Michigan Electronic Grants System MEGS http:megs'mde'state'mi'usmegs Safe

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Michigan Electronic Grants System
(MEGS)http//megs.mde.state.mi.us/megs/Safe
Drug-Free SchoolsMDCH Office of Drug Control
Policy
Last Updated 4/22/2009
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MEGS Introduction and Update

• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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What is MEGS?

• Apply for grants and other applications online
• Common look and feel for all applications
• Program Office review and comment on applications
• Amendments online
• Grant reporting online
• Some previous years information saved and
  brought forward, when applicable after the first
  year
• Up-to-date view of applications
• Automated generation of e-mail

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Grants in MEGS 2009-2010

• MDCH ODCP Governors Discretionary Grant Safe
  Drug-Free
• DLEG Adult Education WIA Core Programs, Special
  Projects, Instructional Initiatives, Section 107
• OCTE Tech Prep CTE Perkins CIP Self Review
• Charter Schools Planning, Implementation
  Dissemination
• Consolidated Application
• Early On Michigan
• Even Start
• Homeless Students
• Improving Teacher Quality (IHE only)
• Mathematics Science Centers

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Grants in MEGS 2009-2010 continued

• Mathematics Science Partnership
• Great Parents, Great Start
• Great Start Readiness Program/CNRA
• Preschool
• Section 31a/32e Flexibility
• Special Education
• Flowthrough, EOSD
• Transition Services
• Mandated Activities Projects
• Summer Migrant
• Title I School Improvement
• 21st Century Community Learning Centers
• Educational Technology

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MEGS Update

• The Michigan Electronic Grants System
• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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What is needed to use MEGS?

• An Internet Connection
• Web Browser -IE 6.0
• -Netscape 7.0
• Acrobat Reader 4.0
• A Valid MEIS Account entered in MEGS
• If you can, use Internet Explorer.

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

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What is Adobe Acrobat Reader and why do I need
it?

• Adobe Acrobat Reader allows user to view PDF
  files.
• PDF stands for Portable Document Format.
• Regular web pages 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.
• 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, at no
  cost, from
• http//www.adobe.com/products/acrobat/readstep2.ht
  ml
• MEGS supports Adobe Acrobat and Adobe Acrobat
  Reader versions 4.0

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What is MEIS and how can anaccount be obtained?
MEIS is the Michigan Education Information
System. MEIS provides one system for the
management of user accounts for a variety of MDE
and education applications. In order to use
MEGS (and potentially other State of Michigan
systems) 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/
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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 must be entered
in the MEGS database. Note Every MEIS
application has its own security system. Need
to reset your password? Call the MDE
Helpdesk [phone]
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How to access MEGS
If your MEIS account is entered in MEGS, you can
log in http//megs.mde.state.mi.us/megs/ The
first screen provides a link to the login screen
and a link to the MEGS Website
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MEGS Website

• MEGS Website
• Allocations
• Grant Information
• MEIS Accounts
• Peer Reviewers
• Training

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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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MEGS Update

• The Michigan Electronic Grants System
• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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Designating Authorized Officialshttp//megs.mde.s
tate.mi.us/megsweb

• Two Authorized Officials per recipient agency
• Authorized by the Superintendent / top
  Administrator
• Print and send in the MEGS Electronic Form
• Electronic form is fillable
• You can also find forms on the MEGS website
• Very quick turn-around
• Log-in to check

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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
• Assign other users to participate in the grant
  writing or review process
• Notify Authorized Officials to submit
  applications, modifications and amendments
• Initiate and submit reports

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Other 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 can save
  to no 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 any
  data.
• Level 2c - Financial Officers
• This level has the ability to input and edit
  budget data.
• Level 1 Viewers
• This level has the ability to view all parts of
  the application. Cannot input or edit any
  information.

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MEGS Update

• The Michigan Electronic Grants System
• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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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.
• Grants are color coded by years
• 2009-2010 are green
• 2008-2009 are blue
• 2007-2008 are red

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Main Menu Getting Started

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

Buttons are controlled by the status of the
applications.
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Main MenuAdd Users to MEGSLevel 5s 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

• Click the Contact Information link.
• A list of people associated with the users
  agency who are currently in MEGS is displayed.
  Each name is a link to a page where that persons
  contact information can be edited.
• To Edit Contact Information (5s only)
• 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 MenuApplication 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 the access date, change the date in
  the Date Begin field.
• Click the Save button to save the assignments.

