april 2006 1 egms spring 2006 workshops. illinois state board of education – april 20062 egms...

April 2006April 2006 11

eGMS Spring 2006 eGMS Spring 2006 WorkshopsWorkshops

April 2006April 2006 22Illinois State Board of Education – www.isbe.netIllinois State Board of Education – www.isbe.net

eGMS Basics – Required HardwareeGMS Basics – Required Hardware

PC’s (Windows 98, NT, 2000, XP) and PC’s (Windows 98, NT, 2000, XP) and Mac’s (OS 9 or OS X)Mac’s (OS 9 or OS X) Internet BrowsersInternet Browsers

Netscape (6.1+) OR Netscape (6.1+) OR Internet Explorer (IE) (5.5+)Internet Explorer (IE) (5.5+) AOL Browser not supportedAOL Browser not supported

Cookies and JavaScript must be Cookies and JavaScript must be enabledenabled

eGMS Basics – eGMS Basics – Selecting the Application/AmendmentSelecting the Application/Amendment

Options/Rules for working with Documents Options/Rules for working with Documents Create Application Create Application Open ApplicationOpen Application Create AmendmentCreate Amendment Delete Application/AmendmentDelete Application/Amendment Review ChecklistReview Checklist

eGMS Basics – Application Select PageeGMS Basics – Application Select Page

This year use 2007

eGMS Basics – Application Select PageeGMS Basics – Application Select Page

eGMS Basics - Review ChecklisteGMS Basics - Review Checklist

eGMS Basics – NavigationeGMS Basics – Navigation

Page Header and FooterPage Header and Footer Printer friendly linkPrinter friendly link Grant program list box – drop-down list (to switch Grant program list box – drop-down list (to switch

between grants)between grants) Tab StripTab Strip Preferred completion sequence (Natural)Preferred completion sequence (Natural) Session Timeout (60 minutes) – SAVE FrequentlySession Timeout (60 minutes) – SAVE Frequently Please avoid using the browser ‘Back’ button!Please avoid using the browser ‘Back’ button!

eGMS Basics – NCLB Consolidated GranteGMS Basics – NCLB Consolidated Grant

eGMS Basics - Title I Overview PageeGMS Basics - Title I Overview Page

eGMS Basics – Types of ControlseGMS Basics – Types of Controls

Tab KeyTab Key Moving around a page Moving around a page (Example: Budget Detail)(Example: Budget Detail)

Control TypesControl Types Push Buttons, Radio Buttons, Check Boxes, Push Buttons, Radio Buttons, Check Boxes,

Text Boxes, Text Areas, Hyperlinks Text Boxes, Text Areas, Hyperlinks (Example: Budget Detail)(Example: Budget Detail)

Special ActionsSpecial Actions Create Additional Entries Create Additional Entries (Example: Budget Detail)(Example: Budget Detail)

eGMS Basics - Title I Budget Detail PageeGMS Basics - Title I Budget Detail Page

eGMS Basics – Common ElementseGMS Basics – Common Elements

Built in ValidationsBuilt in Validations Input Length Checks - usually 500 charactersInput Length Checks - usually 500 characters Numeric ChecksNumeric Checks Required Fields Required Fields Content Checks (Example: Budget cannot exceed Allotment)Content Checks (Example: Budget cannot exceed Allotment)

Error Messages / Warning MessagesError Messages / Warning Messages Warnings; Data Not Saved (error message location)Warnings; Data Not Saved (error message location)

Calculate Totals (does NOT save page)Calculate Totals (does NOT save page) Summary of linesSummary of lines

No Commas or Decimal PointsNo Commas or Decimal Points Whole dollars onlyWhole dollars only

eGMS Basics – Error Warning MessageseGMS Basics – Error Warning Messages

eGMS Basics - Title I Budget Detail PageeGMS Basics - Title I Budget Detail Page

eGMS Completing the Application – AssuranceseGMS Completing the Application – Assurances

Must be agreed to before Application is submitted.Must be agreed to before Application is submitted. Only required for Original Application each year.Only required for Original Application each year. Superintendent or Board Authorized Superintendent or Board Authorized

Representative are only users with access to click Representative are only users with access to click “Organization Approves”“Organization Approves”

Board Authorized Representative must identify Board Authorized Representative must identify themselvesthemselves

eGMS-NCLB General AssuranceseGMS-NCLB General Assurances

eGMS Completing the Application – Submit PageeGMS Completing the Application – Submit Page

Consistency Check may run for 1 minute. Validates Consistency Check may run for 1 minute. Validates information that span web pages.information that span web pages.

Consulting allows ISBE Reviewers to View applications Consulting allows ISBE Reviewers to View applications that have not yet been submitted.that have not yet been submitted.

Lock Application prevents changes. Only person who Lock Application prevents changes. Only person who performed the lock or the Superintendent can Unlock.performed the lock or the Superintendent can Unlock.

