iGrants User Manual – OSPI
Contents
1. When more than one budget category is available the district will select from the drop down list before clicking the New button and follow the budget processing steps described above Select a Category Section 611 mm Secton 611 ew then click New h to create a budget EEA Section 619 Another example of multiple budget categories is FP 208 Each of the categories below is visible to any organization that has access to FP 208 Each organization would select one or more categories as appropriate to represent the different entities within their jurisdiction Budget Categories 2011 12 Clallam JDC Daybreak Group Home Excelsior Healing Kitsap JDC Martin Hall JDC Spokane JDC 16 Approving a Form Package 1 To approve a form package all application pages as well as the budget if applicable must first be approved Green icons will display in the respective tabs The Contact tab icon will always remain white but must display a check mark to indicate completion m p N E R a i jm gn e gt gt pr MM pg Fe o Help S Begin Review Contact w Application Budget Approval FO eee f F 4 Previous Page 1 HQT Plan Final Approval Issued hi Next 2 Once all the application pages and budget are approved the final approval email option found under the Approval tab becomes available Click Go to open and send the email Help E Begin Review F Contact E F Appl2. that has letters for their organization code shown below rather than the 5 digit org codes districts have those budgets need to be processed differently ESD Organization Code Organization CEWS Civic Education Washington State Rather than exporting the budget to claims you will need to take a hard copy of the budget to your grants manager to enter manually into the claims system After it is entered in the claims system iGrants will mark it as Verified by Claims budget displays a blue icon and your fiscal agent will send you an email to let you know that the budget can now be approved A Note on Budget Categories In some cases multiple budgets are allowed for a single application This can be accomplished by using budget categories The example below shows two original budgets for FP 267 one for Section 611 and one for Section 619 Having two separate budgets allows for each funding source to be tracked independently Aberdeen School 267 Special Education IDEA Part B Sections 611 and 619 Current Form Package Status Under OSPI Review Status Milestone Hist Print Access Budget Grant Number Form ID FormPackage Category Created Total In Process Completed s Original 267 Special Education IDEA Part B Sections 611 and 619 Section 611 06 21 2012 770 010 In Process Completed s Original 267 Special Education IDEA Part B Sections 611 and 619 Section 619 06 21 2012 41 486
3. Allocation Amt Budget Category if applicable 3 digits 5 digits if district 4 digits if building Letters if non profit After allocations are uploaded to the system send the Needs More Work NMW email which will cause the budget tab to appear Note Be sure you send the NMW email from the Approval tab If a NMW email comes up when you put a page under NMW status sending that email will not bring up the budget e Selected for Funding open allocation field option Send the Needs More Work email to bring up the budget tab and use it to inform the applicant of the amount to enter in the allocation field e Not Selected for Funding Send applicants not selected for funding the Issue Unfunded Notification email also found under the Approval tab Final Steps When applicants submit their budget you will receive an email notification If the budget is approvable export it to claims After it is entered into the claims system you will receive a Verified by Claims email signifying that you can now go in and approve the budget All form package pages as well as the budget must be approved before the Final Approval Issued email will appear as an option in the list of emails found under the Approval tab Note The final approval email is also the organization s grant award 18 Post Approval Changes Form Package Pages 1 To change data on a page after form package approval either the district c
4. Group E Mail By Official Type For All Districts Send to Form Package Contacts Only lt Select Specific Form Package Contacts gt Send to OSPI Managers Select OSPI Staff gt v DoNotReply k1i2 wa us Use DoNotReply ki2 wa us Only use this if you are experiencing problems receiving e mails Terri Vatne terri vatne k1 wa us gt EEE BV NS Send Message 21 Report Tool By using the Report Tool you can generate reports to view print or save to Excel 1 The Report Tool button is located in the left hand navigation bar 2 Clicking the Form Package Status tab displays a page which allows you to list a form package or budget by status Notes Use the drop down to select report type Enter form package ID 3 digit number and customize the other fields to generate desired results 9 Click the Search button Click the Export to Excel button to save data on your personal computer Form Package Status Form Package Data My Saved Reports Other Miscellaneous Reports L Search J 286 Records Found Export To Excel Explain Org Form Form Current Last Marked Officials ESD District Code Organization Allocation ID Package Status Modified Draft Finished Notified itle I Educational Almira Almira Part A Final 07 01 2013 07 30 13 07 30 13 07 30 13 Service School 22017 School 31 700 201 Improving Approval Shauna Shauna Shauna Mary Beth Programs 22 3 Clicking the Form Pac
