Last Updated: April 16, 2004

1. Welcome to MEGSThe Michigan Electronic Grants Systemhttp://meis.mde.state.mi.us/megs/SAFE AND DRUG-FREE MEGS Updates for 2004-05 Last Updated: April 16, 2004

2. Safe and Drug-Free and MEGS • Understand Authorized Officials (level 5) • Get a MEIS account entered in MEGS • Get assigned to the grant • Initiate the Safe and Drug-Free Grant

3. 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 • MEGS has high speed supporting hardware. • Pop-up blockers

4. 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 applications. In order to use MEGS you must first obtain a MEIS account. This can be done by going to the following URL and clicking Create a MEIS Account: http://meis.mde.state.mi.us/userman/

5. Confirming your MEIS Account The final screen will confirm your account. Hint: Change your password immediately. Hint: Print this page for your records. Your MEIS account must be entered in MEGS by your authorized official (level 5). Note: Every MEIS application has its own security system.

6. Designating Authorized Officialshttp://meis.mde.state.mi.us • Two Authorized Officials per “district” • Authorized by the appropriate level with fiscal responsibility • Print and send in the MEGS Electronic Form

7. 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. MEGS Website has: -training materials -MEIS information -general information

8. 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

9. Level 5 - Authorized Officials Manage MEGS accounts for district/agency and add users to MEGS Submit, amend and delete applications, amendments, and/or reports Level 4 - Application Administrators Responsible for managing the application Initiate assigned applications Assign other users to participate in the grant writing or review process Notify Authorized Officials to submit applications, modifications and amendments Submit reports Level 3b – Consortium Members —Input and edit any of their agency’s data Level 2 - Grant Writers -- Input and edit any data Level 1 – Viewers -- View all parts of the application - Cannot input or edit any information MEGS Authorization Structure

10. 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.

11. 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. Grant Years are color coded: 2004-2005 are red 2003-2004 are greenish 2002-2003 are blue

12. MAIN MENU:Add Users to MEGS • Click the Add Users to MEGS link. • Users added to your college/university • Enter up to 10 new users into MEGS: • Enter the MEIS Account number • 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.

13. 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.

14. MAIN MENU: Application Security Level(s) “Get assigned to the grant!” To assign application security level(s) once users are in MEGS: • Select the user from the drop down list and click Go. • Assign a security level for each application the user will access. • Click the Save button to save the assignments. Safe & Drug-Free New! Users can be added even if the application is already initiated.

15. Initiating an Application Apply for FY 2005 Grant • Select “Safe & Drug-Free Schools (FY205)” from the drop down list • Click Apply For A New Grant • 4’s or 5’s can initiate applications

16. MAIN MENUInitiating an Application • Select Apply Now button. • Click the Apply button to initiate the application. This will send the user to the Application Menu. • Apply Now does not mean TODAY

17. HELP/ASSISTANCE • Most pages have help information. • Before you enter any information, it is recommended to view HELP screens. • To print, click Print Window.

18. Header Details 6. Application and User Information 3. Help 4. Errors 1. Main Menu 2. Application Menu 5. Logout 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 mightencounter. • 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. • Don’t Touch Me! Ignore me at all costs. • 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.

19. Assurances and Certifications Note the additional Assurances:

20. General Information:Consortium/Grant Member Information 2004-05 Consortium Members will be brought forward. To Add a New Consortium/Grant Member: • Click Add a New Member button. • Select the appropriate funding source. • 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. To Delete a Consortium/Grant Member: • Click the box next to the name of the agency to be deleted. • Click the Remove Selected Member button.

21. Invitation to join a Consortium • When the grant is rolled forward, all existing Consortium Members will be invited to re-join the consortium. • Email notification to the Consortium Member Authorized Officials • CM Authorized Officials will View/Edit the proper grant.

22. Invitation to join a Consortium • CM Authorized Official must find the Grant Member Accemtance Information link. Consortium Member Authorized Officials should look for this link.