Submit – Also Performs Consistency CheckSubmit – Also Performs Consistency Check By Document Author Staff – Notifies SuperintendentBy Document Author Staff – Notifies Superintendent By Superintendent – Submits to ISBE for ReviewBy Superintendent – Submits to ISBE for Review

Approval Levels at ISBE (Program Review, Fiscal Review)Approval Levels at ISBE (Program Review, Fiscal Review)

eGMS-NCLB Submit Page – Not SubmittedeGMS-NCLB Submit Page – Not Submitted

eGMS Completing the Application – Application HistoryeGMS Completing the Application – Application History

Lists all steps an Application encounters in its flow along Lists all steps an Application encounters in its flow along with the userid who performed that step and date it occurredwith the userid who performed that step and date it occurred

Possible Status’Possible Status’ Submitted for Review/Submitted to ISBESubmitted for Review/Submitted to ISBE In ProcessIn Process

• 11stst Program Review Complete Program Review Complete

• 22ndnd Program Review Complete Program Review Complete Returned for ChangesReturned for Changes Final ApprovalFinal Approval

eGMS-NCLB Application HistoryeGMS-NCLB Application History

eGMS Completing the Application – eGMS Completing the Application – System NotificationsSystem Notifications

Emails to Districts go to Superintendent’s IWAS Account. Emails to Districts go to Superintendent’s IWAS Account. IWAS can be setup to forward to other external Email account.IWAS can be setup to forward to other external Email account.

District is Notified via IWAS on Final Approval or Returned for District is Notified via IWAS on Final Approval or Returned for ChangesChanges

ISBE Notified via IWAS upon submission from DistrictISBE Notified via IWAS upon submission from District The email address on the District Information screen DOES The email address on the District Information screen DOES

NOT get used for system notifications. The IWAS Email NOT get used for system notifications. The IWAS Email address is always used for system generated communications.address is always used for system generated communications.

eGMS Application PageseGMS Application PagesThe Overview PageThe Overview Page

The Overview page is displayed firstThe Overview page is displayed first Informational only – no data entryInformational only – no data entry Defines the Program:Defines the Program:

PurposePurpose Funding SourceFunding Source Participation RequirementsParticipation Requirements Provides links to Laws and Guideline DocumentationProvides links to Laws and Guideline Documentation

eGMS-NCLB Overview PageeGMS-NCLB Overview Page

eGMS-NCLB Data PageseGMS-NCLB Data Pages

Common Data PagesCommon Data Pages District InformationDistrict Information GoalsGoals StaffStaff

eGMS-NCLB District InformationeGMS-NCLB District Information

eGMS-NCLB Title I District InformationeGMS-NCLB Title I District Information

eGMS-NCLB Title I GoalseGMS-NCLB Title I Goals

eGMS-NCLB Title I StaffeGMS-NCLB Title I Staff

eGMS-NCLB – Program Specific PageseGMS-NCLB – Program Specific Pages

Contains data elements or specific calculations that are Contains data elements or specific calculations that are unique to that program.unique to that program.

Examples:Examples: Title I – 4 Step Targeting ProcessTitle I – 4 Step Targeting Process Title II-A – Public/Non-Public, HH, equitable participationTitle II-A – Public/Non-Public, HH, equitable participation Title II-D – Enhancing Education for Technology (formula)Title II-D – Enhancing Education for Technology (formula) Title IV – Safe and Drug Free Schools ProgramTitle IV – Safe and Drug Free Schools Program Title V – Innovative Education Program expendituresTitle V – Innovative Education Program expenditures

eGMS-NCLB Title I Targeting – Step 1eGMS-NCLB Title I Targeting – Step 1

eGMS-NCLB Title II-A Program SpecificeGMS-NCLB Title II-A Program Specific

eGMS-NCLB Title IIDeGMS-NCLB Title IID

The funds for Title II-D aren’t available until the fall. The The funds for Title II-D aren’t available until the fall. The application can be amended at that time.application can be amended at that time.(click the “district not applying at this time” checkbox on (click the “district not applying at this time” checkbox on the district info tab – remove the check from the box when the district info tab – remove the check from the box when ready to apply for Title IID)ready to apply for Title IID)

By law, 25% of Title II-D funds is for Professional By law, 25% of Title II-D funds is for Professional Development.Development.

The Title II-D application is submitted through the same The Title II-D application is submitted through the same process as with all other grants.process as with all other grants.

eGMS-NCLB Title IIDeGMS-NCLB Title IID

The non-public worksheet is included on the Program The non-public worksheet is included on the Program Specific Page to determine the non-public schools Specific Page to determine the non-public schools equitable share of Title IID funds.equitable share of Title IID funds.

By federal law, a district applying for a Title IID grant By federal law, a district applying for a Title IID grant must have a currently approved technology plan must have a currently approved technology plan andand an an acceptable use policy in place at ISBE to receive acceptable use policy in place at ISBE to receive funding. funding.

eGMS-NCLB Title IV-A Program SpecificeGMS-NCLB Title IV-A Program Specific

eGMS-NCLB Title V Program SpecificeGMS-NCLB Title V Program Specific

eGMS-NCLB – Additional ConsiderationseGMS-NCLB – Additional Considerations

Illustration of how to determine Nonpublic Illustration of how to determine Nonpublic School allocations. (Title I, IIA and IV)School allocations. (Title I, IIA and IV)

ISBE Program reviewers will be checking to ISBE Program reviewers will be checking to make sure that Program Specific Pages make sure that Program Specific Pages matchmatch Budget Detail pages. Budget Detail pages.

