grants application workshop september 28, 2015 komen colorado south affiliate
TRANSCRIPT
Grants ApplicationWorkshop
September 28, 2015
Komen Colorado South Affiliate
Introductions
Agenda•Introductions
•About Susan G. Komen
•Breast-Self Awareness
•Grant Process & Community Profile
•Changes to the 2016 Application
•Review Lessons Learned
•GeMS Instruction
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Founded in 1982 by Nancy G. Brinker
World's largest grassroots network of breast cancer survivors and activists
Invested more than $2.5 B since inception
Our promise: to save lives and end breast cancer forever.
Susan G. Komen
Komen Colorado South Affiliate
• Granted more than $6.8 million in local breast health and breast cancer
awareness projects in El Paso, Pueblo and Teller counties.
• Up to 75 percent of net proceeds generated by the Komen
Southeastern Colorado Affiliate will stay in the five county area
• The remaining income goes to the national Susan G. Komen for the
Cure Grants Program for energizing science to find the cures.
• The next race will be our 21th year
Affiliate Grants
• Non-profit organizations in their service area
• Address the priorities of the community profile
• Aim to change behaviors and health care systems
• Ensure information and resources reach those who need it most.
Breast Self-Awareness
Messaging
developed by Susan Brown, M.S., R.N.
Managing Director, Community Health
BREAST SELF-AWARENESS MESSAGES
1. Know your risk
2. Get screened
3. Know what is normal for you
4. Make healthy lifestyle choices
1. KNOW YOUR RISK
Talk to both sides of your family about
your family health history
Talk to your doctor about your personal
risk of breast cancer
2. GET SCREENED
Talk with your doctor about which screening
tests are right for you if you are at higher
risk
Have a mammogram every year starting
at age 40 if you are at average risk
Have a clinical breast exam at least every
3 years starting at age 20,and every year
starting at age 40
Sign up for your screening reminder at
komen.org/reminder
MAMMOGRAPHY IN THE U.S.
• Best screening tool widely available for finding breast cancer early
• Screening every year at age 40 for women at average risk
• If a woman is under 40 and has a family history or other concerns, she should talk with her doctor
• Can be used as a diagnostic test for women (and men) at any age
CLINICAL BREAST EXAMINATION (CBE)
Clinical breast exam by a health care provider at least every 3 years starting at age 20, and every year after age 40
3. KNOW WHAT IS NORMAL FOR YOU
Know how your breasts look and feel and report changes
to your health care provider
BREAST CHANGES THAT SHOULD BE REPORTED TO YOUR HEALTH CARE PROVIDER
4. MAKE HEALTHY LIFESTYLE CHOICES
Maintain a healthy weight
Add exercise into your routine
Limit alcohol intake
Limit menopausal hormone use
Breastfeed, if you can
TO REVIEW: BREAST SELF-AWARENESS
1. Know your risk
2. Get screened
3. Know what is normal for you
4. Make healthy lifestyle choices
Grant Process
Our Grants Process Community Profile
4 Year Process, Reviewed in 2 years Data gathering, key informant interviews, surveys
RFA Posted on Website
(www.komencoloradosouth.org) Priorities fill the gaps Statement of Collaboration
Compliance Review by Grants Committee
Our Grants Process (Cont’d) Review Panel
Community Representatives Confidential Create Slate
Board Approval Entire Slate Funding Levels
Grants Awards
Komen Colorado South Affiliate
Community Profile Results
1. 7 of 14 counties have income under 250% of the Federal Poverty Level
2. Overall, breast cancer death rates are lower than the US
3. Late stage incidence trend is higher than the US but not significantly
different from Colorado as a whole
4. Breast cancer screening is lower among Hispanic/Latina women and in
rural communities
Healthy People 2020 Objectives
The HP2020 breast cancer death rate is to decrease the death rate by
10%
The HP2020 objective for late-stage breast cancer diagnoses is to
decrease the number of breast cancers diagnosed at a late stage
Priority Areas
Fremont County
Teller County
Otero County
Pueblo County
El Paso County
These five counties comprise over 90% of the female population of Komen
Colorado South
Continuum of Care
Grant Priorities
Screening and diagnosis
Treatment support
Patient Navigation
Changes in RFA
Statement of Need (20%)
Program Design (20%)
Impact (20%)
Organizational Capacity (20%)
Monitoring and Evaluation (20%)
Changes in RFA (cont)
1. Beginning this fiscal year, grantees returning 15% or more of grant
funds two years in a row will be evaluated by the grant committee for
future funding
2. Grants need to be evidence-based
3. Application needs to be initiated into GeMS by November 15, 2015
Changes to the 2016 Application
2016 Changes to Application
Project Profile page
• Financial Contact Address fields were removed. The
address inputted into these fields was NOT where the
grant checks are sent, which was a source of
confusion. Instead they are sent to the address in the
“Organization Information” page.
