Grants emanagement System (GeMS)

Grants emanagement System (GeMS) Affiliate Applicant User Guide Version 2.0 1

Table of Contents Grant emanagement System Guide Overview... 3 Create a Grants emanagement System (GeMS) Account... 5 Creating your New Applicant or Organization Account Profile Task Overview... 6 Setup your GeMS account... 8 Creating Your New Account Profile Task Overview... 13 Add a New User to an Existing Organization... 14 Creating Your New Account Profile Task Overview... 18 Approving New Users Requesting Access to GeMS... 19 Complete Application in emanagement System (GeMS) Account... 24 Start Grant Application Task Overview... 25 Start your new grant application... 26 Applying for a New Grant Task Overview... 28 Applying for a new grant... 29 Review and Submit the Grant Task Overview... 55 Change the status to Authorized Signature Required... 56 Change the status to Application Submitted... 60 2

Grant emanagement System Guide Overview Welcome to Grant emanagement System (GeMS)! In order to use the system, you MUST be granted access to it. There is one basic way to get access to GeMS through registering and creating an account. Prior to doing so, we recommend you take some time to think through what system roles are appropriate for the individuals in your organization. There is also an order in which registration should occur so users at your organization should plan this step first. The system roles and the order of how to register them in GeMS is reviewed later during this guide. For more information about these roles, see page 5. You will complete a new registration when it is your first time in the system. Keep in mind that once a user has created an account and has gained access to the system, they will never have to request access again. There is no need for multiple accounts within GeMS, unless applying to multiple Affiliates. This user guide contains step-by-step instructions that will guide you through completing GeMS tasks. The following icons provide additional information about steps: Hot Tip: Techniques and tricks for completing a step Caution: Things to watch out for or avoid when completing a step Note: Additional information about a step Before you Start Susan G. Komen Idaho Montana strongly recommends that applicants first strategize and write their grant application using a dedicated word processor such as MS-Word or Google Docs. Note: Strategizing includes meeting all of the requirements that appear in the RFA. Strategizing also means determining GeMS User Roles (Project Director, Authorized Signer, Viewer, and Writer). Note: Grant writing means crafting a grant application that meets all of the requirements of the RFA and using all appropriate GeMS forms that will comprise the grant. The Quick Reference Guide provides instructions about copying and pasting a grant application from a word-processed document into GeMS: Caution: The Quick Reference Guide does not provide instructions about strategizing grant approaches or using GeMS to write a grant. GeMS System Requirements GeMS is designed for use by the vast majority of computer users and should require little or no changes to your computer environment. The requirements that are mentioned below are common computer elements that should be present on most machines. GeMS is designed for the two most common computer operating systems, Windows and Macintosh. Caution: GeMS has not been tested and is not supported on other operating systems such as Linux and Unix. Caution: Users accessing GeMS from a Macintosh environment must have Mac OS 7.5 or higher. Caution: Windows users must have an operating system that is Windows XP or higher. 3

GeMS is a website designed for access via the Internet. For purposes of accessing GeMS, minimum connection is by modem. For those using a modem, recommended connection speed is at least 33.6 kbps (kilobits per second). Internet connections faster than modem, i.e., cable, DSL, T1, wireless improve speed at which the system operates. GeMS was designed to be compatible with common up-to-date web browsers including Internet Explorer V.7 and above, Firefox, Safari, Chrome and Opera. By default, Internet Explorer 10 in Windows 8 does not run in compatibility mode. This is easily tested by logging into GeMS. If the compatibility mode is not enabled, the progress wheel in GeMS will simply spin without ever completing an action. To enable the compatibility mode for Internet Explorer 10, follow these steps (Windows 7 users start at step 2): 1. Windows 8 only - from the Windows 8 start screen select the Desktop. 2. From the Desktop launch Internet Explorer 10. 3. Press the Alt key on your keyboard to bring up the top menu. 4. Go to Tools Compatibility View settings 5. Add https://affiliategrants.komen.org/ to the Compatibility View websites, or Select Display all websites in Compatibility View. Caution: Enabling the compatibility mode using either option in step 5 will affect all GeMS websites/pages. GeMS uses a combination of both Microsoft (MS) Word and PDF documents: Microsoft Word increases GeMS formatting options and reduces the amount of empty space on printed pages. If MS Word is not installed, MS Word Viewer is available for download at www.microsoft.com. Adobe Acrobat Reader is used to view PDF (Portable Document Format) documents. You can view, print, or save PDF documents with Adobe Acrobat Reader. GeMS automatically generates grant documents in PDF format using information that is saved into various narrative and budget pages. Adobe Acrobat Reader can be downloaded at www.adobe.com 4

