HQ GeMS Applicant User Manual
Contents
1. The page you see should look like the image shown below i System Login Login Welcome to the Grants eManagement System OE GeMS for Susan G Komen Forgot Password GeMS allows you to apply online for available Komen community grants in your area B lf you would like to Search for information on a Susan G Komen Affiliate in your area please visit Kommen OI Ifyou are already a registered user in the system please use the login box in the top right hand corner of the page Ifyou are a new user please register now Please note that each Monday morning Komen IT performs maintenance updates and improvements to GeMS between the hours of 7a m and 10a m CST so you may experience some disruptions during this time ry Poly and Legal Powered by IntelliGrants Copyright 2000 2015 Agate Software Inc Updated 8 14 2015 4 Susan G Komen GeMS Affiliate Applicant User Guide GeMS System Requirements GeMS is designed for use by the vast majority of computer users and should require little or no changes to their 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 It has not been tested and is not supported on other operating systems such as Linux and Unix Users accessing GeMS from a Macintosh environment are required to have MacOS2. e susan G komen f Grants eManagement System GeMS Affiliate Applicant User Guide Version 2 0 Susan G Komen GeMS Affiliate Applicant User Guide Table of Contents GeMS Login and Registration iii ese ease ea kk eee K k EES 4 GEMS System ReguremeNlS E 5 Accessing GEMS a a x www eea mnmzgzziiymmmm 6 Geo USEF Ee 6 Creating a New ACCOUNT encens EKE KK KK EE 7 Milla at CE mm mmm sB ep zz zpzzmzmmnm 12 Joer OI LE 14 EES Ee GC 15 Aumale EMA INOUMCAUO WS sl E a ele ou oo 16 RIHANNA Eelere a E A A ee non 16 Accessing an Application in Progress 18 TECG ee lege DE 19 View Edit and Complete Forme 20 ele e 21 Access Management Tools 21 Examine E E s _ ooxogg xxxMypyPX2 2PK2P5QP5pP2p9pK2KxKxpKXKXKP55Q p Qopp9 9p9ppxg9pwnxa 22 eieiei n un el Eden de tbe es de te le si 22 Forms Navigati n A ae ea ed a a ot wha BADA nA e 22 OS l o Ne le r 23 Te AUC Q lC Ul lO aan de a be Ian y te E 24 EOM D E 25 DIOGO GE 25 POV OLGI E 26 CO aa TEEN 26 EE 26 Updated 8 14 2015 2 Susan G Komen GeMS Affiliate Applicant User Guide A elle e SOISSONS EE E MM 5 2 n e vJWJ amp mZ 27 DS OOH PAS E 29 Updated 8 14 2015 3 Susan G Komen GeMS Affiliate Applicant User Guide GeMS Login and Registration To access Grants eManagement System GeMS type https affillategrants komen org into the address bar of your web browser and hit Enter
3. Click the Apply Now button for the appropriate granting opportunity My Home My CG Applications My SG Applications My CG Reports My SG Reports My Legacy Grants My Acmuresiralon My Onganizabonis My Profle Logout Back My Opportunities Toapply for an fem ister below Select the Apply Now button below each desc H CG Application 2016 C4100 for KOALA Project Affiliate s Name will be here CG Application Availability Dates CG Application Period CG Application Due Date Description RFA CGA 2016 KOMEN CA TIL sf 3 confirmation page will appear By clicking the I Agree button you will initiate a new application An application will be created and you will be taken to the CG Application Menu where you can begin filling out the various sections of the application Agreement Please make a selection below to continue Powered by IntelliGrants Copyright 2000 2010 Agate Software Inc Updated 8 14 2015 17 Susan G Komen GeMS Affiliate Applicant User Guide Accessing an Application in Progress lf the Project Director is initiating the application saves work and then logs out of GeMS and then wants to return to the application or if other users want to access the application they must select the My CG Applications tab to view edit complete applications already in progress 1 User selects My CG Applications My Ho d My CG Applications D SG Applications My Confl
4. e The Project Director must be the first individual at your organization to register e The Authorized Signer must register and be validated approved by the Project Director prior to the creation of the organization s first application Updated 8 14 2015 6 Susan G Komen GeMS Affiliate Applicant User Guide Creating a New Account 1 From the GeMS homepage click the register now link located towards the bottom of the homepage Welcome to the Grants eManagement System GeMS for Susan G Komen GektS abows you to apply online for available Komen community grants in your area ou would like to search for formation ona Susan G Komen Affate in your area please viet ken Grey ii you are already a registered user m the system please use the login box in the top right hand comera ha page Fyou are Anew LISEF please register nca ir Please note thal each Monday moming Komen IT performs manera e updates and improvements to GeMS between the hours of fam and 10am CST sn you may expenence some disruptions during thes time Fey Pokey and Legal wered biy pre aa Copyright 2000 2016 Agate Software ine 2 Complete the Registration form in its entirety 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 a Fill in all information as required All items m