2016 Changes to Application
Project Abstract page
• Name of page changed to “Project Priorities and
Abstract”
• Primary/Secondary/ Tertiary project category
classification questions removed.
• Abstract narrative inclusion instructions adapted:
… Applicants now asked to include the expected
number of individuals served
… No longer asked to include a summary of
evaluation methods in the abstract
2016 Changes to Application
Project Narrative page • Text box capacity increased from 3,500 to 5,000 characters for
each section.
• Narrative sections changed from:
…Organizational Capacity, Statement of Need, Project
Description, Collaboration, Sustainability, and Evaluation, to
…Statement of Need, Program Design, Organization Capacity,
and Monitoring and Evaluation
• Affiliates now have the option of including two additional Affiliate
categories instead of one
2016 Changes to ApplicationProject Target Demographics page • Increased the number of target populations that can be selected by applicants
from 4 to 6.
• Race and ethnicity categories separated into two separate categories to match
U.S. Census Bureau categories and designations.
• Age options: Youth (0-19 years) removed and instead the youngest category is
“39 years and under”. Other options: 40-49 years, 50-74 years, 75+ years.
• Gender category removed.
• Named groups:
…Added: Amish, Mennonite; Appalachian, Frontier, Rural; Armed Forces,
Military; Males
…Revised: Homeless now “Homeless, Residing in Temporary House (i.e.
shelter); Migrants added to “Immigrants, Newcomers, Refugees”; Offenders/Ex-
Offenders changed to “Inmates, Ex-Offenders”; Q added to LGBT
2016 Changes to Application
Key Personnel page
• This page has been removed, and now is combined
with the Salaries page (see “Key Personnel/Salaries”
page below for more information).
Project Work Plan – Goal
• Only one goal can be entered instead of multiple
goals. Therefore, there will only be one goal page.
2016 Changes to Application
Project Work Plan – Objectives
• Weblink added to instructions for more direction on
writing SMART objectives.
• SMART objective text box increased from 300 to 400
characters.
• “Please select the interventions you will use to
accomplish your objective” removed.
• “What methods and techniques will you use to
evaluate the effectiveness of this objective” removed.
2016 Changes to Application
Key Personnel/Salaries page
• Columns now include: …Name
…Job Title (formerly on Key Personnel page)
…Role on Project
…Attach Resume/Job Description (formerly on Key Personnel
page)
…Total Salary
…Benefits
…% of Salary on Project
…Total
2016 Changes to Application
Consultants page
• The following was added in the instructions: …Consultants are persons or organizations that offer specific
expertise not provided by staff and are usually paid by the hour
or day. There is a separate budget section for Sub-contracts,
which should include any organization with which your program
will have a contractual agreement or partnership.
Subcontractors have substantive involvement with a specific
portion of the program, often providing services not provided by
your organization.
2016 Changes to Application
Supplies page
• The following was added in the instructions: …Note: Komen grant funds may not be used for the
development of educational materials or resources. If awarded,
Affiliate grantees must use/distribute only Komen-developed or
Komen-approved educational resources. Komen grantees are
eligible to receive preferred pricing for Komen educational
materials. Komen materials should be used and displayed
whenever possible. To view our educational materials, visit
www.shopkomen.com.
• “Educational Materials” column changed to “Supplies”
2016 Changes to Application
Patient Care page
• “If you are providing treatment of survivorship support
please input the requested funds in the other budget
category. Ex. Pain Management, Psychosocial help,
symptom management” removed from instructions.
• “Other Patient Care” field added to include costs for
support (symptom management, psychosocial
issues, reproductive issues, etc.).
• Screening, Diagnostics, Treatment, and
Transportation categories remain the same.
2016 Changes to Application
Sub-Contracts page
• The following was added in the instructions: …Subcontractors have substantive involvement with a specific
portion of the program, often providing services not provided by
your organization. Consultants should not be included in this
section, as there is a separate budget section for Consultants.
Consultants are persons or organizations that offer specific
expertise not provided by staff and are usually paid by the hour
or day.