Users can be added even if the application is
already initiated.
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Main MenuInitiating an Application (4s/5s)

• From the Main Menu
• Select the application from the drop down list
• Options depend upon agency eligibility
• Click the Initiate button. This will send the
  user to the Application Menu.
• Option to initiate disappears once the
  application is initiated.
• NOTE For the 1st year, Level 5 must initiate.

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MEGS Update

• The Michigan Electronic Grants System
• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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Application Menus

• Application Menu
• Header Details
• Application Information
• Management Activities
• General Information
• Budget Pages
• Program Information
• Attachments
• Submitting the Application
• All applications have a similar look.
• Each application type has its own unique
  features.

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Avoid Back and Forward

• 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 browsers 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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Header Details
Help
Application and User Information
Main Menu
Logout
View Comments
Report Menu
Report Errors
Errors
Application Menu

• Main Menu Returns the user to the page with all
  applications initiated by the users agency.
• Dont Touch Me! Ignore me at all costs.
• 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.
• Report Menu Takes the user to the list of
  reports for the application.
• 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.
• Report Errors Alerts the user to any errors in
  the report. All errors must be addressed in
  order to submit the report. Visible when a
  report is viewed.
• 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 users name.

• Help Takes the user to specific help
  information for each page. This feature is the
  first source of assistance for questions or
  problems that users might encounter.

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Important Information and Assurances and
Certifications

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

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Add Users to ApplicationControl Access to This
Application

• To Give Users Access to the Application
• Go to the Add Users to this 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.
• A Main Contact is required.
• To activate the users, click the Save button.

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Edit/Remove Users Control Access to This
Application
To Edit or Remove User Access from the
Application

• Identify users to delete or to temporarily limit
  their access.
• To edit the users access, make the appropriate
  changes and click Save.
• To remove the user, click the box in the Mark
  Remove column to the left of the users name and
  click Save.
• The removed user will no longer have access to
  the application unless the user is given access
  again.

• If more than 20 users in grant, only Fiscal Agent
  users show.
• Select All in drop down to see all users with
  access to grant.

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Grant Contact Information

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

E-mail Contact, specifies additional recipients
of automated MEGS e-mails.
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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
• 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.

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General InformationFiscal Agent Information

• To Edit the Fiscal Agents 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.
• When changes are made and approved in the
  Educational Entity Master (EEM), MEGS will
  reflect them the next day. Make permanent
  changes in the EEM, instead of in MEGS!

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Budget PagesBudget Navigation
Select a Budget Page link on the Application Menu
to view/edit the budget(s) for the application.
Budget Buttons The buttons at the bottom of the
budget pages serve the same purpose as the tabs
for navigation. Instead of returning to the top
of the page, clicking any of the buttons will
take you to the corresponding page.

• Budget Tabs and Quick Links
• These features allow for easy navigation between
  the numerous budget pages.
• The tabs are color coded for easy recognition.
• The yellow tinted tab signifies the current
  page.
• The View PDF tab will display a PDF of the
  current budget page.

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Budget Summary

• Budget Totals
• The budget totals are displayed with function
  codes along the left side and object codes
  across the top.
• Tens function codes
• Budget totals are changed
  automatically when new budget items are added to
  the grant.
• Complete Contact Information
• Business Office Representative
• Project Contact Person

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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.

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Budget Pages Add Budget Item

• To Add a Budget Item
• 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.
• 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 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 its gone!

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Program Information

• Program information pages are unique for each
  grant in MEGS.

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Needs Assessment
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Outcome Goals and Evaluation

• Enter information for the first goal.
• Save.
• To add another outcome goal, click Add.
• Enter information.
• Save.
• Note Number 8 cannot be completed on this page
  (programs are entered through the Prevention
  Programs link).
• Page titles appear on the top, for selection.

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Outcome Goals and Evaluation
Programs associated with a goal in the Prevention
Programs pages are then displayed in number 8 of
the Outcome Goals page for that goal (see
instructions at the top of the Prevention
Programs links).
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Prevention Programs

• Prevention Program Types
• Exemplary Promising
• Other Federally Recognized
• Other Programs Waivers
• Multiple pages can be added

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Parental Involvement and Community Coordination
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Advisory Council
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Peer Review
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Attachments to Applications

• The link to the page where attachments are
  uploaded is found in the Attachments section of
  the Application Menu.
• To Upload Attachments
• Enter a title for the file.
• Click Browse and find the file.
• Select the file and click Open.
• Click Upload Attachment.
• To view the attachment, click the link on the
  Application Menu page or on the page where the
  attachment is uploaded.
• To replace an uploaded attachment, follow the
  instructions above. The new attachment will be
  uploaded in place of the current attachment.

