Transcript SADD Application eGOHS Training Procedures

SADD Application
The eGOHS Application Process
“Every Life Counts – Strive for Zero Deaths and
Injuries on Georgia Roads.”
1
Revised April 2010
Table of Contents
SADD Mission Statement
Training Objectives
Creating a New User Account (for first time users)
Login
Forgot Password
Change Contact Information and Passwords
Initiating/Creating An Application (Proposal in Process)
Application Menu (Main Application Page)
Deleting Duplicate Applications
View Agency Information
Federal Employer I.D. Number
Agency Vendor Codes (Do Not Use, GOHS only)
3
4
5
10
11
12
14
16
16
17
18
19
Budget
Notes About the Budget
Regular Operating Expenses
Travel
Contractual
Cost Category Summary
46
47
48
52
53
54
Identifying and Checking for Errors
56
Grant Terms and Conditions
Certifications and Signatures
Application PDF (Printing a Completed Application)
Grant Disclosure Form (GOHS Use Only)
Submitting your Application
60
61
64
64
65
SADD Agency Contact Descriptions (Security Levels)
Agency Contacts (To Add, Edit or Delete)
Control Access to Application (User Access)
Components
Service Areas
Representative Districts
20
21
26
30
31
32
Application Forms
Application Project Information
Starting and Stopping an Application
SADD Information
Problem ID, Objectives and Milestones
Program Identification
Proposed Project Objectives and Activities
Milestone Report
Documentation Attachment
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37
38
39
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42
43
44
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Don’t Forget Section (Review and Double-Check)
Finding Your Application
Agency Changes (i.e. FEI#)
Control Access to Application
Read, Print, Submit Application
Forgot Password
Change Password (Edit Contact Information)
Mailing Instructions for Signed Certification Pages
Contact GOHS with Questions
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17, 67
26, 67
64, 67
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12
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Application Cannot be Created on Due Date
2011 Application Deadline: May 28, 2010 by 5 pm
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SADD
Students Against Destructive Decisions
SADD’s Mission
Originally, the mission of the Students Against Destructive Decisions (SADD) was
to help young people say “No” to drinking and driving. Today, the mission has
expanded. Students have told us that positive peer pressure; role models and
other strategies can help them say “NO” to more than drinking and driving. That is
why SADD has become a peer leadership organization dedicated to preventing
destructive decisions, particularly underage drinking, other drug use, impaired
driving, teen violence, teen depression and suicide.
SADD’s Mission Simply Stated is:
To provide students with the best prevention and intervention tools possible to
deal with the issues of underage drinking, other drug use impaired driving and
other destructive decisions.
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Training Objectives
In this training, you will learn how to apply for a SADD Grant
with the Georgia Governor’s Office of Highway Safety using
the eGOHS System.
 Create a New User Account and Login
 Create and Change your Password
 Create a SADD Application and the
 Submission Process.
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Create a New User
Account.
1.
Go to the website one of
two ways:
•
www.egohs.org or
•
www.gahighwaysafe
ty.org and click on
eGOHS Icon to begin
the login process.
2.
Click the “Create a new
use account” link.
3.
Only create one login
(unless there are special
circumstances)
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Add Contact
Information Page.
Register Contact.
1. Complete your contact
information, but leave
the Agency for last.
2. Click the Find Agency
button and scroll
through the list, select
your school.
3. Make sure you include
your email address
and all areas with an
asterisk*.
4. Click Register.
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Search for Agency
1. If Agency/School
information does
not populate, enter
the Agency’s
Name, Address,
City, State, Zip
Code and County.
2. Use the dropdown
box to identify the
Category for
SADD. (Use
Schools K-12 or
portion of School
Name)
3. Click on Search.
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Search for Agency
1. If your school is not
listed, check the search
by:
•
School Name, or,
•
High School, or
•
County.
2. If your school is not
listed, click on No
Agency Found.