Create a Grants emanagement System (GeMS) Account Strategize Your Grant Review the RFA Determine roles and responsibilities Determine grant approach Determine grant forms Create MS-Word version of the grant You Are Here! Create GeMS Account Create New Applicant or Organization Account Profile Create New User Profile to existing organization Approve New User (Project Director Only) Complete Application Start Grant Application (Project Director Only) Apply for new grant after application is initiated Review and Submit Grant (Authorized Signer) 5

Creating your New Applicant or Organization Account Profile Task Overview Task Goals: 1. Create a user and organization account. Hot tip: Determine the roles that people in your organization will play in creating and submitting your grant application before you begin entering data into GeMS. Note: First-time grant applicants will need to complete this task. Note: In order to use the system, you must first be granted access to it. There is one basic way to get access to GeMS through registering and creating an account. Estimated Time: 2. 8 minutes Before You Start: 3. Obtain your organization s Tax ID Documentation. Hot tip: Refer to the RFA to determine the applicable Tax ID Documentation you will need for the registration process. 4. Determine the GeMS system roles are appropriate for the individuals in your organization: If you will perform these duties, then you are a GeMS: Serve as the project s lead contact Project Director Validate all new users when they register for the Note: There can only be system under their organization one Project Director per Has the highest level of access in the system project/application Oversee all GeMS administrative functions, such as application creation and completion Sign legal documents on behalf of the organization Electronically sign the application before submission and the grant contract if the organization is awarded funds View the organization s information, but don t need the functionality to save, add, edit or change anything within the organization s information Access, create, and edit the organization s application but doesn t have the authority to complete the submission process. Cannot change the status of an application and will not have administrative function availability. Authorized Signer Note: There can be more than one Authorized Signer per organization Viewer Note: There can be multiple Viewers per organization. Writer Note: There can be multiple Writers per organization. 6

Caution: The Project Director MUST be the first individual at your organization to register. Caution: The Authorized Signer MUST register and be validated/approved by the Project Director prior to the creation of the organization s first application. Things to Keep in Mind: Hot Tips: Complete the Registration form in its entirety. All items marked with an * are required to create your account. Hot Tips: You will need to click the button next to each corresponding field. Then wait approximately 5 seconds before advancing to the next question. Hot Tips: Always select Grantee in the What is your position at your Affiliate? question. 7

Setup your GeMS account Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). Click on register now. Click Register to start your registration process! Type your Contact Information in the following fields: Name, Title, Email, Phone Remember to complete each of the fields listed above! 8

Select Grantee as your Affiliate Position Select Grantee and click on Click and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! Select the Affiliate State. Select Idaho and click on Click and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! 9

Select Idaho Montana Affiliate from the Affiliate drop-down list. Select Idaho Montana Affiliate and click on Click and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! Select Other from the Organization drop-down list. Click Select Other and click on and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! Note: The Organization Registration Section will appear at the bottom of the page after you selected Other and clicked. A second section will pop up! 10

Create your GeMS Username and Password. Create a Username and Password Note: The Username MUST consist of letters, a minimum 5 characters and maximum 20 characters. Note: The Password MUST consist of letters, minimum 7 character and maximum 20 characters. Type the Organization Registration information in the following fields: Name Type of organization Business address with full nine digits zip code, add 0000 for the final four digits if you do not use a nine digit zip code Business phone number Fill out the Organization Information! Caution: You will NOT be able to complete your registration until you input the organization full nine-digit zip code. 11

Acknowledge that your organization has a Federal Tax ID Number. Type your organization s Federal Tax ID Number. Provide the Tax ID information! Upload the organization Federal Tax ID documentation Note: Refer to the RFA to determine the appropriate documentation that must be uploaded. Click on Save to finish the registration process Make sure to save your registration! Note: Komen Idaho Montana will be notified that you created a new account and will approve your access before you can log in. 12

