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									 SPECIAL EDUCATION
       MEGS
 Update for School Year 2004

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

         The Michigan
   Electronic Grants System

            Last Updated: 4/14/2003

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Email questions to MDE:

 Megs@michigan.gov



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         Accessible Grants
        Available On-line Spring 2003

• Special Education
     Flowthrough, Preschool, TMT, EOSD (now!)
     Early On (May 1)
     Capacity Building, Transition Services
• Career Initiatives: Career Prep; Tech Prep; CTE Perkins
• Comprehensive School Reform
• Consolidated Application
• Gifted and Talented
• Homeless
• Michigan School Readiness
• Safe & Drug Free Schools
• Summer Migrant
• Technology
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                             Updates to MEGS
•   Separate applications for Special Education Grants
     – Update last years information
     – Specify on screen: not reviewed, changes, no changes

•   All info brought forward from 0203 on-line grants
     – Review of pages
     – Early On budgets

•   Enhanced Budget functions:
     – Edit Budget Detail
     – Delete budget detail
•   Checklists: interactive; printable
•   Grant History will track grant status
•   Reports:
     –   due July 30 are in 0203 Special Education grant
     –   Early On due in August

•   One-Click PDF generation
•   Updated function codes in all the grants.

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              What is needed to use MEGS?




• An Internet
  Connection
• Web Browser
  (IE/Netscape 4.0+)
• Adobe Acrobat 4.0+
• A Valid MEIS
  Account




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              Quick Facts About MEGS


• The faster the connection, the easier it is to use MEGS.
• Beware proxy servers and other security settings.
      – Local security can impact MEGS
      – Pop-Up blockers
• MEGS website is great source of information
• MEGS can be accessed from multiple machines at same
  time.
• MEGS is best viewed through Internet Explorer.
• Improved MDE hardware has improved response time
  for users
• All users can register to serve as Peer Reviewers in
  MEGS.

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                        What is an Internet Browser and which
                                 ones can be used?

An Internet Browser is computer software
used to browse (view) the World Wide
Web.

MEGS supports Internet Explorer or
Netscape versions 4.0 or higher.

You can check the version number by
clicking Help and then by clicking About
Internet Explorer or About Netscape.

If the version you have is below 4.0, you
can download the latest version by going
to:

http://www.microsoft.com/windows/ie/default.asp
http://home.netscape.com/download/


Browsers are free software.
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                       What is Adobe Acrobat Reader and
                                  do I need it?


• 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+

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                         What is MEIS and how can an
                            account be obtained?


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 an MEIS Account:

http://meis.mde.state.mi.us/userman/




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                                       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 will allow you to access MEGS once
you have been entered in the MEGS database.

Note: Every MEIS application has its own security
system.




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                                      How do I access MEGS?



Users with a valid MEIS account
entered into the MEGS database can
login to MEGS at the following URL:

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

The first screen gives basic information about
the purpose of MEGS and provides a link to
the login screen.

This page also provides a link to the MEGS
Website:

-training materials
-allocation information
-MEIS information
-general information
-Authorized Official forms




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The MEGS Website




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                                           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.

Need to reset your password? Call the
MDE Helpdesk:


       517-335-0505


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                       Avoid the Back and Forward Buttons
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.

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.




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                           Designating Authorized Officials
                             http://meis.mde.state.mi.us


• Two Authorized
  Officials per district
• Authorized by the
  Superintendent
• Print and send in the
  MEGS Electronic
  Form to update




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                     MEGS Authorization Structure

Authorized Officials (Level 5)
• Control access to MEGS for all district users
• Designate Application Administrators
• Initiate applications (can be delegated to Level 4)
• Assign lower security levels to allow edit or view status
• Add users to MEGS for district via a multiple entry page
• Submit, modify and delete applications, amendments, and/or reports

Application Administrators (Level 4)
• Must be designated by a Level 5
• Responsible for managing the application
• Initiate assigned applications
• Assign other users to participate in the grant writing or review process
• Notifies the Authorized Official to submit applications, modifications or
  amendments
• Prepare and submit reports
• Add grant members to the application
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                                 Other Security Levels

Level 1 – Viewers. This level has the ability to view all parts of the application. Cannot
input or edit any information.

Level 2 - Grant Writers. This level has the ability to input and edit any data.

Level 2c - Financial Officers. This level has the ability to input and edit budget data.

