Transcript Slide 1

Komen Grants eManagement System
GeMS
Why Online Grants
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
Reduce the amount of administrative paperwork
being completed by applicants and grantees.

Provide one central location for all Komen
applicants and grantees to complete all tasks
associated with the Komen grant process.

Assist grantees in evaluating their project.

Provide the Affiliate more time to build relationships
with applicants and grantees.
User Roles
Project Director:
The role of Project Director should be assigned to the individual at your
organization that will serve as the project’s lead contact. This individual is
responsible for validating all new users when they register for the system
under their organization. This individual will have the highest level of
access in the system and will be responsible for overseeing all of the
administrative functions available such as application creation and
completion.
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User Roles
Authorized Signer:
The role of Authorized Signer should be assigned to the individual at your
organization that has the authority to sign legal documents on behalf of
the organization. This individual is responsible for electronically signing
the application before submission and the grant contract if the
organization is awarded funds.
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User Roles
Viewer:
The role of viewer should be assigned to any individual at your organization
that needs access to view the organization’s information but does not
need the functionality to save, add, edit, or change anything within the
organization’s information.
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User Roles
Writer:
The role of writer should be assigned to any individual that needs access to
an organization’s application process to help complete the application but
does not have the authority to complete the submission process. This
individual cannot change the status of an application and will not have
administrative function availability.
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User Roles
• The Project Director must be the first individual at
your organization to register.
• The Authorized Signer must register and be
validated/approved prior to the creation of the
organizations first application.
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Registration
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Registration
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Registration
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Registration
• After you save your contact and organization
information, your account must be approved before
you have access to the system.
• You will receive two email communications as part
of the registrations process:
• Registration Submitted
• Access Granted
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User Approval
• Project Directors will be approved/validated by an
Affiliate representative.
• All other users will be approved/validated by the
organization’s Project Director.
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User Homepage
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Application Initiation
• From the User Homepage, click the “View
Opportunities” button.
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Application Initiation
• For grant programs you are eligible to apply for you
will see an “Apply Now” button under the description
of the grant.
• Click the “Apply Now” button to continue to initiate a
new application.
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Application Initiation
• A confirmation page will appear. By clicking the “I
agree” button you will initiate a new application.
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Application Menu
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Application Pages
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Application Pages
• We will now enter the GeMS System and review
each page of the application.
• Important Reminders:
• Always select the Save button before leaving a
page.
• Utilize the navigation links at the bottom of the
page.
• Always refer to the RFA while completing the
application.
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Application Submission
• Project Director must change the status of the
application to “Authorized Signature Required”.
• Authorized Signer must finalize the submission by
changing the status to “Application Submitted”.
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Application Submission
• Click on “Open
My Tasks”.
• Select the grant
you would like to
submit from your
task list.
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Application Submission
Click on “View Status Options” to review the available
statuses for the application.
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Application Submission
Click “Apply Status” under the appropriate status.
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Application Revision
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Application Revision
From the user homepage, click the “My CG Applications” tab
at the top of the page.
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Application Revision
Search for all applications in the status “Budget Revisions
Required”.
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Application Revision
Select the application name for the project in which revisions
are required.
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Application Revision
From the CG
Application
Menu, select
“View Forms”
below “View, Edit
and Complete
Forms”.
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Application Revision
The pages of the application that needs revisions made to it
will be marked with a notepad. Select the notepad next to the
page you plan to revise.
Select the “Show Notes” section at the top of the page.
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Application Revision
Review the notes provided by the Affiliate and make any
necessary changes.
****Repeat previous steps for all pages marked with notes.
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Application Revision
Once all revisions are completed, return to the application
menu and select “View Status Options” under change the
status.
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Application Revision
Select “Apply Status” under Authorized Signature for
Budget Revisions Required.
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Application Revision
Authorized Signer logs in to GeMS and clicks “Open my
tasks” and then selects the application name they would
like to submit revisions for.
Once in the application, they will click “View Status
Options” to see possible statuses.
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Application Revision
They will select “Apply Status” under Application Budget
Revisions Submitted
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Contract Acceptance
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Contract Acceptance
The Authorized Signer will select “MY CG Applications”
at the top of the user homepage.
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Contract Acceptance
Search for all applications in the status “Contract
Acceptance Required”
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Contract Acceptance
Select the Application name for the project the contract is
being reviewed for.
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Contract Acceptance
From the CG
Application Menu,
select “View Forms”
below View, Edit and
Complete Forms.
Select the “Contract
Acceptance page from
the application page
list.
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Contract Acceptance
Complete the “Contract Acceptance” page. At this time the
Insurance Certification and W9 must be uploaded and the
contract must be accepted or declined.
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Contract Acceptance
Return to the application menu and select “View Status
Options” under Change the Status.
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Contract Acceptance
If the contract is accepted select “Apply Status” under
Contract Accepted.
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Contract Acceptance
If the contract is declined select “Apply Status” under
Contract Modifications Requested.
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Contract Modifications
Return to the application menu. Select “View Forms” under
View, Edit and Complete Forms.
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Contract Modifications
