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GeMS - Susan G Komen® Northeast Ohio

1. CG Progress Report 2014 OH101 CGPR 2014 0H101 XXXX 00002 Education Materials Education Materials Please upload all of the education materials that have been created and approved in conjunction with your Komen funded project Education materials refer to those items that you created to increase awareness and create behavior change within a particular audience Upload Education Materials Please provide the following information related to this item Name of material Why did you create the material Other Intended audience target populations Other Language of material Other Topic of material Other Copyright print date Type of resource Other If printed what is the format Other Quantity distrubuted Method of distribution Other How it will be used Other General Materials Please upload items that you created in conjunction with you Komen funded project that aren t considered education materials For instance press release event flyer newspaper article 07 26 2012 Page 4 of 5 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Progress Report 2014 OH101 CGPR 2014 0H101 XXXX 00002 Education Materials Upload General Materials Please provide the following information related to this item Name of Material Purpose of Material Type of material Other Page 5 of 5 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide
2. Info Document Type Organization ole Current Status Date Due 02 01 2011 NIA CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress Vi View Edit and Complete Forms orms button below to view edit and complete forms 15 Select the Contract Acceptance page from the Forms Menu La Contract Acceotance Gr Northeast Ohio AGA Northeast Ohio AGA p TAN2012 3 44 30 PM TAB2012 4 13 05 PM Contract Modification Request 4 Request for Grant Change 3 Amendment Approval 16 Complete the Contract Acceptance page There will not be a letter of clarification available as an attachment to the initial contract Authorized Signatory Contact Information Mame Katie Kertoy Phone F l7797240 Email outreach komencolumbus org Insurance Certification Browse TF we Ce Check e bax fo confirm PERR to the lemns and conditions af ihe T a in vris any Aessen and Siemers eee i Agree a Check the Decine box 1 you do not acceptthe terms and conditions of the grant agreement Ifyou dedine you will be prompted to propose suggested amendments to the grant agreement Decline om Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 17 If the contract and letter of clarification are accepted return to the CG Application Menu and select the View Status Options button in the Change the Status section the Status ions button below to perform actions s
3. Personnel changes Other requests as deemed appropriate by the Affiliate Amendment Submission The Project Director logs in to GeMS Click on the My CG Applications tab on the User Homepage Execute a search for the application you would like to change Select the name of the application you want to complete an amendment for and you will be directed to the CG Application Menu Select View Status Options button in the Change the Status section Select the Apply Status button under the option Amendment Requested 7 Next navigate back to the CG Application Menu and click the View Forms button under View Edit and Complete Forms section 8 Scroll down to the bottom of the Forms Menu to find the Request for Grant Change form 9 Click on the Request for Grant Change page within the Amendment section to input the requested change 10 Complete the Request for Grant Change form and select the SAVE button in the upper right hand corner of the page 11 Navigate back to the CG Application Menu and select the Change the Status again Change the status to Authorized Signature Needed for Amendment Submission 12 Authorized Signer logs on to GeMS clicks on the My Tasks button on the User Homepage and changes the status to Amendment Submitted 13 Affiliate staff will review the proposed application amendment and notify the Project Director a When the amendment is received b Whether
4. enter the new registrant s name in the search criteria You could also search the system for new users in the User Type field to perform a broader search 5 Select the pink SEARCH button Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 6 Select the checkbox next to the user s name in the Search Results section 7 Select Approval Type to Approve User or Deny 8 Assign the person s organization to the exact same organization listed as the Project Director s 9 Select a role for the user Authorized Signer Writer or Viewer 10 The current date will appear in the Active Date field You do not have to enter anything into the Inactive Date field unless you know the date you would like the user s access to be inactivated To inactivate accounts after the approval process please contact the Affiliate GeMS personnel 11 Select the Approve Selected User button to complete the user s validation approval 12 The new user will receive an automatic email notification telling them they have been approved in the system and can now access GeMS If a user has been approved within GeMS but is not able to locate the grant application or progress reports please notify Affiliate GeMS personnel as soon as possible to correct this issue ATTENTION INTERNET EXPLORER USERS By default Internet Explorer 10 in Windows 8 does not run in compatibility mode This is e
5. IUG IU TT NE Project Work Plan Goals 2 CO Project Work Plan Objectives 2 e Project Work Plan Summary Ke Project Director Eg 5 25 2012 9 07 20 PM 3 Consultants Project Director Eg EE 5 25 2012 9 08 37 PM 3 Travel 3 Patent Care IN Sub Contracts Other 3 Indirect sr Project Director E Project Budget Summary 5 95 9012 9 09 32 PM SEE Northeast Ohio AGA Northeast Ohio AGA Contract Acceptance 7 43 2012 3 44 30 PM 7113 2012 4 13 05 PM O Contract Modification Request a Request for Grant Change Amendment Approval 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 Click the View Status Options button to see what status push options you currently have available Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Change the Status Selectthe View Status Options button below to perform actions such as submitting applications or request modifications Possible Statuses AUTHORIZED SIGNATURE REQUIRED APPLICATION CANCELLED Access Management Tools The Access Management Tools section allows certain administrative responsibilities such as the ability to add edit people from the application and view the status history of the application
6. Director attempts to change the status to Authorized Signature Required or the Authorized Signer attempts to submit they will receive an automatic error message directing them to the form s with the error s Errors must be fixed before GeMS will allow a report 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 TX100 KOMEN TX100 Test Org 1 00036 Details Info Document Type Organization Current Status CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress CH You must provide written justification for all items requested Consultants Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 7 The Authorized Signer logs in to GeMS and clicks Open My Tasks on the User Homepage My Inbox You have 4 new messages Select the Open My Inbox button below to open your system message inbox My Tasks You dee 1 new tasks 8 Select the report name you would like to submit in your task list to be directed to the CG Application Menu 9 Click View Status Options under Change the Status to see the possible statuses H Change the Status ReOnS button below to perform actions such as submitting applications or request modifications 10 Click Apply Status for Rep
7. Functionality and accessibility of this section is based on the user role Access Management Tools Select the View Management Tools button below to perform actions such ae adding people to this document or viewing the document history Management Tools amp CREATE FULL PRINT VERSION Select the link above to create a printable version of the document ay CREATE FULL BLANK PRINT VERSION Select the link above to create a blank printable version of the document ki ADD EDIT PEOPLE S MY ACTIVITIES SEARCH REPORTS Select the link above to perform a search and output the results from the My Activities DI 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 eh VIEW MODIFICATION HISTORY Select the link above to view various modifications that people have made to specific pages in the document Some of the information in this section will look different depending on your user role Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide erme sok This section also includes an Attachment Repository where you can access all of the documents that have been uploaded into the application Examine Related Items Progress and Final Reports The Examine Related Items section is where you will find items related to an application or grant An example of a related item would be a Progress or Final Re
8. GY2014 2015 CG Progress Report 2014 OH101 CGPR 2014 0H101 XXXX 00002 Progress Report Individuals Served Total Total number of all services provided Total number of unduplicated individuals that received services Total number of breast cancers detected If available please provide stage of diagnosis Stage 0 Stage I Stage Il Stage Ill Stage IV Page 1 of 5 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Progress Report 2014 OH101 CGPR 2014 OH101 XXXX 00002 Progress Report Work Plan Objectives Objective Goal Start Date End Date Complete On Track For those objectives that are not on track please explain Please report on the methods and techniques you used to measure the impact of these objectives This must include the methods and techniques you proposed in your application Attach completed evaluation forms surveys etc Page 2 of 5 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Progress Report 2014 OH101 CGPR 2014 0H101 XXXX 00002 Progress Report Budget Project Budget Actual to Date Remaining Salaries and Fringe Consultant Costs Supplies Travel Patient Care Costs Screening Diagnostics Treatment Transportation Subcontracts Other Subtotal Direct Costs Indirect Costs Total Budget Justification Page 3 of 5 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015