Creating Your New Account Profile Task Overview Task Goals: 1. Create a new user profile on an exciting organization account. Estimated Time: 2. 5 minutes Before You Start: Note: Let the Project Director know that you are completing your GeMS registration before starting the registration process. Note: Request the name of the organization to your Project Director as it was registered on the GeMS system. You will need this information to complete the registration process. Note: Once you complete the registration process, the project director will receive an email notifying of your access request. Note: After the Project Director approves your access request, you will receive an email confirming your registration and granting you access to GeMS. Things to Keep in Mind: Hot Tip: Complete the Registration form in its entirety. All items marked with an * are required to create your account. Hot Tip: You will need to click the button next to each corresponding field. Then wait approximately 5 seconds before advancing to the next question. Hot Tip: Always select Grantee in the What is your position at your Affiliate? question. 13

Add a New User to an Existing Organization 1. Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). 2. Click on register now. Click Register to start your registration process! 3. Type your Contact Information in the following fields: Name, Title, Email, Phone Remember to complete each of the fields listed above! 14

4. Select Grantee as your Affiliate Position Select Grantee and click on 5. Click and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! 6. Select the Affiliate State from the drop-down list. Select Idaho and click on 7. Click and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! 15

8. Select Idaho Montana Affiliate from the Affiliate drop-down list. Select Idaho Montana Affiliate and click on 9. Click and wait approximately 5 seconds before advancing to the next field. Caution: You will NOT be able to proceed to the next field until you click on! 10. Select the Organization name from the drop-down list. Select your Organization Name and click on 16

11. Create your GeMS Username and Password. Create a Username and Password! Note: The Username MUST consist of letters, a minimum 5 characters and maximum 20 characters. Note: The Password MUST consist of letters, minimum 7 character and maximum 20 characters. 12. Click on Save to finish the registration process Make sure to save your registration! Note: The Project Director will be notified that you created a new account and will approve your access before you can log in. 17

Creating Your New Account Profile Task Overview Task Goals: 1. Approve new user requesting access to GeMS for the first time. Estimated Time: 2. 5 minutes Things to Keep in Mind: Note: You do not have to put an end date on someone s access, you can leave it open so you don t have to reopen the account. Note: If someone leaves an organization, the Project Director can go in and close out their access. Note: If the Project Director leaves the organization, the Authorized Signer or new Project Director have to contact Jodi Weak at jweak@komenidahomontana.com, to have the access closed. 18

Approving New Users Requesting Access to GeMS 1. Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). 2. Type your Username and Password Access your account here and click on 3. Click on My Administration Click on My Administration before continuing! 19

4. Click on User Approval for Project Director Click on User Approval for Project Director before continuing! 5. Select New User from the User Type field Select the User Type and click on 20

6. Select Approve User in the Approval Type drop-down list Don t forget to Select Approve User! 7. Select your organization name from the Assign person s organization to drop-down Assign the requestor to your organization! 21

8. Select the role of the requestor from the Set person s role to drop-down field: Authorized Signer, Project Director, Viewer, Writer Select the role of the requestor from the drop - down list! 9. Select the date of when you want your user to be active in the GeMS application Pick a date to active the requestor access to GeMS! 22

10. Select the checkbox next to the user s name in the search results section Make sure to click on the to select the new user! 11. Click on Approve Selected User to finish approving the new user GeMS request Click on Approve Selected User to finish! Note: If you see a Page Information note, like the one below, then you completed the task of adding your new user to the system. If you see this message, then you are done! 23

Complete Application in emanagement System (GeMS) Account Strategize Your Grant Review the RFA Determine roles and responsibilities Determine grant approach Determine grant forms Create MS-Word version of the grant Create GeMS Account Create New Applicant or Organization Account Profile Create New User Profile to existing organization Approve New User (Project Director Only) You Are Here! Complete Application Start Grant Application (Project Director Only) Apply for new grant after application is initiated Submit and Review Grant (Authorized Signer) 24

Start Grant Application Task Overview Task Goals: 1. Start the Grant Application Process before the other roles in your organization start applying for the new grant Estimated Time: 2. 3 minutes Things to Keep in Mind: 3. Only the Project Director is able to start the grant application process in GeMS 25

Start your new grant application 1. Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). 2. Type your Username and Password Access your account here and click on 3. Click View Opportunities under View Available Proposals Access your grant opportunities here! 26

4. Click on Apply Now Click here to apply for your grant! 5. Click on I Agree Click here to agree with the terms of the application! 27

