Welcome to the Kansas Grant Management System (KGMS). The Kansas Department of Health and Environment is proud to unveil this system which has been designed with your feedback to make the best system possible for our Aid to Local grantees. Beginning with the application phase for SFY2020, KGMS will be used for all Aid to Local grant functions including applications, progress reporting and financial reporting. You can access KGMS at the following link: https://khap2.kdhe.state.ks.us/kgms/ For best results, please use an updated browser to log into KGMS. This guide will be updated frequently. Please check the version number and date on the cover page. Immediately following this page will be a section with detailed information about guide revisions. We anticipate many revisions as we are still adding components and making improvements to the system on at least a weekly basis. If you encounter any problems with the system (or just something you think should be improved), please send an email to Karen.Kelley@ks.gov. In the e-mail, please provide a clear description of what you were trying to do at the time in the system as well as a screenshot if possible. It is important that we hear from you to make the best system possible. If you have any questions about KGMS, please contact Karen Kelley at 785-296-0425 or Karen.Kelley@ks.gov. We greatly appreciate your patience. Thank you for taking this journey with us! Cristi Cain Director, Local Public Health Program Guide Revisions Date Section Page Number What was changed 6/29/2018 Various Various Updated a few screenshots, and updated add employee section 2/5/2019 All All All screen shots Rev 2/5/2019 Page 1 of 17
Contents Getting Started... 3 Selecting Your Role in KGMS... 4 Requesting an Application... 4 Sending Sections... 6 Adding Notes... 8 Checking the Status of a Grant... 9 Uploading Form Specific documents... 9 Uploading Agency Documents... 10 Completing your Budget... 11 Completing the Signature Page... 14 Finalizing an Application and Readying it For Submission... 15 Deleting Forms... 16 Rev 2/5/2019 Page 2 of 17
Getting Started System Access To access the system, you will receive an email with instructions. The email will be from kdhe.kgms@ks.gov with the subject heading: Welcome to the Kansas Grant Management System (KGMS). When you open the email, you will be told to click on the Kansas Grant Management System link: Kansas Grant Management System If you don t receive the email, check your junk or spam folder. If you still can t find it, contact Karen Kelley, 785-296-0425 or Karen.Kelley@ks.gov. Once you receive the email, click on Sign In tab on the top next to Home tab. This screen will appear. Click on Forgot Password? The next screen will ask you to enter your User Name. This is the name sent in your KGMS welcome email. It will be the first initial of your first name and your full last name, e.g., Jim Smith s User Name is jsmith. Once you enter your User Name, click Submit. This screen message will appear: Your password has been sent to you. Click Return. You will then be sent a temporary password. Sign in (again) and enter your User Name and the temporary password you were sent. Click Sign in. Rev 2/5/2019 Page 3 of 17
The home page will appear and will have an expanded top bar. Once on the home page, change your temporary password to a more desirable password. To make that change, click Password on the top bar. Enter your temporary password, and then enter your new password twice. A green Match screen will indicate if they are the same. After you click Change Password, you will receive a screen message indicating the change was successful. The screen does not change, so be sure to click the Home tab to return to the homepage. Selecting Your Role in KGMS After logging into KGMS, you will go to the Work Area tab, then click on Role Selection After clicking Role Selection, if you have access to more than one agency, you will need to select the Agency Name, and this select your Role Name, then click Apply. Requesting an Application To access an application, click on Work Area, Form Management, then Enrollment You can select one, several, or even all (click Check All. ) To choose one or many and click Request Selected. You can also choose Check All if you plan to apply for all grants. Your Inbox will now display available applications. Rev 2/5/2019 Page 4 of 17
Chose an application to work on and click the grant title to open. After opening an application, you are now ready to fill it out along with the budget, which is located at the bottom of the application. If you need to stop working, please click the Return button to return the application to your Inbox. Should you get interrupted without getting a chance to return it, the application will automatically go to your Desktop. Here is some information on the different between Return and Close : Hover above each tab for more information on contents. Close: Closes section/application and places back on Desktop. Nobody else can access Return: Sends item back your Inbox until it is sent to Agency Processing. If the application is opened via Agency Processing, Close sends to the Desktop, Return sends it back to Agency Processing. The only way others will be able to access an application is when it is in the Agency Processing queue. Send: If more than one person works on an application, sections can be sent to them. Click Close on the open application form to move it from your Inbox to your Desktop. The form will appear in sections that you can send to individuals working on that section. Make sure the icon with the gray appears. The form icons will either be white (full application) or gray (section). Rev 2/5/2019 Page 5 of 17
Once you have opened a form, a Save and Export tab will float alongside. Save frequently! The Export tab will generate a PDF with information you have input into the form. Notice at the top of the form, your organization s address, the grant title/year, and the names of your KGMS Administrator and Fiscal Officer. Once you begin inputting information and saving your work, red boxes text may appear showing information still required for processing. The red boxes will disappear when information is input, and the form is saved. Sending Sections Select a grant from your inbox, click on the grant name to open. Rev 2/5/2019 Page 6 of 17
To be able to send sections to another user, you will need to close the application so that it goes into your desktop queue. This cause it to split into sections. Click on the close button as shown below: You will then see the sections of the grant in your desktop. Choose the section you would like to send from the list of all sections in your desktop. Click on the section icon to open the section to send to another user. After you have the section open, place your cursor on send and then a drop-down menu will open. Slide down to users and a drop-down menu of available users will display. Select the user to send the section to, which will go to their inbox. In this example, we will send the Counties Served section to Garth Brooks. Find the user name you would like to send the section to and click on it. The section will no longer be part of your list on your desktop. Rev 2/5/2019 Page 7 of 17