3.
Applicants are not able
to delete duplicate
entries, but should
report it to the GOHS
Help Desk.
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Confirm User
Registration
1. Your Agency
Contact
Information will
show up in the
Register Contact
Section.
2. Your Username
will automatically
populate in the
Confirm
Registration
Section.
3. Put a password in
twice (2x).
4. Click the Confirm
button.
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Login
1. After you have
registered, an
eGOHS
Administrator
will release your
“Security Level”.
2. You will receive an
email confirming
that you are now
able to use the
eGOHS System.
(This may take up
to 24/48 hours.)
3. Using your
eGOHS
Username and
Password, click
Login.
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Forget Password
1. Put in your
Username and
click the “Forgot
Your Password?”
link.
2. Complete Name
and Email Address
and SAVE.
3. An email will be
generated, if not,
contact the GOHS
Help Desk.
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Change Contact
Information and/or
Password
1. Go to the Quick
Links Section and
click on “Edit Your
Contact Information”.
First Time Applicants will
have no activity here.
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Change Contact
Information and/or
Password
1. Click “Edit” and then
change the
information to be
updated.
2. Click on “Change
Password” to make
the change there and
then SAVE.
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Initiate a Proposal
1. Using the drop down
under Initiate an
Application, Select
SADD 2010 to create
an Application.
2. Click on “Apply for a
New Grant.
3. You will get a
message that says,
“Are you sure you
want to apply for a
new grant?”
4. Click “Ok”.
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Application Program
Components
1. Under Program
Type/Sub-Type,
use the pull down
tab and select
SADD.
2. Under Name, put
the Name of your
Program (“i.e.
SPRITE”).
3. Click SAVE.
4. The information
will appear at the
bottom.
Do Not Use Person’s Name,
Use Program Name
5. Go To Application
Menu.
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Application Menu
1. This is your main
application screen.
2. Start from the left side
and work your way to the
right side.
3. Click on View Applicant
Information link in the
gray box under the
Agency Information
Section.
Note: the gray box gives
you the Status of your
application and the Due
Date.
Delete Duplicate
Proposals in Process
(Applications) to avoid
confusion.
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View Agency
Information
1. Review Agency
Information and
make sure it is
accurate.
2. Click the Edit
button if changes
need to be made.
3. Use from either
direction (up or
down) for Editing.
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View Agency
Information
1. Make the necessary
corrections: i.e. go to
the Federal
Employer I.D.
Number (obtain your
FEI# from the
Bookkeeper) and
change it to the
correct number.
(There should be 10
digits to your FEI
Number.)
2. Save when
completed.
3. Then scroll down this
page section.
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View Agency
Information
Agency Vendor
Codes
1. Do Not Use,
GOHS will
be complete.
2. Scroll Down
to Agency
Contacts.
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SADD Agency Contact Descriptions
•
Security Levels
– Agency Authorized Official (AO)
– Highest level in Agency/Jurisdiction (i.e. Superintendent, Principal, etc.)
– Able to review and Submit the Application
– Sign off on claim forms (optional with Electronic Signatures)
– Project Director (PD)
• Agency Administrator / Project Director - App
• Grant Administrator – Grant
– Able to Create/Initiate: Application, MAR, Claims, Amendments and Submit MAR,
Claims and Amendments
– Financial Officer (FO)
• Agency Staff / Fiscal Officer - App
• Financial Officer – Grant
– Able to Create Claims and work on them.
– Alternate Signer (AO designee)
– Able to View Application / Grant only (i.e. Assistant Principal)
– Alternate will sign on behalf of the Authorized Official (AO)
– AO, PD, FO and Alternate Signer cannot be the same person.
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Agency Contacts
1. You, as Agency
Administrator
(Project Director),
will already be
filled in.
2. Click Add to put in
the members that
will be working in
eGOHS or Edit to
make changes.
1.
