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Slide 1

Welcome to MAGICThe Michigan Automated Grant

Information Connection

http://www.michigan.gov/magic

Highway Safety Grant Application

Last Updated: 08-02-04

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The Michigan Automated Grant Information Connection

• Apply for grants online• Common look and feel for all applications • OHSP review and comment on grants• Amendments online • Grant Reporting online• Previous year’s grant information saved and brought forward• Up-to-date view of grants• Automated generation of e-mail

What is MAGIC?

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Accessible GrantsAvailable On-line FY2004

• FY 2004 Highway Safety Grant

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What is needed to use MAGIC?

• An Internet Connection• Web Browser

(Internet Explorer 4.0+)• JavaScript and Session Cookies

enabled for the Web Browser• Adobe Acrobat 4.0+

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Quick Facts About MAGIC

• Users must have access to a working Internet connection. • MAGIC can be accessed from multiple computers.• MAGIC does not impose any hardware requirements on its users.• MAGIC is accessible through a common Web browser.• MAGIC is located at: http://www.michigan.gov/magic.

Internet connection• Modem (telephone lines) will be sufficient.• DSL or cable modems are faster.• The faster the connection, the easier it is to use MAGIC.

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What is an Internet Browser and whichones can be used?

An Internet Browser is computer software

used to browse (view) the World Wide Web.

MAGIC supports Internet Explorer versions 4.0 or higher.

You can check the version number by clicking Help and then by clicking About Internet Explorer.

If the version you have is below 4.0, you can download the latest version by going to:

http://www.microsoft.com/windows/ie/default.asp

Browsers are free software.

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What is JavaScript?

JavaScript is a programming language that is used on Websites to increase functionality. In MAGIC, JavaScript is used for a variety of features including the automatic correction of user-entered data.

If MAGIC detects that JavaScript is disabled for the browser, MAGIC will show this list of steps:

Internet Explorer

1. Click Tools.

2. Click Internet Options.

3. Click the Security tab.

4. Click Custom Level.

5. Under “Scripting”, “Active Scripting”, Click Enable.

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What are Session Cookies?

Cookies are either files or pieces of information temporarily stored in computer memory that are used to record information.

MAGIC uses session cookies.

To use session cookies:

Internet Explorer

1. Click Tools.

2. Click Internet Options.

3. Click the Security tab.

4. Click Custom Level.

5. Under “Allow per-session cookies (not stored)" Click Enable.

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What is Adobe Acrobat Reader?

Adobe Acrobat Reader is a software program that is used to view PDF files. PDF stands for “Portable Document Format”. There are times when you have a document that has a certain layout and you want to keep the format. It is easier to convert the document into a PDF. The PDF format was designed for the Web to look consistent each time it is printed. MAGIC uses PDF’s for those things that must be printed. In some cases PDF’s are dynamically generated using data entered by users.

Once Acrobat Reader is installed, all files in MAGIC with the extension .pdf will be opened with the Acrobat Program.

Adobe Acrobat Reader can be downloaded fromhttp://www.adobe.com/products/acrobat/readstep2.html

MAGIC supports Adobe Acrobat and Adobe Acrobat Reader versions 4.0+

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Avoid the Back and Forward ButtonsMAGIC is a dynamic, database driven, Web application. Content in MAGIC changes according to information that is entered into the system. When applicants enter information into the system, it changes the way they see certain parts of the application. Therefore, it is highly recommended that users use the navigation provided within the application.

Using the browser’s Back and Forward buttons to go to a page is not the same as clicking a link to go to exactly the same page. The Back button will simply load the cached (or saved) version of the page that exists on the local hard drive as it was the last time the page was accessed. By using the Back button, the user is not getting the latest information from the website, but rather an “older” saved version of the page.

Avoid the Back and Forward buttons in order to always see the latest information.

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Project Directors: Getting Started

From the Main Menu, Project Directors can:

•Log In

•Add users to MAGIC

•Review/edit contact information

•Deleting access

•Initiate grant applications

•Edit information

Once an application has been initiated, the application will be listed on the Main Menu.