Level 2d - Program Coordinators. This level has the ability to input and edit pages under
the Program Information heading like Delivery Systems for Special Populations and Local
School District Consolidated Plan.

Level 3 Grant Member-Authorized Officials. All Authorized Officials from Consortia
Members are automatically added to the grant with View permissions.

Level 3b Cons./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 can save to no other portions of the grant.




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                      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.




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                                        Main Menu:
                                    Add Users to MEGS
                                    Level 5‟s can add users to MEGS

•   Click the Add Users to MEGS link.

•   Enter up to 10 new users into MEGS:
     – Enter the MEIS Account number
     – District code is set

•   Click Verify to verify users.

•   Check the results of Verify:
     – Check name and agency
     – Invalid MEIS account
     – Already in MEGS

•   Confirm the new users by clicking Save.

•   Go to the Main Menu and click the Application
    Security Level(s) link to complete the process
    of giving users access to applications in MEGS.

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                           Main Menu: Contact Information
                              Maintain MEGS Accounts

To Edit Contact Information (5’s only):

•   Click the Contact Information link.

•   A list of names associated with the user‟s
    agency is displayed. Each name is a link to
    a page where contact information can be
    edited.

•   Click the underlined name of the person
    whose information you wish to edit.

•   Make appropriate changes and click the
    Save button.

•   Click the Return to Previous Page button
    to continue.




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                                            Main Menu:
                                   Application Security Level(s)
    To assign application
    security level(s) once users
    are added to MEGS:


•     Select the user from the drop
      down list and click Go.
•     Assign a security level for each
      application the user will access.
•     To restrict access dates, enter a
      date in the „Date End‟ field.
•     Click the Save button to save
      the assignments.


New! Users can be added even if
the application is already initiated.



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                                     Main Menu:
                         Initiating an Application (4‟s/5‟s)
From the Main Menu:

•   Select the grant from the drop down list and
    click Apply For A New Grant.

•   Choose the grant sources that the agency
    will apply for now or later during the next
    fiscal year.

•   Copy Previous Grant is checked

•   Click the Apply button to initiate the
    application. This will send the user to the
    Application Menu.

•   Option to initiate the grant disappears once
    the grant is initiated.

•   To review grant selections from the
    Application Menu, use the Review Grant
    Selections link under Management
    Activities.
•   Apply Now does not mean TODAY.


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Selecting Special Education Grants




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             Main Menu: Getting Started




Main Menu Options
•   View/Edit
•   Delete Application
•   Modify Application
•   Amend Application
•   View Reports
•   View History

    “When the button is “lit” you are able to do it.”

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            Special Education Walk Through

APPLICATION MENU

Header Details
Application Information
Management Activities
General Information
Budget Pages
Summary of Funded Components
Program Information
Submitting the Application




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                                              Header Details

                                                           6. Application and User Information
                                    3. Help




    1. Main Menu                               4. Errors
                                                                                                 5. Logout
                   2. Application Menu




•      Main Menu – Returns the user to the page with all applications initiated by the user‟s
       agency.
•      Application Menu – Returns the user to the “home page” for the application. A
       feature built into this link is a JavaScript menu that allows quick access to other parts
       of the application. This menu has links to budget pages and program information.
•       Help Touch the Ignore me at all costs.
       Don’t – TakesMe! user to specific help information for each page. This feature is the
        first source of assistance for questions or problems that users might encounter.
•      Errors – Tracks the progress of the application and alerts the user when any critical
       part is not completed. All errors must be addressed in order to submit the
       application.
•      Logout – Logs the user out of MEGS.
•      Application and User Information – Indicates the application that is currently being
       worked on, the applicant agency, the application number, and the current user‟s
       name.                                                                                                       Slide 26

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              Important Information about this grant and
                    Assurances and Certifications

•   Important Information about this
    grant

    This link will open a page that will list
    a variety of information that will
    explain the grant process, scoring the
    application and other requirements for
    the application.

•   Assurances and Certifications

    This link will open a page that will
    show a set of conditions that must be
    followed for the appropriate use of
    federal funds.




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                               Add Users to Application:
                           Control Access to This Application

To Give Users Access to the Application:

•   Go to the “Add Users to Application” table at
    the bottom of the page.

•   Enter the MEIS Account IDs of the users to
    be given access to the application.

•   Select a security level for each new user
    based on his/her function in the application
    process.

•   If the user is a contact person for the
    application, select the type of contact.