9. Komen Project Director User Approval This page will allow administrative users to approve one or more users Search Criteria Name eh Organization Organization City ij Organization State pa User Type v EE To approve the user select the record and click the button Approval Type Approve User v Assign person s organization to Aspen Ski Lodge vi Set person s role to Authorized Signer v Active Date 40 3 2011 Inactive Date i Search Results Export Results to Screen Sort By SELECT Mac el g New Organization Requested Organization Contact Info Phones I Title AS Ski Lodge False Aspen Ski Lodge 123 Main Street Phone 1 6546546544 UserName skipd2 Title Authorized Signer Aspen CO 45654 5455 Email lgroves komen org County Hinsdale County Date Requested 10 03 2011 1 The Project Director will receive an automatic email when a user has registered under their organization and needs to be validated If Project Directors receive user notifications in error or if an individual has registered under an organization incorrectly please contact the Affiliate GeMS personnel 2 If the user requests are appropriate the Project Director logs in to GeMS and selects the My Administration tab at the top of the User Homepage 3 Select the User Approval for Project Directors link within the My Administration section 4 Once on the Komen Project Director User Approval Page see picture above
10. Name Note Created By Last Modified By E CG Application RFA Project Profile 4 Organization Summary A Project Abstract Project Narrative Project Target Demographics Key Personnel Project Work Plan Goals Project Work Plan Objectives Project Work Plan Summary Salaries Consultants Supplies Travel Patient Care Sub Contracts Other Indirect BGPOUORURBDEUEERPUSZEUUEBDEULUE Project Budget Summary Helpful Hint In many pages of the application a Print Version button will be available which automatically creates a PDF of the data provided in each form These dynamic PDF s can be printed or saved to your computer for reference Application Revision If your organization is required to make revisions to your application before final funding can be approved follow these steps 1 From the User Homepage click the My CG Applications tab at the top of the page t My CG Applications YMy SG Applications My CG Reports My Letter Ofintent My SG Reports My Administration My Organization s MyProfile Logout Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 2 Search for all applications in the status Budget Revisions Required KOMEN Document Tab Search CG Applications Document Tab Search For more delalled Instructions select ihe Show Help butten OG Application Types Chetan roi ver 3 Select the application
11. Writer roles are permitted to edit and complete reports In order to complete the progress and final reports once they are created these steps should be followed 1 From the User Homepage click the My CG Reports tab at the top of the page 2 Execute a search for the progress or final report you would like to complete and click on the report name from the search results You will then be directed to the CG Report Menu Select the View Forms button under View Edit and Complete Forms Complete all of the report forms in their entirety Once the forms are complete the Project Director will go to the CG Report Menu and select the Change Status button under Change the Status The Project Director will change the status to Authorized Signature Required 6 The Authorized Signer will then log into GeMS and change the status to Report Submitted RDB Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Appendix A Progress and Final Report Forms Komen NEO CG Progress and Final Report Template 2014 2015 0H101 Progress Report Narrative Reporting Period 2014 2015 Please provide a summary of your progress to date by responding to the questions below Describe successes and accomplishments to date Examples include increased collaboration decreased time between screening and diagnosis and or diagnosis and treatment and increasing the percentage of people who enter stay in o
12. hand corner Select the appropriate objective from the dropdown menu and hit the GO button to navigate between each goal and objective My Mune my CO Appuoauvis My 30 Appicauun my CUNNIUIS Ul MILeTES my LOR iis My Su REP my Legacy Glans My Reports MyAdministration My Organization s MyProfile Logout Q Back Document Information CGPR 2012 0H101 CARE 00004 i Details Youare here gt CG Progress Report Menu gt Forms Menu gt Progress Report Menu Goal 1 Objective 1Goal1 EJ Goal 1 Objective 1 Goal 1 Goal 3 Objective 1 Goal 3 Progress Report Work Plan Objectives This section will collect the information needed to describe the progress made toward accomp stated goals and objectives of the grant PROGRESS REPORT WORK PLAN OBJECTIVES Objective Goal 1 Objective 1 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 For each objective you will be asked to provide the following information Percent Complete Are you on track Yes or No o For those objectives not on track please explain e Please report on the methods and techniques you used to measure the impact of these objectives this must include the methods and techniques you proposed in your application e Attach completed evaluation forms surveys etc e Objective as identified in your application e Goal as identified in your application e Start Date e End Date Budget Information from
13. p e uation My Organization s MyProfile Logout MyHome My CG Applications My SG Applications My Conflicts of Intereg SG Reports My Legacy Grants ep Welcome Southeastern i Affiliate Grants Admin Change My Picture Instructions Select the SHOW HELP button above for detailed instructions on the following gt Applying for an Opportunity gt Using System Messages gt Understanding your Tasks Managing your awarded grant Hello Southeastem please choose an option below 2 Search for all reports in the status CG Progress Report Progress Report in Process or CG Final Report Final Report in Process Q Back KOMEN Document Tab Search CG Report For more detailed instructions select the Show Help button CG Report Types CGReportName sid ben E Status vr 3 Click on the report name for the project progress or final report you would like to complete Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Organization Current Status Year CG Progress Report CGPR 2012 HO001 SK HOO015 1 Aspen Ski Lodge Progress Report in Process 2012 4 Select View Form under View Edit and Complete Forms CG Progress Report Menu Decument infomation CG 2099 SC 00 eee 106501 IOC fo Decima Type Cigani tation Lie Cureni Stat HEA HiAk OG Progress Aepor mue OG Hitita Proyed Decke Progross Report in Process 110320
14. receive your registration If this happens please contact the Affiliate GeMS personnel Helpful Hint To guarantee a Project Director can locate a user request in the system make sure your organization information matches theirs exactly 4 Click SAVE in the upper right hand corner to save the data Once your account information is saved your account must then be approved before you can access the system If you attempt to access the system prior to being approved validated you will receive the following message rage Error s Your account has not yet been validated You will receive an automatic email notification from the system when your registration has been submitted for approval and when access has been granted and your account has been validated Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 While Project Directors are approved validated by an Affiliate representative all other users will be approved validated by the organization s Project Director Project Director s should receive notification of new user registrations within two minutes of the registration being submitted If more than an hour has passed and the Project Director has still not been notified please contact the Affiliate GeMS personnel Validating Users In order for all users within an organization to be approved validated the Project Director must follow the steps listed below the screen image
15. 2011 0H102 komen123columbus 00045 Application In Process 2011 1 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 4 To make changes to the original application select View Forms in the View Edit and Complete Forms section on the CG Application Menu Q Back CG Application Menu Document Information CGA 2011 0H102 komen12 3columbus 00045 Details Period Date Date Due Info Document Type Organization je Current Status 03 01 2011 0718 2012 CG Application Test Org Church Project Director Application In Process NIA EST View Edit and Complete Forms Wes button below to view edit and complete forms 5 Make the appropriate changes to the applicable sections of the original application and hit the SAVE button 6 Navigate back to the CG Application Menu and select Change the Status Change the status of the application to Amendment Resubmitted 7 Affiliate staff will pull a report on what changes have been made and confirm the changes are the approved changes a Ifthe changes are correct Affiliate staff will change the status to Grant Awarded b If the changes are incorrect Affiliate staff will change the status to Amendment Modifications Required Amendment Submission Checklist In order to complete the amendment process please verify the 9 steps below have been completed 1 Project Director changes the application status t
16. 44 19 006M EST Ten and Complete Forms Select ne View Forms tutor gt 5 Complete all of the report forms Note Created By Last Modified By Status Page Name ae hrr Fu MHEN ESS REDO Mer de rd ht ee EE g ik ee F177 KS 3 Progress Report Narrative 3 Progress Report Individuals Served 3 Progress Report Individuals Served Total E Progress Report Individuals Served Summary 3 Progress Repor Work Plan Objectives e Progress Report Work Plan Objectives Summary 3 Progress Report Budget 4 Education Materials Education Materials Summary Report Forms The progress and final reports ask for the same information and nearly all reporting information is required Information inputted into the six month report will automatically be carried over into Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 the final report by the system when the final report is initiated The following outlines the various sections of the progress and final reports along with some tips and tricks for completing the reports Text Limits Grantees should be aware of the character limits of each text box within the reporting forms as attempting to copy and paste text larger than the allotted amount of space will yield an error 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 fo