5. If you need further assistance please contact iGrants at 360 725 4956 or iGrants k12 wa us 27
6. Message 144 2013 14 System notification messages The following has been added to the list of available iGrants form packages International Baccalaureate Registration Fee Reimbursement Form Package 686 Eligible Subgrantees Private School Public School Purpose To provide registration fee reimbursement to schools for eligible low income students taking International Baqccalaureate exams during the 2013 14 school year Due Date 4 25 14 Questions Contact Barbara Dittrich Program Supervisor 360 725 6097 barbara dittrich k12 wa us Topics The iGrants home page displays links to the following Topics 9 Inventory of Form Packages 9 Allocations 9 Indirect Rates 9 Carryover Inventory of Form Packages Clicking on the Inventory of Form Packages link displays a list of form package types e Use the Select a Fiscal Year drop down to see form packages from prior years e Clicking the link for various form package types displays form package details and contact information e Clicking on the form package name will open up its profile page This is not the form package itself but rather a page that lists various form package details e Click the Print icon to open the page in print view e Click the Back button to return to the Inventory of Form Packages main page Allocations Clicking the Allocations link displays the Allocation Amounts page e Use the Select a Fiscal Year drop down to view allocations for prior y
7. Package Selector Search Form Package ID Select a Form Package Report Tool Form Package Name G E AE TED Organization Name All Processing Steps 1 Clicking the form package name hyperlink with a status of Requested OSPI Approval displays the form package Begin Review page Notes 9 You must click the Begin Review button before processing icons will be available on the form package pages Sending the Begin Review email is optional Click the email box before clicking the Begin Review button if you want to send a notification email to the applicant 681 Washington Reading Corps RFP Period Current Form Package Status Requested OSPI Approval ra pa a O ee Ch pe Profile Page Begin Review Contact RFP vi Instructions This Form Package Now Ready For OSPI Review Press Begin Review button and check optional email check box to begin review 2 EFE Email Optional Q Parr Firm Send notification indicating OSPI form package review has begun Package This email goes to the form package program contact and grants administrator federal projects director gs 11 2 Clicking the Contact tab displays the form package contact page This tab is informational only There are no processing steps involved with the contact tab Notes The user can update contact information at any stage of form package processing The Save button remains active even after f
8. Print icon to print one page or select Print All to view and print all form package pages Page 1 Assurances Completed Pr Modified By Modified On Modified By Modified On gt By Org By Org By OSPI By OSPI Kristi 3 11 2014 Drake 8 32 PM 4 Click the Budget tab to review budget information Notes The budget selector displays all budgets both originals and revisions 9 To view a budget click the appropriate budget hyperlink er ad O gt 0201306 Ees Fart A Improving Basic Programs 03 13 2014 1 627 225 Revised O F contover p 0201306 201 Title Part A Improving Basic Programs ov 10 2014 1 627 225 Revised O F badene 201 Title 1 Part A Improving Basic Programs mer 13 2013 1 465 732 m 9 S E 0201305 201 litte Part A Improving Basic F rams 10 16 2013 1 465 732 In Process Final Locked Final Locked Final Locked Final Locked Revised 10201306 201 ile 1 Part A Improving Basic P rams 07 18 2013 1 465 732 Clicking the icon in the Hist column of the budget selector page displays the Budget Status and History page 13 Clicking the Access Budget link on the budget selector page or the form package name displays the budget matrix Note The header bar displays the processing icons These icons are used to change the budget status as follows e Clicking the red icon changes the budget status to Under OSPI Review