Adding Notes You can add notes to forms and they will be viewable by other users in your agency and KDHE staff. On an open form, simply click the Notes Tab. Click +Add Note Add your note description in the text box, then click insert. You will then have a record with a time stamp of when your note was sent. The notes will be visible to all users in your organization. The Notes are a permanent record and may not be deleted, so please be mindful of what is entered since all users and KDHE staff have access to view the notes. Rev 2/5/2019 Page 8 of 17
Checking the Status of a Grant The status tab allows you to edit and check the status of the grant. Click on the Status Tab to do this. You can see whether your application and budget have been approved or denied, and the total amount of money you have been awarded. Uploading Form Specific documents The Upload tab will enable you to upload any documents that are required for a grant. All file types are accepted except for.zip,.rtf,.exe and Outlook files. The maximum file size is 200 mb. To upload a document, open a form and click the upload tab. The click Upload File. Then click Select File(s) for Upload. After you click Select, you will be able to browse your computer to find the file(s) you would like to upload. Once you locate the document(s), select it, and click Open. You will see your document listed under the Select tab. Once you have selected all your documents, click Upload Files. If you hold shift you can select multiple documents. If you decide to add an additional document later after you have completed the upload process, just follow these steps again. Rev 2/5/2019 Page 9 of 17
You will see your files listed below the select file(s) button. If they all show a green button to the left of each file, they are ok to upload. If they show a red button to the left, they are not an allowable file to upload. If you accidentally selected a wrong file, click the little red X Remove to the right of each file. Once you have all green buttons, please click upload file(s). You will then be able to see your file. It will have a time stamp as well as information about who uploaded it. You can open it after you have uploaded it by clicking on the file type icon, selecting save, and then opening the document. The only user who has permission to delete uploads is the KGMS Administrator. Just notify them that a file needs to be deleted and they will click the red X under the delete column. Uploading Agency Documents If you want to upload files common to the agency, rather than a specific document, you can do so in the Agency Imports button. Rev 2/5/2019 Page 10 of 17
The upload process is the same as for Uploading Form Specific Documents. Simply click the Upload Files button and follow the prompts. Once uploaded, your list appears. One common use agency upload might be DAISEY TOU. Completing your Budget There are two ways to work on a budget. You can work on it by scrolling down through the entire budget (all tabs circled in red) or you can select a budget section to work on by clicking one tab at a time (the 2 circled below). Budget categories will vary depending on the grant. Rev 2/5/2019 Page 11 of 17
The system is set up, so you cannot allocate more than 100% of a staff person s salary. The percentage is maintained across all programs, so if you apply for 51% of an employee s salary on one grant application, you can only apply for 49% on another application(s). All salary and benefits line items are set up as a percentage only. All other budget categories are values only. In this example, we will add a line item to Salary. First, click Add Budget Line. All staff members you entered as contacts will be available from the pulldown menu under Description Select Contact. It will tell you the percentage of salary remaining for each staff member. Click on the drop-down menu for Select Contact. Choose your employee who you would like to add as a salary line item. The salary auto-fills into the request and match Amount sections. All you must do is fill in the percentage under the Percent boxes for both Request and Match. The system will automatically calculate the Request Total and Match Total (see example on next page). Rev 2/5/2019 Page 12 of 17
Once a staff member s salary has been used on a grant or 100% allocated across one or many grants, they will no longer be available on the drop-down menu. You can edit a line item by clicking the pencil. You can delete a line item if you click the red X. For each additional budget category, go to that category by clicking on the tab at the top of the budget section or by scrolling through the budget. Click Add Budget Line and enter your information. Click Insert when you are finished. Rev 2/5/2019 Page 13 of 17
You can view your grant budget grand total at the bottom of the page. When you are finished working on an application: 1. Click the Status tab 2. Set both Application Work Status and Application Budget Status to Ready to Submit to KDHE 3. Click Save 4. Go to Send 5. Slide to Queue 6. Click on Agency Processing Repeat this step for all applications. Completing the Signature Page The following steps need to be completed for the Signature Page: 1. Go to Work Area tab 2. Reports 3. Click on Signature Page 4. Export for signature 5. Upload back to Agency Imports Rev 2/5/2019 Page 14 of 17
Finalizing an Application and Readying it For Submission Once you have completed one or many applications and budgets, you still need to finalize for submission to KDHE. To do this, click into the Work Area tab, select Grant Submission. ALL grant applications must be complete before the entire grant package may be submitted to KDHE. Rev 2/5/2019 Page 15 of 17
You will see a screen like the one below. The checkboxes represent that the status for Application Complete and Budget Complete. Once all applications have both check marks, the entire grant package for your agency is ready to submit to KDHE (the button with activate ). Now, click on Submit to Aid To Local KDHE. The applications will turn gold in color to show that they were successfully submitted and will show your Total Request amount. Deleting Forms It is possible to delete forms that have not yet been submitted to KDHE. The KGMS Administrator is the only one with permissions to delete forms. To delete a form, open it and send it to the Form Trashcan, as shown below. Rev 2/5/2019 Page 16 of 17
Next, go to the Form Trash Can Queue, under queues Click on the form you want to delete to open it. Next, click on remove permanently The form will now be permanently deleted. Rev 2/5/2019 Page 17 of 17