17. Affiliate in your area please visit komen org lf you are already a registered user in the system please use the login box in the top right hand corner of the page If you are a new user please register now Powered by IntelliGrants Copyright 2000 2010 Agate Software Inc Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 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 this we recommend you take some time to think through what system roles are appropriate for the individuals in your organization There is a specific 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 serves as the project s lead contact This individual is responsible for validating all new users that register for the system under the Project Director s organization The Project Director has the highest level of access in the system and is responsible for overseeing all administrative functions including progress and final report creation and submission Only one account can be assigned to the role of Project Director Authorized Signer The role of Authorized Signer should be assigned to t
18. Are you willing to expand on this story or provide additional stories If so who are you willing to be contacted by Komen Northeast Ohio and or Komen Headquarters e For screening grants please summarize your patient satisfaction survey data including the average response for each question using a matrix scale as well as the narrative feedback from questions asked on the survey Individuals Served There are two separate Individuals Served forms required for progress and final reports Updated 03 2014 e GG of Status Page Name Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Note Created By Last Modified By Progress Report Narrative Progress Report Individuals Served Progress Report Individuals Served Total SS Progress Report Individuals Served Summary The Individuals Served page asks for the number of individuals served by each different component or service of the Komen funded program For instance the number of women educated through the program will be listed separately from the number of women who obtained a mammogram through the program Use the following steps to add information to the Individuals Served form 1 From the Report Forms page click the Project Report Individuals Served link 2 Enter the information for the first service in the Service Name box and fill in the additional information requested Hit the SAVE button in the upper right hand corner
19. Confirm Password must be the same Click SAVE in the upper right hand corner to save and submit your registration If you do not hit SAVE your information will be lost and your registration will not be submitted Users are then approved by the individual assigned to the role of Project Director in GeMS Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 User Approval for Project Directors Please follow these directions in their entirety to complete the system registration process If you have any questions or run into any roadblocks during the registration process please email Gina Chicotel Associate Manager Programs at gchicotel komenneohio org or call 216 292 2873 x112 The registration process should take 3 5 minutes How to Register 1 The Project Director will receive an automatic email from GeMS when a user within their organization has registered and needs to be approved Go to affiliategrants komen org and log in Select the My Administration tab at the top of the homepage select the User Approval for Project Directors link within the My Administration page You will be directed to the User Approval page Select New User from the dropdown menu in the User Type field Select the pink SEARCH button to search for all new users Scroll down the page to view the Search Results section Select the checkbox next to the user s name in the Search Resul
20. Creating a New Account 1 From the Susan G Komen GeMS homepage click the register now link located towards the bottom of the homepage Registration Please complete 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 next to drop down list you must click the Go button before moving to the next question Once you have registered you will receive a message atthe top of the registration 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 log into the system until you are approved Once you are approved you will receive an email informing you that you have access to the system Contact Information Prefix First ee CW CR Title Pret phone St wnaisyornrotonaeramaet ZE Affiliate State abama Affiliate Organization Username Og Password A Confim Password 2 Complete the user form in its entirety Once any user has created a user account and gained access to the system they will never have to request access again There is no need for multiple accounts within GeMS a If a question has a pink GO button next to it you MUST select the GO button and wait approximately 5 10 seconds before advancing to the next question When you hit GO it tells the system how to populate the information in the field belo
21. Document Information CGPR 2012 0H101 CARE 9 00001 You are here gt CG Progress Report Menu gt Forms Menu PROGRESS REPORT INDIVIDUALS SERVED Progress Report Individuals Served This section will collect the demographic information of the individuals served during the reporting period Service Name Service View the definitions of each service Group education h Other County Race and Ethnicity General Population sender Named Groups Ohio Cuyahoga County White non Hispanic origin se Adults 40 49 Years Females Uninsured Underin F hl hl Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Please note that information requested in the list of dropdown tables in this section requires additional fields that cannot be seen within the scope of your browser Utilize the left right cursor near the bottom of the screen to access the additional required information d Ethnicity General Population sender Named Groups Served 10nN Hispanic origin Adults 40 49 Years Females Uninsured Underinsured 200 3 Once a service is entered in the Service Name field and the SAVE button has been pressed more buttons will appear near the top of the page These buttons allow the user to add additional services and or delete excess duplicate pages P ia USUN G Kor Ee e e Leen Or KUNNE Ces ene LE ar GER E My Home My CG Applications My 5G Applications
22. GY2014 2015 Appendix B Affiliate Review Form for Reports CG Progress Report 2013 OH101 CGPR 2013 0H101 DEMO 00001 Affiliate Review Form Organization Title of Project Project Director Progress Reporting To Period Was their report submitted on or prior to the due date Yes No And if not did they receive approval for a late submission Yes No Comments Is the grantee on track for completing all their objectives Yes No Comments Do their numbers look realistic for the type of program and budget Yes No Comments Did they provide copies of materials Yes No Did they receive approval Yes No Did they appropriately acknowledge Komen s support Yes No Comments List two to three of their primary accomplishments Did they expend funds as outlined in their application Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Progress Report 2013 OH101 CGPR 2013 OH101 DEMO 00001 Affiliate Review Form Yes No Comments Does it appear they will have any unspent funds Yes No Comments Recommended Action Additional information required Request return of funds Yes No Schedule site visit Yes No Process payment Yes No Approval Is this progress report approved Yes No If no you must explain Name of individual reviewing report Updated 03 2014
23. Grant Change Requests ccscccccssccsssecessseccssseeesssseeeseeeesssseessseeessseeeesseeessaes 48 Amendment SUDMISSION tee 48 Amendment Hesubmiseion 50 Amendment Submission eelere deeg eseideg Eerad 52 GEMS Quick Reference seisis ine a a a ea e E aeaa a aE 54 VMR Le E 54 User Approval for Project Dir CtOrs ccccccssscccssssseccessseecesssseeeeessseeeecessseeeesssaeeeeessaeeesesaseeesessaeees 55 Amendments and Grant Change Requests rrrrrrnnnvrrrnnvvrrennvrrrnnvvrrsnnvnrrnnvrrrsnnrnrrnnrnrnsnnvessnnrnsssnnvennn 56 Progress and Final Report d ln E Dee E 58 Appendix A Progress and Final Report Forms ccccccccsssccccsssssseeeeessssseeecesssssseeeeesssseeeeessssaeeees 59 Appendix B Affiliate Review Form for Reports cccsccssscssseceseecsseessseecsseeesseecsseeesseeessaeeseaeeess 66 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 GeMS Login and Registration To access Susan G Komen s Grants eManagement System GeMS type https affiliategrants komen org into the address bar of your web browser and hit Enter The page you see should look like the image shown below t System Login Portal Home Welcome to the Grants eManagement System GeMS for Susan G Komen for the Cure GeM amp S allows you to apply online for available Komen community grants in your area lf you would like to search for information on a Susan G Komen for the Cure
24. My CG Reports My 5G Reports My Legacy Grants Deen i ll E Ki 7 my AOMmIMStraton My Organizatuoms myrimme out Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 4 After more than one service has been saved in the system a dropdown menu will appear on the page This dropdown menu allows users to navigate between the different services reported Simply choose which service you would like to report on from the dropdown menu and press the pink GO button gt My Home gt My CG Applications My SG Applications MyCGReports gt My SG Reports gt My Legacy Grants My Administration My Organization s MyProfile Logout Ka KK Ke Kaal Ee rage Information The information has been saved Document Information CGPR 2012 0H101 CARE79 00001 gt Details You are here gt CG Progress Report Menu gt Forms Menu gt Progress Report Menu Screening e Ka Education Progress Report Individuals Served This section will collect the demographic information of the individuals served during the reporting period PROGRESS REPORT INDIVIDUALS SERVED Service Name Screening Service View the definitions of each service Group education X Helpful Hint The Individuals Served form requires information related to each specific service provided by the program If a woman attended an education event through the program her information would only need to be reporte