9. approval is necessary at two stages of the submission process 1 pre approving proposed changes before sending to iGrants and 2 prior to launch When final changes are approved directors may email launch authorizations to iGrants k12 wa us Send Electronic Documents to iGrants Email all revised documents to iGrants k12 wa us Be sure to reference the form package number in the subject line Send only one form package per email as we keep all documentation for each form package in its own folder Any documents you want to be linked to from within the form package or on the profile page must also be emailed to iGrants k12 wa us You will have ample opportunity to test all links and review the form package prior to the launch 10 Allocations If your form package has a budget with uploaded allocations please send an Excel document containing the following to iGrants prior to launch Form Pkg Organization Code Organization Name Allocation Amt Budget Category if applicable 3 digits 5 digits if district 4 digits if building Letters if non profit Reviewing a Form Package Finding a Form Package The Form Package Selector page displays when you log into the iGrants system To locate a specific form package enter the 3 digit form package ID then click Search Note Before entering the form package ID select the appropriate fiscal period by using the drop down if different from the default year displayed Form
10. e Clicking the yellow icon changes the budget status to Needs More Work e Clicking the black icon changes the budget status to Exported to Claims e When the budget is entered into the claims system it will be returned in Verified by Claims status which will display a blue icon e Clicking the green icon not shown changes the budget status to Approved Continue Ve ET i Help The Math Budgeted Direct Expenditures Indirect Total Amount The budget calculator provides details such as e The Allocated Budget Amount will be either hard coded if uploaded as shown in the above illustration or there will be an open field for manual entry e Carryover from previous fiscal period if applicable e The Indirect Rate Amount reflects the indirect type determined by OSPI program managers and is based on indirect rates posted annually to iGrants Note There is an open field for taking less than the indirect amount allowed optional This field should be ignored if the organization is taking the entire indirect If taking less than the posted indirect amount they must click Calculate after entering the lesser amount to recalculate the Budgeted Direct Expenditures e The Direct expenditure amount is the amount to be manually entered in the budget matrix fields 14 e Press Continue to display the full budget matrix Note If an error message comes up while working on the budget the error must be corrected before th
11. form package contacts Notes 9 Select organization recipients and click the Add button The selected organizations will appear in the field to the right Select Official Types by checking the box next to the type lt gt To send messages to specific program contacts select the form package name using the Select Specific Form Package Contacts drop down c gt gt gt o gt Select a Form Package Report Tool Group Email From To CC Subject Comments Attachment Click the DoNotReply box to prevent the email from ending up in recipient s junk mail Enter text in Subject and Comments sections Use the Browse button to upload any attachments Click the Send Message button to send the email Clicking the Cancel button will cancel and reset all the fields on the page Group E Mail By District s Select A District s District s Selected Select District Official Types Superintendents Educational Service District 101 Educational Service District 105 Educational Service District 112 Wi _ Fiscal Officers Educational Service District 113 F Grant Administrators Educational Service District 123 North Central Educational Service Grant Writers Northwest Educational Service Dis District Administrators Olympic Educational Service Distri Puget Sound Educational Service Aberdeen School District Select All Deselect All Select All Deselect All
12. Office of Superintendent of Public Instruction iGrants User Training Manual iGrants User Manual OSPI Updated February 13 2015 Contact Us Email iGrants k12 wa us Phone 360 725 4956 Table of Contents General Information Hon Training Manual PUrpOSC ccccccssscccsscccneccenecsesseneuseseuseseeeseeeseeeuseneusens Adjusting Your Browser Settings Jade Exploring the iGrants Home Page I Need To Get User Login Credentials cccccescccesscccsesccsssecssseensesenseseeseeeess OE Waal EEE EEE EEE ease Form Package Processing Pre Launch Process 9 Designing Revising a Form Package rrrrrnnnnnrnnnnnnnrnrnnnnnnnnnnnnnvernnnnnnne Review Process 9 REVIEWING a Form Package cesccccssecccesscccesccceensceceuecessuscesseeeees M T DES Form Package Jr 0 Competitive Grant RFP Process arrarununvnvunsnenvununennunsnennunenennunnnenenne Post Approval Changes Form Package Pages sctesscdnibisacactuoriwueddideasabnusendoddccaneceuancoaribasceusonewsete O Budget REVISIONS cvesisvinvassnasasanacasss neuesspvossnsscsersensssexedeess oeasanebansavessaanas iGrants Features Ege E EE NE EEE PE EE eee Le EEE EE EE ny ll E Sea EIE ETE I EN PEIE pagodas tae seine eens eae Introduction The Office of Superintendent of Public Instruction OSPI uses iGrants an Internet based system to collect data from Washington State school districts for a variety of federal
