Given the extreme pressure right now to bill/request an advance prior to the shutdown, I’m sharing a copy of my notes on the new egrants system that replaced WEGO.
IntelliGrants site aka egrants
Task = Grant
Related Items = FSR’s
Grant ID numbers in this system may be different from what you have in your other documentation. If you have multiple grants, you’ll need to determine which is which by looking at the grant budgets etc..
—**Important: Within the FSR process, the lines that you bill on are identified differently. In particular, if you have a line per position, those lines don’t include the position name. Instead what is provided is the total budgeted amount per position. So you’ll want to indicate that on the sheet you’re billing from, for easiest processing.
You probably want to have your grant budget handy the first time you go through this process on this site. The line descriptions may relate best to the budget, instead of what you’re used to seeing.
Good News –> This site doesn’t time out after the slightest delay! I haven’t had it ever time out on my so far. So you can take the time needed without concern for that (but still save often!).
Process for creating FSR
1. Under View My Tasks, click on TASKS box
2. Choose the grant you want to work with.
New ‘Main’ page opens, with additional choices. You want the last choice on the bottom:
3. Examine Related Items
This will show you the FSR’s filed in the past, and last item in the list is
4. ‘Initiate new FSR’
New ‘Agreement’ page opens, click on ‘I agree’ to create new FSR
Back to ‘OJP FSR Menu.’ You want to
5. View Forms
OJP FSR Menu – Forms menu, and a box, with one choice in it:
6. Financial Status Report Type
Then it opens a screen in which you choose whether to file an Expense or Advance type:
7. Expense or Advance – click radio button (round one), then click ‘save’ at top of window
Then it tells you that the info has been saved, but you’re still on that same page. (tricky!)
8. You have to click on ‘Forms Menu’ yourself to move forward in the process.
(That selection is in grey, and the other things around it are distracting. Above it, in orange, is the grant ID number. Below it, also in bigger, darker letters is ‘Financial Status Report Type’. But you want the small, light gray lettered option – Forms Menu. Have to select those words on that line, not the ‘OJP-FSR Menu’ option in the middle of the line.)
If you are creating an Expense-Type FSR:
You will see the OJP FSR Menu – Forms screen, with a box in the center. The top of the box includes the words ‘Financial Status Report Type’ (does not indicate which type you chose), and the name of the logged in user and the time.
Below the border in the middle of the box are two options, similar to the WEGO system:
10. FINANCIAL STATUS REPORT/PAYMENT REQUEST LINE ITEMS
9. FINANCIAL STATUS REPORT/PAYMENT REQUEST SUMMARY
They are in reverse order in these instructions because that’s how they are on the screen.
I didn’t do detail instructions for this process, because it is very similar to the WEGO process. Just have to look at the line info when you first open the detail lines, and make sure you know what each line corresponds to in your budget and your biling.
Like in WEGO, you can do the summary first, Main Contact (from a pull-down list), whether it is final or not, the period covered (I’ve done 6/1/2011 to 6/22/2011 for instance, for this emergency expense request).
Then you can do the detail lines. You want to hit ‘save’ often (especially when there might be high volume on the server). Hitting save updates the total, and it also opens up new lines. (Note: the ‘save’ button and that menu bar floats at the top of your screen, is always visible even when you scroll down).
Like in WEGO, the data from the detail line entry fills in to the Summary page.
After you have all your detail entry done, you can print both pages (in the line with ‘save), at the top of the page.
Process: I like to take that detail print out and manually add up all the detail numbers for each line, to confirm that that matches the amount I entered in the total box, since Excel has that goofy pennies-off problem. After printing you can still go back in and change the detail info or the line total as needed, then re-print.
After you’ve printed both pages, there is one more task before you are done filing your FSR.
You need to click on the Left/most part of that main grey line:
11. Advance/FSR Menu
Then you are again on that main page, with 3 options, and you choose the middle one:
12. Under: ‘Change the Status’ — > View Status Options
It then opens the Advance/FSR Menu – Status Options window, where you can submit or cancel your document.
To do that, look below the box, and it says:
Payment Request Submitted
With a box below that which says ‘Apply Status’.
13. Clicking that ‘Apply Status’ box is the final step in the process.
Once you have done that, in the box it will show this message: ‘Payment Request in Process’. This is the final sheet you may want to print to document the billing process. (The Floating menu bar isn’t available at this point, have to print from the browser command.)
Unlike in WEGO, this last sheet does not indicate the period billed, the amount billed, or even the grant info very well.
Hopefully more of the old functionality will be added in yet!
If I can help further at all, please don’t hesitate to contact me. Hope this helps you and your organization spend more time on the important work you do!