user guide - Service Canada
Contents
1. Eel xus em Canada Social e Int Canada DO SloopSnibnt social Canada Now and Tomorrow Excellence in Everything We Do GRANTS AND CONTRIBUTIONS ONLINE SERVICES USER GUIDE AGREEMENT E SIGNATURE AUGUST 2015 nu usadh ath TABLE OF CONTENTS Important THINGS to Remember iuis iniusi rk EEEREKN ONE KNEE ERREK ERE s ARE VER ERO ER ERA VER ER KEXRAEF EV EXP AVIS EN EEE ER 3 DENS DIEI E R 3 Be AVG t 3 ME zs JP Se ee E AE E ee eee en eer 3 ame E 0 29 6 AIEI E E E A PA A A E A PEA N A E A A ee 3 L Agre menE ninnaa a a a aaa ii 5 1 1 Notice of Agreement Ready for Signature cccceccseenececeeeneeneaneneoneeneneoneonsaesneonsatsesoneansesonsonsersnsensansnees 5 I ACO the AT COIS IE aa A E EE T 7 Lo Signature PFOCGSS sssini enna A a EEA a E E aA EA aA EATE 8 1 3 1 Selecta Signature Method ss sesssosnsnsnensnsnsnsnnnsnsnnnnnnnnnnnnnnananananananananananarararararararsrsrsrsrnrnrnrnnnne 10 1 3 2 Confirmation of Signature Metfiod ii iiie eee esee neas na naa aa ha naa aaa h aa oa aaa Ea EE ES EEM A ERES EE R Ea EIER ou Eua 0H 10 1 3 3 Revision of Agreement M 11 1 3 4 Confirmation of Agreement SignatUte s sssssssssssnsnrnnnnnnnnnnnnnnanananananananararararararsrsrnrnrsrsrsrsrnrnne 14 1 4 Consulting the Agreement leise nenn2. This is the last chance you have to change the signature method see Figure 8 Following the confirmation you will be required to contact ESDC to change the signature method Figure 8 Confirmation of Signature Method Home v Account Management v Useful Links v Contact Us Logout Home Confirm Signature Method Confirm Signature Method Are you sure you want to set the signature method to Electronic Signature This decision is final and will apply for all other signatures You will need to contact EDSC to change the signature method 3 z Screen Identifier GCOS AGREEMENT ELECTRONICMETHODCONFIRMATION When you select Wo you will be brought back to the Review amp Sign screen see Figure 6 with the possibility to change the selected option When you select Yes the screen will refresh and you will now have the option to attest that you have reviewed the agreement and continue with the signature process see Figure 9 Page 10 Figure 9 Review and Sign Certification Applications and Projects Rev ew amp S i g n Application Agreement Information Information for Agreement Number 10438 Project Title Projet Jeuness Objectif Carriere Career Focus Youth Project Review amp Sign Identifier 10438 Signature Method n Information a The method of signature has been selected for this Agreement Please open the link below to review the Agreement before signing Please indicate the way
3. Agreement Information y Review amp Sign Required By clicking I Accept you are signing the Agreement and you are agreeing on behalf of your organization to be bound by the Agreement Accept Screen Identifier GCOS AGREEMENTSUMMARY QUESTIONANDANSWER Page 13 1 3 4 Confirmation of Agreement Signature When more than one signature is required the first signatory will receive a confirmation that his her signature has been captured He will also be informed that the agreement signed by all required signatories will be returned to the Department only once all the signatories have completed the required steps see Figure 13 Figure 13 Confirmation multiple signatures Organization Admin v GCOS v GCOS Welcome gt Confirmation Applications and Projects Application Agreement Information Review amp Sign Useful Links v ContactUs Logout Confirmation Thank you You have signed the agreement Once the other required signatories sign the Agreement on behalf of your organization ESDC will be notified and will initiate its own signing process You can see how many signatories are required in the GCOS Organization Identification section under the GCOS menu at the top of the screen Screen Identifier GCOS AGREEMENTSUMMARY SUCCESS When the other signatories access the Review amp Sign screen they can view who has already sign the agreement by expanding the Signatories section see Figu
4. Contact Us function will remain available at the top of each screen Page 3 Figure 2 Contact Us Organization Admin Useful Links Contact Us Logout SSS GCOS Business List 100000009RP0001 Organization 123 Organisme 123 Organization 123 Organisme 173 Screen Identifier GCOS MSCBA LOGON Page 4 1 Agreement 1 1 Notice of Agreement Ready for Signature All representatives that have been granted the Submit responsibility for Agreement will be advised by e mail when a funding agreement is ready for signature To view or modify representative responsibilities you must access the GCOS menu available at the top of the screen and select the Representatives sub menu see Figure 3 Figure 3 Agreement Signatories Organization Admin scos E seful Links Contact Us Logout GCOS gt Welcome Anik Gouc View List of Applications and Projects Welcome Name 1 Add an Application for TEE Funding gt View List of Application Add a Claim gt Add an Application for Add a Forecast of Project Expenditure Add a Claim Add an Activity Report gt Add a Forecast of Proje MESE 2 GCOS Organization Add an Activity Report Identification Representatives Open Call for Propc CFP Identifier Ap Program CFP Closing Date CFP Time remaining Functions CFP for Reports CFP Jeffrey Youth Skills Link 13 07 2015 12 00 EDT 127d 9h 18m Ap