Select the “Contract Modification Request” page from the
application page list.
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Contract Modifications
Complete the “Contract Modification Request” page. At
this time input any change you would like to make to the
contract verbiage. This information will be used to create a
letter of clarification for the initial contract.
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Contract Modifications
Return to the application menu and select “View Status
Option” under Change the Status.
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Contract Modifications
Select “Apply Status” under Contract Modifications
Submitted.
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Contract Modifications
Once you have been notified that the application is again in
the status of “Contract Acceptance Required” return to the
application menu. Select “View Forms” under View, Edit
and Complete forms.
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Contract Modifications
Select the “Contract
Acceptance” page from
the application page list
and then complete the
“Contract Acceptance”
page.
There will now be a letter
of clarification available
as an attachment to the
initial contract.
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Contract Modifications
If the contract and letter of clarification are accepted, return t the
application menu and select “View Status Options” under Change
the status.
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Contract Modifications
Select “Apply Status” under Contract Accepted.
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Progress and Final
Reports
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Report Creation
From the User Homepage, click the “My CG Applications”
tab at the top of the page.
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Report Creation
Search for all applications in the status “Grant Awarded”.
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Report Creation
Select the Application name for the project the progress or final
report will be created for.
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Report Creation
From the CG Application
Menu, select “View
Related Items” below
Examine Related Items.
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Report Creation
Select the name of the report you would like to create.
Select “I agree” to continue the creation of the report.
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Report Creation
At this point the report
menu will automatically
open.
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Report Completion
From the User Homepage click the “My CG Reports” tab at the top
of the page.
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Report Completion
Search for all reports in the status “CG Progress Report: Progress
Report in Progress” or “CG Final Report: Final Report in Process”.
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Report Completion
Select the report name for the project the progress or final report
you would like to complete.
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Report Completion
Select “View Form” under
View, Edit and Complete
Forms.
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Report Completion
Complete each of the report pages.
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Report Submission
From the user homepage, the Project Director will click the
“My CG Reports” tab at the top of the page.
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Report Submission
Search for all reports in the status “CG Progress Report:
Progress Report in Process” or “CG Final Report: Final
Report in Process”.
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Report Submission
Select the report name for the project the progress or final
report you would like to complete.
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Report Submission
Select “View Status Options” under Change the Status.
Click “Apply Status” under Authorized Signature Required.
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Report Submission
The Authorized Signer will now log into GeMS and click
“Open My Tasks” and select the name of the report they
would like to submit.
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Report Submission
Click “View Status Options” to see the possible statuses.
Click “Apply Status” under Report Submitted.
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Grant Changes
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Amendment Submission
From the User Homepage, click the “My CG Applications”
tab at the top of the page.
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Amendment Submission
Search for all applications in the status “Grant Awarded”.
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Amendment Submission
Select the Application name for the project the amendment
will be created for.
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Amendment Submission
From the CG
Application Menu,
select “View Status
Options” below
Change the Status.
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Amendment Submission
Select “Apply Status” under Amendment Requested.
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Amendment Submission
Return to the
Application Menu
and select “View
Forms” under View,
Edit and Complete
Forms.
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Amendment Submission
Select the “Request for Change” form and then complete and
save the form.
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Amendment Submission
Return to the Application Menu and select “View Status
Options” under Change the Status.
Select “Apply Status” under Authorized Signature Required for
Amendment Submission.
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Amendment Submission
• Authorized Signer will log into GeMS and select “Open My
Tasks”.
•They will select the application amendment that you would like
to submit in the task list.
•Select “View Status Options” under Change the Status.
•Select “Apply Status” under Amendment Submitted.
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Amendment Submission
If your change request is approved, your application will be
placed into “Grant Amendment Approved” status. At this time
the amendment must be resubmitted.
From the User Homepage, click the “My CG
Applications” tab at the top of the page.
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Amendment Submission
Search for all applications in the status “Grant Amendment
Approved”.
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Amendment Submission
Select the Application name for the project the amendment will
be created for.
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Amendment Submission
From the CG
Application Menu,
select “View Forms”
below View, Edit and
Complete Forms.
Enter the application
pages that the
amendment affects
and make the
necessary changes to
those pages.
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Amendment Submission
Return to the Application menu and select “View Status Options”
under Change the Status.
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Amendment Submission
Click “Apply Status” under Authorized Signature Needed for
Amendment Resubmission.
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Amendment Submission
•Authorized Signer will log into GeMS and click “Open My
Tasks”.
•They will then select the Application amendment that they
would like to resubmit from their task list.
•Select “View Status Options” under Change the Status.
•Select “Apply Status” under Amendment Submitted.
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Helpful Hints
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• Always hit “save” to save your data. If you do not hit “save” and
you navigate away from the screen, your data will be lost.
• If you scroll over the first aid kits, help content will be available
for that specific question.
• The system will log out after 45 minutes with no activity. If the
system logs out automatically, the last data entered will not be
saved if the save button was not selected prior to the log out.
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• If you copy and paste text from Word, you must hit the
backspace button within the text field for the character count to
be shown.
• Print versions of the blank report and completed report are
available within the Access Management Tools section of the
application menu.
• Always use the “Back” button within the system when trying to
return to a previous page.
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