zoomgrants: a how-to guide for - oregon document library...use the new zoomgrantsaccount box to...

http://help.zoomgrants.com/

ZoomGrants:

A How-To Guide for Applicants

Tips and Tools for Creating, Submitting, and Managing Your Applications


ZOOMGRANTS UNIVERSITY (ZGU)ZoomGrants users can access the knowledge base for self-training and troubleshooting at any time by clicking the HELP link at the top of any application.

THE AUTO-SAVE FEATUREZoomGrants automatically saves your progress, so you can log out and log back in as many times as you need to in order to complete your Application. YOU DO NOT NEED TO COMPLETE YOUR APPLICATION IN ONE SITTING. Whenever you make a change in a field then click outside of that field or change your selection in a radio button, checkbox, or dropdown menu, you’ll see a flash of the ‘Saving’ screen as your change is being saved. (Note: If you see the ‘Saving’ screen for more than a few seconds your Internet connection may have blinked during the saving process and the change may not have been saved. Read more on how to troubleshoot that issue on ZGU: http://help.zoomgrants.com.)

THE TAB SYSTEMZoomGrants predominantly uses a tab system to set apart the different sections and features of the system. You can click on each tab to access the content housed there.

THE CHECK FOR COMPLETIONZoomGrants will double-check your Application to ensure that it is complete before the Application is submitted. This means that every required question field in the Application as it appears online in your ZoomGrants account must be completed, or include the text "N/A".(Note: If the system says that your Application is incomplete but you believe you have completed it, click the Refresh Page button on the ZoomGrants screen (not in your Internet browser) to check the Application again.

4 Quick Things to Know:


About This Tutorial:To provide instructions for creating, submitting, and managing your Applications while also giving a tour of the ZoomGrants system, this tutorial uses two different colors to denote the different types of information provided.

ORANGE NUMBERSThese are sequential instructions that can be followed by users who just want to know how to submit their Applications via ZoomGrants.

BLUE/GREEN LETTERSThese are extra notes regarding the ZoomGrants system and its features.


PART ONE: Account Setup &

Application Creation


GETTING STARTED: Create Your AccountIn order to submit an Application, you must go to ODOT's ZoomGrants Page:

https://zoomgrants.com/gprop.asp?donorid=2281

1. New zoomgrants accountUse the New ZoomGrantsAccount box to create your Account. Click the New Account button to create your account and log in automatically.

If you’re already a ZoomGrants user, log in using the fields in the upper right-hand corner (A).

2. applyClick the Apply button next to the appropriate Program in the Open Programs section to create your Application. You can create additional Applications later.

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TIPS FOR SETTING UP YOUR ACCOUNT• In ZoomGrants, each organization should have one primary account in which all of their

applications are kept, so give some thought to what email address you should use to set upyour account. Here are two things to consider:

o If there is ONE PERSON who is primarily responsible for submitting and managing yourorganization’s applications, that is the person whose email address should be on theprimary account.

o If there are MULTIPLE PEOPLE who need equal access to your account to submit andmanage applications, consider using a universal email address for your organization.

• Once that primary person gets logged in and starts the application(s), they will be able to inviteother people to collaborate on all or some of the applications in their account.

• Use a unique password for ZoomGrants. Don’t use any passwords from your personal life, suchas a personal bank account, as your ZoomGrants password. ODOT recommends using https://passwordsgenerator.net/

• Add [email protected] to your contacts list or white list to ensure that you receiveimportant emails about your application. Sometimes these emails end up in a spam folder.


PART TWO: Application Completion

& Submittal


THE APPLICATION: A Quick Tour1. Contact adminClick here to send an email to the Program Administrator, [email protected].

ZoomGrants Technical Support staff can help with technical questions or general inquiries about the system, but all content-related questions should be directed toward ODOT Public Transit.

2. Open programsClick here to create additional Applications for this Program.

A. Program information tabs

These tabs contain program information. They may be set to automatically open as soon as you log in. Click the orange [hide this] link to hide the text when the tab is open.

B. Print/previewClick here to view a printer-friendly version of your Application. You can print the Application, save it as a PDF, or email it as an attachment from the Print/Preview window.

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APPLICATION TABS: Summary

1. Summary tab

Enter your contact information, the contact information for your organization (if applicable), and general Application information – title, amount requested from the grant program, etc. – in this first tab of the Application.

Remember:• The system will save automatically as you move

between the fields.

• You must fill out every required field in order to beable to submit the full Application.