5. mangjsignatures are required to 1 v submit a aim to ESDC Require How mangsignatures are required to 1 m submit a Bprecast of Project Expenditulles to ESDC Require How mangjsignatures are required to 1 y submit anffctivity Report to ESDC Required How mangjsignatures are required to 1 y submit iF prting Documents to ESDC Reg red How many signatures are required to submit an Agreement to ESDC Required Screen Identifier GCOS MSCBA GCOSORGINFO Page 9 1 3 1 Select a Signature Method Electronic Signature The option ectronic Signature will enable the agreement to be signed electronically through GCOS This option reduces the time it takes to obtain all the required signatures from your organization as well as ESDC s This environmentally friendly method reduces the amount of paper required to manage a project The agreement signature is considered completed and will be sent to the Department once the numbers of required signatories have completed the signature process Manual Signature The option Manual Signature will allow you to print a copy of the agreement and obtain the number of required signatures before sending it to ESDC for signature A draft version of the agreement without signatures will be available in your GCOS account at all times 1 3 2 Confirmation of Signature Method Once you have saved your signature method you will be asked to confirm your choice
6. the above noted project the contribution agreement is now ready for review and signature In order to view and record the agreement signatures on behalf of your organization please note the following steps Log into your GCOS account Access the View List of Applications and Projects screen Locate the project Youth 2015 and select Sign Agreement in the Functions column Select Sign Agreement A review screen will be displayed with information specific to the project including a copy of the Agreement to be signed and the number of signatures required Please note the first signatory from your organization who accesses the agreement must select the signature type whether it be electronic or manual Once you have reviewed the agreement and completed the declarations a security question randomly selected from your Professional Profile will need to be correctly answered in order to capture your signature Please note that all signatories established for your organization will receive this notification and will be prompted to complete the same steps You can access your account by clicking on the following link http www servicecanada gc ca eng epb scos login shtml Thank you Grants and Contributions Online Services http www servicecanada gc ca en b gcos login shtml Page 6 1 2 Access the Agreement Once you have selected your business see Figure 2 you must click the View List of Applications link available
7. an Activity Report Open Call for Proposal Organization Admin v GCOS v Useful Links v Contact Us Logout Organization Admin v GCOS v Useful Links v ContactUs Logout GCOS Welcome Applications and Projects pplications and Projects GCOS Welcome Agreements Status Tracking Number Date Updated Functions CFP Time Date e ReadyToSign 2015 06 15 2 3020 PM View Created By Modified By Identifier remaining Updated Sign Agreement Signature A000004959 Name 1 2015 07 lectronique Annlication Electronic 58 Sign Signature Agreement Supporting Document Copy and Edit Projet Fonds Active A000003286 Name 1 View d int gration Application Manage Opportunities Add Funds Supporting Project Document Copy and Edit Manage Agreements Page 1 3 Signature Process There are only two functions available on the Agreements screen see Figure 5C You can generate a pdf version of the agreement by using the function View prior signing the agreement or after you have signed the agreement You can initiate the signature process by using the Sign Agreement function see Figure 5C Once you are ready to initiate the signature process you must first select a signature method The signature method chosen will be applied to all other signatories of the account You will have two options to choose from see Figure 6 e Electronic Signature e Manual Signa
8. e signing Please indicate the way you will be signing the agreement Signature Method Electronic Signature v gt Help Required Link to Document 287180 pdf Adobe PDF 1812905 bytes M Icertify that have read and understood the entire Agreement M lacknowledge that have full opportunity to seek independent legal advice prior to signing the Agreement Sign Agreement v Signatories Number of signatures required Signatures To Date The Sign Agreement initiates the signature process specific for that user To complete the process each signatory will need to certify his authority to sign the agreement see Figure 11 as well as answer a security question see Figure 12 Once the required number of signatories has been reached the other signatories are not required to confirm their authority to sign The Certification Authority to Sign screen is only accessible for users that have the right to sign the agreement as identified in Figure 3 Page 12 Figure 11 Certification Authority to Sign Organization Admin v GCOS v Useful Links v Contact Us Logout GCOS Welcome gt Certification Authority to Sign Certification Authority to Sign Your organization s Primary Officer has indicated that 1 signatory must agree to and sign the Agreement on behalf of your organization For your information there must be at least this number of representatives with authorization to submit this item w