5. 7 5 or higher Windows users are required to have an operating system that is Windows XP or higher 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 Windows 8 only from the Windows 8 start screen select the Desktop From the Desktop launch Internet Explorer 10 Press the Alt key on your keyboard to bring up the top menu Go to Tools Compatibility View settings Add hitps affillategrants komen org to the Compatibility View websites or Select Display all websites in Compatibility View Enabling the compatibility mode using either option in step 5 will affect all GEMS websites pages ae Se GeMS has a combination of both Microsoft MS Word and PDF doc
6. GeMS Affiliate Applicant User Guide Page Error s Your account has not yet been validated You will receive an email notification when your registration has been submitted for approval and when access has been granted you will receive an email message confirming your account has been validated Project Directors will be approved validated by an Affiliate representative and all other users will be approved validated by the organization s Project Director Validating Users In order for all users within an organization to be approved validated the Project Director must follow the steps listed below 1 The Project Director will receive an email when a user within their organization has registered and needs to be validated 2 The Project Director logs in to GeMS and will select the My Administration tab at the top of the User Homepage eeu gt My CG Applications My SG Applications gt My CG Reports My SG Reports gt My Legacy Grants My Administration MyOrganizaton s MyProfile Logout instructions rto Welcome Betty Select the SHOW HELP button above for detailed instructions pn the following A Change My Picture gt Using System Messages Er gt Understanding your Tasks Managing your awarded grar t Hello Betty please choose an option below View Available Proposals To Approve Validate within ou have 2 My Opportunities available Your Organization for the Select the View Opportunities Sutton b
7. Hello Cody please choose an option below View Available Proposals You have 1 My Opportunities available Select the View Opportunites button below to see what is available to your organizatio NOTE Use this option to initiate new proposals only To edit applications already in eege DE select the My OG Applications tab above My Inbox You have 3 new messages Select the Open My Inbox button below to open your system message inbox 2 Select the grant you would like to submit in your task list 3 Click View Status Options to see the possible statuses Change the Status select the View Status Options button below to perform actions such as submitting applications or request modifications Updated 8 14 2015 27 Susan G Komen GeMS Affiliate Applicant User Guide 4 Click Apply Status under the appropriate status Possible APPLICATION CANCELLED If any errors exist on any of the application s forms when the Project Director attempts to change the status to Authorized Signature Required or the Authorized Signer attempts to submit they will receive an error message directing them to the form s with errors All errors must be fixed before GeMS will allow an application to be submitted If no errors exist the grantee will be prompted to confirm his or her submission You can check for errors at any time using the Global Errors link Global Errors Document Information CGA 2011 KOMEN
8. Menu Document Information CGA 2011 KOMEN_ TX100 KOMEN TX100 Test Org 1 00036 iy Details Period Date Info Document Type Organization Current Status ceran xu pi g e 5 Date Due 02 01 2011 WA CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress NIA View Edit and Complete Forms Select the View Forms button below to view edit and complete forms Change the Status Select the View Status Options button below to perform actions such as submitting applications or request modifications Access Management Tools Select the View Management Tools button below to perform actions such as adding people to this document or viewing the document history Examine Related Items Select the View Related Items button below to view see related items such as claims messages etc Updated 8 14 2015 19 Susan G Komen GeMS Affiliate Applicant User Guide View Edit and Complete Forms The Forms contains all of the forms associated with your application To view the application forms simply click the View Forms button and then click on the name of the form you wish to view View Edit and Complete Forms Select the View Forms button below to view edit and complete forms Note Created By Last Modified By CG Application RFA Pro ject Profile Organization Summary Project Abstract Project Narrative Project Target Demographics Key Personnel Project Work Plan Goal