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Check Errors

• MEGS performs a check for technical errors and
  will present the information on this page.
• Run the error checking until the screen indicates

No errors have been detected in this application.
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Submission of the Application

• To 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 to which
  you must agree 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 Level 5s and the
  application designated contacts by email that the
  application has been received.

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MEGS Update

• The Michigan Electronic Grants System
• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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Application Status Levels
Application Status Levels

• Status levels are used to track applications
  within MEGS and are applied at every step of the
  process.
• There are two distinct status categories
  Applicant and Consultant.
• Applicant status levels that are in progress
  allow the user full access to the application.
  Submission will lock the application to further
  changes.
• Consultant status levels are used to show the
  level of review or to return the application
  (e.g. Modifications Required) to the user.

• Applicant Set Status Levels
• Application In Progress
• Application Submitted
• Modifications In Progress
• Modifications Submitted
• Amendment In Progress
• Amendment Submitted
• Report In Progress
• Report Submitted
• Consultant Set Status Levels
• Review In Progress
• Modifications Required
• Program Office Review Complete
• Grant Funds Available to The Applicant

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Viewing and Responding to Comments

• To View Comments
• 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
• 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.

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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 4s and 5s 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 link on the
  Application Menu.
• Level 5s 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 4s and 5s 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 link on the
  Application Menu.
• Level 5s can submit the amended application by
  clicking the Submit Amendment button on the
  Application Menu.
• An amendment description is required to explain
  the purpose of the amendment. Click the
  Amendment Description link on the Application
  Menu to enter the description.
• The Contact Name and Phone will auto-fill when
  the description is saved.

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Viewing Original Applications and Amendments

• The View/Edit button on the application table
  always accesses the current version of the
  application.
• Applications that have amendments are identified
  with an A1, A2, etc. on the application table.
• To access links to the original approved
  application and amendment(s)
• Click the View History button.
• Click the link for the original
• funded application or the
• amendment that you
• wish to view.

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E-mail Recipients
Grant Contact Changes Grant Contact options
include E-Mail Recipient. An agency may identify
any number of E-Mail Recipients it is not
required, and designations are pulled forward
each year.
All Grant Contacts means anyone identified in
the Grant Contact dropdown in Control Access to
This Application for that application Main
Contact, Secondary Contact, or E-Mail Recipient.
In some grants, Main Contact and Secondary
Contact use different names.
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MEGS Update

• The Michigan Electronic Grants System
• MEGS 101 What is MEGS?
• What is Needed to Use MEGS?
• MEGS Security
• Authorized Officials Getting Started
• MEGS Applications
• Modifications, Amendments
• Reports in MEGS

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Grant Reports

• The View Reports button on the application table
  allows the user to access reports for that
  application.
• The button is used to access the Reports and
  Contact Information page. This page is used to
  initiate new reports and to view completed
  reports. It also displays the due date and the
  status of the report.
• To initiate and complete a report
• Click the underlined name of the report on the
  Reports and Contact Information page.
• Click the link(s) under Report Pages to access
  the report entry page(s).
• Enter the required information and click the
  Save button on each page.
• Click the Report Pages button to access the
  link to another page or to submit the completed
  report.
• Click the Submit Report button to submit the
  report.

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Report Contact

• MEGS automatically assigns the Main Contact for
  the application as the Report Contact.
• To change the name of the Report Contact
• Click the Change Contact button on the Reports
  and Contact Information screen.
• Enter MEIS Account number of the contact
  person and click the Save button.

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Report History and Delete

• Report History is available.

• Report Delete is available, if the report has not
  been submitted.

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Submission of the Report

• Submitting the Report
• Reports can be submitted by
• Fiscal Agent Authorized Officials (Level 5)
  
• or Application Administrator (Level 4)
• Error check will run
• Report Status will update
• Report Statuses
• Report Available
• Report in Progress
• Report Submitted
• Report Modifications Required
• Report Modifications in Progress
• Report Modifications Submitted
• Report Accepted

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• Questions?
• MEGS in General
• Safe Drug-Free