egrants Users Guide to Creating an Application

Transcription

1 egrants Users Guide to Creating an Application Chapter 1: System Introduction o Introduction o CJD Home Page and Registration o egrants Main Tabs (Welcome Page, My Home, My Profile, My Mail Home, My Password, Logout) Chapter 2: The 10 Steps to Creating an Application o Application Kit Tabs (Eligibility, Profile, Narrative, Activities, Measures, Budget, Documents, Fiscal Capability, and Submit) o Certification and Submission o egrants Summary Page o Messaging After Submission

2 Chapter 1: System Introduction Introduction Welcome to the Criminal Justice Division (CJD) egrants Users Guide to Creating an Application. Roughly three years of design and implementation have culminated into the system CJD will present to you today. In an increased effort to better serve the grant community and our assisting agencies, CJD has developed a central portal for a paperless grant system that will become the new standard of grant application and management for CJD. This document is designed, as a training aid for you to refer to for applying online and includes screen shots and some instructions of all the web pages you will be interacting with. Please keep in mind that changes to the system can occur at anytime. A link for any new updates to the system is located on the home page titled Updates. Please be sure to incorporate these changes into your daily grant management processes. CJD Home Page The home page, located at is your starting point for the egrants system. Here you can view a multitude of items to include: 1. Registering a new account 2. Calendar of grant solicitation open and close dates 3. Contacting the Criminal Justice Division 4. Updates (Instructional links for PDF documents will be located here for any changes to the system) Additional links have been provided to act as a quick reference to assist in grant funding to include: 1. Governors Home Page 2. The Criminal Justice Division web page 3. A Grant resource link that provides additional links to federal and state grant resources 4. A scrolling message bar titled CJD News that will provide links to updates for the system and new funding opportunities. 5. A PDF link providing information about state / federal fund sources labeled state and federal funding sources [26KB PDF] 6. A link that provides a summary of the grant projects CJD administers labeled Read More. To begin, you must register a user name and password. Click on the Register tab or the link in the login area. A new page will display prompting you to fill in required information. Once you have registered for an account, CJD will you your temporary password. Return to the CJD Home Page after retrieving the and enter your new user name password. After logging in to the system you will be prompted to update your password. Once this is complete, you will be directed to the CJD Welcome Page. Please make sure your Authorized Official, Financial Officer and Project Director create an account in egrants first before applying! 2

3 CJD Home Page: web address Click on either of these links to create an account in egrants 3

4 CJD Registration Page To begin working in egrants, you will need to first register for a new account. This can be done by clicking on the Register tab located at the top left of the home page menu or clicking on the Register Here link in the Grantee Sign in box on the Home Page. After registering, CJD will send you a temporary password to use to log in to the system. After your first log in you will be directed to the My Password section in egrants to enter a new password. 4

5 My Password This page will display first after accessing the egrants system for the first time. You will be prompted to enter the default password assigned to you by egrants from the message you received and then you will enter a password of your choice in the sections provided. You can also change your password from this tab. 5

6 Tab 1. CJD Welcome Page After successfully logging in to the egrants system, the CJD Welcome page will display. 7 tabs are displayed across the top of this page that is the default main tabs in the system. We have already discussed the Password tab and the Logout tab is self-explanatory. Moving left to right with the tabs, let s discuss the next 4 tabs (the Apply tab will be discussed in Chapter 2). With the exception of the Logout tab, which does not have a web page, each tab has a special purpose. Additional tabs will display as you progress through the system. These will be covered later on. The first tab, or Welcome page, is designed for you to familiarize yourself with all of the display icons, 14 in all, visible throughout egrants and the seven tabs located at the top of the screen. Print this page for a quick resource in the future. At the bottom of the page, which is not pictured, there are links to other grant resources such as The Office of Justice Programs. These links are the same as the links that are on the home page. After viewing this page, you can navigate through the other tabs available to familiarize yourself with their functionality. Pay special attention to these icons that display throughout the system. It is important to understand what they mean when you are prompted to use them. 6