9. en ener nnne nnu nnne nau nnm hes au sue se ke s ue se sus ku sese ska suse pu suene 15 Page 2 Important Things to Remember A TIME OUT FEATURE GCOS has a timeout feature After 20 minutes of account inactivity GCOS will prompt you with a Message from webpage see Figure 1 warning you that the session is about to expire If the OK button is not clicked by the time indicated in the message your GCOS account session will be terminated and you will need to log back into GCOS to continue Figure 1 Time Out Warning Message c a e Your session will expire automatically at 12 09 46 PM Select OK to WU extend your session Session timeout warning Sorry your session has already expired Please sign in again B SAVING GCOS does not automatically save information It is important to remember to save often throughout each session C REQUIRED FIELDS While using GCOS if you do not enter information into a required field and attempt to save or submit the item an error message will appear e g Error 1 Must have one Main Application Contact An incomplete required field will prohibit your ability to submit until you have entered information into this field D QUESTIONS Technical and non technical questions can be submitted directly to the GCOS team using the Contact Us feature located at the top of the screen available from the business list see Figure Z Once you select your business the
10. ermark Draft embedded in the document Once the signature method has been selected the corresponding watermark will be inserted when required The link Signatories can be expanded to display the number of signatures required to sign an agreement as identified by your organization in the GCOS Organization Identification screen see Figure 7 The signature Page 8 process will be completed the number of signatories identified has been met Each signatory will be displayed as well as the date they signed the agreement Figure 7 Number of Signatories Organization Admin GCOS BIS mais Contact Us Logout GCOS Welcome Anik Goud View List of Applications 1 and Projects Welcome Name 1 Add an Application for Funding gt View List of Application Add a Claim gt Add an Application for Add a Forecast of Project Expenditure gt Add a Claim Add an Activity Report GCOS Organization Identification Represe tatives age Program CFP Closing Date CFP Time remaining Functions P CFP Jeffrey Youth Skills Link 13 07 2015 12 00 EDT 127d 9h 18m Apply Screen Identifier GCOS MSCBA BUSINESSINDEX 41443 gt Add a Forecast of Proje gt Add an Activity Report Open Call for Prope GCOS Mai CFP Identifier Ap CFP for Reports Organization Admin GCOS v Usefull tks v Contact Us Logout GCOS Welcome gt Organization Identificatio Or
11. ganization Organization Identification GCOS Organization In order flo add an application the following mandatory fields must be completed Identification ESDC uggs the information you provide in this section to establish your organization s identity Address Legal Nadine Organization 123 Organisme 123 Mailing Address Operating Common Name if Organization 123 Organisme 123 differentlifrom legal name Supporting Documents Busines or Registration Number 10000000SRP0001 Organization Type School Board Other Educational Institution not classif vi Help Requirg Year Esf blished 1925 Help E mail Adress nom name hotmail com Telepholle Number Area Code Required Telephone Number 555 5555 Required Extension Aider les jeunes int grer le march du travail Help Requir Youth access the labour market Organiz fion s Mandate Signafories The info ation in this section will identify the number of representatives that must agree to an item before it din be submitted to Employment and Social Development Canada and as such the online system prohibit the submission of items until these concurrences have been recorded It is importanto ensure that the equivalent number of representatives is granted submit access for the correspomming items as the number of required signatories identified in this section How man signatures are required to 1 vi submit anlipplication for Funding to ESDC Require How
12. ithin your organization s account You can view and edit the number of required signatories by selecting GCOS Organization Identification under the GCOS menu at the top of the screen Alternatively access may be delegated to the appropriate authorized representatives by clicking on Representatives under the GCOS menu The person submitting this form certifies the following O certify that have all the necessary authorities permissions and approvals to enter into this Agreement on behalf of my organization When you click Next you will proceed to the signing of the Agreement Next Screen Identifier GCOS AGREEMENTSUMMARY DECLARATION The Security Question Acceptance of Agreement screen see Figure 12 provides an additional security step prior to finalizing the official legal signature of the agreement As only the user knows the answers to the security questions created when the account was set up By clicking J Accept you are signing the Agreement and are agreeing on behalf of your organization to be bound by the Agreement Figure 12 Security Question Acceptance of Agreement Organization Admin GCOS v Useful Links Contact Us Logout GCOS Welcome Security Question Acceptance of Agreement Applications and Projects Security Question Acceptance of Agreement Prior to submitting your signed Agreement to ESDC you must successfully answer your security question in order to validate your identity