25. Northeast Ohio GeMS Grantee User Guide GY2014 2015 4 From the CG Application Menu select the View Forms button in the View Edit and Complete Forms section CG Application Menu Document Information CGA 2011 KOMEN TX100 KOMEN TX100 Test Org 1 00036 e Details Period Date Info Document Type Organization Current Status o OH ent Type g o o e Date Due 02 01 2011 NIA CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress N A i View Edit and Complete Forms Select the View Foras 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 ae 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 5 Select the Contract Acceptance page from the Application Forms Menu Contract Acceptance lt Northeast Ohio AGA Northeast Ohio AGA 7113 2012 3 44 30 PM 7143 2012 4 13 05 PM 3 Contract Modification Request 3 Request for Grant Change 3 Amendment Approval Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 6 Complete the Contract Acceptance page At this time the insurance certif
26. Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 susan G komen NORTHEAST OHIO Susan G Komen Northeast Ohio Grants eManagement System GeMS Grantee User Guide Version 3 0 Affiliate GeMS Personnel Gina Chicotel gchicotel komenneohio org 216 292 2873 x112 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Table of Contents GeMS Login and Registration NE 4 Accessing KG EEE NE 5 GEIS User ie 5 TENNUM 6 TE 8 GE lg 011000 0 0 EE 10 VEIS E 11 EE EEE E E E 11 Automatic E Mail Notifications AA 11 EEE VOSS 0 EE NE 11 acht HI E 12 IWAVIG TING EZE el elle e 12 TEEN 13 VIEW ETNE NNN 14 3 012140 de 15 Access Management ee 16 Examine Related Items Progress and Final Reports rrrrrnnrrvvrnnnnnnrvvrrnnnnnnrvnrrnnnnnrvvnrnnnnnnnsnre 17 PAD OIC ANON CCION conien E E E 18 FOs NN 18 Application Revisi EE EE EE 19 KEE 23 Declining the Contract Requesting Contract Modifications rrrrrnvrrrnnnrvrrnnnrrrnnnrrrnrnnrrrnnnrrrnnnnrennn 27 tele te Me 0 Va 00 SR E 32 FET 32 Bali KG lee ee A E E E E E E 35 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 RODOR 0 0 EE 36 NTT 37 ee 37 Teil e IN A GE 37 Individuals Served e 41 Work Plan tele EE 42 ee 43 VA 44 PREDOMI EE 45 Report Submission Checklist rrrnrrrrnnrrrrennrrrnnnvrrnennrrrrnnnvrrnnnrnsnnnrresnnnresennnnesennvesennrnssnnnresennrnsennnsennn 47 Amendments and
27. ail 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 If you need to update your email address use the My Profile link System Messages In addition to the automatic email notifications there is an area in GeMS referred to as System Messages This area manages the system messages sent to you either from the system itself or from Affiliate GeMS personnel You can view or edit your System Messages by following these steps 1 Click the Open My Inbox button under the View My Inbox section on the main menu You will now see any unread system messages You may filter system messages by choosing an option from the drop down labeled Sort my inbox messages by Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Messages Subject Date Time 4 Date Time new user has registered 6 29 2011 3 3420 PM System Grant Cody Test 6 has been added to KOMEN TX100 Test Org 1 513 2011 11 51 34 AM System Grant new user has registered 5113 2011 11 49 57 AM 2 Clicking the Subject of a message will take you to the original message itself You can read the message from that screen and may then perform any of the following actions e Click the Reply button to reply to the system message e Click the Close button to close the sy
28. asily tested by logging into GeMS If the compatibility mode is not enabled the progress wheel in GeMS will simply spin without ever completing the action To enable the compatibility mode for Internet Explorer 10 follow these steps Windows 7 users start at step 2 Windows amp 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 Either Add https affiliategrants komen org to the Compatibility View websites or e Select Display all websites in Compatibility View NOTE enabling the compatibility mode using either option will affect all GEMS web sites Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 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 KMyHome FMy CG Applications My SG Applications FMyCG Reports V My Letter Of Intent My SG Reports My Administration My Organization s MyProfile Logout a Welcome Ski Instructions ERNE Select the SHOW HELP button above for detailed instructions on the following i Project Director gt Applying for an Opportunity A Change My Picture gt Using System Messages gt Understanding your Tasks gt Managing your awarded grant Hello Ski please choose an o
29. ate a Progress and or Final Report The Project Director is the only user who is permitted to initiate progress and final reports for an organization s approved application In order to create the progress and final reports the Project Director must follow these steps 5 Go to affiliategrants komen org and log into GeMS 6 From the User Homepage click the My CG Applications tab at the top of the page 7 Search for the application you want to start a report for and select the application name from the search results This will take you to the CG Application Menu 8 From the CG Application Menu select the View Related Items button under Examine Related Items 9 Select the name of the report you would like to create 10 Select I agree to continue the creation of the report 11 The CG Progress Report Menu will automatically open It is important to note that the CG Progress Report Menu looks nearly identical to the CG Application Menu The only way to determine if you are in the correct menu is to look at the page headings at the top of the page 12 Click the View Forms button under View Edit and Complete Forms to access the required reporting forms Once a report is initiated it can no longer be accessed by following the steps above please follow the steps outlined below once the Project Director has created a report How to Complete a Progress and or Final Report The Project Director Authorized Signer and
30. ation related to this item Name of material Why did you create the material v Other Intended audience target populations v Other Language of material e Other Topic of material Other Copyright print date You are required to provide the following information e Please provide the following for materials created o Name of the material Why you created the material need for material Intended audience target populations Language of material Topic of material Copyright print date Type of resource If printed what is the format Quantity distributed Method of distribution o How it will be used e General Materials Please upload items you created in conjunction with your Komen grant not considered educational materials i e press release flyers invitations etc Please provide the following for these materials o Name of material o Purpose of material o Type of material O O O 0 0 0 0 0 Oo Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Helpful Hint When completing the report it is incredibly important to hit the SAVE button after each section If you navigate away from a page without hitting the SAVE button the system will not prompt you to save the information before leaving the page and all of the data you entered will be lost The SAVE button should be your new best friend Report Submission Once the r
31. atus Wl e daii toi Year O 4 Select the application name for the application name the progress or final report will be created for Document Type Organai Current Stores OG Applicalioi Aan Hanlliv Seton Cannot Cain ioe VEAR EG AER BEL Apbkcilion Cancale J01 CG Anplapco Harper Heat F unGati a ec Ut 4opbcatin Revew Complete 2071 1 5 From the CG Application Menu select View Related Items under Examine Related Items amine Related Items telateeliems button below to view see related items such as claims messages etc 6 Select the name of the report you would like to create i Penod Date Curent Status Pate hie Created By Last Modified By OG Final Report Initiate a CG Final Report 2011 C0101 bm CG Progress Report Initiate a CG Progress Report 2011 00101 bm Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 7 Select agree to continue the creation of the report Agreement Please make selection below fo continue Te YOU SUE Peawant initiate a Community Grants Progress Report Powered by IntelliGrants 8 The CG Progress Report Menu will automatically open It is important to note that the CG Progress Report Menu looks nearly identical to the CG Application Menu The only way to determine if you are on the correct menu is to look at the page headings Han CtsP A014 SEC Hei 10650609 0004 H tt fo Danma Typi Cigani tai
32. ck to the CG Application Menu and clicking the View Forms button under View Edit and Complete Forms Q Back CG Application Menu Document Information CGA 2011 OH102 komen123columbus 00045 e Details Period Date Date Due Info Document Type Organization Role Current Status 03 01 2011 0718 2012 LG Application Test Org Church Project Director Application In Process NIA EST View Edit and Complete Forms eputton below to view edit and complete forms Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 8 Click on the Request for Grant Change page within the Amendment section to review the requested change e E WCS mint far F r thr a E Requestfor Grant Change 2 9 Complete the Request for Grant Change form and select the SAVE button in the upper right hand corner of the page 10 Navigate back to the CG Application Menu and select Change the Status Change the status to Authorized Signature Needed for Amendment Submission 11 Authorized Signer logs on to GeMS clicks on My Tasks on the User Homepage and changes the status to Amendment Submitted 12 Affiliate staff will review the proposed application amendment and notify the Project Director a When the amendment is received b Whether the amendment was approved or denied Amendment Resubmission When the Grant Amendment has been approved by Affiliate staff the Pro