7 Tab 2. My Home This tab is a central location for all grant activity for pending applications, active, and archived grants. All items highlighted in blue enable you to sort your information by the title of the column selected. To view a grant record, click on the grant number displayed. A separate window will display after clicking on a grant number. Additional tabs, associated with that grant record, will display that have not been covered at this point in the training. This will be discussed further on during the grant application process in this pamphlet. After you have submitted an application to CJD, My Home will provide a queue for all grants. Click on the grant number to open the grant record. You can also sort each column by clicking on any heading in blue. 7

8 Tab 3. My Profile This page allows you to update your personal profile in the event your contact information changes. Please note this update does not replace submitting an adjustment to CJD for updating an Authorized Official, Financial Officer, or Project Location. This is the first icon encountered in egrants. This is known, as an Information Icon. When clicked it will display useful information to answer frequent questions. 8

9 Tab 4. My Mail Home This tab is your central location for sending and receiving messages to CJD. This is not an electronic mail server that operates like Outlook for Yahoo! servers. My Mail will only send and receive to and from CJD. Please note that once you select a message to review, it will no longer be displayed in the My Mail section. The record will automatically transfer to the associated grant number as a permanent record. In order to view the again, you will have to return to the My Home tab, select the grant number, and open the My Mail tab associated with that grant record. Select the grant number in the column to read the message. Remember, the message will no longer be able to be viewed from this page after you select the message. You will have to access the grant record from the My Home tab and then select the My Mail tab to access the message again. 9

10 Step 1. Application Kit (Apply Tab) Chapter 2: The 10 Steps to Creating an Application After familiarizing yourself and testing the aforementioned tabs, it is time to move on the 10-step application process of egrants. Most of the sections that users will be interacting with will be data entry during the apply process. The application pages are self-explanatory. To begin the application process, select the Apply tab. The apply functionality for CJD has been slightly modified to allow a potential grantee to search for funding opportunities based on a search criteria entered by the user. The following page displays after selecting the Apply tab, which allows the user to search for funding opportunities. After entering the criterion, select the Search for Funding Opportunities button. After successfully entering in your search criterion, click the Search for Funding Opportunities button to enable egrants to look for available funding based on your search criteria. 10

11 Step 1. Application Kit (Apply Tab) cont. After a user inputs the search criterion, the system will search for available funding opportunities. Pictured below is an example of a completed search that will display at the bottom of the Apply page. A user will select the funding opportunity to apply for by selecting the blue button labeled Apply. After you enter your search criteria, the Available Funding box will display. Click the Apply button to begin your application. 11

12 Step 2. Eligibility After selecting a fund source to apply for, you will be directed to the Eligibility tab. Notice that only two tabs are displayed at the top of the page. After you have completed the Eligibility step in the application process, additional tabs will display as you progress through the application process. The Eligibility section conveys information about the Request for Application (RFA) process and provides information for the submission and selection process, funding decisions, adoptions, community plans, and Juvenile Justice and youth programs. In this section you will be prompted to enter your State Payee Identification Number assigned to you from the State Comptrollers Office. It is important to enter the correct number in this section to enable CJD to process future reimbursements for your agency. The following page includes a snapshot of the Eligibility page. After entering the required information, select the Start Application button to proceed with the application process. Note: Be sure to enter the correct State Payee ID Number in this section. It is necessary to electronically process future reimbursements to your agency. 12

13 Step 3a. Profile / Details Sub-Tab Navigating the System and General Instructions The next page to display in the application process is the Profile Details page. Because of limited space on each of the pages in this pamphlet, a snapshot of this page is broken down in three sections on pages 13, 14, and 15. Before continuing with the application, we will break down the navigation of the system. Take note of the additional tabs that are now displaying across the top of the web page. The top tab in gray informs you which section of the application you are in. The sub-tab, also in gray, is a sub category associated with the highlighted top tab. To illustrate how you will navigate through the application, your next page to be completed will be the Grant Vendor tab. After you save and continue with your work, the system will direct you to the next tab in line from left to right. Once you have completed the sub-tabs associated with the top tab, you will begin another section of the application. In this example, once you complete and hit the save and continue button the Grant Vendor tab you will be directed to the Narrative section of the application. Another item to point out is the Printer Friendly link. This function is provided on all pages of the application. Just click on the link and a separate window will display with all the information you provided on the page and can be printed by clicking the Print This Page button. The top tabs describe the section of the application you are in. The lower tabs, or sub-tabs, are the subsection associated with the top tab. The Printer Friendly function is available on all pages in the application kit. Click on it and click the Print This Page button to print. Be sure to read the information displayed at the top of all the web pages. The notice about Grant Officials Information informs you that in order to assign a Project Director, Financial Officer, or Authorized Official to the grant application, all three must register and create an account in egrants, otherwise the system will not recognize the names entered into the Grant Officials Information section of this page.