9. Minimize Eliminate Barriers PROJECT WORK PLAN OBJECTIVES When additional pages have been created a number in parentheses will appear after the form name to indicate the number of pages connected with the particular link MultiPage forms will not display a Created By or Last Modified By name date FE Project Work Plan Objectives 5 an E Project Work Plan Summary Automatic Calculations When possible GeMS will automatically calculate totals for you Click the Save button to perform calculations calculations will not occur until the Save button is selected Please refer to the example below for details Name of Consultant Agency Affiliation if Applicable Hourly Rate of Hours Total Joe Smith Test Affiliate 25 40 John Doe Test Affiliate 30 35 Amy Joe Test Affiliate 40 31 Hame of Consultant Agency Affiliation if Applicable Hourly Rate of Hours Total Joe Smith Test Affiliate p25 40 1 000 John Doe Test Affiliate 30 35 1 050 Amy Joe Test Affiliate 640 31 1 240 The Budget Summary page is another example of automatic calculations When the Budget Summary is opened the system will take the values you have entered in the Budget pages and display the information in the Budget Summary Updated 8 14 2015 24 Susan G Komen GeMS Affiliate Applicant User Guide From Other Sources Requested from Komen Cash In Kind Total Required Salaries and Fringe 11 075 11 075 Consultant Costs 3
10. of your application You may either use the Back link at the top of any page within the application the breadcrumb links after You are here or the links listed in the Navigation Links section at the bottom of the page The image shown below is the Back link with the You are here breadcrumb trail below it These two tools will be commonly used when navigating through the various pages of your application Document Information CGA 2011 KOMEN _TX100 KOMEN TA100 Test Org 1 00036 Details By clicking the Back button you will be taken back to the Forms Menu and you can click on the next page you wish to complete You do not have to complete the pages of the application in any particular order Updated 8 14 2015 22 Susan G Komen GeMS Affiliate Applicant User Guide To access the form simply click on the page names below After clicking on a specific page name you can access the remaining pages by scrolling to Navigation Links at the bottom of the page Status Page Name Hote Created By Last Modified By CG Application RFA Project Profile Organization Summary Project Abstract Project Narrative Project Target Demographics Key Personnel Project Work Plan Goats Project Work Plan Objectives Project Work Plan Summary Salaries Cansultants Supplies Trawel Patent Care Sub Contracts Other indirect DppppppDpDnpppGpppGpG Ge Project Budget Summan Forms Completion When
11. the status of the application is Application Submitted no changes to the application can be made Therefore the Save button will not appear e lf the Save button is present save often for good measure If you do not hit Save and you navigate away from the screen your data will be lost e f you scroll over the first aid kits help content will be available for that specific question e The system will log out after 45 minutes with no activity If the system logs out automatically the last data entered will not be saved if the save button was not selected prior to the log out e f you copy and paste text from Word you must hit the backspace button within the text field for the character count to be shown e The Project Work Plan Summary is a report of the goal and all objectives entered on the Project Work Plan pages e Print versions of the blank application and completed application are available within the Access Management Tools section of the application menu Updated 8 14 2015 29
12. 290 3 290 Supplies 0 50 Travel 9 000 29 200 Patient Care Costs Screening 735 735 Diagnostics 15 812 15 812 Treatment 1 558 1 558 Transportation 113 113 Subcontracts 6 715 6 715 Other 2 500 2 500 Subtotal Direct Costs 46 798 i i 46 998 Indirect Costs 30 EA Total 46 798 46 998 Error Messages If any required field is not completed within an application form or there are business rules violated an error message will be displayed in red across the top of the page immediately after the Save button is clicked During form completion it is not necessary to correct errors right away You may return to the form at a later time and fix errors If for some reason any errors remain when you attempt to submit the application you will receive an error message The GeMS system will require the errors be fixed before the application submission can be completed See the example below Page Error s Please enter the Project Title Uploads amp Attachments For some pages form fields are not enough to capture the type of information that may be required In those situations a file upload field may be provided to allow you to upload a file instead Files of the following types are allowed as uploads bmp doc docx gif jog pdf png opt tif txt wod xls and xlsx To upload a file click the Browse button Uploads should be 15 megabytes or less Browse to the folder that contains the file
