User Guide for Electronic Grant and Reporting System 2018-19 Year 1 Grant Application October 31, 2017 Page 1 of 11
I. Purpose This User Guide is to provide operational guidance and technical assistance to Web Users of the Heart of Illinois United Way Electronic Grant and Reporting System for the submission of the 2018-19 Year 1 Grant Application. This Guide is an additional resource for Users beyond the system training. Future information regarding system updates and instructions will be emailed from Heart of Illinois United Way staff to system Users and the User Guide may be modified to reflect new information. Please ensure that updated contact information is on file with the Heart of Illinois United Way. II. General System Features Community Building or CB Refers to the system module hosted by the Heart of Illinois United Way s software provider. Community Building/ CB is referring to the Heart of Illinois United Way Electronic Grant and Reporting System. Disregard additional naming convention or reference. Packages Found on the main ribbon of the system, a Package is the component of the system where applications, reports and budgets will be found. This component will be accessed frequently by Users. Reports Found on the main ribbon of the system, Reports is the component of the system where exports or downloads of Packages and budgets can be found. This component is similar to a computer Downloads folder. At the request of the User, Reports can be generated or deleted by the system and time stamped by the User. This component is will be accessed frequently by Users. Important Icons of the System ICON DESCRIPTION Exporting feature of a section to Excel. Will probably not be used frequently by Users but is available. Complete all components/section rather than individually submitting each section of the Package. Delete an item. User will be prompted by the system to confirm the selection of Delete before the item will be removed. Indicates that a system instruction/prompt is available for the specific application question. This is a helpful feature to provide immediate directions. A User will hover the mouse over the question to view the instruction/prompt. Page 2 of 11
Spell Check This system does not have a spell-check feature automatically enabled in narrative fields. However, spell-check is available through a User s selected web browser. For most browsers, right-clicking within the first text box and selecting Spell-Check will enable spell-check for the entire application/report. Note that enabling the spell-check feature in a web browser will not enable a Grammar check feature. Please proofread the application narrative fields thoroughly to avoid any typos/mistakes. Instructions for specific browsers are below: GOOGLE CHROME By default in most installations of Chrome spell-check will automatically be turned on. Any text it finds that might not be spelled correctly will have a red underline. Right click with your cursor directly on red underlined text/copy to see what Chrome recommends as correct spellings. To check if spell check is enabled in your version of Chrome, right click in a text box/copy area and select the "Spell-checker options." From here you can set your language, check spelling and click to see Google spelling suggestions. To have Chrome automatically check all text fields for spelling, make sure to check the option here, "Check the spelling of text fields" (as shown below). MOZILLA FIREFOX By default, Firefox is configured to automatically check spelling. For using spell-check within Firefox, right click on any text area to check overall spelling or place your cursor on a specific word (where it has been underlined with red) to see Firefox suggestions. To correct a misspelled word, right-click on it and select one of the suggested words at the top of the menu. If none of the suggested words is appropriate, you must manually edit it. If you are sure the word is spelled correctly, you can add it to the dictionary. To add a word to the dictionary, Right-click on it, and select Add to Dictionary. Page 3 of 11
INTERNET EXPLORER Spell-check is available in Internet Explorer browsers starting with version 10 and up. This option is typically turned on by default. Internet Explorer 10 places an asterisk after any word it finds to be spelled incorrectly. Internet Explorer 11 underlines in red words it finds spelled incorrectly. If it is a common word that is misspelled, Internet Explorer may automatically correct the spelling. If it is not a common word, it may be underlined in red; right-click on the red underlined word to bring up a menu with options to correct. Preexisting text will not be spellchecked; however text pasted into a field will be checked when it is inserted. To check whether spell check is currently enabled Internet Explorer, go to Tools, Manage Add-ons, scroll down to Spell Correction, select check the box at the bottom that says "Enable" or "Enable spelling correction". Difference between Save Your Work and Submit Finalized Section to HOIUW When toggling through each section of a Package, the bottom buttons will allow a User to either Save your Work or Submit Finalized Section to HOIUW. Selecting the Save Your Work button will retain the information entered into the system and allow a User to return to that section for future editing. Selecting Save Your Work also returns the User back to the Application Menu of the Package. Selecting the Submit Finalized Section to HOIUW button will submit the information to Heart of Illinois United Way and will be no longer accessible for edits by the User. A User will be prompted to ensure Submit Finalized Section to HOIUW is the desired selection before the information will be submitted. Page 4 of 11
System Instructions/Prompts Please note that the system provides instructions/prompts to Users for a specific application question. This is a helpful feature to view immediate directions. The icon will indicate that additional instructions are available for the question. Users will hover the mouse over the question to view the instructions/prompts. Please note the screen shot below to reference the evidence of a system prompt for the narrative question. icon for a Page 5 of 11