Agency
Authorized
Official (AO)
2. Agency Staff
(FO).
Add Or Edit (in top or bottom section)
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Agency Contacts
Note: To Delete a
Contact you must
make them “Inactive”,
Do Not Key Over a
Contact.
1. Click in button of
Contact to be
removed from
your application
and click “Edit”.
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Agency Contacts
1. Uncheck the
“Active” box and
Save.
2. You will get a
message to verify
if you want to “Deactivate” the
contact.
3. Click Ok and they
will be removed
from the
application in this
section.
4. Go to Application
Menu.
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Agency Contacts
1. Check the Contact
to be remove their
Access to the
Application.
2. Click Delete and
they will be
completely
removed from the
Application.
3. Return to
Application Menu.
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Agency Contacts
1. You should have
three names listed,
more if you want
additional members to
have access to the
application.
Agency Authorized
Official (AO)
Agency Administrator
(PD)
Agency Staff (FO)
2. Scroll up and click on
Return to Previous
Page or Click on
Application Menu.
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Application Menu
Contacts
1. Click on the
Control Access to
the Application.
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Give People Access
To This Application
1. The (PD) Project
Director will already be
populated in the
Application Contacts
Section.
2. Go to the Assign
Additional Access to
the Application
Section.
3. Use the pull down
boxes to give access
to the Financial Officer.
4. You may also give
access to others here.
The AO automatically
has access.
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Give People
Access To This
Application
1. The Project
Director is given
access when their
security level is
released.
2. After identifying
the member for
access (i.e. the
Fiscal Officer),
click the Grant
this User
Access button.
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Give People
Access To This
Application
1. Notice in the
Application
Contacts Section,
you will have both
the Project
Director and the
Fiscal Officer.
2. Click on
Application Menu.
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Components
1. Make sure you
complete the
Components
Section, but
DO NOT USE
A PERSON’S
NAME, use a
name that
identifies the
Program.
2. Click on the
Service Areas
link.
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Program Component
Service Areas
Benefiting
1. Service Area Type
•
Metro Statistical
Area is the default,
click on Rural, if
that is the case.
•
Statewide is noted
in a different area.
2. Click on the County.
3. Scroll through the
dropdown menu until
you reach the County
in which the high
school is located and
then Add.
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Program Component
Service Areas
Benefiting
1. When the screen
refreshes it shows
the County in the
lower section.
2. Now click on the
Representative
Districts tab.
Download for the
Representative Districts:
Georgia Legislative and
Congressional Districts by
Local Government/County
Government is located on
the GOHS Website under
Extras/Grants Section.
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County
Senate
Clayton
34. 44
House
60. 62. 74. 75. 76. 77. 78
Congressional
5. 13
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Program Component
Service Areas
Benefiting
1. Scroll down and select
the code, and then
Add each:
1.
Senate
2.
House
3. Congressional
Districts.
Note: Go to the
GOHS Website and
download this
information or contact
GOHS Help Desk.
Note: Add Saves the data.
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Program
Component Service
Areas Benefiting
1. After you click Add
the screen refreshes
at the bottom.
2. Check for accuracy.
Check the button to
delete incorrect data.
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Program
Component Service
Areas Benefiting
1. For consecutive
districts hold down
the Shift key,
highlight the
districts and then
click Add.
•
74.75.76.77.78
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Application Forms
1. Return to the
Application Menu
2. Under the
Application Forms,
click on the first link:
Application Project
Information.
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Application
Project
Information
1. Key in the
Project Title.
2. Key in the Project
Summary and
then Save.
3. Click Next.
Note: Spell out
the Full Title.
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SADD Information
Stopping and
Starting Again
1. Note: As you
complete the
Application Forms,
you will receive a
green check,
which indicates you
have worked on
and/or completed
that task.
2. The black arrow
points to the last
place you worked.