2016 Changes to Application
Other page
• “Ex. Treatment and Survivorship Support (pain
management, psychological issues, symptom
management, reproductive issues)” removed from
instructions.
2016 Changes to Application
Project Budget Summary page
• The following was added in the instructions: …Any monetary funds for the program from outside sources,
such as other grant awards, should be entered as Cash. Both
services and supplies provided by the organization itself
(including salaries) and from outside sources (e.g. food,
supplies) to support the program should be entered as In Kind.
• Question added: “What percentage of the
organization’s overall budget is the amount requested
from Komen for this program?”
Lessons Learned from Past Grant Reviews
Who Reviews Grants
Recruited from all five counties
Term limited to three years
Medical
Nursing
Education
Business
Survivor
Ethnic minority
Male
What Are They Looking For?
Proposal
• Identifies a Problem
• Prove it needs attention
• How will you mitigate a
problem?
• What have you done?
• What is the timeline?
Supported By:
•Statistics, Demographics
•Historic data, research
•Factually show corrective
actions/solutions
•Past success, growth
•Outlined plans for
implementation
Keys to Success
Proposal
•Establish Goals (SMART)
•Evaluation/Feedback
•Growing your grant
Supported By:
•Defined reasonable
objectives
•Tracking mechanism
•Demonstrate the potential
growth and impact of
funding on data/behavior
Red Flag Warnings
Proposal
•Budget
•Personnel
•Repeat Grants
•Collaboration
Supported By:
•Realistic/Reasonable
•Personnel, Explain it
•Demonstrate improvements
•Demonstrate In-kind
support
Helpful Hints• Use graphs, charts, and historic data
• Use current statistical data for the area • Number of the people served or unable to serve• Numbers are consistent throughout the grant
• Define your population, goals and objectives• Examples while services are in one county, you
provide services to other counties• What make your grant different• Look at the quality of the goals not the quantity
Helpful Hints• Budget
• Clarify staffing• If using multiple grants clarify Komen Dollars
• Example 2000 women served how many are Komen
• Re-check your budget • Budget conservatively
Helpful Hints• Demonstrate collaboration with existing agencies in
the area
• Have someone unfamiliar with your program read it
• Proof read your document
Grants eManagement SystemGeMS
GeMS
GeMS is a complete online grant management
system that will allow grant applicants to complete
their applications, Affiliates to complete the review
process, and grantees to submit progress and final
reports online.
User Roles
1. Affiliate Grants Administrator
2. Project Director
3. Authorized Signer
4. Viewer
5. Writer
User Roles
Affiliate Grants Administrator (AGA):
• The Affiliate Grants Administrator is responsible for executing the tasks
related to the day to day management of the grant process. This is the
highest level Affiliate user and this individual will have all of the
administrative functions available for use. This individual will approve all
Project Director positions.
• Currently Paula, Will be changing
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. There is only one project director per
organization.
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. There may be more than one authorized signer (i.e., one for the
application and another for the contract as needed)
User Roles
Helpful Hint:
• The Project Director must be the first individual at your organization to
register.
• The Authorized Signer must register and be validated/approved by the
Project Director prior to the creation of the organization’s first application.
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. There may be more than one viewer
assigned.
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. There may be more than one writer
approved in your organization.
Registration https://affiliategrants.komen.org
Registration
If a question has a pink “GO” button next to it when completing a question,you MUST select the “GO” button and wait approximately 5 seconds beforeadvancing to the next question.
Registration
“Username” field must consist of all letters and numbers, minimum length 5 characters, maximum length 20 characters; “Password” field must consist of all letters and numbers, minimum length 7 characters, maximum length 20 characters; “Password” and “Confirm Password” must be the same.
Registration
Affiliate position: select applicant and click on “go”
Registration
From the “Organization Name” dropdown list, select your organization’s name and click GO. If your organization does not appear in the dropdown list, 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.
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
Approving Users
• Every user that registers must be approved.
• The Affiliate Grant Administrator approves each organizations’ project director.
• Each organization’s project director approves other users within their own organization.
Validating Users
Project Directors:
1. Log in.2. Select the My Administration link.3. Click the link for User Approval for Project Directors4. Under “User Type,” search for new users5. Complete the validation process as follows:
… Select the checkbox next to the user’s name in the Search Results
section.
… Select “Approval Type” to Approve User or Deny.
… Assign the person’s organization to the exact same organization listed
as the Project Director’s.