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How do I access Magic

Click Here

for theGrantApp

Click Here

for theGrantApp

Click herefor

HighwaySafetyGrantInfo

Click herefor

HighwaySafetyGrantInfo

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Logging into Magic

Both Login and Passwords

are lowercase sensitive

Both Login and Passwords

are lowercase sensitive

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New Project Director Registration

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You will need to choose your agency from the list provided by clicking the radio button of choice.

If you do not see your agency please contact: Office of Highway Safety Planning at:

(517) 333-5302.

Selecting an Agency

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The initial password is computer generated. Please make note of the password for the next login screen or print out the log in screen. Then click Login Page. This will take you to the opening screen where you type your login and assigned password. Your password will be assigned, via email, within 2 business days.

Receiving your initial Password

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Your selected password

Selecting your password

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Select Agency to Add Users

Your agencyname

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Main Menu: Add Users to the MAGIC ApplicationOnly Project Director can add users to Application

1. Users will need to be added to the MAGIC system and then given a role (Grant Writer, Financial Officer, Project Director)

2. Click the Add Users to HSG link on the Main Menu page.3. Enter up to 5 new users into your agency on the Add Users page

1. Enter the user’s first name, last name, and email address.2. Choose the appropriate security level

4. Click Save.5. The login information of the new users will be displayed. (These logins are also

posted on the Contact Information page.)6. The person’s login/account ID and password will be emailed to them along with

instructions for logging in and out of MAGIC if he/she had an email account entered.7. Click Add to add additional users to agency.

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Agency Authorization Structure (add Users to Agency)

Authorized Official• Submit application

Project Director (Main Contact)• Add users to the system for his/her agency• Edit contact information for his/her agency’s users• Edit his/her own contact information• Responsible for managing the application• Initiate and complete applications • Assign other users to participate in the grant writing or review process• Notify Authorized Official to submit application

Financial Official• Responsible for budget detail, budget summary and budget narrative reports

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Adding Users

Agencynamewill

appear

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Main Menu: Review/Edit Contact Information Only Project Directors can View/Edit Others Contact Information

To Edit Contact Information (Project Directors only):

1. Click the Contact Information link.

2. A list of names associated with the user’s agency is displayed. Each name is a link to a page where contact information and security levels can be edited.

3. Click the underlined name of the person whose information you wish to edit.

4. Make appropriate changes and click the blue Save button. Note: The check in the active box allows people to login to MAGIC. If unchecked, the user can no longer login to MAGIC.

5. Click the Return to Previous Page button to continue.

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Main Menu: Initiating an ApplicationOnly Project Directors can Initiate Applications

From the Main Menu:

1. Click on the Radio Button to initiate an application. This will be the only time you will need to use this button during the application process.

2. Choose Apply For A New Grant by clicking the button.

3. Click the Apply button on the Grant Selection page to initiate the application. This will send the user to the Application Menu.

4. Click the View Application button to begin writing the HSG application.

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Initiate an Application

Click on Apply

Click on thecircle

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Management Activities: Application Access Deleting Access

Only Project Directors Can Delete Access

To Delete a User’s Access to the Application:

1. Find the user in the list of people who have access and click the radio button on the left side.

2. Click the Delete button in the header of the table.

The deleted user will no longer have access to the application unless the user is given access again.

Note: Authorized Officials or Project Directors for the Agency cannot be deleted. The system prevents this and will show an error message if you try to delete these individuals.

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Your Name appears here.

Click on the radio buttonthen here to create afor a new grant only

Main Menu

Your Agency name will

appear here

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HSG Application Walk Through

Application Menu

• Header Details• Application Menu• Certifications and Assurances• Management Activities• General Information• Application Information• Congressional Districts• Budget Pages• Program Information• Add Attachments• Check for Errors• Submit Application

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Header Details

1. Main Menu – Returns the user to the page with all applications initiated by the user’s agency.

2. Application Menu – Returns the user to the “home page” for the application. A feature built into this link is a JavaScript menu that allows quick access to other parts of the application. This menu has links to budget pages and program information.