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SADD Information
1. Complete the
questions on the page:
•
Are funds being
sought from other
sources? NO
•
Does your jurisdiction
receive any other
federal funds from
other sources? If Yes
•
If so, how much?
Name the amount.
•
When is your Audit
Period? 07/01/2010 –
06/30/2011; please
use the correct date
format as shown.
•
Save and click Next.
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Problem ID,
Objectives and
Milestones
1. Click on the View
PDF and read the:
•
Project
Identification
(shows as Project
Narrative,
•
Proposed Project
Objectives and
Activities, and the
•
Milestone Report.
Note: View PDF (Adobe
Reader should be
already installed on your
computer to see this
document, if not installed
before opening.)
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Problem ID,
Objectives and
Milestones
1. After reading the PDF
Document, If you
agree to complete the
Objectives, Activities
and Evaluations click
the check mark.
•
See next page
for revised
Problem ID.
2. Save and click next.
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Problem ID,
Objectives and
Milestones
1. Click on the View
PDF to see the:
•
Project
Identification
(revised for 2011).
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Problem ID,
Objectives and
Milestones
1. Click on the View
PDF to see the:
•
Proposed Project
Objectives and
Activities (revised
for 2011.)
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Milestone Report
1. Click on the View PDF
to see the:
•
Milestone Report
(revised for 2011).
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Document
Attachment
1. To attach documents
that support your
application follow the
instructions listed.
2. Give a relevant
Document Title.
3. Browse will allow you
to find the document
on your computer and
allow you to attach it.
4. Save.
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Budget
Detail Pages and Summary
The Budget for SADD Programs is: $2,000.00
Your application cannot exceed that amount, however,
please budget the entire amount.
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Budget
1. You are now ready
to work on the Cost
Category Detail
Section.
2. Click on + sign to
expand the section.
3. The maximum
SADD Budget is
$2,000.
4. Please adjust to use
the entire amount,
avoid budgeting
short (i.e. $1999.00
or $1989.20).
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Regular Operating
Expenses
1. Click on Regular
Operating Expenses
to start.
2. Note: Budget should
support completion of
Activities on
Milestone Report.
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Regular Operating
Expenses
1. Complete the
Description of the
Item using the
dropdown box to
identify the items to
be included in your
budget.
2. If Other items are
needed, use “Other”
from the dropdown
and specify on line 2.
3. After Saving, click
Add to include more
items.
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Regular Operating
Expenses
1. Fill in the items as
indicated.
•
Unit Price: by
each, pack, set,
etc.
•
Quantity: how
many?
•
Total Cost:
automatically
calculates after
you save.
2. Save and click Next.
3. Note: SADD allows
$300 for a scanner
or camera.
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Cost Category
Detail
1. View PDF shows
the details in the
Cost Category.
•
•
Note: each
individual item
is listed with all
the details
entered.
Do Not Duplicate the previous years items
(i.e. Digital Camera or Scanner).
The Total Per
Category of all
budget items
are listed
below.
2. Close this screen to
continue and click
Next.
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Travel
1. Fill in the items as
indicated.
•
Description
•
Unit Price
•
Quantity
•
Total Cost:
automatically
calculates after
you click Save.
2. Click Next.
Note: You must
budget for one (1)
GOHS Mandatory
Conference.
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Contractual Services
1. Fill in the items as
indicated.
•
Description
(Use dropdown
box: Speaker
on Highway
Safety.)
•
Unit Price (up
to $300
maximum)
•
Quantity
•
Total Cost:
automatically
calculates.
2. Save and click Next.
3. If not using this
category click next.
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Cost Category
Summary
1. Follow the
instructions as
indicated.
•
Go to #5 Local
Cash Match and
enter zero (O)
and then Save.
2. The Cost Category
Summary
automatically
recalculates.
3. If you Click on View
PDF, you will see the
entire Budget.
4. Click Next.
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Cost Category
Summary
1. Note, this Budget is
over. The SADD
Application will not
allow you to submit
an application over
$2,000, you will
need to adjust a
category.