13. ally you can do it later by clicking the My Saved Reports tab which displays your saved reports Notes Click the report name link to display the report 9 A prompt will ask whether you want to Open or Save the report Open and Save report to desired location in Excel format am Form Package Status Form Package Data My Saved Reports Report Selector My Saved Reports To create a new My Report use the Form Package Tab Edit Columns Remove from List 492 test Edit Columns Remove from List FP 201 test report Edit Columns Remove from List FP 416 test report Edit Columns Remove from List test report 23 5 Clicking the Other Miscellaneous Reports tab lists various predesigned reports Notes 9 Select a report and click the Go button 9 Follow the steps listed above in 3 and 4 to export to Excel O P a a a GE GT GEGEN Help Form Package Status Form Package Data My Saved Reports Other Miscellaneous Reports Report Selector Other Miscellaneous Reports Report Select a Report Select a Report Form Package Budget Codes Form Package Contacts Form Package OSPI Email Alias Transfers Organizations who are using Transfers Transferabilty Transfers REAP Organizations Budget Categories Budgets Required Assurances Protected Prayer SAS Grants Management Report Track Changes Purpose The iGrants track changes feature addresses the need to identi
14. an use the blue Change Request icon or OSPI can use the yellow Unlock Page icon depending on who is initiating the change This is what the district sees s Modified By Modified On Modified By Modified On By Org By Org By OSPI By OSPI Print al Theresa 8 14 2013 Terri 3 27 2014 Laffey 11 02 AM Vatne 4 19 PM dan Modified By Modified On Modified By Modified On ka By Org By Org By OSPI By OSPI Print Print All Theresa 8 14 2013 Terri 37 27 2014 Laffey 11 02 AM Vatne 4 19 PM Note Clicking either icon will bring up an email to send to the other party The form package status will remain Final Approval Issued but Forms Unlocked for Changes will appear on the Form Package Selector page once a page is unlocked 2 When districts have finished making their changes they will click the red Req OSPI Review button to bring up the notification email m m Modified By Modified On Modified By Modified On i By Org By Org By OSPI By OSPI Save Reg OSPI print Print All Theresa 8 14 2013 Terri 3 28 2014 MENE Laffey 11 02 AM Vatne 9 29 AM 3 After reviewing the changes OSPI staff will either send it back for further changes using the Needs More Work icon or mark the page approved a Modified By Modified On Modified By Modified On By Org By Org By OSPI By OSPI Print Print All Terri 3 28 2014 Terri 3 28 2014 Vatne 9 38 AM Vatne 9 40 AM 19 Budget Revisions In most cases budget revisions will be initia
15. and state grant applications competitive grants RFPs and end of year reports Training Manual Purpose This training manual serves as an introduction to the iGrants system Screenshots are provided to illustrate the various iGrants processes OSPI program staff can use this training manual to learn how to operate the iGrants system and generate data exports and reports Adjusting the Browser Settings To ensure that screens and reports display correctly use Internet Explorer IE as your Web browser If necessary you may need to adjust the browser settings for IE by following these steps 1 In the top right hand corner of the browser window click on Tools In the drop down list that displays select Internet Options 2 A window will display with Internet Options On the General tab under the heading Browsing history click the Settings button 3 Another window will display with Temporary Internet Files and History Settings Under the heading Temporary Internet Files select the radio button that says Every time I visit the webpage Click OK 4 This window will close and the Internet Options window will display Click OK again to close this window 5 Your browser settings are now adjusted and will remain the default each time you open the IE browser Exploring the iGrants Home Page I Need To Get User Login Credentials The procedures for gaining access to iGrants are as follows School Districts All users mu
16. e system will allow the user to continue If the user exits the budget before satisfying the error message changes will not be saved 5 Clicking the Approval tab displays the approval options Click the Go button to bring up the appropriate email to send to the organization This email will be recorded in Notes 6 Clicking on tab displays generated emails Notes Approval Options Ehin G set Status Back To Under OSPI Review go Issue Unfunded Competitive Grant Notification Email go Issue Pending Approwal Email go Issue Needs More Work Notification Email go Issue Hold on Funds Until Corrective Actions Resolved Notification Email go Issue Final Approval Notification Email the Notes system 9 By default only the most recent email displays initially To display the entire list of system generated emails click on the Show All button The Show All button changes to Collapse and toggles between the two functions 9 To manually add a note type a note in the field provided then click on the Add button Your name and current date will be recorded to the left of your message but the message will not go anywhere Someone would have to go to Notes to see It ex Edit Scott 3 18 2014 Black Form Package Milestone set to Under OSPI Review 15 Delete Budget Processing for Non Profit Organizations NPOs If you have an organization usually a non profit organization NPO
