1

GovGrants Community Investment Programs

Registration & Service Provider Profile

External Service Providers

Last updated: June 11, 2021

2

CONTENTS GOVGRANTS LAYOUT .............................................................................................................................................. 4

SERVICE PROVIDER ROLES AND PERMISSIONS IN GOVGRANTS ........................................................................ 5

REVIEW OF THE HEAD OFFICE REGISTRATION-PROCESS MAP ........................................................................... 6

PART A- SERVICE PROVIDER HEAD OFFICE REGISTRATION ................................................................................ 7

SERVICE PROVIDER -REGISTERING A HEAD OFFICE ........................................................................................... 11

STEP 1 of 3: ................................................................................................................................................. 12

STEP 2 of 3: ................................................................................................................................................. 13

STEP 3 of 3: Authorized Representative (Primary User) ........................................................................... 14

PART B- INTERNAL REGION OF PEEL-APPROVING THE HEAD OFFICE REGISTRATION ..................................... 16

SERVICE PROVIDER-Emails Received after Submitting Head Office Registration ........................................ 16

Email #1: (Region of Peel has approved the Head Office Registration) ................................................... 16

Email #2: ..................................................................................................................................................... 17

Email #3 ...................................................................................................................................................... 18

My Tasks-Pending Tasks ................................................................................................................................. 19

PART C- EXTERNAL PROVIDER-COMPLETING THE HEAD OFFICE/PROVIDER PROFILE .................................... 20

Process Map- Head Office Profile Completion .............................................................................................. 20

HEAD OFFICE PROFILE TAB ............................................................................................................................. 21

Head Office Information Section ............................................................................................................... 21

Address Information Section ..................................................................................................................... 21

Billing Information Section ........................................................................................................................ 22

Primary Contacts Section ........................................................................................................................... 22

Secondary Contacts Section ....................................................................................................................... 23

Head Office Specific Information Section .................................................................................................. 23

FINANCIALS TAB: ............................................................................................................................................ 29

AUTHORIZED MEMBERS TAB ......................................................................................................................... 34

Authorized Members ................................................................................................................................. 34

PART D- INTERNAL- SERVICE PROVIDER PROFILE APPROVAL .......................................................................... 38

END ..................................................................................................................................................................... 39

3

OVERVIEW

The purpose of this training manual is to describe in detail the GovGrants setup and registration process for

external Service Providers. The internal process for Region of Peel staff will be explained in a high level

overview.

A. Registering a Head Office/Primary User (External)

B. Approving a Head Office Registration (Internal)

C. Completing a Head Office/Provider Profile (External)

D. Approving a Head Office/Provider Profile (Internal)

If a Provider has any questions or concerns related to GovGrants, please contact 905-793-4234 or email cip@peelregion.ca The Customer Contact Center (CCC) will be supporting phone call inquiries for Phase 1 of the GovGrants roll out. If there is a program related inquiry the CCC will direct the call to the Community Investment Program.

Head Office Registration

Head Office Registration

Approval

Head Office Profile

Completion

Head Office Profile

Approval

4

GOVGRANTS LAYOUT

A: Top Navigation Panel

• Provides users with access to the following modules within Gov Grants: Home (houseicon) Funding Opportunities, Application, Grants, Monitoring, Closeout, and Analytics(pie chart symbol. This is only available for Region of Peel staff to view).

B: Left Navigation Panel • The left-hand navigation menu is present throughout the system; however, the sections and

links within the menu change depending on the system module being viewed (this is the horizontal bar).

C: My Tasks

• This section is available across all system modules and provides users access to their pendingand completed tasks. Your task number will be reflective of the number of activities you are responsible for.

D: Dashboard Widgets

Pending Tasks Summary by Phase

• This widget provides the user with the tasks assigned to them broken down by the system’smodules listed in the Top Navigation Panel.

Pending Task Summary by Due Date

• This widget provides the user with their assigned tasks grouped by due date of the taskE: My Workspace

• This section is broken down into four sections, Files, Calendar, Notes, and Messages.F: Grants Portal – Symbol (Handshake)

• Indicates the Service Provider has logged in successfully.G: Avatar/Person:

• To log out, click on the down arrow to the right of the avatar/figure and select Logout.