14 Step 3a. Profile / Details Sub-Tab (cont.) Identifying Information and Target Area The first section asks you to enter information about the agency applying for the grant and to enter information about the location, or targeted area, that the project will serve. Tip: If you forget to do something on any of the web pages in egrants, error messages will display at the top of the page in red. You can click the Save and Continue button which will validate if all entries have been completed on the page to help you understand what needs to be filled out on each page. After selecting a county from this area, the COG area will auto-fill. Ensure that each applicant selects the correct county that the project will operate from or the application may be disqualified. Throughout egrants you can utilize this link to expand and collapse a list of information. In this example you can see and have the ability to select from a multitude of counties in the State of Texas. 14

15 Step 3a. Profile / Details Sub-Tab (cont.) Grant Officials Information and Message Box The next section asks you to enter information about the Grant Officials assigned to this project. Ensure your grant officials have created an account in egrants first before assigning officials to the application. If you try to assign an official to the application without having first created an account, the system will not recognize the entry. When you have completed all of the entries on the page, click on Save and Continue. For your convenience, we have added a message box at the end of every page in the application kit. Use this to communicate with CJD (this process works exactly the same as the online expenditure report). Please note the message box will also be your communication process for issues encountered during the PRR process. This will be explained later in the pamphlet. Please Note: Make sure each of these Officials have created an account in egrants first before assigning them to the application! You can relay information in this area to CJD by typing in the message box. CJD will also respond back to you in the same area. Please note that this area will also be used as part of the Preliminary Review Request, Adjustments and Supplementals which will be discussed later in this pamphlet. You can click on Previous to return to the last page you were on. Your work will not be saved if you click this button. Click Save and Continue to navigate to the next page. After you save your work for the first time, your application will be saved in the My Home tab. 15

16 Step 3b. Profile / Grant Vendor Sub-Tab This page is designed to collect information about your organization for payment purposes such as an address to send payments to. Some of the information may be auto-filled from previous information you entered in the system. As a follow up to navigating the system you can see when you clicked on Save and Continue that the page has changed from Profile / Details to Profile / Grant Vendor. The next logical step in navigation will be the Narrative tab after you Save and Continue on the Profile / Grant Vendor page. The Financial Officer will be responsible for assuring the accuracy of the Vendor Identifying Information (i.e. State Payee ID Number, DUNS, Payment Address, Payment City, Payment State, and Payment Zip). The next logical step in navigation will be the Narrative tab after you Save and Continue on the Profile / Grant Vendor page. 16

17 Step 4. Narrative One of the longest pages you will encounter in egrants is the Narrative section. Not all sections of this web page will need to be completed based on the type of grant you are applying for. The minimum information to fill out on this page is certifying to the Program Requirements, Problem Statement, Supporting Data, Goal Statement, and Project Summary. In this example, the search criterion entered from the Apply page returned a VOCA application. As you can see the Fund Specific Information section of this web page displays the Program Requirements specific to a VOCA app kit. For all other fund sources, such as VAWA, SDFSC, JJDP, and 421 each will display Program Requirements specific to each fund source. In this area, information specific to the fund source you are applying for will display. In this example information for the VOCA fund source has displayed. 17

18 Step 4. Narrative (cont.) Program Requirements and Civil Rights Liaison The first step in completing this page is certifying to the Program Requirements. Make sure you read the eligibility requirements, certify, and complete the civil rights liaison information. Check the box to certify that you agree to the eligibility requirements. Make sure you enter all the information required for the Civil Rights Liaison. 18