17. ears e Clicking a Funding Type link on the Allocation Amounts page displays allocation amounts for various form packages Click on the headers to sort the display Note Only uploaded allocations will appear on this list Form packages that have an open field in the budget calculator where organizations enter the allocation themselves will not appear on this list e Click the Print icon to open the page in print view e Click the Back button to return to the Allocations Amounts page Indirect Rates Clicking the Indirect Rates link on the iGrants home page displays a page which describes the purpose of the indirect rate e Use the Select a Fiscal Year drop down to select previous fiscal periods e Clicking the Go button on the Indirect Rates page displays the indirect rate types and amounts posted for districts in the selected fiscal year e Click the Print icon to open the page in print view e Click the Back button to return to the iGrants home page Carryover Clicking the Carryover link on iGrants home page displays the Carryover Amounts page e Select a Fiscal Year from the drop down e Select a Funding Type by clicking on the Federal Grants State Grants or Other Grants link e Clicking the funding type link on the carryover amounts page displays the appropriate carryover amounts for all organizations by form package for the selected fiscal year e Click the Print icon to print the page e Click the Back button t
18. fy changes to a form package after it was copied from the prior fiscal period or OSPI has returned it to an applicant organization for needed changes How It Works When pre determined milestones occur e g Needs More Work during initial review or Unlock Page for post approval changes a snapshot is taken of the values on each page where the milestone occurs If a change is made to a value on a page with such a snapshot a banner will display at the top of the page and a message or button will appear directly below each changed value For example when form package data is copied over from a previous fiscal period snapshots are taken of every page in the form package Any changes made prior to submission will be displayed as explained in the examples below When a change is made on a page which has a snapshot a banner displays at the top of the page Clicking on the blue circle will provide further details about the change 24 In general a button or message appears directly below each changed value The following examples explain what to expect for each type of data field Numerical Field A Mew Changes _ toggle button appears Clicking the View Changes _ button will open a box displaying the field with deleted and added numbers highlighted Deleted number is highlighted in red Added number is highlighted in green Example Female Male After reviewing the changes clicking on Hide Changes _ button will c
19. ication Budget Approval I Notes Approval Options Egin go Set Status Back To Under OSPI Review Issue Pending Approval Email Issue Needs More Work Notification Email Issue Hold on Funds Until Corrective Actions Resolved Notification Email 0000 Issue Final Approwal Notification Email Notice that the Final Approval email also serves as the district s grant award From Title II Part A Teacher amp Principal Training amp Recruiting Fund dl title2qualiry ki2 wa us E Use DoNotReply ki2iwa us Only use this if you are experiencing problems receiving e mails To Theresa Laffey laffey theresa yakimaschools org cc Fiscal Officer Ana Orozco rozco ana yakimaschooels org Fiscal Officer Alternate Becky Nissen nissen becky yakimaschools org Grant Administrator york kelli yakimaschools org york kelli yakimaschools org Terri Vatne terri vatne k12 wa us Subject Form Package Title II Part A Teacher amp Principal Training amp Recruiting Fund 239 13 14 has been Approved for Yakima School District Message Organization Yakima School District County Yakima GRANT AWARD NOTIFICATION applicable only in form packages requiring budget submissions Organization must keep any supporting documentation on file This grant award is made for activities described in the approved iGrants form package in the amount shown below Funding details a
