated
to the Planning Subcategory).
In regards to the above example, you allocated $2.00 for Training Subcategory, but
for Training Discipline you chose $3.00 so you received an error message when you
clicked Finished with this Item.
This is how the Funding Discipline tab should look when everything matches. Click
on Finished with this item. The screen will refresh back to the budget tab to add
additional budget items. You need to complete the Budget and Funding Allocations
Tabs for each budget item.
Your completed budget will look like this.
                      Use the arrows to advance to
                            different pages.




Click the Question tab. There are multiple questions you need to answer.
Click on each question, enter your answer and click on Save.
The final step before submitting your application is to certify the Federal Assurances. Click the
Acceptance Tab. Click Assurance #1.
The screen will refresh with the Assurance. Click the Certify button on the bottom of the screen
after you have finished reading the information thoroughly. The screen will refresh again and your
name will appear in the Certified by box with the current date.
By certifying the assurance you are NOT submitting your
                       application.

    See Slide 53 on how to submit your application.




                 Your Assurance has been certified.
Now you are ready to submit your application. In the left frame click on the word
Submit. A pop-up box will appear asking if you are sure you want to submit
this project. Click OK.
OHS E-Grants will generate a printable Required Fields Report (above)
to guide you in finishing your application. Return to your application to enter
the missing information and submit again.
You will receive the following message when your application is submitted.
OHS will be notified that an application was submitted. The primary and
signatory contacts will also receive an e-mail that an application was
submitted.
View
and print
your entire
application.




  Once submitted your application will be locked but you may still view your
  information. Notice the Locked indicator in the left frame. Also notice that the
  project status has changed to “Application Received”. You may view and print
  your entire application by clicking Application from the left frame. You will be
  contacted by a Program Representative regarding your application.

				
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