19 Step 4. Narrative (cont.) Problem Statement, Supporting Data, Community Planning, Cooperative Working Agreement For the next few sections of the Narrative page, you will be prompted to provide data about the project. The Problem Statement, Supporting Data, and Goal Statement are two of the five sections you are required to complete. These are circled below Maximum Characters and Spaces These sections are three of the five sections you are required to complete. Remember, some sections may not be applicable to your grant project or if you are able to provide data in the other sections, it is a good idea to do so to help during the application review process 1500 Maximum Characters and Spaces 1500 Maximum Characters and Spaces 1000 Maximum Characters and Spaces TIP: If you like, you can type the information out on a Word document and copy and paste it into the appropriate fields or, to keep from losing your data use the Printer Friendly function and copy each section as you complete the application into Word. You can also Save and Continue your work and return to the Narrative to complete the application later. A copy of the application will be saved in the My Home tab or you can navigate back to the Narrative tab Maximum Characters and Spaces 19

20 Step 4. Narrative (cont.) Continuation Projects and Project Summary This is the last section of the Narrative page. The Project Statement is the final required field to complete After entering all of the information, remember to Save and Continue. If you click on a tab or click Previous without using the Save and Continue button, your data will be lost Maximum Characters and Spaces This is the last remaining mandatory field to complete for the Narrative page Maximum Characters and Spaces Step 5. Activities The next web page in the application process is the Activities page. Enter the requested data in the spaces provided. 20

21 Step 5. Activities Fund Specific, Ineligible Activities Pictured below is a screen shot for items that are Fund Specific for a VOCA application. Keep in mind that this area will vary depending on the fund source. In this area enter a number that will represent the amount of time dedicated to each category. Please ensure that the sum total of the numbers you enter total 100. Since it is impossible to capture all categories of dedicated time to a grant project, this area enables you to create additional categories that are not displayed. Type the additional categories in the area provided AND add a percentage of time dedicated to this area in the Other Violent Crimes (%) box The Information Icon when clicked will display Ineligible Activities associated with the fund source you are applying for. 21

22 Step 5. Activities (cont.) Project Activity Area This portion of the pamphlet will walk you through on how to add and describe your project activities in the Detailed Project Activity area. Select as many activities that describe your project. If you need a description of each activity, click on the View Description of Activities button. When you have finished making your selections, click on the Update Activity Selection button. The items you selected will display in the Detailed Project Activity Area Since it is impossible to capture all categories relevant to your project, this area enables you to create and add an activity. Simply type in the area provided and click on the Add Custom Item button. All of the selections made from the Select Your Project Activities area above will display here. Now it is time to describe each item selected. Shown here is what the box looks like when nothing has been selected. On the next page, a step-by-step process will show you the editing process of describing the activity. 22

23 Step 5. Activities (cont.) Detailed Project Activity Area Part 1 of Editing a Project Activity As mentioned on the previous page, this screen shot is what the Detailed Project Activity Area will look like after you select an item and update the Activity Selection. The activity displayed in this example is Shelter selected from the Project Activity List. You will also notice that a dedicated percentage is not displaying even though you entered a percent in the Fund Specific Area. This is because the Fund Specific Area is for Victims of Crime in this example. The percentage to put in to this area is for project purposes and not percentages related to Victims of Crime. Part 1 of editing a project activity will indicate a pencil icon displaying in the edit column. This tells you that you have to type something into this area. Click on the icon to write the description of the activity. The next screen shot will show you what the edit function looks like. Part 2 of Editing a Project Activity Part 2 of editing a project activity shows what the box will like after clicking on the pencil icon. Enter a percentage into the dedicated percentage column and type a description of the activity. When you are finished with your entries, click on the black diskette displayed above the pencil with a red slash through it to save your entry. Click on the black diskette icon after making your entries to save your work in this area 23