Applying for a New Grant Task Overview Task Goals: 1. Apply for a new grant after the project director initiates the application process Estimated Time: 2. Varies Before you Start: 3. Make sure that you have the RFA available throughout this task, since some of the forms that you will complete might require you to refer back to the RFA. 4. Read and follow carefully every instruction within each of the forms. Things to Keep in Mind: 5. The Project Director should have initiated the new grant process for the organization: Caution: If you are having issues accessing the grant application step, let your project director know before continuing. Caution: You will not be able to apply for a new grant until the Project Director initiates the process in the system for your organization. Hot Tip: You don t need to complete the entire application in one sitting. As long as you save each page, you can return to them at another time to complete 28

Applying for a new grant 1. Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). 2. Type your Username and Password Access your account here and click on 3. Click on My CG Applications Click on My CG Applications to start! 29

4. Type the application year Type here the year when your grant will be funded! Hot Tip: The application year is always the year that the grant will be funded in. 5. Click on Execute in upper right corner Click on Execute to continue! 30

6. Click on the name of the grant you would like to access Click on the name of the grant you need to access! 7. Click on View Forms under the View, Edit, and Complete Forms section Click on View Forms to continue! Caution: Make sure that you review the RFA before proceeding to view the forms, since you might need to refer to the RFA to complete some of the required fields. 31

8. Click on Project Profile Click on Project Profile to continue! 9. Type the Organization information Make sure you have the Organization details to complete this part! Hot Tip: Refer to this to learn more information about the required fields. Note: The community contact information will be made public if the application is funded. 32

10. Type the Project Overview information Type the Project Overview information! Hot Tip: Refer to this to learn more information about the required fields. 11. Type the Organization Partners information Type your partner s information here! Hot Tip: Partners organizations are important because they show the grant reviewers the impact the grant has on the community not just on the organization that is applying. Hot Tip: Save your work as you complete your information. 33

12. Click on Save 13. Click on Forms Menu to continue the grant application process 12. Save your work before going back to the Forms Menu! 13. Click on Forms Menu to continue! 14. Click on Organization Summary Click on Organization Summary! 34

15. Type the Organization Summary in the following details: Company history and mission, programs and accomplishments Describe the history of your organization and its mission here. Describe the organization s programs and accomplishments! Hot Tip: You can copy and paste the information from the MS Word version of the proposal you already created when you reviewed the RFA. Hot Tip: Save your work as you complete your information. 16. Click on Save 17. Click on Forms Menu to proceed to the next form 16. Save your work before going back to the Forms Menu! 17. Click on Forms Menu to continue! 35

18. Click on Project Priorities and Abstract Click on Project Priorities and Abstract! 19. Pick your Funding Priority 20. Type your Abstract Narrative Select your Funding priority. Describe your project in the box below in less than 1,000 characters Hot Tip: You can copy and paste the information from the MS Word version of the proposal you already created when you reviewed the RFA. Hot Tip: Save your work as you complete your information. Note: Refer to the RFA for more information about project priorities description and explanations. Caution: Make sure that your project priorities are in alignment with the RFA guidelines. 36

21. Click on Save 22. Click on Forms Menu to proceed to the next form 21. Save your work before going back to the Forms Menu! 22. Click on Forms Menu to continue! 23. Click on Project Narrative Click on Project Narrative! 37

24. Type the following Project Narrative information: Statement of Need, Program Design, Organization Capacity, and Monitoring & Evaluation Type your Statement of Need here! Type your Program Design here! Type your Organization Capacity! 38

Describe your Monitoring and Evaluation Programs here! Describe how Komen Idaho Montana and the grant award will be acknowledged! Describe your notification practices! Hot Tip: Refer to RFA to obtain more information about each required field. Hot Tip: Save your work as you complete your information. Hot Tip: You can copy and paste the information from the MS Word version of the proposal you already created when you reviewed the RFA. 25. Click on Save 26. Click on Forms Menu to proceed to the next form 25. Save your work before going back to the Forms Menu! 26. Click on Forms Menu to continue! 39

27. Click on Project Target Demographics Click on Project Demographics! 28. Pick the target demographics and target locations Keep an eye on the instructions before starting! 40

29. Click on Save 30. Click on Forms Menu to proceed to the next form 30. Click on Forms Menu to continue! 29. Save your work before going back to the Forms Menu! 41

31. Click on Project Work Plan (Goals and Objective) Click on Project Work Plan- Goals and Objectives! 42

32. Type you Project Work Plan Goal Description, Objective Name, SMART Objective Type your project goal here! Type your project objective here! You must click anywhere inside the white box to open the dropdown Add attachments that assesses the progress or impact of the objectives Caution: You must read and follow carefully every instruction in the form. Caution: Once you have completed the forms make sure you click the save button or your information would NOT be saved. Hot Tip: Refer to the RFA to obtain more information about how to complete these part of the forms. Hot Tip: Save your work as you complete your information. You can always save and come back to it at a later time. 43

