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Slide 1

MACUL 2004 ConferenceGrand Rapids, MIMarch 10, 2004

The Michigan Electronic Grants System

MEGShttp://megs.mde.state.mi.us/megs/

Last Updated: 3/10/2004

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Slide 2

Specific Technology Applications

• Educational Technology Plan Review• Freedom To Learn: Readiness Plan

Review• Title II, Part D Regular - Enhancing

Education Through Technology • MEGS compatibility

Technology & MEGS

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Slide 3

MEGS

• Introduction

• MEGS Overview– Security, access, navigation, features– ISD level review

• Applications in MEGS– Ed Tech Plans; Freedom to Learn; Title II,

Part D

• Questions and Answers

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Slide 4

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 is best viewed in I.E.

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Slide 5

Quick Facts About MEGS

Tech Issues• The faster the connection, the better it is• Beware proxy servers and other security settings• Pop-Up blockers • Email with no “from” address

MEGS Tips• MEGS can be accessed from multiple machines• MEGS is best viewed through Internet Explorer• Grants are color coded by year• Authorized Officials• Access to grants are controlled by Level 5 users• Each grant has its own business rules.

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Internet Browsers: I.E. is preferred

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

MEGS supports Internet Explorer 6.0 or Netscape versions 7.0 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 6.0, you can download the latest version by going to:

http://www.microsoft.com/windows/ie/default.asp

http://home.netscape.com/download/

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Adobe Acrobat Reader: Why you 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 fromhttp://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 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 (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:

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

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Slide 9

Create a MEIS Account in four easy steps.

• Click Create a MEIS Account and enter the first and last name of the user account to be created.

• Click the Proceed to Step 2 button and add the basic biographical information.

• Enter Last Name first, then First Name.

• Use correct punctuation during step 2; MEGS stores the information exactly as it is entered.

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More on MEIS Accounts

• Complete the security information used for getting password help.

• Verify the account information you have provided and click the Create New MEIS Account button.

• Answers to questions are used to verify the user when re-setting the password.

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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:

(517) 335-0505

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Slide 12

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-allocation information-MEIS information-general information

Questions or comments: MEGS@michigan.gov

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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.

Authorized Officials add district users. 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(Level 5)

http://136.181.114.7/megsweb

• Two Authorized Officials per district

• Authorized by the Superintendent/Director

• Security form is also used to replace level 5’s

• Authorization forms are on the MEIS website.

• Level 5’s add users to MEGS for their agency.

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Slide 17

ISD/RESA Reviewers.

•Ed Tech Plan and FTL (Readiness Plan) require ISD review

•Assigned by ISD Authorized Official

•View Access in MEGS to all applicable applications/plans

•Ed Tech Plans

Complete ISD Review section of checklist, sections 1-16

Make comments in review checklist

Use the checklist to return application for modifications

Enter in date review completed

Forward the reviewed plan to MDE for state approval

•FTL Readiness Plans

Readiness plan required if readiness score 15 or less

ISD approval required prior to submission

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MEGS Authorization Structure

Level 5 - Authorized Officials• Manage MEGS accounts for district/agency• Assign tech plan/FTL reviewers (ISDs only)• 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• Can add/delete consortium/grant members or participating agencies to an application• Access to assigned applications

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

• Initiate Grants• Ed Tech and FTL Review • Add users to MEGS (if authorized)• List of agency’s MEGS users• Access to applications in MEGS• Edit agency information• Edit personal information

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Add Users to MEGS

•Add users with MEIS numbers

•Verify account info

•Save to MEGS

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Contact Information

List of all active MEGS users in the district/agency

•Click name to see personal info

•Click App Security Level to see access rights

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Main Menu:Application Security Level(s)

• 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.

To assign application security level(s) once users are added to MEGS:

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 Educational Technology Plan from the drop down list and click Apply For A New Grant.

• Select Apply Now button

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

• Option to initiate disappears once the Ed Tech Plan is initiated.

• Apply Now does not mean TODAY.

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Slide 24

Main Menu: Getting Started

Main Menu Options

• View/Edit

• Delete Application

• Modify Application

• View History

• Options vary by grant and by status

Buttons are controlled by the status of the applications.

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Header Details

• 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.

3. Help

1. Main Menu2. Application Menu

4. Errors

5. Logout

6. Application and User Information

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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Educational Technology Plan Walk Through

Application Menu

• Header Details

• Application Information

• Management Activities

• General Information

• Projected Annual Budget

• Educational Technology Plan Review

• Attachments

• Submitting the Application

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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 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.