24 Step 5. Activities (cont.) Detailed Project Activity Area, Target Group and Population Part 3 of Editing a Project Activity Part 3 of editing a project activity shows what the box will look like after you clicked on the diskette save icon. You are now finished with adding a Project Activity to this area. Notice that the delete icon is displaying. If you decide to remove the activity item from the box, click on the red x and then check the Confirm Delete box to remove the activity. Notice that the total has calculated after saving your entries into the box. The total amount of from the dedicated percentage column must equal Maximum Characters and Spaces In the Target Group and Population Area, simply make your entries in the spaces provided. Be as specific as possible when making your entries. If you are having trouble entering information here, click on the Information Icons for assistance 400 Maximum Characters and Spaces 500 Maximum Characters and Spaces 500 Maximum Characters and Spaces 500 Maximum Characters and Spaces 24

25 Step 6. Measures Output Performance Measures The Measures page is used to capture output data related to your application. For this example, output measures are displaying based on what was selected on the Activities page. You may have more measures or less depending on your selection of activities from the Activities tab. Enter the current data available in the sections provided and then estimate your target level for this project. Remember to be realistic with your target measures. Again we see the pencil icon. Click on the pencil to allow you to type in the Current Data and Target Level areas. Remember, when you are finished you will have to save your entries by clicking on the diskette icon pictured below. Step 7a. Budget / Details Sub-Tab Budget Line Item Details The Budget section is used to lay out how your proposed grant project intends on spending grant funding. This portion of the pamphlet will walk you through on how to add a budget line item. On the next page, you will see how the Budget page appears when your first see the web page. You will notice that a new icon is displayed in the budget box. It looks like a blank piece of paper. By clicking on this icon, it will permit you to add a new budget line item to the budget box. After clicking on the icon, the page will display differently. This is illustrated in part 2 of Step 7a. 25

26 Step 7a. Budget / Details Sub-Tab (cont.) Budget Line Item Details Part 1 of Adding / Editing an Item to the Budget Line Item Details Box This is what the Budget / Details Sub-Tab web page will look like when you first view the page. Click on the New icon to begin adding items to the budget box. To begin adding budget line items to the budget line item details box, click on the New icon displayed here. After clicking on this icon, the web page will display differently. The interaction with the newly displayed web page is covered in Part Tip: A line item is a description within a Budget Category. A Budget Category is broken out into 5 general categories seen in the budget box to place your line items into. In this example, we will add a director to the Personnel category. You can add as many line items to any of the budget categories by repeating the process explained in Parts 1-3. To add a different personnel position, such as an accountant to the Personnel category, simply repeat this process.

27 Step 7a. Budget / Details Sub-Tab Budget Line Item Details Part 2 of Adding/ Editing an Item to the Budget Line Item Details Box: This is what the web page will look like after clicking on the new icon. From this part of Adding an Item to the Budget, you can select from the menu provided. You can only select one at a time, so if you have additional items to add, you must repeat the process. In this example we have selected an Executive Director. After making the selection, the next part to complete is to fill out the Expenditure Description. After making your selection, describe the position in the Expenditure Description box. After typing in the description, enter in the amount of CJD Funds to be used and if applicable Cash Match or In-Kind Match The GPI Field has been disabled. Any use of GPI will require an adjustment. 27 Enter the percentage or quantity of units the funds will be used for. For example, if your grant project needs 4 accountants, we can enter 4 in this box. When finished click the Add New Budget Item button

28 Step 7a. Budget / Details Sub-Tab Budget Line Item Details Part 3 of Adding / Editing an Item to the Budget Line Item Details Box: This is what the web page will look after entering a line item. You have now completed adding an item to the budget box. When you have added an item to the budget box, you will see the amounts you entered for the line item displaying in the appropriate column. You will also notice that a plus icon is displaying. When you click the icon, you can expand the budget category to see the entry you made, which can be seen in the next screen shot. Part 4 of Adding / Editing an Item to the Budget Line Item Details Box: This is what the budget box will look like when you expand the item by clicking on the plus icon. After clicking on the plus icon a minus icon will display. Click on the minus icon to collapse the item. This screenshot shows the item fully expanded where you can view your entries made earlier. Again, since the pencil icon is displayed, you can edit the item if needed. 28 An additional feature in egrants allows you to export your budget items to Excel or to a PDF file. Just click on either one of the buttons to perform this function. This function is found throughout egrants.