20. in a separate email noting the form package number in the subject line We keep all correspondence for form packages in individual folders Highlight changes We prefer that you DO NOT USE TRACK CHANGES Make the changes as you would like them to appear in final form and highlight those changes e Ifthe change is simply adding a punctuation mark highlight words before and after so we won t miss the change e If you are deleting an entire section use strike out then highlight the new section e If you are making significant changes to your form package e g you are reformatting entire pages or adding deleting whole pages feel free to create a new Word doc that reflects all format changes Highlight the whole page if it s radically different from before Submit in final form with changes clearly indicated Pre populated Data Fields The survey will ask if you want iGrants to pre populate form package data from the previous year e All data fields that were retained and used for the current year can be pre populated All newly created fields will display empty e iGrants can pre populate 1 all data fields or 2 just the large narrative text fields whichever best suits your needs e iGrants will automatically copy form package contacts from the previous year unless the form package is either competitive or new Note iGrants cannot pre populate some pages and not others Secure Director s Approval Director s
21. inal approval is issued 9 You can send an email to form package contacts by clicking on the Email button and selecting the person s you want to email These emails will be recorded in the Notes section 9 The alert note about contact information being copied over from the previous fiscal period appears on all form packages however new and or competitive form packages will display blank fields initially Please verify for accuracy 1 Contact information copied over from previous fiscal period Main Contact Title Title 1 LAP Director First Name Jim Last Name Sawin Email jsawin asdS org Email Confirm Email jsawin asd5 org Send an email to organization contact s jsawin asd5 org topstad asd5 org Subject Alternate First Nz Email topstad asds org Confirm Email topstad asdS org Phone 360 538 2006 Email dbergen asd5 org Email Confirm Email dbergen asd5S org Phone 360 538 2235 OSPI Contacts 12 3 Clicking the Application RFP Report tab depending on the form package type displays the form package pages Click the appropriate icon to change each page status Notes 9 Select a page and click Next or use the drop down list to navigate between pages 0 Before a form package page is approved the header bar below the page drop down displays the Save Completed OSPI Review Needs Work Approved and Approve All icons 9 Click the
22. ing a Previous Form Package If you choose to move a form package from a previous year to the new fiscal period the following documents must be submitted with updates If there will be no changes the documents must still be submitted with a note to that effect e Profile page new survey required each year e Instructions e Form package pages Profile Page Form package details some of which appear on the profile page are collected through the SurveyGizmo at http www surveygizmo com s3 908262 iGrants Form Package Detail TIP Have your previous profile page handy when you begin the Form Package Detail form to ensure you have the details necessary to complete the online questionnaire Instructions Revisions necessary only if using custom instructions If using generic instructions just let iGrants know The fiscal period will change automatically on generic instructions Form Package Pages After logging into iGrants use the following link to access your current form package profile page and instructions https eds ospi k12 wa us iGrants WebPages GrantWriter aspx Copy the online documents to a Word document where you can make revisions using the procedures described below TIP Change the margins on the Word document to narrow to avoid cutting off the right hand margin Hand written changes will not be accepted All revised documents must be submitted electronically to iGrants k12 wa us Send each form package
23. kage Data tab displays the report selector page with the ability to select individual data fields to be displayed on the report Notes 9 Select the form package by using the drop down 9 Select form package page 9 Select the fields that you want to display in the report by checking the boxes next to the field name Click the Save Report to My Reports checkbox to select the data elements to be displayed on the report You can only select data from one page per report Enter the report name and click Save Click the Go button to view the report Click the Export to Excel button to export the report in Excel format 1 LT qe pe T Help Form Package Status Form Package Data My Saved Reports Other Miscellaneous Reports Form nd aT kap a Chee aie P rkage 201 Title I Part A Improving Basic Programs enden Page 5 Allocation Set Asides Page Number 6 any Save The more data that is expected to return the longer the report will take to generate Report If the desired report is expected to be lengthy and it is not necessary to return every column in the report check To My the Save Check box to the left select the desired columns and click on the Save button instead of the Export to Reports Excel button This will shorten the time to generate the report My Report Name Select All Select None Save Allocation equitable share of set asides 4 If you don t want to Export to Excel initi