13. My G Reports My Administration My Organization s MyProfile Logout Instructions Qe Welcome Ski Select the SHOW HELP button above for detailed instructions on the following ee gt Applying for an Opportunity Z Change My Picture gt Using System Messages Understanding your Tasks Managing your awarded grant Hello Ski please choose an option below View Available Proposals You have 2 My Opportunities available Select the View Opportunities button below to see what is available to your organization NOTE Use this option to initiate new proposals only To edit applications already in progress select the My CG Applications tab above My Inbox You have 16 new messages Select the Open My Inbox button below to open your system message inbox My Tasks You have 1 new tasks You have 0 tasks that are critical Select the Open My Tasks button below to view your active tasks User Tabs e My Home Brings the user back to their homepage e My CG Applications Access to all community grant applications already in progress e My SG Applications Access to all small grant applications already in progress e My CG Reports Access to all community grant progress and final reports already in progress My SG Reports Access to all small grant final reports already in progress e My Administration Administrator functions user approval this tab will only appear for authorized users e My Organi
14. TX100 KOMEN TA100 Test Org 1 00036 e Details Info Document Type Organization Current Status CG Application KOMEN _TX100 Test Org 1 Project Director Application In Progress Qi You must provide written justification for all items requested Consultants CH You must complete this page Key Personnel CH You must provide written justification for all items requested Other 5 Authorized Signer logs in to GeMS and clicks Open My Tasks Updated 8 14 2015 28 Susan G Komen GeMS Affiliate Applicant User Guide 6 Select the grant you would like to submit in your task list 7 Click View Status Options to see the possible statuses Change the Status select the View Status Options button below to perform actions such as submitting applications or request modifications 8 Click Apply Status for Application Submitted Helpful Hints e When completing the application within GeMS please review the Request for Applications and additional support tools provided by the local Affiliate for details on each application page and submission requirements e Before you start typing on any page in GeMS make sure a Save button is located in the upper right hand corner If you do not see a Save button then any additions or edits made will be lost The presence of the Save button on an application page is dependent upon the status of the application and or the role of the user For example if
15. arked with an are required to create your account b If a question has a pink GO button next to it when completing a question you MUST select the GO button and wait approximately 5 seconds before advancing to the next question c Always select either applicant or grantee in the What is your position at your Affiliate question Updated 8 14 2015 7 Susan G Komen GeMS Affiliate Applicant User Guide Registration Please complete ali required fields below Once pou have completed the fields please select ihe save bulon to complete your regestration lf there is pink Go bution head to a drop down bet you must dick the Go bution before moving io the nest question Onca you have registered you will receive a message al the top of the registration page letting you know thal your registration is complete and you will receive an email infoerming you that your registration is complete You will not be able to log into tie system until you are approved Once you are approved you will recebve an email informing you Hat you have access fo the system emai r u Phone What is your position at your Affliate ei SR Se CS m 4 JF Ct a T Registration Please complete all required fields below Once you have completed the fields please select the save button to complete your registration lf tera is a pink Go buton next to a drop down l t you must dick the Go button betore moving to he ne
16. eMS prior to making your selection in the Organization field 3 If your organization does not appear in the Organization dropdown list and you select Other in the drop down list you will be required to complete the Organization Registration section during your registration All fields must be completed on the following form if you choose Other Updated 8 14 2015 10 Susan G Komen GeMS Affiliate Applicant User Guide Organization Do you have a Federal Tax ID Number Yes O Ne Federal Tax ID Ir Non profit Documentation b e 4 Click Save in the upper right hand corner to save the data How Once you have completed the fields please select the save button to complete your registration lf there is a pink Go button EK the Go button before moving to the next question Once you have registered you will recewve a message at the top of the at your registration is complete and you will receive an email informing you that your registration is complete You will not be able to oved Once you are approved you will receive an email informing you that you have access to the system Prefix First Middle Last SUTFIX Komen Headquarters Vi Cer Having saved your contact information your account must then be approved before you can access the system If you attempt to access the system prior to getting approved validated you will receive the following message Updated 8 14 2015 11 Susan G Komen