A

B C D

F

E

G

5

SERVICE PROVIDER ROLES AND PERMISSIONS IN GOVGRANTS

Gov Grants Role Primary User Secondary User

Receive Email Notifications from Gov Grants

Service Provider Profile

Register Head Office

View Service Provider Profile

Edit Service Provider Profile

The Head Office Primary User should be someone in a senior position who has signing authority (ex: board

member, Director, owner, CEO).

The Head Office Secondary User should be involved in the financial or administration of the Provider

(ex:Finance manager, Financial Analyst, Controller, Board Member, Area/Regional Manager).

6

REVIEW OF THE HEAD OFFICE REGISTRATION-PROCESS MAP

The process steps below demonstrate a high-level overview of the Service Provider’s process to register a

Head office along with the Internal Region of Peel approval steps.

7

PART A- SERVICE PROVIDER HEAD OFFICE REGISTRATION

Service Providers will first need to register their organization to begin the process for Gov Grants. As an

external user, ensure that Google Chrome is the web browser used as Gov Grants only operates in Google Chrome.

1) Click on the following link: https://www.peelregion.ca/community-investments/

2) The Community Investment Program (CIP) main page will be displayed.3) Scroll to the bottom of the page and click on the New system to manage your funds

expandable menu.

A) Click on the Community Investments Program link located under Housing and Shelter.

4) The page will expand to provide additional information including a Resources section.5) Click on the red GovGrants sign in button.

8

9

The Community Investment Landing Page will appear with two (2) carts.

6) Click on the Community Investment Program cart by clicking on the View Details button.

The Community Investment Program (CIP) screen will appear. B) Select Sign In as a registered user, orC) Click Register if new to GovGrants, located at the top right side of the page to begin registering the

Head Office.

10

D) You will need to ensure that the I accept the Region of Peel’s Terms and Service radio box (newProvider’s must read before clicking on the agreement) is checked off in order to continue in theprocess.

E) Select the Register Now hyperlink.

11

SERVICE PROVIDER -REGISTERING A HEAD OFFICE You will be directed to the Service Provider Registration Page.

F) Click on the Head Office box to proceed.

This dialogue box will open and outline the three (3) steps required for your Head Office Registration.

G) Please read the content and then select the Begin Registration button.

12

You will be directed to the Legal Disclaimer page. H) Please ensure the Non-Disclosure Agreement is read and then select the Agree button.

STEP 1 of 3: Enter the Organization’s Legal Name and Ontario Corporation Number (must be 15 digits) then, click on the Next button to continue. (If you do not have an Ontario Corporation Number please send an email to cip@peelregion.ca .

Important Note A Provider must ensure that they have registered with Canada Revenue Agency (CRA) for their business number and program accounts such as: Corporation Number, HST Number and payroll deductions, etc. Here is the link: https://www.canada.ca/en/revenue-Provider/services/tax/businesses/topics/registering-your-business/register.html Using the Ontario Corporation Number, the System will check for duplicate entries. If a duplicate is identified, please contact the Region of Peel.

13

STEP 2 of 3: Enter the information in the required fields noted with a red asterisk . When choosing Division, click on the magnifying glass and a pop-up box will appear.

You will be directed to the Head Office Information page. Select Community Partnerships and then click Save.

14

STEP 3 of 3: Authorized Representative (Primary User)

Authorized Representative Information Section (Required)- This User is the authorized representative with signing authority for the organization and will be responsible for creating other users and/or forms in GovGrants. In addition, this role will be responsible for submitting documents like applications, amendment requests, etc. and committing the organization to funding opportunities and formal grant agreements.

Enter the information and note the mandatory fields with a red asterisk . Once completed, click on the Save button.

The User will complete the Captcha information by clicking on I’m not a robot box, then click on the Submit button.

15

You will be directed to a confirmation page. This confirmation will appear in green, please write down the registration number for reference. This page confirms that the registration was received by the system and you will receive an email once the Registration has been reviewed and if it is approved or declined by the Region of Peel.

The Provider’s Primary User will receive the below email once they have successfully completed their initial Head Office registration as per the previous steps. The registration number in the email should match the confirmation message that the User received in GovGrants if not, please contact the Region of Peel.