24. o return to the Carryover Amounts page Resources The Resources section of the iGrants home page displays links to the following 0 Assurances 9 General Resource Information Assurances Clicking the Assurances link displays a page which describes the purpose of assurances and gives a list of form package assurances e Use the drop down list to view previous fiscal periods e Click any of the program links to display the assurances for that program e Click the Print icon to open the page in print view e Click the Back button to return to the iGrants home page General Resource Information The General Resource Information link displays informational links about the following e ESEA e Transferability and REAP Flexibility Guidance e Comparability e Dollar Flow Federal e Dollar Flow State e Faith Based e SAS Timeline Customer Service e Clicking the Contact Us with Technical Issues link displays the following technical support contact information Please contact DISTRICT SECURITY MANAGER The Obtain User Login Credentials link on the iGrants home page takes you to a page that includes a link which lists district security managers CUSTOMER SUPPORT 800 725 4311 option 1 or 360 725 4983 customersupport k12 wa us OSPI PROGRAM CONTACTS See form package Profile Page for individual program contact information OSPI IGRANTS STAFF Terri Vatne Jan Burt 360 725 6423 iGrants k12
25. ollapse the track changes display Text Box A View Changes __ toggle button appears Clicking the View Changes _ button will open a box displaying the text with deleted and added text highlighted Deleted text is highlighted in red Added text is highlighted in green Example There are presently currently 227 8th grade students at XYZ Junior High After reviewing the changes click the Hide Changes _ button to collapse the track changes display Radio Button A message appears indicating the former response Example Have 50 percent of your teachers been trained yes No 25 Drop Down A message appears indicating the former response Example Yes Changed from Yes Check Box The message Changed appears meaning if it s checked now it wasn t before and vice versa Example M Changed New Section Added The message Section Added appears The added section is highlighted in green New Section Deleted The Show Deleted Section toggle button appears Clicking the Show Deleted Section button will display the deleted section highlighted in red The button changes to Hide Deleted Section Snapshots Deleted Event An OSPI Program Manager Approves a page Track Changes Response The snapshot of the page is deleted if a snapshot existed All track changes buttons and banners disappear Note Track changes buttons and banners will not show up on a printed copy
26. re specified in the iGrants budget s The project must be conducted in accordance with the activities described in the approwed iGrants application and within the applicable regulations of the program Obligations of the various funds cannot be made prior to the beginning date or after the ending date shown below If you have any questions please contact the OSPI program office responsible for this form package Thank you for your submission Grant Award Details Award Date 03 28 2014 Form Package 239 Title II Part 4 Teacher amp Principal Training amp Recruiting Fund Grant Award No 523254 Beginning 7 1 2013 and Ending 8 21 2014 Grant Amount Final Approval 2013 14 Funding Original 0523254 883 194 CFDA No 84 367 Program No 52 Revenue No 6152 17 Competitive Grant RFP Process Designing the Competitive Grant Application When you set up your competitive grant application consider the following options e Hide or display budget initially e Upload allocations or leave open field in budget calculator for organization to insert allocation e Lock form package at due date time strongly recommended Review Process After the due date review the applications and determine which ones will be funded e Selected for Funding upload allocations option Send an Excel spreadsheet to iGrants k12 wa us with the following information prior to notifying the awardees Form Pkg Organization Code Organization Name