17. elow to see what is available to your o following Roles NOTE Use this option to initiate new proposals only To edit applications aire Authorized Signer Writer Viewer My Inbox B ou have 2new messages Go to My Administration Select the Open My Inbox button below to open your system message indDox Updated 8 14 2015 12 Susan G Komen GeMS Affiliate Applicant User Guide 3 Select the User Approval for Project Directors link within the My Administration section My Administration Select a link below to perform the action Organization Person Administration GES ZK ER eee ZE GE BETEN ER Click on the link User Approval fi User Apcroval for Project Directors lt for Project Directors 4 Once on the Komen Project Director User Approval Page enter the new registrants name in the search criteria You could also search the system for new users in the User Type field to perform a broader search Komen Project Director User Approval This page will allow administrative users to approve one or more users Search Criteria Name T gamization y Organization State e User Type menne Updated 8 14 2015 13 Susan G Komen GeMS Affiliate Applicant User Guide To approve the user select the record and click the button Jan Approve User T Type P Assign person s organization to Organization Identifier Leave blank if organization exists Set person s ro
18. filling out an application form it is suggested you first complete all of those fields for which you have information Not everyone in each organization will have all of the information necessary to complete each form Complete as much of it as you can and then click the Save button Fields followed by red asterisks are required fields Helpful Hint Please refer to the Affiliate s Request for Applications RFA for specific information related to the various forms and required information associated with the Grant Application In the creation of some forms the Add button is used to create additional fields so the applicant can list each item that falls under a particular category Project Work Plan Objectives for example will typically consist of more than one item Any form that has an Add button allows you to have multiple instances of that particular form The following picture shows the available Add button on a page where multiple pages can be created Updated 8 14 2015 23 Susan G Komen GeMS Affiliate Applicant User Guide When multiple pages have been created for a particular form you can choose between them A dropdown menu will appear on the far right of the button toolbar Select the item and hit the Go button and it will take you to that item s page Document Information CGA 2015 DC100 Kore33 00017 Details You are here gt CG Application Menu gt Forms Menu gt Application
19. g all administrative functions available such as application creation and completion There can only be one Project Director per project application Authorized Signer The role of Authorized Signer should be assigned to the individual s at your organization that has the authority to sign legal documents on behalf of the organization This individual is responsible for electronically signing the application before submission and the grant contract if the organization is awarded funds There can be more than one Authorized Signer per organization If an Authorized Signer is sometimes unavailable it may be wise to have an additional individual with the role of Authorized Signer to serve as a backup during critical times e application submission Viewer The role of viewer should be assigned to any individual at your organization who needs access to view the organization s information but does not need the functionality to save add edit or change anything within the organization s information There can be multiple Viewers per organization Writer The role of writer should be assigned to any individual who needs access to an organization s application process to help complete the application but does not have the authority to complete the submission process This individual cannot change the status of an application and will not have administrative function availability There can be multiple Writers per organization Helpful Hint
20. icts of Interest My CG Reports My S Reports My Legacy Grants My Reports My Administration My Organization s MyProfile Logout Back KOMEN Document Tab Search CG Applications Document Tab Search For more detailed instructions select the Show Help button CG Application Types CG Application Name Person Status Organization Year Export Results to Screen e Results Per Page 20 Sort By SELECT ASCENDING 2 Search for the application via the various fields We suggest using the Status field and selecting CG Application Application in Progress from the dropdown list and then for Year entering the grant year 3 Click the Execute button towards the upper right corner of the page 4 Select the Name of the grant you would like to access for viewing editing completion from the Results section Updated 8 14 2015 18 Susan G Komen GeMS Affiliate Applicant User Guide The CG Application Menu The CG Application Menu is divided into various sections to help organize the application tasks and information These sections are displayed and described below Helpful Hint The CG Application Menu allows you to access e All sections of the application including project plan and budget summary e Status change options The CG Application Menu is home base for the majority of forms and pages you will need to complete the Grant Application CG Application