•   Two types of contacts can be added:
    Consolidated Application has Main Contact
    only.

•   To activate the users, click the Save button.


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                        Edit/Delete Users From Application
                              Control Access to This Application

To Edit or Delete User Access to
the Application:
•   Review your access for 0304 Grants

•   Identify users to delete or to temporarily
    limit their access.

•   To edit the user‟s access, make the
    appropriate changes and click Save.

•   To delete the user, click the box in the
    “Delete” column to the left of the user‟s
    name and click Save.

•   The deleted user will no longer have
    access to the application unless the
    user is given access again.

•   Inactive buttons for temporary access
    control.

•   Update Main Contact as necessary.

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                                    Management Activities:
                                    Review Grant Selections
To Review/Change Grant Selections:

•   Click the Review Grant Selections
    link on the Application Menu.

•   Click the appropriate radio buttons to make
    any changes in the grants that will be
    included in the application.

•   Click Confirm to save the changes. If
    you do not wish to make any changes, click
    Cancel.

Do Not Apply: no intention to apply

Apply Now: add all required parts of grant;
invokes all error checking

Apply Later: add all required parts of grant; no
error checking

Coming: Better identification of Apply Now and
Apply Later portions of grant

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                                  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
-Check date of link

This feature is provided for agencies to
keep a printed copy of the application

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.
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                                 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.


To Edit the Fiscal Agent’s Information:

•      Go to the Main Menu and click the Edit Your
       Agency Information link. Only Authorized
       Officials can use this link.
•      Change the information as needed and click
       Save. The only information that can be edited is
       the mailing address, phone number, fax number
       and e-mail address.


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                              General Information:
                     Consortium/Grant Member Information
2002-03 Consortium Members will be
brought forward.

To Add a New Consortium/Grant Member:
• Click the Add a New Member button.
• Select the appropriate funding source from the
   drop down list.
• Click the Go button next to the drop down list.
• Enter the district codes of the agencies that
   will be added.
• Once all district codes have been entered,
   click the Save Selections button. Any errors
   in district codes will be returned as errors at
   the top of the section.

To Delete a Consortium/Grant Member:
• Locate the agency to be deleted.
• Click the box next to the name of the agency
   to be deleted.
• Click the Remove Selected Member button.
   The page will return without the deleted
   member.
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                                                             Budget Pages:
                                                            Budget Navigation
The yellow tinted button denotes the
page that the user is currently on         The blue tinted buttons denote pages that are
                                           available to navigate to                                Clicking these buttons will take the user to the
                                                                                                   corresponding page




      The quick links are available on the dark                                                 The View PDF button will generate a PDF
      blue button bar                                                                           for the current grant source




                Budget Tabs and Quick Links                                                                       Budget Buttons

These features allow for easy navigation between                                           The buttons at the bottom of the budget pages
the numerous budget pages.                                                                 serve the same purpose as the tabs for
• The tabs are color coded for easy recognition.                                           navigation. Instead of returning to the top of the
• The yellow tinted tab signifies the current page.                                        page, clicking any of the buttons will take you to
                                                                                           the corresponding page.
• The View PDF tab will display a PDF of the
   current budget page.
                                                                                           NEW! Delete Budget Detail! Will delete
                                                                                           entire sections.
Quick Links are located beneath the budget tabs.
These links take the user to pages where multiple                                          Edit Budget Detail: One page to edit all
budget items can be added.                                                                 entries. (Tell your friends!)
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Email questions to MDE:

 Megs@michigan.gov




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                                          Budget Pages:
                                         Budget Summary
Budget Totals:
• The budget totals are displayed with function
  codes along the left side and object codes
  across the top.
• Budget totals are changed automatically when
  new budget items are added to the grant.
• Allocation is listed at bottom of form.

To Enter Indirect Costs:
• Determine the indirect cost rate to be used.
• Enter the rate in the indirect rate field at the
   bottom of the budget grid.
Or
• Enter an amount for the indirect rate; MEGS will
   check if rate is at or below the approved rate.

•   Click the blue Save button. If the rate is greater
    than the maximum allowed, an error message will
    appear at the top of the page requesting the user
    to use a lower rate.

•   The proper indirect rate will be displayed and
    saved.

Expect Indirect Rates to change in the summer.
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                                       Budget Pages:
                                 Budget Summary (cont)

Agency Budget List

Displays all agencies that are apart of this
application.

