NYS Division of Homeland SecurityNYS Division of Homeland SecurityAnd Emergency Services (DHSES)And Emergency Services (DHSES)

E-Grants TutorialCreating an Application for

the EOC RFP

To access DHSES E-Grants you must have a Username and Password.

Please contact DHSES at grants@dhses.ny.gov if you need to request a username and password.

When you first access E-Grants, the Access Notice page will be displayed. This page notifies the user that a secure system is being accessed. Click on the Electronic Submission Notice button to proceed.

The Electronic Submission Notice must be read and acknowledged before accessing the system. Once you have read the notice, please click the Accept button and the login screen will appear.

HINT: Since this is a web based system you will be timed out after 30 minutes of inactivity. Hit SAVE often. Also if you have a lot of narrative to enter into E-Grants, type the information into a word file and then copy and paste the verbiage into E-Grants.

Enter your Login Name, Password and click on the Submit button.

Once you have logged in, the Welcome to E-Grants page will be displayed. Select Project from the left menu frame to open the list of projects that match the access rights of the user or to create a new project.

A list of currently active projects will be displayed. The grid will be empty if there are no projects associated with the user. Click New to begin entering a new project.

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See next two slides for instructions.

It is EXTREMELY IMPORTANT that you select the correct Funding

Program and Funding Year

NEW FOR 2011

88Select Emergency Operations Center from the drop down box

NEW FOR 2011

99

Select 2011 from the drop down list and click Create Project Button. Click OK in the pop-up box.

NEW FOR 2011

This is the General Project Screen. Enter the following mandatory fields:•Project title: 2011 Emergency Operations Center RFP•County•Summary Description of the Project: Brief description of the project.

When completed, click on the Save button at the bottom of the page or the Save option in the left frame.

Now click on the Participants tab.

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Click Add Participant.

A search screen will open to search for an existing Participant. (If you are entering the County as the participant they will already be in the database.)

Choose the Participant you wish to add from the returned list by clicking on the # next to it.

If the Participant is not in the database click New to enter a new Participant.

Select the appropriate participant type (Grantee, Implementing Agency or Other).

The screen will refresh and click on the Add button. The screen will refresh again and click OK. The Participant has been added to the Project.

If the participant is not in the database, you add them by clicking the New button. And then OK.

Enter the information to add a new Participant. Required fields are: Participant Name, Address, City, State, Zip, and Employee Identification Number. Click on the Save button. Mandatory data must be entered before the record can be saved.

Next you will add Contacts to the Participant. E-Grants requires a Primary, Signatory (i.e. County Executive or Mayor) and Fiscal Contact (i.e. Treasurer). Both Primary and Signatory Contacts must be registered users of the E-Grants system. Click on Add Contact button.

A search screen will open to search for an existing contact. Again, if you previously applied for funding, your information will be able to be retrieved using the search option.

If your Contract is found in the search, click on the blue number next to the last name. A popup box will appear asking to select the Contact Type.

A pop up box will appear letting you know the contact has been successfully added. Continue selecting and adding contacts until you are finished. Remember a Primary, Signatory and Fiscal contact must be chosen.

If the Signatory Contact you are trying to add is not a registered user of E-Grants, you will get the above error message and you will not be able to add that person until they are as E-Grants user. Please contact grants@dhses.ny.gov if you need help registering someone as a signatory. You can however continue working on your application.

If you need to add a new contact, click New Contact and the screen will refresh..

Select the Contact type from the drop down box. Required fields are First Name, Last Name, Address, City, State, Zip and Phone Number. Click on the Save button. Mandatory data must be entered before the record can be saved.

This is an example of a completed participant.

Now click the Work Plan Tab and enter Project Goal. Click Save.

Then begin filling out your Work Plan by selecting Create New Objective and OK.

A new screen will be generated with several drop down boxes. Click on the G & T Work Plan Code drop down box and select 04. Establish/enhance emergency operations center. All tasks related to the objective will be entered in the next steps.

Next click on the Investment Justification drop down box and select EOC Construction/Renovation. Enter a description of the Objective. When completed, click on the Save button at the bottom of the page or the Save option in the left frame.

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Enter appropriate generic Objective Description and click on Save.

Click Add Primary Target Capability. Select Emergency Operations Center Management. The screen will refresh with a confirmation message “Are you sure you want to add this Target Capability?” Click OK. Click Add Task to this Objective.

Enter the task you will complete to accomplish this project. Click Save. The screen will refresh with a confirmation message “Are you sure you want to save?” Click OK.

Screen will refresh and new button will appear. Click on Add Performance Measure to this Task.

Enter your performance measure. Click Save. The screen will refresh with a confirmation message “Are you sure you want to save?” Click OK.

This is an example of a completed work plan. Remember you may have several tasks for each objective and each task must have at least one performance measure. To add another objective, click Create New Objective.

Click the Budget tab. You must have at least one participant and a completedWork Plan before you can enter a budget. Click on Create new Budget Version for Participant.