21. istration section during your registration egistration Please compete all required fields below Once you have completed the fields please select the save button to complete your registration if there is a pink Go button ewl to a drop down list you must click the Go Button before moving to the next question Once you have registered you will receive a message at the tcp cf the egistration page letting you know that your registration is complete and you will receive an email informing you that your registration is complete You will not be able to og Into the system url you are approved Once you are approved you will receive an email informing you that you have access to the system Prefix First T Select Organization Name and hat is your position at your Affiliate Applicant Click GO Affiliate State Texas r Ewa Komen Headquarters Other Komen Headquarters Texas Tech Unversity Health Sciences Center firm Password weran by IntetiSranis Cony nght 2000 2015 Agate Software li g The Username field must consist of all letters and numbers minimum length 5 characters maximum length 20 characters h The Password field must consist of all letters and numbers minimum length 7 characters maximum length 20 characters i The fields Password and Confirm Password must be the same Helpful Hint Please confirm with your Project Director the correct name of your organization as it is listed in G
22. larger organization briefly explain the mission of the larger entity and your relationship to it Provide a brief description of the organization s history lf your program is part of a larger Note If character count has exceeded the allowed length do not exit the document until you have edited it down to the allowed character limit otherwise all entered data will be lost Updated 8 14 2015 26 Susan G Komen GeMS Affiliate Applicant User Guide Application Submission The Project Director must change the status of the application to Authorized Signature Required to begin the application submission process Only the Project Director can complete this status change After the Project Director has changed the Application status the Authorized Signer must finalize the submission by changing the status to Application Submitted Only the Authorized Signer can complete this status change Once an application is submitted it will enter into a read only status and cannot be changed 1 Project Director logs in and clicks Open My Tasks My Home My CG Applicatons e MY SG Applications My Acdiministration My Organization ts My Profile Logout NAVE instructions elcome Cody Select the SHOW HELP SEH above for detailed instructions on the following Project Director gt Applying for an Opportunity Change My Picture Using System k o Xe HISK Understanding your Tasks Managing your awarded eeneg
23. le to Active Date 8 13 2015 Ten DE Date Global Race for the Cure Authorized Signer Search Results Export Results to Sort By New Organization Requested Organization Contact info Phones Joe Jane HO002 test org 1236544 Street Phone 1 1236547896 UserName janedoet Title Authorized Signer Dallas TX 123654789 Email maurametcalfkelly yahoo com County Rusk County Date Requested 10 13 2014 5 Select the checkbox next to the user s name in the Search Results section 6 Select Approval Type to Approve User or Deny 7 Assign the person s organization to the exact same organization listed as the Project Director s 8 Select a role for the user Authorized Signer Writer or Viewer 9 The current date will appear in the Active Date field You do not have to enter anything into the Inactive Date field unless there is a date you would like the user s access to be inactivated 10 Select the Approve Selected User button to complete the user s approval validation 11 The new user will receive an email notification when they have been approved and can now access GeMS User Homepage When a user logs into GeMS they will land on the User Homepage The content of the page and links across the top of the screen are described below Updated 8 14 2015 14 Susan G Komen GeMS Affiliate Applicant User Guide k My Home My CG Applications My SG Applications MyCG Reports My Letter Of intent