The first email confirms that the Service Provider Registration request for access to GovGrants has been completed and sent for approval. It also indicates that once the Registration is approved an email will be sent with the Service Provider’s username and password to log in to the salesforce system. NOTE: Please ensure that you record your Registration Number and place it somewhere safe.

16

PART B- INTERNAL REGION OF PEEL-APPROVING THE HEAD OFFICE REGISTRATION The designated internal Community Investment Program Specialist will receive an email as per below prompting to log into GovGrants to either approve or reject the Provider’s registration.

Note: Community Investment Specialists will be verifying information using all available resources as per current practice. The Primary contact will receive a series of emails confirming the approval and subsequent set up of a

Username and Password in GovGrants.

Once the Community Investment Program Specialist clicks on Submit the Service Provider will receive an

approval message.

Note: If the internal staff disapproves the submitted Head Office information and indicates the reason in the

comments box, the Provider will receive an email to edit their information and resubmit the Head Office

registration again to the Region of Peel.

SERVICE PROVIDER-Emails Received after Submitting Head Office Registration

Email #1: (Region of Peel has approved the Head Office Registration) • Registration has been approved and the Ref ID# is identified in the below example.

• An email will be sent explaining how to set up a Username and Password.

17

Email #2: • The Provider will receive a Username, example (b.rubble@yopmail.com20), and a hyperlink to set up

the Primary user’s password.

• Copy the link in the email into the Google Chrome web browser. GovGrants will not

function properly in any other browser.

• Now the Salesforce Login page will appear.

• Enter a New Password which will need to meet the requirements of at least 8 characters, 1 letter, 1

number and Re-enter the password in the Confirm New Password box.

• Click Change Password.

• Please ensure it has been written and saved somewhere safe.

18

Email #3 This is the 3rd email that will be received. However, once the set-up has been completed of the password, it

will automatically be logged into the GovGrants technology to complete the Head Office Provider Profile as

per the instructions in the 3rd email.

• Complete the task as per the email instructions.

Once logged into GovGrants, the Home Page will appear.

Pending Tasks (Assigned to Me) Top

Pending Tasks (Assigned by Me)

You will need to click on “Pending Tasks” on the Left hand side Navigation pane.

19

My Tasks-Pending Tasks Below is the Provider Profile page after logging in. The Head Office Primary User is now ready to complete

the Provider Profile.

• Click on Pending Tasks from the left navigation pane.

• Click on the green triangle icon under the Actions column to begin completing the Head Office

Profile. (The green triangle may also be referred to as the “play” button).

20

PART C- EXTERNAL PROVIDER- COMPLETING THE HEAD OFFICE/PROVIDER PROFILE Process Map- Head Office Profile Completion The below process map outlines the steps for the Provider completion of their Head Office Profile and the

Internal Region of Peel approval steps.

21

The User will be navigated to the below page and will be required to:

Review the page block header that includes:

• Status Bar: currently with Provider (Grantor/Region of Peel has required the Provider to complete

the Provider Profile)

• Head Office Name: Bedrock Center

• Legal Name: completed at Registrations

• Head Office ID: SP-49630 (this is the number that you wrote down from the emails received)

• Head Office Status: Active

• Auspice: Non-Profit

Note: Active means that the head office profile has been approved and ready to move forward for Funds.

HEAD OFFICE PROFILE TAB

Head Office Information Section Some of the fields are pre-populated from the Registration; however, the mandatory fields with a red

asterisk must be populated. The email can be a centralized email that receives communication from

GovGrants.

Address Information Section If the User needs to edit the address information, they can click on the blue pencil icon under the Actions

column.

If the User wishes to view the Billing information details, click on the green eye icon, or if the User wants

to edit the Billing information, click on the blue pencil icon under the Actions column.

If the address is not the same as the Billing address the User will need to complete the information

separately.

22

• Click on the blue edit pencil icon to add the billing address the same as the primary address.

• Click the billing address the same as the Primary and click Save. If the address is not the same as the

billing address you will need to complete the information separately.