• Two types of contacts can be added: Educational Technology Plan has Main Contact and Technology Director.

• Click the Save button to update MEGS.

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Edit/Remove Users From ApplicationControl Access to This 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.

• Inactive buttons for temporary access control.

To Edit or Remove User Access from the Application:

Assigned contacts are displayed on this page.

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Slide 29

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 checklist.

The PDF will include all informationthat is entered into the current application.

One Click Solution: email sent when ready

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

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.

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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Slide 31

Projected Annual Budget

Two Options

•Complete Grid by adding amounts for each function.

•One year required

Or

•Attach Budget

•Guidance and example will be posted in Help.

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Ed Tech Plan Review Educational Technology Plan Review:

•16 Sections (7 links)

•Components listed in Ed Tech Plan Review document

•Review the component

•Add the page numbers

•Save

•ISD Reviewers will add comments

•MDE determines complete

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Slide 33

Attachments:

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 Uploaded Files link on the Application Menu page.

• To replace an uploaded attachment, follow the instructions above. The new attachment will be uploaded in place of the current attachment.

•Technology Plan•Technology Plan URL•Supporting Documents

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Slide 34

Submission of the Ed Tech Plan

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 that must

be agreed 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.

• MEGS will notify the district administrator and

the application Main Contact by email that the

application has been received by MDE.

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Application Status LevelsApplication 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

Consultant Set Status Levels

• Review In Progress

• Modifications Required

• Program Office Review

Complete

• Plan Approved

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Viewing Comments

To View General Comments

•Click the View Comments link in the header of the page. •A separate popup window opens and displays the comments for that page.•General Comments or Annual Budget Comments•Currently blank

To View ISD Reviewer or MDE Comments on each section•From the Application Menu page, click any Educational Technology Review link•ISD and MDE comments can be read•MEGS will provide PDF of completed checklist

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Modifications Process

Modifying the Application:

Modifications Required: the Modify Application button is “lit”

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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Requirement:ISDs Must Review

Education Technology Plans

To Assign ISD Tech Plan Reviewers:

1. Authorized Official logs in MEGS.

2. Click the “Assign ISD Reviewers” link in the Additional Functions section.

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Slide 39

Assigning ISD Reviewers

• Click the Add on the ISD Reviewer Page

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Slide 40

Assigning ISD Reviewers

Consortium Member Authorized Officials should look for this link.

• Select Educational Technology Plan in the Grant dropdown box.• Enter in 2003 for the Fiscal Year• Enter in the MEIS number for the person to be assigned. • Click Save.

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• After Saving the selection, all relevant information will be displayed.

• After the assignment is complete, a link for the Ed Tech Review will appear on their Main Menu the next time they log in.

• Note: currently the ISD review link is displayed to all ISD MEGS users.

Confirming the Assignment

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Slide 42

ISD Ed Tech ReviewEducational Technology Plan Review:•Click link on Main Menu

•View complete list of ISD agencies:

– LEAs– Non-Publics– PSAs

•Click district name to view the application

•Contact names are email links

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Slide 43

ISD Ed Tech Review

Educational Technology Plan Review:

•Click links to display checklists

•Complete ISD level review.

•Complete by using the Review link

•Only MDE determines complete

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Freedom to Learn•Click link on Main Menu

•View grid with FTL applications:

– LEAs– PSAs

•Click district name to view the application

FTL Readiness Plan Review

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Freedom to Learn•Click link on Main Menu

•View grid with FTL applications:

– LEAs– PSAs

•Click district name to view the application

FTL Readiness Plan Review

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Readiness Plan Review

FTL Readiness Plan Review:

•ISD/REMC reviewers access application

•Review Readiness Plan

•Text is limited

•Reviewer can make recommendations

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Slide 47

TITLE II, PART D REGULAR - ENHANCING EDUCATION THROUGH

TECHNOLOGY

•Part of the Consolidated Application

•Districts have allocations

•Currently no supporting program information required

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Slide 48

http://136.181.114.7/megsweb/

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

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Slide 49

Questions?

•LEA/PSA:Contact your ISD/RESA Reviewer

• http://techplan.org for a listing

•ISD ReviewerContact Ron Faulds

•fauldsr@michigan.gov•(517) 241-3525