The information provided in this list is the
Grant Member name and the total amount of
the budget items entered into MEGS.

 The sum of the grant members will show in
the Out Going Transfers (Function Code
400) row.

The agency name is a link to a Budget Detail
List where each budget is shown in detail.




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                                          Budget Pages:
                                          Budget Detail
The Budget Detail page is an in-depth look at all
budget items for the grant.

Each budget item is listed by function code, with
the description, any associated FTE and the
budgeted amount.

As items are entered into the system, this page is
automatically updated and displays the totals.

The title of the item provides a link to the page
where the entries for that budget item can be
edited.

Items are sorted by function code. Within a
function code, items are sorted by object code;
and within the object code, items are sorted
alphabetically.

0203 Budget detail is brought forward.

Early On budget items will be brought forward
with blank budget items.                                        Slide 38

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                                         Budget Pages:
                                        Edit Budget Detail

Edit Budget Detail gives the user one
place to update an entire budget.

The same budget rules are enforced: Only one
object class per entry, except for Salaries and
Benefits.

Allows for direct editing of amounts.

Delete entries:
• Mark items to be deleted.
• Save selections to Delete
(In Windows you use the Start button to shut
down your computer.)

Still working on the error presentation. Any
errors will be displayed during Error check.

To check for errors, use your Error link.

Early On: add your amounts/remember the
rules.

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                                Budget Pages:
                              Delete Budget Detail

Use Delete Budget Detail when you are
ready to start over.

You clear out the entire budget detail on
the page.

One chance to confirm: and then it‟s
gone!

Grant Member budgets are deleted
separately.




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                                              Budget Pages:
                                             Add Budget Item
To Add a Budget Item:
•   Click the Add Budget Item tab.
•   Select the function code from the drop down list.
•   Provide a description of the budget item.
•   Enter amount(s) in the box(es) beneath the
    appropriate Object Code(s).
          – Only one entry unless personnel.
          – All personnel entries must have Salaries and
             Benefits.
          – Capital Outlay must equal $5000 or more per
             item.
•   For personnel entries, enter either FTE or hours.
•   For Capital Outlay, enter quantity purchased and justification.
•   After completing the entries, click the Add Item button.

To Edit a Budget Item: Access the budget item from the
Budget Detail screen, make the changes, and click Update
Item.

To Delete a Budget Item: Access the item from the Budget
Detail screen and click Delete Budget Item.

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                                      Budget Pages:
                                       Quick Links

•   Allow users to enter up to ten
    budget items at one time

•   Broken into three categories:
     – Personnel items
     – Other items
     – Capital Outlay items

•   Help users with slower Internet
    access by allowing them to
    add bulk quantities of budget
    items

•   Capital Outlay: Quick Link is
    only way to enter Capital
    Outlay




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                                     Budget Pages:
                      Grant Member Budget Information

Add Budget Items for Grant Members

     Entering data for Grant Members is almost
     the same except for some small variations.
     The first difference is that Grant Members
     don‟t have Budget Summary pages to
     display any budget information added to the
     application. A Grant Member‟s data is
     shown in a budget detail page where all data
     is displayed by function code and totaled.

1.   Locate the user‟s agency under the bold
     faced Fiscal Agent and click the link.
2.   On this page there will be a number of tabs,
     click the Add Budget Item tab.
3.   Follow the instructions from the previous
     slide to enter budget information.




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                          Composite Budget



The Composite Budget displays the
budget entries for all allowable
function and program codes.

This page is very similar to the
Summary Budget, but this page
breaks out the full budget totals on
this page.

Detail for this page is generated from
the Add Budget Item pages.

Note: new detailed function
codes. Old ones will be mapped.




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                     Summary of Funded Components


The Summary of Funding Components
compiles all budget items by agency
across all funding sources in the
application. The page displays personnel
items, purchased services and supplies
and materials.


For personnel, Total FTE and the FTE
through the funded sources are shown.

The „Other‟ Column will show the
difference between total FTE and FTE
subtotals/

For purchased services, items will appear
as “C” in the field.

For supplies and materials, items will
appear as “X” in the field.


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                                 Program Information:
                    Updated Program Design Information

Updated Program Design:

Review entries for each grant.

Program Design Entries mapped according to
  check box: Flowthrough; Preschool; TMT

Indicate if changed or not. (Coming soon)

Default: has not been reviewed. User must
  indicate if there has been any changes.