33. Click on Save 34. Click on Forms Menu to proceed to the next form 34. Click on Forms Menu to Continue! 33. Save your work before going back to the Forms Menu! 35. Click on Key Personnel/Salaries Click on Key Personnel/ Salaries to continue! 44

36. Type the Key Personnel Information Name, Job Field, Role on Project, Job Description (Attached), Total Compensation 37. Upload their Resume or Job description Type the key Personnel Details Type your salary support justification! Don t forget to scroll to the right! Caution: Scroll to the right using the bottom scrollbar to finish completing the requested information. Hot Tip: Salaries are not covered per the RFA guidelines so you need to enter $0 in the salary box. 45

38. Click on Save 39. Click on Forms Menu to proceed to the next form 38. Save your work before going back to the Forms Menu! 39. Click on Forms Menu to continue! 40. Click on Supplies Click here to input the Supplies details! 46

41. Type the budget for the Supplies Note: You should only complete the Budget Supplies form if your organization will be incurring in such expenses. 42. Click on Save 43. Click on Forms Menu to proceed to the next form 42. Save your work before going back to the Forms Menu! 43. Click on Forms Menu to continue! 47

44. Click on Travel Click here to input your Travel budget! 45. Type in your travel budget information Note: You should only complete the Travel Budget form if you believe your organization will be incurring in such expenses. 48

46. Click on Save 47. Click on Forms Menu to proceed to the next form 46. Save your work before going back to the Forms Menu! 47. Click on Forms Menu to continue! 48. Click on Patient Care Click here to input your Patient Care information! 49

49. Type your Patient Care Budget Note: You should only complete the Patient Care Budget form if you believe your organization will be incurring in such expenses. Note: Patient care services organization MUST use approved Medicare reimbursement rates for all clinical services. 50

50. Click on Save 51. Click on Forms Menu to proceed to the next form 50. Save your work before going back to the Forms Menu! 51. Click on Forms Menu to continue! 52. Click on Other Click here to any Other budget information! 51

53. Type your budget for other expenses Note: This section can be used for other expenses that are allowable per the RFA. Note: You will only complete the budget for Other Expenses Form if you believe your organization will be incurring in any other expenses. 54. Click on Save 55. Click on Forms Menu to proceed to the next form 54. Save your work before going back to the Forms Menu! 55. Click on Forms Menu to continue! 52

56. Click on Project Budget Summary Click on Project Budget Summary to continue! 57. Type your Project Budget Summary justification Hot Tip: Completing the in kind section on the budget worksheet shows grant reviewers the investment of the organization outside just grant funding. 53

58. Click on Save 59. Click on Forms Menu to proceed to the next form 58. Save your work before going back to the Forms Menu! 59. Click on Forms Menu to continue! 54

Review and Submit the Grant Task Overview Task Goals: 1. Project Director changes the grant status to Authorized Signature Required in order for the Authorized Signer to submit the grant. Estimated Time: 2. 5 minutes Before you Start: 3. The Project Director has to change the status to Authorized Signer Required for the Authorized Signer to be able to perform the final review and submittal of the grant. 4. The Project Director should do a check for global errors to make sure there is nothing missing in the application before changing the status for the authorized signer to submit Things to Keep in Mind: 5. The Authorized Signer is the person who should be completing the final review of the application and submitting. 6. The Authorized Signer should be the one submitting the grant after the grant application has been completed. 55

Change the status to Authorized Signature Required 1. Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). 2. Type your Username and Password Access your account here and click on 3. Click on My CG Applications Click on My CG Applications to start! 56

4. Type the application year Type the year your grant will be funded! Hot Tip: The application year is always the year the grant will be funded in. 5. Click on Execute in upper right corner Click on Execute to continue! 57

6. Click on the name of the grant you would like to access Click on the name of grant you need to access! 7. Click the View Status Options under Change the Status Click here to view the status of your grant! 58

8. Click on Apply Status under Authorized Signature Required Click on Apply Status to continue! 59

Change the status to Application Submitted 1. Type https://affiliategrants.komen.org into the address bar of your web browser to access the Grants Management System (GeMS). 2. Type your Username and Password Access your account here and click on 3. Click on My CG Applications Click on My CG Applications to start! 60