33. d in the education section If a woman attended an education event and a screening event her information would be reported in both sections Do not worry about duplicating information in this section as it is often inevitable The Individuals Served form asks for the following information for each person benefitting from a program service e Service Name i e screening navigation diagnostics education etc e County e Demographics choose between 1 4 o Race amp Ethnicity Unspecified Asian Pacific Islander African American African Descent Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Hispanic Latino Middle Easterner Native American Alaskan Native White non Hispanic Other o General Population Unspecified Youth 0 19 Adults 20 39 Adults 40 49 Adults 50 64 Adults 65 years o Gender Unspecified Female Male o Named Groups Co Survivors English as a second language Immigrants Newcomers Refugees Lesbians Gays Bisexuals Transgendered Offenders Ex Offenders Survivors Survivors living with metastatic disease HealthCare Providers Uninsured Underinsured Migrant Workers Jewish People with disabilities Homeless e Number Served by that specific service Individuals Served Total GeMS will automatically calculate based on the information above the total number of services provided You will be responsible for identifying how many
34. eport is complete the Project Director must change the status of the report to Authorized Signature Required to begin the report submission process After the Project Director has changed the report status the Authorized Signer must finalize the submission by changing the status to Report Submitted 1 The Project Director logs in to GeMS 2 From the User Homepage click the My CG Reports tab at the top of the page se IO komen CUTE My Home My CG Applications My G Applications My Conflicts of Interest My CG Reports I SG Reports ky Legacy Grants My Reports sralion My Organization s MyProfile Logout 3 Search for all reports in the status CG Progress Report Progress Report in Process or CG Final Report Final Report in Process KOMEN Document Tab Search CG Report For more detailed instructions select the Show Help button CG Report Types w CG Report Name Person Status or Organization Year Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 4 Select the report name for the progress or final report you would like to complete Organization eme Current Status CG Progress Report Aspen Ski Lodge GGPR 2012 HQO001 8KHIOGTS Progress Report in Process 2012 6 Click Apply Status under Authorized Signature Required AUTHORIZED SIGNATURE REQUIRED If errors exist on any of the report forms when the Project
35. ge you plan to revise Forms Status Page Name Note Created By Last Modified By CG Application RFA i per Grant System Project Director Project Profile 5 25 2012 10 00 16 AM 7127 2012 8 39 07 PM EI Organization Summary Project Director Authorized Signer 5 25 2012 9 01 30 PM 7 25 2012 3 04 56 PM Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 6 Select the Show Notes section at the top of the page MyHome My CG Applications My SG Applications My CG Reports My SG Reports My Legacy Grants My Administration Mv Orrsnization s MyProfile Logout 7 Review the notes provided by the Affiliate and make any necessary changes Drag Here M Notes Message Author Action Please clarify who the community contact should be submitted 2 28 2013 4 27 39 PM Project Director 2 26 2013 Edit 8 Repeat steps 5 7 for all pages marked with notepad icons 9 Once all revisions are completed return to the CG Application Menu and select the View Status Options button in the Change the Status section Change the Status Select the View StatuSWgtions button below to perform actions such as submitting applications or request modifications 10 Select the Apply Status button under Authorized Signature for Budget Revisions Required AUTHORIZED SIGNATURE FOR BUDGET REVISIONS REQUIRED 11 The Authorized Signer logs in
36. he individual at your organization that has the authority to sign legal documents on behalf of the organization This individual is responsible for electronically signing and submitting the grant contract the progress report the final report and any grant amendments changes Only one account can be assigned to the role of Authorized Signer 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 in the system An unlimited number of accounts can be assigned to the role of Viewer Writer The role of Writer should be assigned to any individual who needs access to an organization s application to help complete reports but does not have authority to complete the submission process This individual cannot change the status of an application and will not have administrative functionality An unlimited number of accounts can be assigned to this role Helpful Hint The Project Director must be the first individual at your organization to register This role is approved in the system by Affiliate staff Please allow up to 2 3 business days for the approval process The Authorized Signer should register and be validated and approved prior to the creation of the organization s first report Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015
37. he project the contract is being reviewed for Current Status Vair Anpbcalion Cancelled aon 4apbcalin Revew Complete 3047 Decument Tyne Organan OG Applicalloei Adur Haoni Seton Ginan Card CG Afplicatbon Harper Head HF unGatiea Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 4 From the CG Application Menu select the View Forms button in the View Edit and Complete Forms section CG Application Menu Document Information CGA 2011 KOMEN TX100 KOMEN TX100 Test Org 1 00036 e Details Period Date Info Document Type Organization Current Status o OH ent Type g o o e Date Due 02 01 2011 NIA CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress N A lew Edit and Complete Forms Select the View Fom 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 ae 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 5 Select the Contract Acceptance page from the application page list Project Director EI Project Budget Summary 5 25 2042 9 09 32 PM Northeast Ohio AGA Northea
38. i Lie Cire Sati OG Progress Hepat m at OG Hinia Proj d Directas Progress Report ni Process 11022011 17 OPM EST View Edit and Complete Forms Select ine View Forms Dutton Dalt to view edit and complete forme man Change the Status Bele Tie View SAS Opies Gurion below Sp Parton aos Such 44 BU Apana r nuts MGOSBEahons EP Access Management Tools Selec the View Management Tools bution below fa portyrn actions such ap adding poopie to this do0ument cr aseng be ducumenli histor Examine Related Items Cela Me View Related kem billen f s io aw eget ern 001 1 ce oh bee af STAN 9 Click View Forms under View Edit and Complete Forms to access the reporting forms 10 Once a report is initiated it can no longer be accessed by following the steps above please follow the steps outlined below once the Project Director has initiated a report Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Helpful Hint In order to initiate progress reports go to the My CG Applications tab Once progress reports are initiated use the My CG Reports tab Report Completion The Project Director Authorized Signer and Writer roles are permitted to edit and complete reports In order to complete the progress and final report these steps should be followed 1 From the User Homepage click the My CG Reports tab at the top of the page My CG Reports R MyRepots
39. ication listing Komen NEO as an additional insured and your organization s W9 must be uploaded and the contract must be accepted or declined Authorized Signatory Contact Information Name Katie Kertoy Phone 7407797240 Email outreach komencolumbus org Insurance Certification Browse Wo L Fr Contract Brow Letter of Clarification Brose Check the I Agree box to confirm acceptance to the terms and conditions of the grant agreement including any policies and procedures referenced therein The user hereby affirms that they are authorized to agree to the terms and conditions of the grant agreement on behalf of the grantee institution Check the I Decline box if you do not accept the terms and conditions of the grant agreement If you decline you will be prompted to propose suggested amendments to the grant agreement I Decline gen 7 If the contract is declined return to the CG Application menu and select the View Status Options button in the Change the Status section Status 5 button below to perform actions such as submitting applications or request modifications Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 9 Return to the CG Application Menu Select the View Forms button under the View Edit and Complete Forms section CG Application Menu Document Information CGA 2011 KOMEN TX100 KOMEN TX100 Test Org 1 00036 e Details Info Document Type O
40. ject Director must log back into GeMS and make the approved changes within the original application and resubmit the amendment 1 The Project Director must select the My CG Applications tab to begin the amendment resubmission process ly 5G Applications MyCG Reports My 5G Reports My Administration My Organization s MyProfile Logout Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 2 Execute a search for the application you want to complete an amendment resubmission for Q Back KOMEN Document Tab Search CG Applications Document Tab Search For more detailed instructions select the Show Help button OG Applicaton Types c apptcatonname person Status Year Export Results to Screen V Resu Per Page 20 up SELEGT J ASCENDING 3 Select the application you would like to complete an amendment resubmission for Results Document Type Organization Name Current Status CG Application Test Org Church CGA 2011 koment23counmbys 00016 Application In Process 2011 CG Application Test Org Church Application Submitted 2011 CG Application Test Org Church CGA 2011 0H4H102 komen1 3columbus 00034 Authorized Signature Required 2011 CG Application Test Org Church CGA 2011 0H102 komen123columbus 00039 Application In Process 2011 CG Application Test Org Church CGA 2011 0H102 komen123columbus 00044 Application In Process 2011 CG Application Test Org Church CGA