23. Accepting the Invitation • The choices: • Services only (no budget). • Funds and services (budget). • If a budget is generated, Budget Detail is prepared for the CM. • Will not participate. • Notify Fiscal Agent. • The Fiscal Agent must brief their consortium members on the proper selection for the grant.

24. Safe and Drug-Free - Walk Through Application Menu • Header Details • Grant Information • Management Activities • General Information • Budget Pages • Program Information • Attachments

25. MANAGEMENT ACTIVITIESControl 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 Main Contact. • Click the Save button to update MEGS.

26. MANAGEMENT ACTIVITIESControl Access to This ApplicationEdit/Remove Users From Application • Use the “Edit/Remove Users From This Application” table at the top of the page. • Identify users to delete or to temporarily limit their access. • To edit the user’s 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 user’s name and click Save. • The removed user will no longer have access to the application unless the user is given access again. Assigned contacts are displayed on this page.

27. MANAGEMENT ACTIVITIESView a PDF of the Application • PDF rules: request to generate the PDF file of entire application. • Once data is saved, the individual pages can be printed in PDF format. • The entire Application is generated overnight, and can be saved as a PDF file on the desktop. • Save PDF files to your desktop

28. GENERAL INFORMATIONGrant Contact andFiscal Agent Information • To Assign or Change the Main Contact/Project Coordinator: • Go to the Control Access link • When the assignment is saved, the user will be displayed on the Grant Contact and Fiscal Agent Information page. • Fiscal Agent’s Information comes from the School Code Master (SCM). • MEGS gets latest updates from the SCM.

29. GENERAL INFORMATIONConsortium/Grant Member Information

30. GENERAL INFORMATIONNonpublic School Participation

31. GENERAL INFORMATIONStatement of Nonpubic School Participation – Part B

32. GENERAL INFORMATIONViolence-Free School Plan, Audit Requirements

33. BUDGET PAGESBudget 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 blue button bar The View PDF button will generate a PDF for the current grant source • Budget Tabs and Quick Links • These features allow for easy navigation between the 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. • Quick links are located beneath the budget tabs, and take the user to pages where multiple budget items can be added.

34. BUDGET PAGESBudget Summary • Presentation only, data will not be entered into this chart. • Budget Detail will be computed and presented in this summary page. • Only the function codes listed are allowed for Safe and Drug-Free Schools. • 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. • Enter Contact Information.

35. BUDGET PAGESBudget Detail • The budget displays by function codes • Descriptions are links to edit budget item • Budget totals are changed automatically when new budget items are added to the grant. • View PDF

36. BUDGET PAGES Add/Edit/Delete Budget Item Add a Budget Item: • Click the Add Budget Item tab. • Read directions on page. • Select function code • Provide a description of the budget item. • Enter amount(s) in the box(es) beneath the appropriate Object Code(s). • Read directions • Uses MSAM function codes • Delete Budget Item: • Use Delete Budget Detail link • Delete from Update Item page • Edit a Budget Item: • Use Edit Budget Detail link or • Access from Budget Detail

37. PROGRAM IMFORMATIONProgram Information Page Summary This gives you information about the sections in the grant application. Mainly used by consultants.

38. PROGRAM IMFORMATIONNeeds Assessment

39. PROGRAM INFORMATIONGoals – Outcome (Required)

40. GOALS Outcome Intermediate Process

41. PROGRAM INFORMATION Prevention Programs

42. PROGRAM INFORMATIONProgram Summary

43. PROGRAM INFORMATION Parental Involvement

44. PROGRAM INFORMATION Community Coordination

45. PROGRAM INFORMATION Advisory Council

46. PROGRAM INFORMATIONFunction of the Advisory Council and Advisory Council Review

47. PROGRAM INFORMATION Peer Review

48. AttachmentsMiscellaneous

49. Submission of the Safe & Drug-Free ApplicationErrors • 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.

50. End of Year Reports • End of Year Reports: • View Reports • Look in Year Reporting • Report Contact must be assigned • View reports by clicking the name of the report