27. st contact their district security manager A list of district security managers is located on the iGrants home page under the Obtain User Login Credentials link 9 All other organizations listed below Contact OSPI Customer Support by calling 800 725 4311 Option 1 or by emailing CustomerSupport k12 wa us e Educational Service Districts e Non Profit Organizations e Colleges and Universities e OSPI Program Staff After obtaining iGrants permissions from Customer Support contact iGrants for access to specific form packages Login to iGrants All Users 1 From the EDS Login screen type your Username your email address and Password and click Login The EDS home page opens The URL is https eds ospi k12 wa us Login aspx OSPI Office of Superintendent of Public instruction Please type your username and password to login Username Password Forgot your password gt gt 2 From the EDS home screen click on the View my applications link GALVE Otfice of Superintendent of Public instruction fy Applications My Profile Print Friendly dad Logout gt This section allows you to manage your account information What would you like to do e View my applications e View my application permissions e Edit my personal information e Change password 3 From the My Applications screen click on the link to iGrants Note Each user s My Application List will contain different links If
28. ted by the district or other outside organization though the system will allow OSPI program staff to create them as well The steps below describe the process followed to create a budget revision and steps to finalize District Steps 1 oe Se oS va Click on the last budget that was approved Click on the Create Revision icon This will take you to the budget calculator Click Continue to access a copy of the existing budget Manually shift dollar amounts to the desired objects and activities Save this step calculates the budget matrix Mark the budget complete to display the check mark in the budget tab Click the red Request OSPI Review icon and send the email to notify OSPI OSPI Steps al ll vs OSPI program staff now click on the OSPI Review icon to put budget in review status If approvable OSPI program staff Export the budget to claims Claims returns the budget as Verified by Claims OSPI program staff Approve the budget revision setting the stage for another budget revision if necessary in the future Note If an error message comes up while working on the budget the error must be corrected before the system will allow the user to continue If the user exits the budget before satisfying the error message changes will not be saved 20 iGrants Features Group Email You can use the group email notification to inform district and or ESD officials of a new form package and to communicate with their specific
29. wa us OSPI GRANTS MANAGEMENT CLAIMS Holly Hill 360 725 6281 holly hill k12 wa us Michelle Sartain 360 725 6282 michelle sartain k12 wa us When you need help with District personnel only Setting up new accounts iGrants access login issues Changing EDS role assignments Technical assistance with computer issues All other organizations including ESDs non profits colleges universities and OSPI staff Resolving login issues Creating new EDS accounts Changing EDS role assignments Accessing other EDS applications Program related questions regarding Application content Timelines deadlines Budgets Guidance on appropriate use of funds Technical issues e g Data isn t saving A calculation isn t working correctly Trouble submitting a form package A form package is not visible on list All claims related questions Note Even though the budget is created in iGrants claims is a separate EDS system managed by grants management staff not iGrants Form Package Processing Designing Revising a Form Package Designing a New Form Package If you are designing a new form package you will need to provide iGrants the following documents e Profile page e Instructions e Form package pages Follow the instructions for each document as described in the Revising a Previous Form Package section immediately following ignoring references to copying from the previous fiscal period Revis
30. yours does not display the iGrants link contact Customer Support at 360 725 4983 Roles i i i enn My Application List Directory ERS gt EDS You have access to the applications listed below Click on the application you want to access Directory PN O l gt Security If you need access to more applications please contact your District Security Manager Manager List Application Education Data System Electronic Certification Events Manager NBPTS Scholarshi 4 Clicking iGrants on the My Application page displays the iGrants home page screen Click on Login to iGrants to enter the iGrants system If you have already logged into the EDS system you are not required to login again but you must click on the link to obtain access I Need To Grant O o e Login To iGrants All Organization Users and OSPI Staff Obtain user Login Credentials e Get My Questions Answered e Geta list of form package contacts User Manual Message Center Topics Resources Customer Service e Message Center 3 New e Inventory of Form Packages e Assurances e Contact Us with Technical Issues e Allocations e General Resource Information e Indirect Rates e Carryover Message Center The Message Center link on the iGrants home page displays notification messages regarding form packages that are active in the iGrants system Click on the appropriate link New Current or Archived to see the Date 3 31 14 oe
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