Komen Grants eManagement SystemGeMS

Why Online GrantsReduce the amount of administrative paperwork being completed by applicants and grantees.Provide one central location for all Komen applicants and grantees to complete all tasks associated with the Komen grant process.Assist grantees in evaluating their project.Provide the Affiliate more time to build relationships with applicants and grantees.

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User RolesProject Director:The role of Project Director should be assigned to the individual at your organization that will serve as the projects lead contact. This individual is responsible for validating all new users when they register for the system under their organization. This individual will have the highest level of access in the system and will be responsible for overseeing all of the administrative functions available such as application creation and completion.

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User RolesAuthorized Signer:The role of Authorized Signer should be assigned to the individual at your organization that has the authority to sign legal documents on behalf of the organization. This individual is responsible for electronically signing the application before submission and the grant contract if the organization is awarded funds.

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User RolesViewer:The role of viewer should be assigned to any individual at your organization that needs access to view the organizations information but does not need the functionality to save, add, edit, or change anything within the organizations information.

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User RolesWriter:The role of writer should be assigned to any individual that needs access to an organizations application process to help complete the application but does not have the authority to complete the submission process. This individual cannot change the status of an application and will not have administrative function availability.

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Registration

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Registration

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Registration

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Registration

After you save your contact and organization information, your account must be approved before you have access to the system.

You will receive two email communications as part of the registrations process:Registration SubmittedAccess Granted*

User Homepage

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Now that all applications have been submitted, each applicant will begin one of the below tasks within GeMS:

Budget and Application RevisionsContract Acceptance

Application Revision*

Application Revision*From the user homepage, click the My CG Applications tab at the top of the page.

Application Revision*Search for all applications in the status Budget Revisions Required.

Application Revision*Select the application name for the project in which revisions are required.

Application Revision*From the CG Application Menu, select View Forms below View, Edit and Complete Forms.

Application Revision*The pages of the application that needs revisions made to it will be marked with a notepad. Select the notepad next to the page you plan to revise.Select the Show Notes section at the top of the page.

Application Revision*Review the notes provided by the Affiliate and make any necessary changes.****Repeat previous steps for all pages marked with notes.

Application Revision*Once all revisions are completed, return to the application menu and select View Status Options under change the status.

Application Revision*Select Apply Status under Authorized Signature for Budget Revisions Required.

Application Revision*Authorized Signer logs in to GeMS and clicks Open my tasks and then selects the application name they would like to submit revisions for.Once in the application, they will click View Status Options to see possible statuses.

Application Revision*They will select Apply Status under Application Budget Revisions Submitted

Contract Acceptance*

Contract Acceptance*The Authorized Signer will select MY CG Applications at the top of the user homepage.

Contract Acceptance*Search for all applications in the status Contract Acceptance Required

Contract Acceptance*Select the Application name for the project the contract is being reviewed for.

Contract Acceptance*From the CG Application Menu, select View Forms below View, Edit and Complete Forms.

Select the Contract Acceptance page from the application page list.

Contract Acceptance*Complete the Contract Acceptance page. At this time the Insurance Certification and W9 must be uploaded and the contract must be accepted or declined.

Contract Acceptance*Return to the application menu and select View Status Options under Change the Status.

Contract Acceptance*If the contract is accepted select Apply Status under Contract Accepted.

Contract Acceptance*If the contract is declined select Apply Status under Contract Modifications Requested.

Contract Modifications*Return to the application menu. Select View Forms under View, Edit and Complete Forms.

Contract Modifications*Select the Contract Modification Request page from the application page list.

Contract Modifications*Complete the Contract Modification Request page. At this time input any change you would like to make to the contract verbiage. This information will be used to create a letter of clarification for the initial contract.

Contract Modifications*Return to the application menu and select View Status Option under Change the Status.

Contract Modifications*Select Apply Status under Contract Modifications Submitted.

Contract Modifications*Once you have been notified that the application is again in the status of Contract Acceptance Required return to the application menu. Select View Forms under View, Edit and Complete forms.

Contract Modifications*Select the Contract Acceptance page from the application page list and then complete the Contract Acceptance page.

There will now be a letter of clarification available as an attachment to the initial contract.

Contract Modifications*If the contract and letter of clarification are accepted, return t the application menu and select View Status Options under Change the status.

Contract Modifications*Select Apply Status under Contract Accepted.

Progress and Final Reports*

Report Creation*From the User Homepage, click the My CG Applications tab at the top of the page.

Report Creation*Search for all applications in the status Grant Awarded.

Report Creation*Select the Application name for the project the progress or final report will be created for.

Report Creation*From the CG Application Menu, select View Related Items below Examine Related Items.

Report Creation*Select the name of the report you would like to create.Select I agree to continue the creation of the report.

Report Creation*At this point the report menu will automatically open.

Report Completion*From the User Homepage click the My CG Reports tab at the top of the page.

Report Completion*Search for all reports in the status CG Progress Report: Progress Report in Progress or CG Final Report: Final Report in Process.

Report Completion*Select the report name for the project the progress or final report you would like to complete.

Report Completion*Select View Form under View, Edit and Complete Forms.

Report Completion*Complete each of the report pages.

Report Submission *From the user homepage, the Project Director will click the My CG Reports tab at the top of the page.

Report Submission *Search for all reports in the status CG Progress Report: Progress Report in Process or CG Final Report: Final Report in Process.