41. ld You can also perform a search using the other criteria but as a caution if you enter information in more than two fields the system will get overloaded and return no results Always limit your searches to two fields KOMEN Document Tab Search CG Applications Deacument Tab Search For more detalled Imstructians select the Show Help bution OG Application Types ye Es Dr ane Person Status E Gran rate yer J 3 Click on the application name for the GY you are looking for 2014 for GY14 15 OG Applicalioei Adin Hanli Seton Com Cur Gpkdlpp C nrcolleit 201 06 Applicahon Barer He Foundation Aspboah n Revew Complete 2071 1 4 Once you select the application name you will automatically be redirected to the CG Application Menu 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 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Application Menu Document Information CGA 2011 KOMEN TX100 KOMEN TX100 Test Org 1 00036 Details Period Date Info Document Type Organization Current Status Date Due 02 01 2011 N A 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 S
42. name for the project in which revisions are required RESul Document Type Organization z Current Stats OG Applicaliori Adin Hanlliv Seton Connon Cains Disa i VER TE ADERSE ee Anpbkcilion Cancale JAN CG Applicatie Harper He 20 foundation CERAN TL Mae BER es sspkcah n Rewiew Lormiolate 2071 la 4 From the CG Application Menu select the View Forms button in the View Edit and Complete Forms section Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Application Menu Document Information CGA 2011 KOMEN TX100 KOMEN TX100 Test Org 1 00036 Le Details Period Date fo CC SU A Organization De Lu LS St IS Info Document Type Organization 0 Current Status Date Due 02 01 2011 N A CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress NIA View Edit and Complete Forms 5 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 Q Examine Related Items Select the View Related Items button below to view See related items such as claims messages etc 5 The pages of the application that need revisions will be marked with a notepad icon Select the pa
43. nt Modifications Required Amendment Submission Checklist In order to complete the amendment process please verify the 9 steps below have been completed 1 Project Director changes the application status to Amendment Required 2 Project Director Writer Authorized Signer completes the Request for Grant Change Form 3 Project Director changes the status to Authorized Signature Needed for Amendment Submission 4 Authorized Signer changes the status to Amendment Submitted 5 Affiliate staff approves or declines proposed changes 6 If amendment is approved Project Director will make necessary changes to original application 7 Project Director changes the status to Authorized Signature Needed for Amendment Resubmission 8 Authorized Signer changes the status to Amendment Resubmitted 9 Affiliate staff will change the status to Grant Awarded if the changes are correct or to Amendment Modifications Required if the changes are incorrect Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Progress and Final Report Instructions Please follow these directions in their entirety to create and complete any progress or final reports within GeMS If you have any questions or run into any roadblocks during the registration process please email Gina Chicotel Associate Manager Programs at gchicotel komenneohio org or call 216 292 2873 x112 How to Cre
44. o Amendment Required 2 Project Director Writer Authorized Signer completes the Request for Grant Change Form 3 Project Director changes the status to Authorized Signature Needed for Amendment Submission 4 Authorized Signer changes the status to Amendment Submitted 5 Affiliate staff approves or declines proposed changes 6 If amendment is approved Project Director will make necessary changes to original application Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 7 Project Director changes the status to Authorized Signature Needed for Amendment Resubmission 8 Authorized Signer changes the status to Amendment Resubmitted 9 Affiliate staff will change the status to Grant Awarded if the changes are correct or to Amendment Modifications Required if the changes are incorrect Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 GeMS Quick Reference System Registration Please follow these directions in their entirety to complete the system registration process If you have any questions or run into any roadblocks during the registration process please email Gina Chicotel Associate Manager Programs at gchicotel komenneohio org or call 216 292 2873 x112 The registration process should take 3 5 minutes How to Register 1 2 3 4 Go to affiliategrants komen org From the Susan G Komen GeMS s
45. ocument Tab Search CG Applications Document Tab Search For more detailed instructions select the Show Help button coAppicaton types c apptestonname Person Status Year Export Results to Screen Results Per Page 20 Sort By Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 4 Select the name of the application you want to complete an amendment for Results Document Type Organization Name Current Status OG Application Test Org Church CGA 201 1 komen DU Application In Process 2011 OG Application Test Org Church CGA 2011 0H102 komen1 23columbus 00023 Application Submitted 2011 CG Application Test Org Church CGA 2011 051 07 komen1 3columbus 00034 Authorized Signature Required 2011 CG Application Test Org Church CGA 2011 QH102 Koment 3columbus 00039 Application In Process 2011 CG Application Test Org Church CGA 2011 0H102 komen123columbus 00044 Application In Process 2011 CG Application Test Org Church CGA 2011 0H102 komen123columbus 00045 Application In Frocess 2011 1 5 Select View Status Options under Change the Status on the CG Application Menu Q Change the Status 5 button below to perform actions such as submitting applications or request modifications 6 Select the Apply Status button under Amendment Requested as the new status Possible Statuses AMENDMENT REQUESTED 7 Next access the Request for Grant Change form by navigating ba
46. ort Submitted 11 Affiliate staff will review the submitted report and notify the Project Director a When the report is received b If there are any revisions modifications needed c When the report is accepted Report Submission Checklist In order to complete the report process please verify the 5 steps below have been completed 1 Project Director initiates GY14 15 Progress and or Final Report 2 Project Director Writer Authorized Signer completes each page of the report 3 Project Director changes the status to Authorized Signature Needed 4 Authorized Signer changes the status to Report Submitted 5 Both the Project Director and Authorized Signer will receive an automatic email notification when the application is officially submitted Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Amendments and Grant Change Requests Amendments and Grant Change Requests can only be initiated by the Project Director and submitted by the Authorized Signer Amendments may be submitted for the following A no cost extension request Budget changes Personnel changes Other requests as deemed appropriate by the Affiliate Amendment Submission 1 The Project Director logs in to GeMS 2 Click on the My CG Applications tab on the User Homepage 3 Execute an application search for the application you would like to change Luk i Til kar Vy GI Far Q Back KOMEN D
47. port Examine Related Items select the View Related Items button below to view see related items such as claims messages etc Once you click View Related Items you will be redirected to the following page k Mu Home My CG Applications My SG Applications MyCGReports My SG Reports My Legacy Grants My Administration My Organization s MyProfile Logout Q Back CG Application Menu Related Items The various sections below can link to items that are associated with this document Document Information CGA 2012 0H101 ELYC79 00002 Details Related Documents Sort search results by Select v Period Date Document Type Current Status Date Due Created By Last Modified By Initiate wlan CG Final Report 2012 0H101 Initiate alan CG Progress Report 2012 0H101 OG Final Report OG Progress Repo ajats gll DP f dg ga Related Messages Sort search results by Select eo Subject Date Time Status This is the section where Project Directors will initiate progress and final reports This task must be done by the Project Director and can be performed only one time Once a report is initiated it will no longer be accessible through the CG Application Menu More information on this issue can be found later in this manual Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Application Sections If you click on the View Forms b
48. ption 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 Helpful Hint When utilizing the task list or executing a search for the 2014 2015 application always select the blue hyperlink under the Name of the application which looks something like CGA 2014 0H101 ORGXX 00001 to access the application and supporting forms Selecting the hyperlink under the Organization Name will direct you to your organization s contact information the Organization Name is not the path you need to access the application forms Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 User Tabs e My Home Brings the user back to the 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 Repor
49. r progress through the continuum of care List any unforeseen challenges and how you have addressed them to meet the goals and objectives set forth in your application Identify lessons learned and how you will incorporate those lessons moving forward Please include a best practice example from your project that can be shared with other grantees Have you secured additional funds for this program since the beginning of this program grant cycle Yes No If so please describe and explain how this will impact overall program development and sustainability Provide a story of an individual who has been served with your Komen funding Please share this story in a general way and do not include any personal identifiable information Willing to expand on the story above or provide another story If so are you willing to discuss and be contact by Please check all that apply Affiliate Headquarters Person at your organization to be contacted Name Phone Email Page 1 of 1 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 CG Progress Report 2014 OH101 Organization Sample CGPR 2014 OH101 XXXX 00002 Progress Report Individuals Served Service Name Service View the definitions of each service Other County Race and Ethnicity General Population Gender Named Groups Served Total provided with this service 07 26 2012 Page 1 of 1 Susan G Komen Northeast Ohio GeMS Grantee User Guide