• Write N/A if a question does not apply to your agency.

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APPLICATION TABS: Questions1. Application questions tab

Be sure to fill every field that appears in this tab in the live, online version of your Application. Write N/A if the question does not apply to your project.

A Note RE: Branching QuestionsBased on your selection on the Branching Question, you’ll see a specific set of pre-determined questions. Make your selection on the Branching Question, then give the page a moment to fully reload. Some questions may appear or disappear, based on your answer.

The Print/Preview view shows all of the Application content, though you may not be responsible for every field. So long as you have filled out everything that appears in the live version of your Application in your ZoomGrants account (not the Print/Preview), you will be able to submit. Remember that the system automatically checks to make sure you completed every required component. If you accidentally miss anything, it will tell you.

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APPLICATION TABS: Budget

1. Budget tab

Identify the items in your project's budget in this tab.

A. TotalsIn this tab, totals are calculated automatically.

You do not need to fill every field in this tab.

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APPLICATION TABS: Tables

1. Tables tabThis tab will calculate the amount of local match your project requires.

2. REQUESTED GRANT AMOUNT COLUMN

Enter the dollar amount of your 5310 grant request.

3. PERCENT OF PROJECT COVERED BY GRANT

Enter the percent of your project covered by the grant (50 or 80 - no decimal) in the second column.

You do not need to fill every field in this tab.

A. Refresh to Update totalsValues for Subtotals, Totals, and Calculated columns can be updated by clicking the Refresh Page button.

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SUBMITTING YOUR APPLICATION1. Submit nowWhen you’re ready to submit your Application, click the Submit Now button.

If there are any fields that are incomplete, the system will display those fields in red. Fill in those fields, then click the Refresh Page button (A) andtry the Submit Now button again.

If your Application is complete, an Initials box will appear. Enter your initials, then click the lower Submit Now button.

2. SubmittedTo verify that your Application was submitted successfully, check for the Submitted timestamp. You can use the Refresh Page button (A) to triple-check the presence of thetimestamp.

You can also verify that your Application was submitted by clicking the My Account Home button (b) then clicking into the Submitted section. If yourApplication is there, it was submitted successfully.Additionally, you will receive a confirmation email.

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Not seeing a Submit Now button?Only the application owner can submit the application. If you are a collaborator, you will not be able to submit it. Learn more here: http://help.zoomgrants.com/


After you’ve started your Application, you can log in directly on the ZoomGrants homepage – https://ZoomGrants.com - whenever you need to work on your Application (rather than going through the ODOT webpage).

1. My Account homeWhen you log in from ZoomGrants.com, you’ll start at your My Account Home page. From here, you can access all of your Applications by clicking on the tabs.

2. Incomplete ApplicationSTo continue working on an Application, click the orange Application title.

WORKING ON YOUR APPLICATIONS

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PART FOUR: Additional Instructions


DELETE APPLICATIONSIn order to keep Applications from being accidentally deleted, the removal process requires several steps.

FROM MY ACCOUNT HOME:1. Archive applicationClick the trashcan icon next to an Application to send that Application to the Archived section.

2. ARCHIVED TABClick into the Archived section to delete the Application.

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FROM A FUNDER’S OPEN PROGRAMS LIST:1. Archive applicationClick the orange Archive link next to an Application to send that Application to the Archived tab.

2. MY ACCOUNT HOMEClick the My Account Home button to access the Archived section.

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Tips from the ZoomGrants Team:Start early. Finish early. Submit early.Putting off starting, finishing, or submitting your Application does nothing but cause stress. Don’t do that to yourself. Start your Application as soon as the Program opens. Get familiar with the requirements and gather your materials. Save a copy of the Print/Preview to look over when you’re not online. Work on the Application throughout the submittal period, giving each section the attention it deserves. And submit early.

Reach out any time you need helpWhen in doubt, look it up, or ask someone. Use the Contact Admin tab and Ask a Question links in the Application in your ZoomGrants account to get in touch with the Program Administrator if you have questions about Program requirements or content. Look over ZGU if you have technical questions. If you can’t find the answers you need on ZGU, contact the ZoomGrants office if you have questions about the system or if you need technical assistance. The Tech Support Team loves helping Applicants.


We’re always happy to help.

TECHNICAL QUESTIONS?

Give us a call: (866) 323-5404 x2

Contact tech support: http://help.zoomgrants.com/index.php/submit-a-ticket/

Visit ZGU: http://help.zoomgrants.com/

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