Title I Non-public shareTitle I Non-public share

eGMS-NCLB Determining Nonpublic AllocationseGMS-NCLB Determining Nonpublic Allocations

eGMS-NCLB – Additional ConsiderationseGMS-NCLB – Additional ConsiderationsTitle IIA Private School WorksheetTitle IIA Private School Worksheet

eGMS-NCLB – Additional ConsiderationseGMS-NCLB – Additional ConsiderationsTitle IV Private School WorksheetTitle IV Private School Worksheet

eGMS-NCLB – Matching w/Budget DetaileGMS-NCLB – Matching w/Budget Detail

eGMS-NCLB – Matching w/Program SpecificeGMS-NCLB – Matching w/Program Specific

eGMS-NCLB – NCLB ConsolidatedeGMS-NCLB – NCLB ConsolidatedReminderReminder

Gun Free ReportGun Free Report

Definition of Guns and Other WeaponsDefinition of Guns and Other Weapons NOTNOT FIREARMS: FIREARMS:

BB Guns, Air Rifles, Pellet Guns,BB Guns, Air Rifles, Pellet Guns, Knives, Baseball Bats, Blackjacks, etc.Knives, Baseball Bats, Blackjacks, etc.

eGMS-NCLB – NCLB ConsolidatedeGMS-NCLB – NCLB Consolidated

eGMS-NCLB – Changing Project End DateseGMS-NCLB – Changing Project End Dates

District Information tabDistrict Information tab Change project end datesChange project end dates Done by grant (e.g. Title I, Title II-A, etc.)Done by grant (e.g. Title I, Title II-A, etc.) Need not write usNeed not write us Must be done 30 days before the end of the grantMust be done 30 days before the end of the grant Check BOTH regular AND extended grant period on Check BOTH regular AND extended grant period on

District Info tab AND change end date to 8/31/200X.District Info tab AND change end date to 8/31/200X.

eGMS-NCLB – Changing Project End DateseGMS-NCLB – Changing Project End Dates

eGMS – Financial PageseGMS – Financial Pages

NCLB Grant ProcessNCLB Grant Process Allotments (Transferability)Allotments (Transferability) Budget DetailBudget Detail

• InstructionsInstructions• Caps, Minimums and Set AsidesCaps, Minimums and Set Asides• Indirect CostIndirect Cost

Budget (Informational Summary of Budget Budget (Informational Summary of Budget Details)Details)• Flexibility: REAP/School WidesFlexibility: REAP/School Wides

Payment SchedulePayment Schedule

New FYProjected

Allocations

InitialApplication

Amendment*/Title I

Expenditure Report

Title I, IIA, IVPerformance Report

*AmendmentsAmendmentsas neededas needed

Amendment*/Expenditure Report

Final Expenditure Report/Carryover

Determined

NCLBGRANT

PROCESS

JulyPayment

AugustPayment

SeptemberPayment

OctoberPayment

NovemberPayment

DecemberPayment

JanuaryPayment

FebruaryPayment

MarchPayment

AprilPayment

MayPayment

June finalPayment

Final Title IAllocations/

Title IID Allocations

Amendment*/Expenditure Report

New FYBegin

Application Process

eGMS-NCLB AllotmenteGMS-NCLB Allotment

eGMS-NCLB Budget DetailseGMS-NCLB Budget Details

eGMS-NCLB Budget Details - ExampleseGMS-NCLB Budget Details - Examples

eGMS-NCLB Budget Details – Caps, eGMS-NCLB Budget Details – Caps, Minimums, Set AsidesMinimums, Set Asides

eGMS-NCLB Budget Details (Continued)eGMS-NCLB Budget Details (Continued)

eGMS-NCLB Budget SummaryeGMS-NCLB Budget Summary

eGMS-NCLB Payment ScheduleeGMS-NCLB Payment Schedule

eGMS Getting Assistance – ISBE Help DeskeGMS Getting Assistance – ISBE Help Desk

ISBE Call Center is the first point of contactISBE Call Center is the first point of contact (217) 558-3600 or (217) 558-3600 or help@isbe.nethelp@isbe.net Call Center staff will:Call Center staff will:

Perform password resets for IWAS (Self-help preferred)Perform password resets for IWAS (Self-help preferred) Observe Web Page performance (Consulting Status)Observe Web Page performance (Consulting Status) Bypassing pop-up blocker (to view the Bypassing pop-up blocker (to view the Checklist – hold Checklist – hold

down Ctrl key and click Review Checklist button)down Ctrl key and click Review Checklist button) Forward Programmatic/Fiscal questions to appropriate Forward Programmatic/Fiscal questions to appropriate

DivisionDivision

april 2006 1 egms spring 2006 workshops. illinois state board of education – april 20062 egms...

egms basics application

page slide

egms basics title

page example

egms spring

lock application

egms basics common elements

application assurances

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