13. on the Welcome screen see Figure 5A which will bring you to the Applications and Projects see Figure 5B To access the Agreement in GCOS you must locate the project that has a Ready to Sign status see Figure 5B and click on the function Sign Agreement Once you have reached the Agreements screen two options will be available to you see Figure 5C 1 View allows you to view a draft version of the agreement 2 Sign initiate the e signature process The Agreement screen provides a summary of all the agreements that have been signed for that specific project The first column provides you with an 7dent fier see Figure 5C which is a digital number that can also be viewed on the top right corner of the agreement and referred to as the Agreement ID This number will ensure that the agreement you sign is also the one that was sent by your assigned Program Delivery Staff at ESDC Each agreement has its own identifier If the identifier in the table on the Agreement screen is different than the one on the pdf version of the agreement please contact your ESDC Program Delivery Staff Figure 5 Welcome screen Applications and Projects ganization Admin GCOS Useful Links Contact Us Logout gt Welcome Anik Goudie Welcome Name 1 gt View List of Applications and Projects gt Add an Application for Funding Add a Claim gt Add a Forecast of Project Expenditure gt Add
14. ply Screen Identifier GCOS MSCBA BUSINESSINDEX 41443 Representative Details Responsibilities Please be aware as you complete this screen for the identified representative that delegating Create and Submit responsibilities authorizes the designated representative to act on behalf of your organization Submit rights should be granted only to those representatives that would typically have the authority to approve and sign the specific item in a paper process Given Name Pr nom First Name Surname Nom Last Name E mail Address nom name hotmail com Telephone Number 819 555 5555 Representative Role Representative Application for Funding Create Submit Claim Create O Submit Forecast of Project Expenditures Create Submit Activity Report Create Submit Supporting Documents Create Agreement Participants Submit View As an authorized representative for my organization certify the following Acting on my own behalf and in this capacity have validated the identity of this representative and have delegated access to this individual with his her full knowledge and consent The individual named as a representative is aware of his her responsibilities pertaining to acting as a representative of your organization in line with Employment and Social Development Canada policy and legislative requirements f the representative has been given Submit rights to any of the transactions above he she is autho
15. re 14 Figure 14 Review amp sign Review amp Sign viewing recorded signatures Information for Agreement Number 10345 Project Title Signature lectronique Electronic Signature Identifier 10345 Signature Method 4y Information The method of signature has been selected for this Agreement Please open the link below to review the Agreement before signing Please indicate the way you will be signing the agreement Signature Method Electronic Signature M Help Required Link to Document 287013 pdf Adobe PDF 1812711 bytes Icertify that have read and understood the entire Agreement O acknowledge that have full opportunity to seek independent legal advice prior to signing the Agreement v Signatories Number of signatures required Signatures To Date Sign Agreement Signed Date 31 07 2015 7 08 28 AM Page 14 The confirmation message will provide a confirmation number for reference see Figure 15 to the last signatory or when only one signature is required Once the tracking number is received the agreement is successfully submitted to the Department to initiate its internal signature process Figure 15 Confirmation and Tracking Number Organization Admin v GCOS Useful Links v ContactUs Logout GCOS Welcome Confirmation Confirmation Thank you You have signed the agreement Your confirmation number is 000005364 ESDC has been notified and