Billing Information Section Once the User clicks on the blue edit pencil icon for the billing information, a pop-up modal window will

appear. Click on the box to confirm Is the Billing address the same as the Primary address?

Click the Save button once completed.

Primary Contacts Section Betty Rubble is the Primary User who registered the Provider’s Head Office. No further action required.

Note: The box will only show previously populated registered GovGrants User(s). The New button will allow

the User to add a new Primary User.

23

Secondary Contacts Section This section will not be used at this point in time.

Head Office Specific Information Section There are two (2) forms that the Provider will be required to complete.

Click on the green eye icon under the Actions column in the Program Area Form Community Investment

Program.

24

FORM #1-Community Investment Program

OVERVIEW TAB The User will be able to identify which form they are completing as the drop down box located on the top

right hand corner of the page in this example identifies Community Investment Program.

• Click on the Edit button on the top right hand of the page to record the Business Information and

Executive Director Information.

Authorized Member-For a Non-Profit Cick on the Type of Organization “Non-Profit”.

Executive Director Information,

• Click on the magnifying glass to populate the contacts that have been created they will be the only

ones that appear. Select Betty under the Actions column. This is the first form.

25

• Select the Save button.

The Saved Successfully bar will appear notifying you that the form has been saved.

26

NATURE OF ORGANIZATION TAB Ensure that Edit mode is enabled.

This is the screen that will appear prior to adding any information into the form. All areas that have a red

asterisk are mandatory fields that need to be completed.

1. Enter the Mission or Mandate.

2. Enter the long-term vision or where the organization will be in the next 5 years.

3. Choose the sector that you Provider falls under. (Example: Social Services Child and Welfare

Services).

4. Select an available socio demographic category (the system lists Geographical region) and click the

grey triangle icon to populate in the Chosen field. You can choose more than one category.

5. Select the Region of Peel alignment area serves.

6. Select the option that aligns with the Human Service Outcome.

7. Click the Save button located on the bottom of the screen on the right-hand side.

The below screen now displays a green successful bar and has the recorded information.

27

OPERATIONS TAB All areas that have a red asterisk are mandatory fields that need to be completed.

• Enter how many programs are offered to Peel residents.

• Enter how many full time employee’s (FTE’s).

• Enter how many part time employee’s (PTE’s).

• Enter how many contract staff.

• Enter how many summer employment staff.

• Enter the total number of active volunteers.

• Select Yes or No if OW/ODSP clients are served. If the User selects Yes there are 2 additional

questions that are required to be answered.

• Enter how many OW/ODSP clients have been served in the last year.

• Enter what the percentage of OW/ODSP clients were served in the last year.

• If the answer is No, enter what estimated percentage of OW/ODSP clients would be served.

28

Client Visit Information Section The User will be required to:

• Indicate the number (#) of Unique Clients that are served according to the areas in the Region of

Peel.

• Indicate the total number (#) of Client Visits according to the areas in the Region of Peel.

• Indicate the Year served.

There is an “I” icon located beside the title of Unique Clients and Client Visits. Place the cursor over the “I”

icon which is an information button that will provide additional details.

• Select the Section Save button.

A green confirmation notice will appear.

• Click on Back to Head Office Profile button located at the top right hand of the page.

• Click on the Save button at the bottom as the Page Save.

Note: There is a Data Dictionary that is available should a more fulsome definition be needed.

29

FINANCIALS TAB: All areas that have a red asterisk are mandatory fields that need to be completed.

Accounting Practices Section

• Select Yes or No if there is a contract with external auditors to conduct financial statements.

Revenue and Expenditures Section

• Indicate what the total revenue was for the last completed financial year.

• Indicate what the total expenditures were for the last completed financial year.

• Indicate what the surplus or deficit was for the last completed financial year.

• State how the surplus or deficit will be addressed.

• Indicate for the current financial year what is the projected total revenue.

• Indicate for the current financial year what is the projected total expenditure.

• Indicate for the current financial year what is the projected surplus/deficit.

• State the plan to address the surplus/deficit.

• Select Yes or No to any anticipated changes in the next two (2) years that would impact the budget.

30

Debt Section

• Select Yes or No if there is any debt.

• If Yes is selected, click on the New button located on the right-hand side of the screen.