24. s Project Work Plan Objectives Project Work Plan Summary Salaries Consultants Supplies Travel Patient Care Sub Contracts other Indirect Er E E BI E E DD Dep EV EW EW GD D GE Project Budget Summary Updated 8 14 2015 20 Susan G Komen GeMS Affiliate Applicant User Guide Change the Status The Change the Status section allows the Project Director and Authorized Signer to change the status of an application or report Status options are dependent on the current status of the document and the role of the user When it is time to change the status of the application click the View Status Options button Change the Status Select the View Status Options button below to perform actions such as submitting applications or request modifications Access Management Tools The Access Management Tools section allows certain administrative responsibilities such as the ability to add edit people from the application print the blank or completed application and view the status history of the application Functionality is based on your user role Access Management Tools select the View Management Tools button below to perform actions such as adding people to this document or viewing the document history Management Tools CREATE FULL PRINT VERSION Select the link above to create a printable version of the document CREATE FULL BLANK PRINT VERSION Select the link above to create a blank printable
25. te dropdown list select the name of the Affiliate from which the organization is seeking grant funds Q Back Registration Please complete all required fields below elds please select the save button to compy Select a pink Go button next le a drop down list you must click et EE EE Bort question Once you have registered i registration page letting you know that yo E reen A ol TEE saligionning you thi SES Zb log into the system wti you are agprovec i ho ji rer giva an email informing Vote Affiliate Lobb Ares Affiliate and click North Texas Afiliate SESCH Austin Afiliate c C0 7 Contact Information Central Texas Afiat Dallas Courty Mame El Paso Affilate Greater Fort Worth Affikate Houston Affliate San Antonia Affiliate Texarkana Affliate Gen Atten Tyler Affiliate What ls your position at your Affiliate ae ht Falis Affiliate Affiliate State iqbal Grants Affiliate Organization Username Password j Confirm Password Q Tow of the Page Powered by InteiiSrants Copyright 2000 2015 Agale Software Preery Pony nnd Legal Updated 8 14 2015 9 Susan G Komen GeMS Affiliate Applicant User Guide f From the Organization Name dropdown list select your organization s name and click GO lf your organization does not appear in the dropdown list please choose Other in the Organization drop down list If you choose Other you will be required to complete the Organization Reg
26. uments Adobe Acrobat Reader is used to view PDF Portable Document Format documents GeMS automatically generates grant documents in PDF format using information that is saved into various narrative and budget pages Using Adobe Acrobat Reader can view print or save PDF documents Adobe Acrobat Reader can be downloaded at www adobe com 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 Updated 8 14 2015 5 Susan G Komen GeMS Affiliate Applicant User Guide Accessing GeMS Welcome to GeMS 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 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 GeMS User Roles Project Director The role of Project Director should be assigned to the individual at your organization that will serve as the project s lead contact This individual is responsible for validating all new users when they register for the system under their organization This individual will have the highest level of access in the system and will be responsible for overseein
27. ve frequently used email address when creating your profile in the system If you provide an incorrect email address or an address to an account that is either inactive or full you will not be able to receive these important messages Initiating an Application Only the Project Director is permitted to initiate an application In order to create an application follow these steps 1 From the User Homepage click the View Opportunities button under the View Available Opportunities section on the main menu This section will show you all of the grant program types where you may apply for a new grant Q View Available Proposals You have 1 My Opportunities available Select the View Opportunities button below to see what is available to your organization NOTE Use this option to initiate new proposals only To edit applications already in progress select the My CG Applications tab above Helpful Hint Some Affiliates offer both Community Grants and Small Grants and both granting opportunities may be available under View Available Proposals If this is the case please ensure your organization initiates the correct grant application Community Grants are designated as CG and Small Grants as SG Updated 8 14 2015 16 Susan G Komen GeMS Affiliate Applicant User Guide 2 For those grant programs where you are eligible to apply you will see an Apply Now button under the description of the grant