29 Step 7a. Budget / Details Sub-Tab Budget Line Item Details Part 5 of Adding / Editing an Item to the Budget Line Item Details Box: This is what the web page will look like if you click on the pencil icon to edit your entry. You can edit your entry in any of the boxes displayed here with the exception of the GPI box. Click on Update Budget Item button to save and complete your entry. 29

30 Step 7b. Budget / Source of Match Sub-Tab Source of Match The Source of Match sub-tab is designed for applicants to enter and describe all sources of match and in-kind match. The screen shot displayed on this page will illustrate how to enter match and in-kind match in to the system. In this area, enter the description of the Source of Match and in the next box provide the amount. Click on either Cash Match or In- Kind Match. When finished click on the Add New Item button. You can add as many items needed in this section by repeating the process In this area, your totals will display from the entry made above. All of your entries made from the Enter Source of Match section from above will appear in this section. From here you can edit the items the same way you edited a budget line item previously discussed. 30

31 Step 7c. Budget / Budget Summary Sub-Tab Summary This tab acts as a Summary for your budget. You can expand all of the items in the summary and export them to PDF / Excel if you choose. If you need to make edits, return to the Budget / Details tab and refer to the instructions on pages 28 and 29 in this pamphlet. 31

32 Step 8. Documents This next tab is a certification section that will ask you to certify to or provide information for specific requirements of grant funding. Some areas will allow you to provide additional responses. The items included for certification or to provide additional information are: Resolutions, Contract Compliance, Lobbying, Single Audit, Services of Financial Support, Equal Employment Opportunity Plan, and Debarment. Read this section carefully and answer the questions where prompted and provide information if necessary. The following 4 pages in this pamphlet will show the screenshots for this section. Enter the approval date of the approved resolution for this project by your agency s governing body 32

33 Step 8. Documents (cont.) Contract Compliance, Lobbying, Single Audit, Sources of Financial Support This section asks if CJD funds will be used to support contracts for professional services. Select yes or no and provide a description as to how you will monitor the activities. Agencies requesting funds in excess of $100,000 must answer if the funds will be used for lobbying activities. Select yes or no. If you select no or N/A indicate whether funds will be or have been paid. Indicate yes or no if your agency has expended $500,000 or more in fed funding in the most recent fiscal year. If you selected yes, enter the amount of combined fed funds and the total combined state funds expended in the sections provided. Answer yes or no if a single audit has been performed as of today s date. If you selected no skip these questions and enter the begin and end dates for your fiscal year in the spaces provided. Please provide any additional sources of financial support and enter the amounts in the sections provided. 33

34 Step 8. Documents (cont.) Equal Employment Opportunity Plan (EEOP) Type I, II, or III This section will ask you what type of entity your agency is. Read the descriptions for each type of agency provided for Type I, II, or III, and answer the questions appropriately. 34

35 Step 8. Documents (cont.) Debarment This section concerns debarment. Read this section and certify to the three bullet points displayed. If you are unable to certify, provide an explanation in the area provided. Step 9. Fiscal Capability Organization Information (NOTE: This is only applicable to Non-Profits) This tab will only display if applicants are applying under non-profit status. For this section, complete the IRS information in the spaces provided. 35

36 Step 9. Fiscal Capability (cont.) Accounting System, Financial Capability In the accounting system and financial capability section, answer yes or no in the areas provided. If you answer no to any of the questions, please provide a description in the text boxes available under each section. 36

37 Step 9. Fiscal Capability Budgetary Controls / Internal Controls In the budgetary and internal controls section, answer yes or no in the areas provided. If you answer no to any of the questions, please provide a description in the text boxes available under each section. 37