Each budget item is entered separately. Choose the category of the budget item you areentering from the drop down box. As you can see there are nine budget categories.

Mandatory fields for a budget item are Description, Number, Unit Cost and Justification. If entering an Equipment item, an AEL Number is also mandatory. A detailed description of the AEL list is available at https://www.rkb.us. When finished entering the budget item click Save.

If you are applying matching funds to this item enter the amount in the Matching Funds Box.

Once you have saved a budget item, the screen will refresh and the Add Funding Allocation for this Budget item icon will appear. Click Add Funding Allocation for this Budget item. Screen will advance to the Funding Allocation Tab. You must enter a budget item before you can enter funding allocation data.

Click on the drop down box to choose the G&T Work Plan Code (prioritized objective) that this budget item is associated with. Only the G&T Work Plan Codes that you selected on the Work Plan tab will appear. Click Add G and T Workplan. Click OK.

Click on the drop down box to choose a National Priority. Choose 04. Strengthen Information Sharing and Collaboration Capabilities. Click Add National Priority and then OK.

Click on the Priority Project drop down box and choose State Strategy Goal 05: Enhance Incident Management and Response Capabilities. Click Add Project Priority. .

Now you select a Spending Subcategory/Solution Area. Only the Solution Areas that match the funding program will be available. Select the Solution Area (Planning, Equipment or M&A that appears in the red or blue letters). When you select a category the lettering will change from blue to red. In the example above, Planning is selected.

Note: Organization, Training and Exercises are not allowable under EOC funding.

Items related to the selected category will appear in the drop down box. Select the appropriate Subcategory.

After selecting the subcategory, enter the dollar amount being allocated to that Subcategory andclick Add Spending Subcategory. You may select multiple Solution Areas/Subcategories per budget item, but only one G&T Work Plan Code, National Priority, and Priority Project per budget item.

The total dollar amount of the subcategory MUST equal the budget item. Example above shows selecting two planning items totaling $450.00. Budgeted item was $500.00. Notice there is still a field Enter a value of $50.00 or less.

Notice in the example above that the Spending Subcategories match the budgeteditem. There is no longer a field Enter a value of $ or less.

Now enter the Spending Discipline for each Solution Area that you choose previously. Select the Solution Area that appears in red or blue lettering. There is only one choice for each of the Spending Disciplines (Emergency Management).

Select the same categories for both the Spending Subcategory and Spending Discipline. After selecting the Discipline, enter the dollar amount being allocated to that Discipline and click on Add Spending Discipline. You must select the same Solution Areas (Planning, Equipment, and M & A) for both the Spending Subcategory and Spending Discipline. (See next slide)

In regards to the above example, you must choose an Equipment Discipline for $50.00 and Planning Discipline for $450.00.

In regards to the above example, you allocated $400.00 for Equipment Subcategory, but for Planning you chose $100.00 so you received an error message when you clicked Finished with this Item. (You need to allocated $450 to Equipment and $50 to Planning.)

$50.00

$500.00

$ 100.00

$ 500.00

This is how the Funding Discipline tab should look when everything matches. Click on Finished with this item. The screen will refresh back to the budget tab to add additional budget items. You need to complete the Budget and Funding Allocations Tabs for each budget item.

Your completed budget will look like this.

Notice: Grant Funds vs. Matching

Funds 75% v. 25%

Click the Question tab. There are two questions you need to answer. Click on each question for a text box to input your answer.

Type your answer in the box and click Save.

The final step before submitting your application is to certify the Federal Assurances. Click the Acceptance Tab. Click Assurance #1. The screen will refresh. Click the Certify button on the bottom of the screen after you have finished reading the information thoroughly. The screen will refresh again and your name will appear in the Certified by box with the current date.

By certifying the assurance you are NOT submitting your application.

See Slide 57 on how to submit your application.

The next step is to attach the Investment Justification Template and 424C Budget Information form to your application:

Click Attachment on the left frame.

Click on New to attach a file to your application. Please note the appropriate file types that can be uploaded.

When the file has been uploaded you will receive a confirmation. Click Browse to add another file, or click Go Back to List to view the list of files that have been attached to the application.

File names cannot have any special characters (# or *) or be more than 100 characters.

The list of files that have been attached to the application appears. You may click on the file name to view the file.

Now you are ready to submit your application. In the left frame click on the word Submit. A pop-up box will appear asking if you are sure you want to submitthis project. Click OK.

E-Grants will generate a printable Required Fields Report (above) to guide you in finishing your application. Return to your application to enter the missing information and submit again.

You will receive the following message when your application is submitted. DHSES will be notified that an application was submitted. The primary and signatory contacts will also receive an e-mail that an application was submitted.

Once submitted your application will be locked but you may still view your information. Notice the Locked indicator in the left frame. Also notice that the project status has changed to “Application Received”. You may view and print your entire application by clicking Application from the left frame.

Viewand print your entire application.

LOCKED