28. version of the document ki ADD EDIT PEOPLE Select the link above to perform actions such as adding people changing a security role or altering people s active dates on this document MY ACTIVITIES SEARCH REPORTS Select the link above to perform a search and output the results from the My Activities Ti STATUS HISTORY Select the link above to view the status history of this document EH CHECK FOR ERRORS Select the link above to check the entire document for errors ol VIEW MODIFICATION HISTORY Select the link above to view various modifications that people have made to specific pages in the document Updated 8 14 2015 21 Susan G Komen GeMS Affiliate Applicant User Guide Examine Related Items Progress Reports The Examine Related Items section is where you will find ttems related to an application or grant Related Items include a Progress or Final Report Q Examine Related Items select the View Related Items bution below to view see related items such as Claims messages etc Application Completion If you click on the View Forms button of the View Edit and Complete Forms section on the CG Application Menu the various pages of the application are displayed These are the forms you MUST complete before the application can be submitted The following will lead you through the necessary steps for accomplishing this goal Forms Navigation There are three basic methods for navigating through the forms
29. xt Question Orte vou have registered you will receve a message atthe top ot the registration page letting you know thal your registration is complete and you will racene an email informing you thai your registration is complete You will nat be able to log Into the system Until you are approved Once you are approved you will receve an email Informing vou that you have access to the system Contact Information Select Applicant and click GO H Graniee Reviewer volunteer Board hambar Granis Commitee Member COl Approver d From the Affiliate State dropdown list select the state in which the Affiliate is located Updated 8 14 2015 8 Susan G Komen GeMS Affiliate Applicant User Guide Please complete al required fields below New Harnpsht ad the fields please select the save button to complete your registration H there is a pink Go button est to a drop down bat you must click the g t the next question Once you have registered you will receive a message at the top of the registration page letting you know that you N and you will receive an email informing you that your registration is complete You will not be able to o into the system unti you are approved New York i you w l receive an email informing you that you have access tothe system Nerth Carolina ontact Information Puerto Rico Rhode istand South Carolina South Dakota n f Select STATE e and click GO e From the Affilia
30. you would like to upload and either double click the file or click the file and then click the Open button Updated 8 14 2015 25 Susan G Komen GeMS Affiliate Applicant User Guide Look in E File Folder D e et Er _ sampleuploadfile txt amp Places File name sampleuploadile txt Ales of type Al Best After the page reloads you must then click the page Save button to save the uploaded file PDF Version In many pages once the page Is saved a Print Version button will be available that will automatically create a PDF for you with the data you provided for each form These dynamic PDFs can be printed or saved to your computer for reference Copy and Paste Applicants should be cautious when utilizing copy and paste We suggest you copy to NotePad first then to GeMS Copying to NotePad will remove all formatting If you copy in Microsoft Word and then paste into GeMS the character count for the text box will not appear Backspace at the end of what has been pasted in the text box to get the correct character count to appear Text Limits Applicants must also be aware of the character limits of each text box as attempting to copy and paste text larger than the allotted amount of space will yield an error The character limit may be found at the bottom left of each text box Data exceeds the allowed length Provide a brief description of the organization s history If your program is part of a
31. zation Current information about your organization this information can be updated at any time by authorized users NOTE If the organization is awarded funding the address on the My Organization page is where the grant check will be mailed My Profile Individual user information this information can be updated at any time Logout Logout of the system View Available Proposals Initiate a new grant application offered by the Affiliate My Inbox System notifications regarding system users and application status My Tasks List of current tasks you must complete Updated 8 14 2015 15 Susan G Komen GeMS Affiliate Applicant User Guide Automatic E Mail Notifications Automatic email notifications may be sent to you periodically throughout the grant year These messages will be sent by the system according to an automatic process or as the result of a user triggered event These messages might be triggered by the submission of an application an application being sent for modifications or when a pending due date is approaching These messages are intended to help you know what is occurring in the system that pertains to you or your organization These messages may also be sent by Komen Affiliate personnel These messages are designed to help keep you up to date with the progress of your application while also serving as reminders when action is required on your part In order to receive these messages it is important you include an acti
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