Komen Grants eManagement System GeMS. Why Online Grants Reduce the amount of administrative paperwork being completed by applicants and grantees

Komen Grants eManagement SystemGeMS

Why Online Grants Reduce 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 Roles

Project Director:

The role of Project Director should be assigned to the individual at your

organization that will serve as the project’s lead contact. This individual is

responsible for validating all new users when they register for the system

under their organization. This individual will have the highest level of

access in the system and will be responsible for overseeing all of the

administrative functions available such as application creation and

completion.

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User Roles

Authorized 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 Roles

Viewer:

The role of viewer should be assigned to any individual at your organization

that needs access to view the organization’s information but does not

need the functionality to save, add, edit, or change anything within the

organization’s information.

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User Roles

Writer:

The role of writer should be assigned to any individual that needs access to

an organization’s application process to help complete the application but

does not have the authority to complete the submission process. This

individual cannot change the status of an application and will not have

administrative function availability.

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User Roles

• The Project Director must be the first individual at your organization to register.

• The Authorized Signer must register and be validated/approved prior to the creation of the organizations first application.

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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 Submitted• Access Granted

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User Approval

• Project Directors will be approved/validated by an Affiliate representative.

• All other users will be approved/validated by the organization’s Project Director.

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User Homepage

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Application Initiation

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• From the User Homepage, click the “View Opportunities” button.


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• For grant programs you are eligible to apply for you will see an “Apply Now” button under the description of the grant.

• Click the “Apply Now” button to continue to initiate a new application.


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• A confirmation page will appear. By clicking the “I agree” button you will initiate a new application.

Application Menu

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Application Pages

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Application Pages

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• We will now enter the GeMS System and review each page of the application.

• Important Reminders:• Always select the Save button before leaving a

page.• Utilize the navigation links at the bottom of the

page.• Always refer to the RFA while completing the

application.

Application Submission

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• Project Director must change the status of the application to “Authorized Signature Required”.

• Authorized Signer must finalize the submission by changing the status to “Application Submitted”.


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• Click on “Open My Tasks”.

• Select the grant you would like to submit from your task list.


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Click on “View Status Options” to review the available statuses for the application.


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Click “Apply Status” under the appropriate status.

Application Revision

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From the user homepage, click the “My CG Applications” tab at the top of the page.


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Search for all applications in the status “Budget Revisions Required”.


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


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From the CG Application Menu, select “View Forms” below “View, Edit and Complete Forms”.


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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.


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Review the notes provided by the Affiliate and make any necessary changes.

****Repeat previous steps for all pages marked with notes.


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


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Select “Apply Status” under Authorized Signature for Budget Revisions Required.


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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.


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They will select “Apply Status” under Application Budget Revisions Submitted

Contract Acceptance

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Contract Acceptance

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The Authorized Signer will select “MY CG Applications” at the top of the user homepage.

Contract Acceptance

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Search for all applications in the status “Contract Acceptance Required”

Contract Acceptance

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Select the Application name for the project the contract is being reviewed for.

Contract Acceptance

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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

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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

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Return to the application menu and select “View Status Options” under Change the Status.

Contract Acceptance

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If the contract is accepted select “Apply Status” under Contract Accepted.

Contract Acceptance

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If the contract is declined select “Apply Status” under Contract Modifications Requested.

Contract Modifications

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Return to the application menu. Select “View Forms” under View, Edit and Complete Forms.


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Select the “Contract Modification Request” page from the application page list.


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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.


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Return to the application menu and select “View Status Option” under Change the Status.


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Select “Apply Status” under Contract Modifications Submitted.


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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.


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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.


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


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Select “Apply Status” under Contract Accepted.

Progress and Final Reports

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Report Creation

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From the User Homepage, click the “My CG Applications”tab at the top of the page.

Report Creation

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Search for all applications in the status “Grant Awarded”.

Report Creation

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

Report Creation

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From the CG Application Menu, select “View Related Items” below Examine Related Items.

Report Creation

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Select the name of the report you would like to create.

Select “I agree” to continue the creation of the report.

Report Creation

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At this point the report menu will automatically open.

Report Completion

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From the User Homepage click the “My CG Reports” tab at the top of the page.

Report Completion

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Search for all reports in the status “CG Progress Report: Progress Report in Progress” or “CG Final Report: Final Report in Process”.

Report Completion

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

Report Completion

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Select “View Form” under View, Edit and Complete Forms.

Report Completion

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Complete each of the report pages.

Report Submission

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From the user homepage, the Project Director will click the “My CG Reports” tab at the top of the page.

Report Submission

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Search for all reports in the status “CG Progress Report: Progress Report in Process” or “CG Final Report: Final Report in Process”.

Report Submission

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

Report Submission

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Select “View Status Options” under Change the Status.

Click “Apply Status” under Authorized Signature Required.

Report Submission

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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

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Click “View Status Options” to see the possible statuses.

Click “Apply Status” under Report Submitted.

Grant Changes

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Amendment Submission

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From the User Homepage, click the “My CG Applications” tab at the top of the page.


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Search for all applications in the status “Grant Awarded”.


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Select the Application name for the project the amendment will be created for.


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From the CG Application Menu, select “View Status Options” below Change the Status.


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Select “Apply Status” under Amendment Requested.


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Return to the Application Menu and select “View Forms” under View, Edit and Complete Forms.


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Select the “Request for Change” form and then complete and save the form.


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Return to the Application Menu and select “View Status Options” under Change the Status.

Select “Apply Status” under Authorized Signature Required for Amendment Submission.


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• 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.


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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.


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Search for all applications in the status “Grant Amendment Approved”.


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Select the Application name for the project the amendment will be created for.


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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.


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Return to the Application menu and select “View Status Options” under Change the Status.


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Click “Apply Status” under Authorized Signature Needed for Amendment Resubmission.


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•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

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• 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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Documents

Komen Grants eManagement System GeMS. Why Online Grants Reduce the amount of administrative paperwork being completed by applicants and grantees