38 Step 10a. Submit Application Before submitting, you must ensure that all errors are corrected on the application. This area will inform you of any errors. After correcting all errors and clicking on the Submit Application button an will be generated notifying you that the application was successfully submitted. The final step for submitting an application will be for the Authorized Official to Certify the application, demonstrated on the next page. In the Item(s) that Need to be Resolved box, egrants has validated all items that need correction on your application which will display in this area. You will not be able to submit your application until these items are resolved. Click on the blue link in the Tab Name column. This will direct you to the application page with errors. Correct the items, and submit your application. 38 After all items are corrected in the List of Application Errors and Incomplete Information area above, the Submit Application button will be activated for you to submit the application. You may also choose to Withdraw your application at anytime. IF YOU CLICK ON THIS BUTTON YOU WILL NOT BE ABLE TO MODIFY OR SUBMIT THE WITHDRAWN APPLICATION TO CJD.

39 Step 10b. Submit Certified Application Authorized Official Action After the application has been submitted to CJD by the Project Director, an will be sent to all officials on the grant application indicating that the Authorized Official must certify the application (see Messaging After Submission section for an example of the message). The Authorized Official will log in to egrants and from the My Home page locate the application that is in the status Pending AO Certification, click on the grant number, and proceed to the Submit Application tab. The AO must certify the application by clicking on the Certify Official Application button. Pictured below is how the page will display for the Authorized Official to certify the application. After you submit your application, CJD will review your app kit and, if necessary, attach post award conditions or other requirements to the grant. These will display here. To certify the application after the initial submission, the Authorized Official will click on the Certify Official Application button. The Authorized Official is the only official permitted to certify an application in the system. 39

40 egrants Summary / Grant History Below is a screenshot of what the Summary / Grant History page will look like when you first click on the tab. You can expand and collapse the sections of the application separately or expand the entire application by clicking on the View All link. All of the entries you made in the system will display here once you click on the links. Use the Printer Friendly link to open a Microsoft Word friendly format, copy, and paste the application kit to a Word document. The Grant Issues tab will be discussed in chapter 3. Click this link to view the entire application. If you want to see individual sections of the application, select the individual links in blue below the View All link. For your convenience, you can print the entire application using this function as discussed earlier in this pamphlet. Congratulations! You have now completed the application process in egrants. The next page will discuss the series of s you may receive after submitting your application to CJD. 40

41 Messages After Submission Non-Certified Application The project director has the authorization to submit an application CJD but cannot certify the application. The below will be generated to your agency if an application has been received but has yet to be certified by the authorized official. It is your agency s responsibility to ensure that your application is certified by the Authorized Official by the close date for the funding opportunity applied for Original Message----- From: egrants Sent: Monday, January 22, :52 PM To: Christina Grady; Heather Morgan; Laura Betancourt Subject: egrants - Notification of Application Submission The Office of the Governor, Criminal Justice Division (CJD) has received your submission for grant application number <<#grantnumber>>, titled <<projecttitle>>. To complete the application submission process, the Authorized Official (AO) assigned to this application must certify the application. The AO must log on to egrants at go to the My Home page, locate the application that is in the status Pending AO Certification, click on the grant number, and proceed to the Submit Application tab. The AO can certify the application by clicking on the Certify Official Application button. Please Note: Failure to certify and submit the application will result in a delay in the processing of your application. Messages After Submitting a Certified Application Once the Authorized Official has certified the grant application in egrants, the following message will be sent to your regular account and egrants gmail account: -----Original Message----- From: egrants Sent: Monday, January 22, :52 PM To: Christina Grady; Heather Morgan; Laura Betancourt Subject: egrants - Notification of Grant Award The Office of the Governor, Criminal Justice Division (CJD) has received your certified submission for grant application number <<#grantnumber>>, titled <<projecttitle>> by your agency s Authorized Official. CJD will contact your agency via if further information or revisions on your application are necessary. To access your user account and retrieve information related to this application request, please log on to egrants at Please Note: All grant-funding decisions rest completely within the discretionary authority of CJD. The receipt of an application for grant funding does not obligate CJD to fund the project or to fund at the amount requested. For more information regarding the application process, please refer to the Texas Administrative Code, Title 1, Part 1, Chapter 3, Sections 3.7 and