50. rganization mnd Ske Period Date Current Status Nate Due CG Application KOMEN TX100 Test Org 1 Project Director Application In Progress risen view Edit and Complete Forms ms button below to view edit and complete forms 0 Select the Contract Modifications Request page from the Forms Menu EI Contract Acceptance 3 Northeast Ohio AGA Northeast Ohio AGA 7143 2012 3 44 30 PM 7413 2012 4 13 05 PM Contract Modification Request mmm 3 Request for Grant Change 3 Amendment Approval Complete the Contract Modification Request page At this time input any change s you S would like to make to the contract verbiage This information will be used to create a letter of clarification for the initial contract 12 Return to the CG Application Menu and select the View Status Options button under the Change the Status section Ka Change the Status Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 The Affiliate will now review the proposed modification request s and accept them as proposed or submit their revisions 4 Once you have been notified that the application is again in the status of Contract Acceptance Required return to the CG Application Menu Select the View Forms button in the View Edit and Complete Forms section CG Application Menu Document Information CGA 2011 KOMEN TX100 KOMEN TX100 Test Org 1 00036 e Details Penod Date
51. rmatting 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 larger organization briefly explain the mission of the larger entity and your relationship to it Provide a brief description of the organization s history If your program is part of a larger 373 of 200 E Note If you exceed the allowed length do not exit the document until you have edited it down to the allowed text limit otherwise ALL of your text will be lost Report Narrative Provide a summary of your progress to date by responding to the following questions e Describe success and accomplishments to date o List any unforeseen challenges and how you have addressed them to meet the goals and objectives set forth in your application o Identify lessons learned and how you will incorporate them to meet the goals and objectives set forth in your application How will you incorporate them moving forward o Please include a best practice example from your project to be shared with other grantees e Have you secured additional funds for your program since the beginning of the Komen grant cycle Yes or No o If yes please describe how this will impact the overall program s development and sustainability e Provide a story of an individual who has been served by your Komen funding Please share this story in a general way o
52. st Ohio AGA D Contact Acceptance em 7 13 2012 3 44 30 PM 7 13 2012 4 13 05 PM 3 Contract Modification Request 3 Request for Grant Change 3 Amendment Approval Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 6 Complete the Contract Acceptance page At this time the insurance certification listing Komen NEO as an additional insured and the most current organizational W9 must be uploaded The contract also must be accepted or declined by clicking the box next to the appropriate statement see picture below Authorized Signatory Contact Information Name Katie Kertoy Phone 7407797240 Email outreach komencolumbus org Insurance Certification Browse Wo L Fr conta C Letter of Clarification Browse Check the Agree box to confirm acceptance to the terms and conditions of the grant agreement including any policies and procedures referenced therein The user hereby affirms that they are authorized to agree to the terms and conditions of the grant agreement on behalf of the grantee institution Check the Decline box if you do not accept the terms and conditions of the grant agreement If you decline you will be prompted to propose suggested amendments to the grant agreement I Decline gen 7 If the contract is accepted return to the CG Application Menu and select the View Status Options button in the Change the Status section Change the Status ms bu
53. stem message e Click the name of the sender to send an email to the sender of the message Helpful Hints e Always hit SAVE to save your data If you do not hit SAVE and you navigate away from the screen your data will be lost e If you scroll over the first aid kits help content will be available for that specific question e The system will log users out after 45 minutes of 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 If you copy and paste text from Word you must hit the backspace button within the text field for the actual character count to be shown e Print versions of the blank application and completed application are available within the Access Management Tools section of the CG Application menu e Always use the Back button within the system when trying to return to a previous page Navigating an Application Your Grant Year 2014 2015 GY14 15 grant application can be accessed using the following steps 1 Click the My CG Application tab on the User Homepage My Home My CG Applications My SG Applications My CG Reports My Letter Of intent My 5G Reports My Administration My Organization s MyProfile Logout Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 2 Search for the CG Application 2014 OH 101 in the CG Application Types fie
54. tatus 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 Q Examine Related Items Select the View Related Items button below to view see related items such as claims messages etc Helpful Hint The CG Application Menu allows you to Access your approved application including the project plan and budget summary Initiate progress and final report forms Create and submit grant change amendment request forms Change the status of the application The CG Application Menu is home base for the majority of forms and pages you will need to access throughout GY14 15 View Edit and Complete Forms The Forms section is where the vast majority of the application and accompanying forms are located This section contains all of the forms associated with your application To view or edit the application forms simply click the View Forms button and then click on the name of the Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 form you wish to view Application forms include all grant contract information and amendment request forms View Edit and Complete Forms Select the View Forms button below to view edit and complete forms WAWELU L
55. the amendment was approved or denied ao i oy Amendment Resubmission When the Grant Amendment has been approved by Affiliate staff the Project Director must log back into GeMS and make the approved changes on the application itself and resubmit the amendment 1 The Project Director will log onto GeMS and select the My CG Applications tab 2 Execute a search for the application you want to complete an amendment resubmission for 3 Select the application you would like to complete an amendment resubmission for to be directed to the CG Application Menu 4 To make changes to the original application select View Forms in the View Edit and Complete Forms section on the CG Application Menu Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 5 Make the appropriate changes to the applicable sections of the original application affiliate staff will provide you with detailed instructions for this when the amendment is approved and hit the SAVE button 6 Navigate back to the CG Application Menu and select Change the Status Change the Status of the application to Amendment Resubmitted 7 Affiliate staff will pull a report on what changes have been made and confirm the changes are the approved changes a Ifthe changes are correct Affiliate staff will change the status to Grant Awarded b Ifthe changes are incorrect Affiliate staff will change the status to Amendme
56. this section is populated based on the budget entered in the approved application For progress reports please list where you are with Komen spending to date compared to the original budget Project Budget ActualtoDate Remaining Salaries and Fringe Consultant Costs Budget Justification The budget report consists of the following sections Projected Budget as listed in your approved application budget Actual to date dollars spent at the point of report Remaining amount calculated by system Please describe any discrepancies between approved budget and actual spent Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Materials Grantees are required to provide copies of all materials created and used in the funded project Upload all education materials you have created and approved in conjunction with your program in this section You do not need to upload Komen created materials purchased from shopkomen com Utilize the Browse button near the top of each section to attach a copy of the developed used materials Education Materials Please upload all of the education materials that have been created and approved in conjunction with your Komen funded project Education materials refer to those items that you created to increase awareness and create behavior change within a particular audience Upload Education Materials 4 Please provide the following inform
57. to GeMS and clicks Open My Tasks button in My Tasks section 12 Select the name of the report you would like to submit from the My Task list Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 13 Click View Status Options to see possible statuses Change the Status elect the View Sta Sations button below to perform actions such as submitting applications or request modifications 14 Click Apply Status under Application Budget Revisions submitted APPLICATION BUDGET REVISIONS SUBMITTED APPLICATION CANCELLED Contract Acceptance The Authorized Signer is the only system user permitted to accept the contract for an organization s application In order to accept the contract follow these steps 1 From the User Homepage click the My CG Applications tab at the top of the page tMy ome My CG Applications MJSG Applications MyCGReports My SG Reports My Legacy Grants My Administration My Organization s MyProfile Logout Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 2 Search for all applications in the status Contract Acceptance Required KOMEN Document Tab Search CG Applications Document Tab Search For more delalled Instructions select he Show Help butten CG Application Types e CG ApplicabonName wm Organization Year 3 Select the application name for t