Report Submission *Select the report name for the project the progress or final report you would like to complete.

Report Submission *Select View Status Options under Change the Status.Click Apply Status under Authorized Signature Required.

Report Submission *The Authorized Signer will now log into GeMS and click Open My Tasks and select the name of the report they would like to submit.

Report Submission *Click View Status Options to see the possible statuses.Click Apply Status under Report Submitted.

Grant Changes*

Amendment Submission*From the User Homepage, click the My CG Applications tab at the top of the page.

Amendment Submission*Search for all applications in the status Grant Awarded.

Amendment Submission*Select the Application name for the project the amendment will be created for.

Amendment Submission*From the CG Application Menu, select View Status Options below Change the Status.

Amendment Submission*Select Apply Status under Amendment Requested.

Amendment Submission*Return to the Application Menu and select View Forms under View, Edit and Complete Forms.

Amendment Submission*Select the Request for Change form and then complete and save the form.

Amendment Submission*Return to the Application Menu and select View Status Options under Change the Status.Select Apply Status under Authorized Signature Required for Amendment Submission.

Amendment Submission* Authorized Signer will log into GeMS and select Open My Tasks.

They will select the application amendment that you would like to submit in the task list.

Select View Status Options under Change the Status.

Select Apply Status under Amendment Submitted.

Amendment Submission*If your change request is approved, your application will be placed into Grant Amendment Approved status. At this time the amendment must be resubmitted. From the User Homepage, click the My CG Applications tab at the top of the page.

Amendment Submission*Search for all applications in the status Grant Amendment Approved.

Amendment Submission*Select the Application name for the project the amendment will be created for.

Amendment Submission*From the CG Application Menu, select View Forms below View, Edit and Complete Forms.

Enter the application pages that the amendment affects and make the necessary changes to those pages.

Amendment Submission*Return to the Application menu and select View Status Options under Change the Status.

Amendment Submission*Click Apply Status under Authorized Signature Needed for Amendment Resubmission.

Amendment Submission*Authorized Signer will log into GeMS and click Open My Tasks.

They will then select the Application amendment that they would like to resubmit from their task list.

Select View Status Options under Change the Status.

Select Apply Status under Amendment Submitted.

Helpful Hints*

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.

If you scroll over the first aid kits, help content will be available for that specific question.

The system will log out after 45 minutes with no activity. If the system logs out automatically, the last data entered will not be saved if the save button was not selected prior to the log out.

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If you copy and paste text from Word, you must hit the backspace button within the text field for the character count to be shown.

Print versions of the blank report and completed report are available within the Access Management Tools section of the application menu.

Always use the Back button within the system when trying to return to a previous page.

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Question and Answer*

*Welcome

Introduce Facilitators*Komen had begun an initiative to move all community granting online. We are excited for this new endeavor but understand that training and assistance may be required. If you have any questions about the system or grant process as we transition to online granting, feel free to call {Insert Affiliate Contact}*****Registration for the system is the first step to the online grantmaking process. You can register at https://affiliategrants.komen.org.

*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. If a question has a pink GO button next to it, complete the question and then select the GO button and wait 5 seconds before advancing to the next question.Always select either applicant or grantee in the What is your position at your Affiliate question.Fill in all information as required. All items marked with an * are required to create your account.The Username field must consist of all letters and numbers, minimum length 5 characters, maximum length 20 charactersThe Password field must consist of all letters and numbers, minimum length 7 characters, maximum length 20 charactersThe fields Password and Confirm Password must be the same.

*If your organization already exists within GeMS, please select your organization from the organization 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.

Click Save in the upper right hand corner to save the data.

*If you attempt to access the system prior to getting approved/validated you will receive an error message that your account has not been validated.

In order for registration to be complete, you must select the save button!

*User TabsMy Home: Brings the user back to their homepageMy CG Applications: Access to all community grants applications already in progressMy SG Applications: Access to all small grant applications already in progressMy CG Reports: Access to all community grant progress and final reports already in progressMy SG Reports: Access to all small grant final reports already in progressMy Administration: Administrator functions, user approval. This tab will only appear for authorized users.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 systemView 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 that you must complete.

Helpful Hint: To view/edit/complete applications that are already in progress, go to your My CG Applications tab. To initiate a new or additional application, click on the View Available Proposals tab.

*Everyone has completed the application process and we are now ready for potential; grantees to begin utilizing the system for various other purposes. We will discuss each of these processes in great detail.Application RevisionContract AcceptanceProgress and Final ReportsGrant ChangesThese steps may not apply to everyone but it is important that we cover this information. {If none of your applications need revisions, you can remove this section from the training}******Emphasis: It is possible that notes may be leftover from the compliance check but if so, the different types of notes should be clearly labeled.******The only user for your organization that can accept or decline an application is the Authorized Signer. Please verify that your Authorized Signer is aware of the steps that need to be followed.**********The letter of clarification process will be used moving forward with contracts. The contracts will not be changed themselves but the letter of clarification will act as an amendment to the contract.*******The Project Director is permitted to create progress and final reports for an organizations application. ******The Project Director, Authorized Signer, and the writer role are permitted to complete the reports.****If you have internet access, this would be a good place to login and actually show the pages of the reports.*Submission is a two step process, both the project director and the authorized signer have to participate.**********************Take any additional questions