To add more Program Designs, click the Add a
  page button to add another page.




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                         Program Information:
                              EOSD Information
Enter EOSD Information

•   Last years name are brought
    forward.

•   Review/update the names of
    personnel into the form.

•   Click the Save button to submit the
    data and the Clear button to clear
    any values and start the entries
    over.

•   To edit any of the entries, make the
    changes and click the Save button.

•   To view a PDF of the information,
    click the View PDF button.




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                                  Early On :
              Local Inter-Agency Coordinating Council

From the Application Menu

• All 0203 info brought forward

• PDF will show: name, phone, agency,
  and e-mail.

• For 0304:
  Update the members
  Delete members no longer on the LICC
  Add new members

• For guidance, use the Help Button

• Print the list using the View PDF option

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                       Early On Program Information:
                               Consent of Collaboration

• Update the screen; enter the date
  mailed/faxed to MDE

• Print the form

• Get original signatures
      -LICC Chair
      -LICC Parent
      -MPCB Chair
      -Early On Coordinator

• Mail to MDE
      –   Address is in Help




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                    Early On :
                 Service Area Plan

• Last year‟s
  information is
  brought forward

• Make changes or
  deletions only if you
  have changed your
  overall plan.

• Update by exception

                                           Slide 50

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                                    Early On :
                     Service Area Improvement Plan

• The current SAIP is valid
  through June 30, 2004

• For program years starting July
  1, 2002; ending June 30, 2004

• Review your plan and make
  necessary changes.

• You must indicate that you
  have reviewed.

• Items can be added using “copy
  and paste”



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                            Application Status Levels

Status levels are used to track applications         Applicant Set Status Levels
within MEGS and are applied at every step of the
process.                                             • Application In Progress
                                                     • Application Submitted
There are two distinct status categories:            • Modifications In Progress
Applicant and Consultant
                                                     • Modifications Submitted
Applicant status levels that are “in progress”       • Amendment In Progress
allow the user full access to the application.       • Amendment Submitted
Submission will “lock” the application to further
changes.                                             • Report In Progress
                                                     • Report Submitted
Consultant status levels are used to show the
level of review or to return the application (e.g.
Modifications Required) to the user.                 Consultant Set Status Levels
                                                     • Review In Progress
                                                     • Modifications Required
                                                     • Program Office Review
                                                       Complete
                                                     • Grant Funds Available to The
                                                       Applicant

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                    Submission of the Application


Submitting an Application:
• Only Fiscal Agent Authorized
   Officials can submit
• Error check will run
• Agree to following conditions
• Confirmation Page
• Confirmation page can be
   reviewed once submitted. Look
   for link on Application Menu.




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                                  Viewing Comments

To View Comments from Consultants for a
Single Page:

•Click the View Comments link in the header of the
page.
•A separate popup window opens and displays the
comments.

To View Comments from Consultants for the
Entire Application:

•On the Application Menu page, click the View
Comments link in the header.
•A separate popup window opens and displays all
comments for the application.
•Click to Print.

•The Check List is interactive.




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                                  Modifications Process


Modifying the Application:

When the application status is Modifications
Required, the Modify Application button is “lit”
on the application table on the Main Menu page.

Level 4‟s and 5‟s can click Modify Application
to begin revising the application, which changes
the status to Modifications in Progress.

Once the status is Modifications in Progress,
additional changes are made by clicking the
View/Edit button.

Changes made to the application are shown by
clicking the Modifications Summary link on the
Application Menu.

Level 5‟s can submit the modified application by
clicking the Submit Modifications button on the
Application Menu.

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                                  Amendment Process


Amending the Application:

Once the application status is Grant Funds
Available, an Amend Application button is
displayed on the application table on the Main
Menu page.

Level 4‟s and 5‟s can click Amend Application
to begin an amendment.

Once the status is Amendment in Progress,
additional changes are made by clicking the
View/Edit button.

Changes made to the application are shown by
clicking the Modifications Summary link on the
Application Menu. (coming soon)

Level 5‟s can submit the amended application by
clicking the Submit Amendment button on the
Application Menu.

MEGS will ask for a brief description to explain
why the purpose of the amendment.
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        http://megsweb.agatesoftware.com/

Look here for
copies of the
PowerPoint
and the
Quick Guide.




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      Questions?
•Program Specific issues:
    Call your grant consultant.
•MEGS related problems:
    Special Education Help Desk:
           1-800-820-1890


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