Download Attachment D – Forgot your SAGE Password

New Jersey Department of Community Affairs
SAGE Manual for Applicants and Grantees
© 2005 NJ Department of Community Affairs. All rights reserved.
Version 1.1 — 11/10/05
New Jersery Department of Community Affairs - SAGE manual for Applicants and Grantees
Managing Grants
Grant Awarded
If the Department of Community Affairs approves your Grant Application, your Agency will receive an award letter from the
Commissioner of DCA. This will be followed by a contract, which your agency will be required to sign and return to DCA. The
contract will specify the amount of the grant/loan your agency has been awarded, the term of the contract, and additional Grant
conditions. Additionally the contract will specify when you must submit—
ƒ
Progress reports
—and—
ƒ
Financial reports
The SAGE system gives you the ability to submit these reports electronically and will prompt you when reports are due.
In addition, if you need to change the conditions of your Grant contract, SAGE provides online capabilities to apply for—
ƒ
A revision
—and/or—
ƒ
An amendment
Once you have met your contractual obligations, you will be able to use the SAGE system to close out your grant.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Awarded
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Managing Grants
Submitting a Progress Report
The grant/loan programs administered by the Department of Community Affairs require applicants to submit Progress Reports (or
Monitoring Reports).
To create a Progress Report, you must have a security level of Grant Administrator, Grant Manager, Grant Report Writer, or Financial
Officer. Your Authorized Agency Official has the ability to grant these security levels.
(See Granting Security Levels and Attachment A for descriptions of additional security levels.)
Getting Started
Login to SAGE.
At the SAGE Start Menu, go to the Task List: Actions Required and under the Grants
category, click on an active grant number n (not cancelled or closed). This will bring you
to the Grant Menu.
Click on the report with the current due date o to
select it, and then click Create. p
The Report Menu screen will be displayed.
n Click on
a grant
p Click Create
o Click on
a report
Submitting a Progress Report
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Selecting a Grant Report
At the Report Menu, under Grant Report Forms on the right
side of the screen, you will see a list with the heading
Monitoring Report: Objectives. Each objective starts with a
number that corresponds to the number you assigned to it in the
application.
Click on the first form (objective). n
n Click on
an objective
This will bring you to the Monitoring Report screen.
At the Monitoring Report screen, the objective that
you are reporting will appear directly below the
heading Monitoring Report.
Enter the percentage o of this objective that has been
completed, type in comments p about this objective,
and click Save. q
Use the Next button to move
from Objective to Objective, filling
out the forms sequentially.
o Enter a percentage
pType in a detailed
description
qSave
Submitting a Progress Report
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After saving, you will receive a message across the top
of the screen that reads, “Your Information has been
saved. If you make additional changes to this page,
please remember to click Save.”
If you defined more than one objective, go on to the
next objective/goal form by clicking Next.
p Return to the
Report Menu
n Check for Errors
Repeat this procedure until you have reported the
status of all your objectives.
Check for Errors,n correct any errors or omissions
(if necessary), and click Save.o
The Progress Report is ready for submission to DCA.
To submit the report, return to the Report Menu by
clicking Report Menu p in the task bar.
o Click Save
If you’ve completed the last
form in your Progress Report,
you won’t see a Next button
on the screen.
Submitting the Progress Report
At the Report Menu page, click Submit. q
The system will prompt you to confirm your
submission—click OK.
Only the Agency’s Grant
Administrator or DCA’s
Grant Manager can actually
submit the Progress Report
to DCA.
Submitting a Progress Report
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q Submit
Report
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Managing Grants
You will receive a message across the top of the screen
which reads; “You have submitted this progress report
for approval.”
Modifications Required
After your report is submitted, DCA will review it. DCA may determine that your report
needs modifications before it can be accepted and approved. If this occurs, the report
will appear on both your Task List and the Report Menu with the status of Progress
Report Modifications Required. Click on the Monitoring Report number.
Progress Report Modifications Required
The terms Progress Report
and Monitoring Report
mean the same thing.
n Click on
the number
Submitting a Progress Report
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You will be brought to the Report Menu screen.
The reason(s) that your report needs modifications
will be shown at the bottom of the page.o Click on
the goal/objective form. p
o Why the
report needs
modifications
Submitting a Progress Report
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p Click on the form.