16. rized to act in a legally binding capacity on behalf of your organization in accordance with the organization s incorporating documents bi laws or other relevant documents The rights delegated to this representative will remain in place until such a time as an authorized representative takes steps to revoke or modify their standing as is their responsibility O agree O do not agree Cancel Screen Identifier GCOS MSCBA EDITREP REP Page 5 Following the approval of the submitted application through your GCOS account an Employment and Social Development Canada ESDC representative will contact you to discuss the details of your project Once finalized each representative that has been assigned the Submit responsibilities for Agreement will receive an email including instructions on how to electronically sign the agreement see Figure 4 Figure 4 Email sent to Signatories Message Insert Options Format Text Review From NA GCOS SELSC GD Ghrsdc rhdcc gc ca To da org ca directorgorg ca boardmember org ca Cc Bcc Subject Action Grants and Contributions Online Services GCOS Agreement Signature required Youth 2015 Hello Mr Family Name You have been identified as an active Grants and Contributions Online Services GCOS user with legal signing authority for the Organization 123 Organisme 123 contribution agreement with Employment and Social Development Canada Following the approval of
17. ture Figure 6 Review amp Sign Signature Method Applications and Projects Review amp S i g n Application Agreement Information Information for Agreement Number 10438 Project Title Projet Jeuness Objectif Carriere Career Focus Youth Project Review amp Sign Identifier 10438 Signature Method x Information As the first signatory you must select whether you wish to proceed with an electronic or manual signature Please note that once a signature method has been selected and saved subsequent signatories will be required to use the same method of signature Should you need to change your method of signature please contact your assigned Program Delivery Signature Method Help Required Electronic Signature Manual Signature 2ZOof LOU DU Adobe PDF 1612905 bytes v Signatories Number of signatures required Signatures To Date Name Signed Signed Date Namei No Name 2 No Name 3 No Screen Identifier GCOS AGREEMENT EDIT 822 The first signatory accessing this screen will be provided instructions in the Information box regarding the selection of the signature method Once the method has been selected this message will no longer be displayed The section entitled Link to Document provides the user with the option to generate a pdf version of the agreement When a signature method hasn t been selected and saved the link to the agreement is for viewing purposes only and will have the wat
18. ve A000003024 Name 1 d int gration Opportunities Funds Project Page 15
19. will initiate its own signature process Screen Identifier GCOS AGREEMENTSUMMARY CONFIRMATION Once the Department s internal signature process is complete an email will be sent to the agreement signatories 1 4 Consulting the Agreement In order to view a copy of the signed agreement the following steps must be completed e Log in your account e Access the View Applications and Projects screen e Locate your active project and select Manage Agreement under the Functions column see Figure 16 You will then be able to user the l ew function to generate a pdf version of the agreement The document will have the watermark Copy only electronic version and will also allow you to view who signed the agreement on behalf of your organization and the delegate on behalf of the Department Figure 16 Consulting the Agreement Organization Admi GCOS v Useful Link Contact Us Logout Organization Admin v GCOS v Useful Links v ContactUs Logout ERR M aoc dida a GCOS Welcome Applications and Projects Applications and Projects Tracking Project Title Status Number Signature Active A000004959 Name 1 Final Agreement Electronic S000005364 Fudge 7 42 32 Copy V View Activity Report teg lectronique Application roni Manage Agreement Information E Ageemeniomabn Cancelled Signature A Supporting Partbcipant Information locumen Screen Identiher GCOS AGREEMENT INDEX 3512 Projet Fonds Acti
20. you will be signing the agreement Signature Method Electronic Signature v Help Required Link to Document 287180 pdf Adobe PDF 1812905 bytes it certify that have read and understood the entire Agreement O acknowledge that have full opportunity to seek independent legal advice prior to signing the Agreement Sign Agreement v Signatories Number of signatures required Signatures To Date Name Signed Date Mame 1 Name 2 Mame 3 Screen Identifier GCOS AGREEMENT EDIT 822 1 3 3 Revision of Agreement In order to be able to certify that you have reviewed the agreement you will be forced to click on the pdf version of the agreement To generate the agreement you must have the free downloable software Adobe Acrobat Reader The pdf document will be accessible at any time in your GCOS account Once you have had the opportunity to review the pdf version of the agreement the Sign Agreement button will now be enabled see Figure 10 Page 11 Figure 10 Review and Sign Sign Agreement button Applications and Projects Rev i ew amp S i g n Application Agreement Information Information for Agreement Number 10438 Project Title Projet Jeuness Objectif Carriere Career Focus Youth Project Review amp Sign Identifier 10438 Signature Method Information Y The method of signature has been selected for this Agreement Please open the link below to review the Agreement befor
Download Pdf Manuals
Related Search