III. Instructions for the 2018-19 Grant Application After logging in, please ensure User name and Agency are correct! This information will be listed on the Home Page of the system underneath the web header photo. Refer to the screen shot below: If this is not correct, STOP and contact Heart of Illinois United Way Staff immediately! IV. Home Page Information The Home Page contains important information that will be helpful for Users. Please take the time to review the information. V. Accessing the Application Click the Package link on the main ribbon to access the grant application. Click the blue web link entitled 2018-19 Grant Application (Year 1) under the description header. Once in the application, ensure that the User s agency is listed first and then all programs for which a Letter of Intent was submitted are listed underneath. If this is not correct, STOP and contact Heart of Illinois United Way Staff immediately! A. Agency Section of Application The only item that requires information from a User in the Agency Section of the Application will be the Cover Page for the Year 1 Application for each of an agency s programs. Complete the Cover Page (one for each program) and secure the agency s Executive Director and Board Chair signatures. Save the forms as individual, separate PDFs using this format: Cover Page for Year 1 Application Program Name. The naming format should also be entered in the Document Description text box. Upload the completed Cover Page for each of the agency s programs in the Cover Page for Year 1 Application section. Page 6 of 11
VI. Completing Program Application Sections Select each section of the application to complete. Click Save Your Work rather than Submit Finalized Section to HOIUW until the entire application is complete and ready to submit to the Heart of Illinois United Way. Please refer to the section above in this User Guide for additional information regarding the difference between Save Your Work and Submit Finalized Section to HOIUW. Beneath each text box in the application is a word count (this is not a character count). Please be concise as possible in narrative responses. The maximum word count is for the User s reference, not the expected length of a User s answer. For easier editing, you may compose your answers in Word or Notepad and cut/paste your narrative into the application. It is recommended to check the word count in your document first before transferring your narrative to the application. A. Program Outcomes Click Add to Select the Outcomes from the drop-down menu for each Program under the assigned Issue Area. Program Indicators cannot be added until a User has selected an Outcome. B. Program Indicators When adding an Indicator, ensure that all required measurements are selected. Indicators that have multiple measurements will be listed with a sequence of (1 of X). Page 7 of 11
C. Program Activities Click Add to enter a Program Activity. More than one activity can be added for each Outcome/Indicator. Enter a brief description of the Activity using the format listed on the screen. Once a Program Activity is added, the updating screen will automatically appear. Select the Outcome that will apply to the Program Activity. Please be sure to read the Important!! footnote at the bottom of the screen BEFORE adding an Output Type. This is the section in which you will add the Program s Clients to be Served and Units of Service for each Program Activity. Page 8 of 11
On the Program Activity Summary, the system will list multiple Program Activities in alphabetical order. As an option, the User may change the Sequence Number. This can be done by clicking the individual Program Activity and manually entering a new Sequence number. Please note that the system will default Program Activity numbers to 100. Please note - It is a suggested Best Practice to re-order the Sequence Numbers. The Program Activity the User wants to list first should have a Sequence # of 100. The second Program Activity should have a Sequence # of 200, and so on. The re-ordering of Sequence numbers is an optional feature for Users. This is an example of the Program Activity Summary when Activities are listed alphabetically with the same Sequence number. This is an example of the Program Activity Summary when Activities are not listed alphabetically, but in the User s preferred order by Sequence number. Please note - It is a suggested Best Practice to re-order the Sequence Numbers. Page 9 of 11
D. Program Evaluation and Measurement Tools Users will upload each Measurement Tool to be used by the Program. Please keep in mind that the maximum size of each attachment is 2 MB. Measurement Tools should be scanned to a lower resolution if they are large files. Click Add to upload Program Measurement Tools. More than one Tool can be added for each Program. Please be sure to read the two important instructions regarding the formatting of each Document Description and File Name BEFORE uploading a Measurement Tool. Users may decide how much of each Measurement Tool to share with Grant Reviewers. A User may upload the entire document and use the Program Evaluation / Measurement - Narrative Section to direct Grant Reviewers to the most important questions or pages that specifically relate to the Outcomes/Indicators used for the Program. Another option is to upload a relevant section of a larger assessment. Either way, it will be important to use the Program Evaluation / Measurement - Narrative Section to fully explain how the Measurement Tools measure specific benchmarks, and to direct the Grant Reviewers to the relevant sections of each Measurement Tool. Please note the Program Evaluation / Measurement - Narrative Section has to be separate in order for documents to be uploaded into the system. System instructions/prompts are included for the Program Evaluation/Measurement Narrative Section questions. Page 10 of 11
E. Budget Please note that the Budget form has Income and Expenses listed sequentially. This order is required by the system so that budget line items can be categorized and filtered once submitted to the Heart of Illinois United Way. Numbers that are highlighted blue listed in the Item Column of the Budget form have links to instructions and important notes. The text box underneath the budget form entitled Optional Agency Comments regarding Program Budget is the User s opportunity to include information or additional guidance regarding the budget/program that would be helpful to Heart of Illinois United Way staff and/or grant reviewers. Comments in this text box, if used, should support or clarify budget line items and be consistent with narrative already stated in the application. This text box should not be used to introduce new information. VII. Application Submission and Deadline To submit your application, you may click Submit for each section, or you may click the icon next to the title of your Agency and title of each Program to change all of your sections from Outstanding to Completed. When all of the sections are listed as Completed, your application will automatically be submitted to the Heart of Illinois United Way. An e-mail confirmation will be sent from the Heart of Illinois United Way for your records. The deadline for submitting the Year 1 Application is Monday, January 22, 2018. The system will not accept incomplete or late applications. Page 11 of 11