3. Help – Takes the user to specific help information for each page. This feature is the first source of assistance for questions or problems that users might encounter.

4. Check for Errors – Tracks the progress of the application and alerts the user when any critical part is not completed. All errors must be addressed in order to submit the application.

5. Logout – Logs the user out of the system.6. Application and User Information – Indicates the application that is currently being worked on,

the applicant agency, the application number, and the current user’s name. (Upper Right Hand Corner)

3. Help

1. Main Menu2. Application Menu 4. Change Errors 5. Logout

6. Application and User Information

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Once a grant application has been created

Clickon

view application

Button tocomplete

your grantapplication

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Application Menu - view

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Certifications and Assurances

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Management Activities: Application Access to OHSP Only Project Directors Can Grant Access

To Give a User Access to an Application:

5. Type the login name from the Add Users to HSG screen.

6. Specify a date range for which this user will have access. If this user only has a limited time to enter information, enter a date value in the Access to end on field. To allow the user to have permanent access to this application, leave the Access to end on field blank.

7. Select a security level of access for the new user based on his/her function in the application process.

8. To activate the user, click the Grant This User Access button.

9. Any error in data entry will be returned at the top of the page. If there are errors, make the corrections and click the Grant This User Access button again.

10. If more than one user access, continue to enter information specified. Once complete, click the Application Menu to begin writing the grant application.

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Application Access to OHSPApplication Security Level

Viewers:Can only view the HSG application and the PDFs.

Project Director:Can view the application and the PDFs.Can develop and edit all information in the HSG application .Can edit program information pages.

Financial Officers:Can view all pages of the application and the PDFs.Can develop and edit information on the budget pages. Grant Writers:Can view the application and the PDFs.Can develop and edit all programmatic information within the HSG application.

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General Information:Grant Applicant and Contact Information

To Assign an Authorized Official, Project Director/Main Contact, and Financial Officer:

2. Scroll down the page and enter the following information

3. Enter the person’s account ID/login.4. Click the Assign button.5. The page will list the user that was just

assigned. The user can be deleted by clicking Delete or his/her contact information can be viewed by clicking View.

6. Repeat steps 1-3 to assign each official

To Edit the Grant Applicant’s Information:

1. Go to the Main Menu and click the Edit Your Agency Information link. Only Project Directors can use this link.

2. Complete the Edit the Agency screen.3. Click Save

Note: Two roles can be filled by the same person, but not all three. An example: Project Director and Authorizing Official can be the same person, but not the Financial Officer.

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Application Information

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Congressional Districts

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Congressional Districts-continued

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Congressional Districts-continued

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Budget Pages - Budget Summary

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Budget Pages - Budget Detail

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Budget Pages - Salary & Wages

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Budget Pages - Salary Fringe Benefits

Click on Down ArrowSelect the corresponding salary budget item

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Example of the BUDGET - HELP screen for theSalary and Overtime fringe benefit calculation

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Budget Pages - Overtime Wages

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Budget Pages - Overtime Fringe Benefits

Click on Down ArrowSelect the corresponding salary budget item

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Example of the BUDGET - HELP screen for theSalary and Overtime fringe benefit calculation

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Budget Pages - Contractual Services

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Budget Pages - Travel

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Budget Pages - Supplies/Operating

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Budget Pages - Equipment

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Program InformationProblem Statement and Background Information

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Program InformationObjectives

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Program InformationActivities and Procedures

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Program InformationAcceptance of Audit Requirements

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Program InformationLocal Contribution

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Program InformationProject Continuation

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Program InformationMulti_Agency Project

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Program InformationAdd Attachments

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Program InformationCheck for Errors

Check for Errors

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Submit Application

• Project Director submits grant for review• If modifications are required, Agency will be notified

via e-mail to log in and modify grant application• OHSP Program Coordinator will notify the Project

Director when modified grant can be re-submitted • Project Director contacts Authorizing Official to

submit modified grant application• OHSP will notify Agency of approval by approval

letter

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http://www.michigan.gov/magic

Look here for updates to the PowerPoint presentation and additional training materials.