• A pop-up modal window will appear. Complete all fields that have a red asterisk .

• Click the Save button.

• The Debt Details Section will now be populated after the Save.

Unrestricted Reserves Section

• Enter the amount of surplus or reserves.

• Click the Save button.

Once the page is saved a green Form saved successfully bar appear.

31

COLLAB TAB:

The Collab tab will not be used at this point in the Service Provider Profile process.

DOCUMENTS TAB:

• Click the Add button.

• A pop-up modal window will appear, all mandatory fields to be completed that have a red asterisk.

• Choose General under the Type drown down box.

• Click on Choose File button. This link will go to your desktop to choose the location of your file.

• Complete the Description field.

32

• A green successful box will appear that the Attachment was added.

• Click the Save button.

• The list of documents that have been attached will be displayed.

Total annual operating budget $ reported Minimum Submission Requirements

$0 to $150,000 Notice to Reader statement for the last two years

$150,001 to $250,000 Review Engagement Report for the last two years

Greater than $250,001 Audited financial statements for the last two years

Current Year Financials

• Please provide your Statement of Financial Position (Balance Sheet)

• Please provide your Statement of Operations (Income & Expenditures) for the period ending

Letters Patent or Articles of Incorporation

In addition, the following mandatory documents must also be included as a part of the Service Provider Profile:

When completing a Service Provider Profile, an agency must include 2 years of audited financial statements. Depending on the agencies annual revenue, the following documents may also be submitted:

Proof of Insurance

33

The User will be navigated back to the Head Office Specific Information section.

Head Office Specific Information Section There are two (2) forms that the Provider will be required to complete.

Click on the green eye icon under the Actions column in the #2 Program Area Form Community

Investment Program.

34

FORM #2- Authorized Members

Authorized Members

• Click on the green eye icon button on Form#2 Authorized Members.

• Ensure Edit mode is selected.

AUTHORIZED MEMBERS TAB

Authorized Members All areas that have a red asterisk are mandatory fields that need to be completed.

• Click the Edit button.

35

Board of Directors Details Section If there are individuals that sit on the Board of Directors:

• Indicate Yes or No whether all positions on the board are filled. (If No is chosen, provide explanation

as to what steps are being taken to recruit new board members).

• Indicate how many board meetings are held per year.

• Indicate how often are board’s bylaws, policies and procedures reviewed.

• List all active sub-committees.

• List current work being addressed/reviewed by these sub-committees.

• Click on the Associate button.

• A pop-up modal window will appear.

• Search for the individual by clicking on the magnifying glass under Contact, if they are already

registered in GovGrants.

• Choose the Select button.

36

• Complete the mandatory fields that have a red asterisk and then click the Save button.

• Continue the same process to add individuals by completing all mandatory fields.

• Click the Save button.

37

• Click on the Back to Head Office Profile button, on the top right hand of the screen.

The status bar is displayed With Provider.

• Click Submit for Review located at the top of right-hand corner of the page.

Note: Information will no longer be editable once the Submit for Review option has been made.

This concludes the end of the Service Provider Profile role. If there are any edits required, it will be sent back

for revisions.

It is now with the Region of Peel Community Investment Program Specialist to approve the profile so that the

Provider is able to apply for funding through GovGrants.

38

PART D- INTERNAL- SERVICE PROVIDER PROFILE APPROVAL The Community Investment Program Specialist will receive an email from the Provider requesting the Service

Provider Profile to be approved.

The Specialist will log into Gov Grants.

The two (2) forms that the Service Provider completed will now be the responsibility of the Community

Investment Program Specialist to review the information on the Community Investment Program and

Authorized Members forms.

After reviewing the two forms, the Specialist will either click the Approve or Send Back for Revisions radio

button.

The Service Provider will now receive an email from the Region of Peel advising the Provider that their

Provider Profile has been Approved. The Provider is now approved, and they will be able to apply for the

available Funding through the Region of Peel, GovGrants technology.

39

This is the email that the Service Provider will receive with the subject line that it has been Approved.

If the Region of Peel sends back for revisions, it will be noted in the email below under the Reason section.

END

The External and Internal process for a new Service Provider Profile