2. The Cost Category
Summary
automatically
recalculates.
3. If you Click on View
PDF, you will see
the entire Budget.
4. Click Next.
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Cost Category
Summary
(Identifying Errors)
1. An Error Symbol
will be flagged if
budget is over.
2. Click on the Cost
Category Section to
make corrections.
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Cost Category
Summary
(Identifying Errors)
1. From the Application
Menu, scroll down
to the Errors button
and click on it.
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Cost Category
Summary
(Identifying Errors)
1. Note the Error
Message regarding
the Cost Category
Summary.
2. Click on the Cost
Category Summary
Link to return to the
section to be
corrected.
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Cost Category
Summary
1. Note: whenever you
make adjustments to
the Budget Items,
make sure you return
to the Cost Category
Summary page and
SAVE to Recalculate
the Total Budget.
2. View PDF to check
your work and then
click Next.
59
Grant Terms and
Conditions
1. Click on the View
PDF button to read,
review and print the
Grant Terms and
Conditions.
2. Click Next.
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Certification and
Signatures
1. Check the box to
indicated if a contact
is bonded.
•
Enter Alternate
Signer (optional).
•
Alternate should
not be the same
as the
Authorized
Official, Project
Director or
Financial Officer.
2. Save and click View
PDF.
61
Certification
1. Review to make
sure all the
information is
correct for the:
• Project Director
(PD)
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Certification
1. Review to make sure all the
information is correct for the:
•
Financial Officer
•
Agency Authorized Official
(AO)
•
Alternate Signature
(optional)
2. Print and get signatures (use
blue ink), and close this
screen and return to
Application Menu.
3. Send signed Signature Page
to GOHS Office.
4. FEI Number, check for
accuracy (See the Don’t Forget
Section).
5. Return to Application Menu.
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Print and Review
Application
1. After Returning to
the Application
Menu, scroll down
to Application PDF.
2. Click on Application
PDF to download
your completed
application.
3. Review before
submitting.
Grant Disclosure
Form
1. GOHS Use Only,
Do Not Use.
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Submit Application
1. The Agency Authorized
Official (Superintendent
/Principal) will have the
ability to Submit
Application.
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Creating A New Application
Don’t Forget Section
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Don’t Forget Section…
•
Finding Your Application (It doesn’t show up on your Task List Tree.).
– If your Application Number is not under your Task Tree List, go to the Quick Links Section and
click Search. Click on the Correct Application.
•
Agency Changes (several locations)
– (1) Click on the View Applicant Information Link (in grey box) ,OR (2) Go to Quick Links
and click on Agency Information to make the changes, OR (3) Click on the Agency Info tab.
• View Agency Information (See page 17)
– To make changes to the Agency Information, click Edit, change the data and Save.
• Agency Contacts (See page 21)
– To make changes to the Agency Information
– To Add and Edit Contact Information
– Change and Delete personnel handling the Application
•
Control Access the Application (from the Application Menu)
– Give People Access to the Application (See page 26)
– Assign Additional Access to the Application
•
Deleting an Agency Contact (See page 21)
– De-active Contact from the Application
– Delete Access to the Application
•
Print and Read your Grant Terms and Conditions. (See page 61)
•
Print and MAIL Certification and Signature Page (in blue ink) (See page 64)
– 1 Original and 4 Copies of Signed Certification page to GOHS.
Georgia Governor’s Office of Highway Safety
One Park Tower, 34 Peachtree Street, Suite 800, Atlanta, GA 30303
2011 Application Deadline: May 28, 2010 on/or before 5:00 pm
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Contact GOHS with Questions??
GOHS Help Desk
404-656-6996 Main Number
1-888-420-0767 Toll Free Number
404-651-9107 Main Fax Number
404-657-9246
Barbara Jones, GOHS SADD Planner,
SADD State Coordinator
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