58. ts 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 Organization Current information about your organization this information can be updated at any time by authorized users 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 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 a report a report being sent back 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 Affiliate GeMS personnel These messages are designed to help keep you up to date with the status of your application and reports while also serving as reminders when action is required on your part In order to receive these messages it is important you include an active frequently used em
59. ts section Select Approve User in the Approval Type field 0 Select your organization s name from the dropdown menu in the Assign person s organization to field 11 Select the appropriate role you would like to assign the new user to from the dropdown menu in the Set person s role to field 12 The current date will appear in the Active Date field You do not have to enter anything into the Inactive Date field unless you know the date you would like the user s access to be inactivated 13 Do not enter anything in the Organization Identifier field The system will automatically fill this in with your organization s information based on what you input in the Assign person s organization to field 14 Select the Approve Selected User button to complete the user s validation approval 15 The user will receive an automatic email from the system notifying them that they have been approved and can now access GeMS 16 If once approved the new user cannot access any of the applications and or reports in the system contact the affiliate immediately oh dd mn Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Amendments and Grant Change Requests Amendments and Grant Change Requests can only be initiated by Project Director s and submitted by Authorized Signer s Amendments may be submitted for the following no cost extension request Budget changes
60. tton below to perform actions such as submitting applications or request modifications 8 Select the Apply Status button under Contract Acceptance CONTRACT ACCEPTED APPLY STATUS CONTRACT MODIFICATIONS REQUESTED Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Declining the Contract Requesting Contract Modifications The Authorized Signer is the only system user permitted to decline the contract for an organization s application In order to decline the contract follow these steps 1 From the User Homepage click the My CG Applications tab at the top of the page My Hoge My CG Applications By SG Applications MyCGReports My 5G Reports My Legacy Grants My Administration My Organization s MyProfile Logout 2 Search for all applications in the status Contract Acceptance Required KOMEN Document Tab Search CG Applications Dacument Tab Search For more detailed instructions selectine Show Help butten OG Application Types o DE ene C wae weng a lt q Crem ration Year 3 Select the name of the application the contract is being reviewed for l Document Type Cage athe Current Stores OG Appli Adin Haoni Seton Connon Cains ie 271 OH 16 ANDERS pt7 Anpbkcilion C ncolleit J01 iG Anplicaton Barger ean rowndatien mmm 4npbcahon Reven Complete 2071 4 Updated 03 2014 Susan G Komen
61. uch as submitting applications or request modifications 18 Select Apply Status under Contract Approved CONTRACT ACCEPTED CONTRACT MODIFICATIONS REQUESTED If your organization proposes more contract modifications select Apply Status under Contract Modifications Requested and repeat steps 9 18 until the contract is accepted by both parties Progress and Final Reports Report Creation The Project Director is the only user who is permitted to Initiate progress and final reports for an organization s application In order to create the progress and final report the Project Director must follow these steps 1 Log in to GeMS 2 From the User Homepage click the My CG Applications tab at the top of the page My SG Applications MyCGReports My Letter Ofintent My SG Reports My CG Applications My Administration My Organization s MyProfile Logout TE Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 3 Search for all applications in the status Grant Awarded If the application is in any other status the report cannot be created in the system Please contact the Affiliate GeMS personnel for further instructions and guidance if this is the case KOMEN Document Tab Search CG Applications Document Tab Search For mare detailed insiuctians select the Show Help butten OG Application Ty pars al CG Applicaton Hame Person Kc st
62. unduplicated women were served by the program once the total number of services has been calculated You will be asked to provide the following additional information within that total number of services e Total number of unduplicated individuals receiving services e Total number of breast cancers detected e lf available please break down breast cancers detected by the following o Stage 0 Stage I Stage II Stage Ill Stage IV O O O 0 Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 Q sack Document Information CGPR 2012 0H101 CARE 79 00001 Details You are here gt CG Progress Report Menu gt Forms Menu PROGRESS REPORT INDIVIDUALS SERVED TOTAL Progress Report Individuals Served Total This section will collect the total of all services provided to individuals during the reporting period Total number of all services provided 400 Total number of unduplicated individuals that received services Total number of breast cancers detected If available please provide stage of diagnosis Stage 0 Stage Stage Il Stage lll Stage IV Once all of the information is entered hit SAVE in the upper right hand corner Work Plan Objectives The objectives listed in this section of the report are populated based on the objective names assigned in the approved application If your application includes more than one goal objective a dropdown menu will be in the upper right
63. utton of the View Edit and Complete Forms section on the CG Application Menu the various pages of the application are displayed View Edit and Complete Forms select the View Forms button below to view edit and complete forms The following will lead you through the various sections of the application Forms Navigation There are three basic methods for navigating through the forms of your application You may either use the Back link at the top of any page within the application the breadcrumb links just below the Back link or the links listed in the Forms 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 TATO00 KOMEN TX100 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 Note that the Back button in the system is different than your internet browser s back button Be sure you are using the system button and not your browsers Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 A Forms navigation tool can also be found at the bottom of any page you have entered To access the form simply click on the page name Status Page
64. w it If you do not hit the GO buttons your registration will not be processed correctly b Always select grantee in the What is your position at your Affiliate question c Fill in all information as required All items marked with an are required to create your account d The Username field must consist of all letters and numbers minimum length 5 characters maximum length 20 characters e The Password field must consist of all letters and numbers minimum length 7 characters maximum length 20 characters f The fields Password and Confirm Password must match exactly Updated 03 2014 Susan G Komen Northeast Ohio GeMS Grantee User Guide GY2014 2015 3 Your organization should already exist in GeMS so please select the correct organization from the Organization field drop down list If your organization does not exist please choose other in the Organization drop down list If you choose other you will be required to complete the Organization Registration section during your registration Organization Organization Name i Organization Type v Business Address Po City k State Te ck Zip Code i County Phone 1 h Phone 2 Fax Cell Phone Do you have a Federal Tax ID Number Yes O No Federal Tax ID Non profit Documentation If you select Other even though your organization already exists in GeMS the Project Director will not
65. ystem homepage click the register now link located towards the bottom of the homepage Complete the user form in its entirety Once you have created a user account and gained access to the system you will never have to request access again All items marked with an are required to create your account The Registration Form 1 2 Enter your contact information in the appropriate fields name title email and phone You should always select Grantee from the drop down menu for the What is your position at the Affiliate field Hit the pink GO button next to the field and wait 5 10 seconds You MUST hit the pink GO button in order to move on to the next field For Affiliate State please choose Ohio from the drop down menu Press the pink GO button next to that field and wait 5 10 seconds For Affiliate please choose Northeast Ohio from the drop down menu Press the pink GO button next to that field and wait 5 10 seconds For Organization please choose the appropriate organization from the drop down menu Press the pink GO button next to that field and wait 5 10 seconds Create a Username and Password a The Username field must consist of all letters and numbers minimum length 5 characters maximum length 20 characters b The Password field must consist of all letters and numbers minimum length 7 characters maximum length 20 characters c The fields Password and

GeMS - Susan G Komen® Northeast Ohio

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GeMS - Susan G Komen&reg; Northeast Ohio

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GeMS - Susan G Komen® Northeast Ohio