… Select a role for the user – Authorized Signer, Writer, or Viewer.
… The current date will appear in the “Active Date” field.
… Select the “Approve Selected User” button to complete the user’s
approval/validation.
Application Creation and Submission
User Homepage
Application Creation
Select View Opportunities under View Available Proposals section to create a new application.
Note: Community Grants are designated as “CG” and Small Grants as “SG.” Make sure you select the Community Grants.
Application Creation
• Review the organization name and the application period.
• Then click the Apply Now button.
• There is also a hyperlink to the RFA if you want to review that now
Application Creation
• To complete the creation of the application, click I Agree.
• If you decide not to create the application, click I Do Not Agree. (You would do this if you are accidentally creating a duplicate application)
User Homepage
Application Process
You can search for the Application you are looking for via the various fields. We suggest using the “Status” field and selecting “CG Application: Application in Progress” from the dropdown list, and then for “Year” entering the grant year. Click the “Execute” button towards the upper right corner of the page.
Application Process
Once the search is completed, the applicant will click on the application name they would like to work on.
Application Process
The information at the top of the page is the applications unique name.
To begin viewing the pieces of the application, the applicant will click View Forms.
Application Process
You will click on any of the application pieces to begin completing the application.
Application Process
Some forms have an “Add” button to create additional fields so you can list
each item that falls under a particular category. For example: Project
Work Plan - Objectives.
• When multiple pages have been created for a particular form, you can
choose between them. A dropdown menu will appear on the far right of
the button toolbar. Select the item and hit the “Go” button and it will
take you to that item’s page.
• When additional pages have been created, a number in parentheses
will appear after the form name to indicate the number of pages
connected with the particular link.
Submitting the Application
• Project Director: completes the online application.
Enters “Change the Status” from the CG Application
Menus. Changes the status to “Authorized Signature
Required.”
• Authorized Signer: enters “Change the Status. ”
Changes the status to “Application Submitted.”
Application Revision After Compliance
Review
Application Revision
From the CG Application Menu, select “View Forms” below “View, Edit and Complete Forms”.
Application RevisionThe 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.
Contract Acceptance and Budget/Application
Revision
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 AcceptanceComplete the “Contract Acceptance” page. At this time the Insurance Certification and W9 must be uploaded and the contract must be accepted or declined.
Project Manager mustattach these forms
Authorized Signer must click agree
Contract Modifications
Select the “Contract Modification Request” page from the application page list.
Contract ModificationsComplete 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.
Helpful Hints
• GeMS was designed to be compatible with common up-to-date web
browsers including Internet Explorer V.7 and above, Firefox, Safari,
Chrome and Opera• By default Internet Explorer 10 in Windows 8 does not run in
compatibility mode. This is easily tested by logging into GeMS. If the
compatibility mode is not enabled, the progress wheel in GeMS will
simply spin without ever completing an action. • To enable the compatibility mode for Internet Explorer 10, follow these
steps (Windows 7 users start at step 2):
1. Windows 8 only - from the Windows 8 start screen select the Desktop.
2. From the Desktop launch Internet Explorer 10.
3. Press the Alt key on your keyboard to bring up the top menu.
4. Go to Tools | Compatibility View settings
5. Add https://affiliategrants.komen.org/ to the Compatibility View websites, or
Select Display all websites in Compatibility View.
Enabling the compatibility mode using either option in step 5 will affect all GeMS
websites/pages.
• When completing the application within GeMS, please review the
Request for Applications and additional support tools provided by the
local Affiliate for details on each application page and submission
requirements.
• Before you start typing on any page in GeMS, make sure a “Save”
button is located in the upper right-hand corner. If you do not see a
“Save” button, then any additions or edits made will be lost. The
presence of the “Save” button on an application page is dependent
upon the status of the application and/or the role of the user. For
example, if the status of the application is “Application Submitted,” no
changes to the application can be made. Therefore, the “Save” button
will not appear.
• If the “Save” button is present, save often for good measure. If you do
not hit “Save” and you navigate away from the screen, your data will be
lost.
• Always hit the “go” button next to a field if there is one before
going to the next field.
• 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.
• 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.
• The Project Work Plan Summary is a report of the goal and all
objectives entered on the Project Work Plan pages.
• 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.
• If you add a user to your system after you have started an
application, the project director may need to add that user to the
document using the My Administration tab.
• 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.
• Please make sure you leave enough time to get an authorized
signer to approve your application. The application will not be
available to submit after the deadline.
Question and Answer