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Managing Grants
To see the reviewer’s notes about the form, click
Show Comments. n
Enter the appropriate changes. When finished, click
Save. o Next, click Check for Errors. p
If you have made any changes, making your form
error-free, click Save o again.
q Return to
Report Menu
p Check errors
If more than one of your forms needs modification,
go on to the next objective/goal form by clicking
Next. Repeat this procedure until you have reported
the status of all your objectives.
Make sure you save each of
the forms and check for
errors.
o Click Save
n Click to see the detailed
reason for modifications
The progress report is ready for re-submission. To
re-submit the report, return to the Report Menu by
clicking Report Menu q in the task bar.
At the Report Menu page, click Submit. r
r Click Submit
Submitting a Progress Report
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Progress Report Approval
After a Progress Report is submitted, its status is
Progress Report Approval Required, and it will
not be listed in your Task List. To check on the
report’s status, go to the Grant Menu. The report’s
status will be displayed on the right side of the
screen.
After the Progress Report has been approved, the
new status of your report—Progress Report
Approved will appear on your Grant Menu. This is
the last step in the process for this report.
As additional reports are due, return to the Progress
Reports section on the left side of the Grant Menu
and repeat the process of creating, submitting, and
possibly revising your next report.
Additional Navigational Tips for submitting Progress Reports
The SAGE system offers more then one way to view or access your Progress Reports. In addition to accessing the reports at the
Grants Menu, you may access reports that require action (Progress Reports Initiated, or Progress Reports Modifications Required) in
the Task List of your Start Menu.
Click on any of the Progress Reports listed on the bottom of the Task List and you will be taken directly to the Report Menu,
bypassing the Grant Menu.
Additionally, you may access your reports from the right side of the Grant Menu screen under Grant: Related Items. This list will
include the same items listed on your Task List in the Start Menu—items requiring action from you. This list will also include
reports that do not require action from you, such as a Progress Report that has been submitted and is waiting to be approved.
Quarterly and Final Reports
How often reports are submitted depends on the DCA Grant Program. Some programs require monthly reports; others require
quarterly reports. All programs require final reports. If you have a grant with an Optional Component, you will be required to submit
reports for those components as well. Sometimes, different components (for the same grant) will have different reporting frequencies
Submitting a Progress Report
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and periods. You may be submitting monthly reports for one component and quarterly reports for another. The SAGE system will
prompt you for all reports that are required.
To submit a Quarterly or a Final Report go to the Reports Menu and click on the grant. This will take you to a screen with a link for
Quarterly Forms (reports) and Final Forms (reports). Click on Quarterly Form, this will take you to a form that will prompt you to
upload various documents to update the status of your project. Fill out this form and click Save.
When your project is completed, go back to the Report Menu and select Final Form from the Grant Report: Forms menu. Fill out
this form and click Save. A banner will say, “You have submitted this program report for approval.”
Submitting a Progress Report
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Managing Grants
Submitting a Financial Status Report
What is an FSR?
In order to receive grant funds from the Department of Community Affairs (DCA), agencies must submit Financial Status Reports
(FSRs). Only agency personnel with a grant security level of Grant Administrator or Financial Officer may create and/or submit
FSRs.
The program requirements of the Grant determine the type of FSRs that the agency will use. Some programs specify Draws, while
other programs stipulate Advances (for the first payment, followed by Expense Reports for subsequent payments).
− To determine which method to use, an agency can check the Grant Contract or contact the Grant Manager.
FSR Type
Description
Draw
Draws are predetermined percentages of a grant. An agency whose Grant Contract includes a Drawdown
Schedule will use Draws to obtain funds periodically on a pre-determined timetable.
Advance
Advances are disbursements of funds from DCA to grantees that help cover “startup” project costs. When Grant
Contracts include Advances, grantees submit Advance Requests to obtain one-time payments representing a
percentage of the total grant.
Expense Report
An Expense Report is used to request reimbursement of expended Grant funds, and to report match (other) funds
that have been expended on a project. Grantees use Expense Reports to document expenditures after they have
received Advances from DCA.
Draws, Expense Reports, and Advances are all called “Financial Status Reports” (FSRs) in the SAGE system and, although they are
different from each other, all FSRs go through the same basic DCA approval process.
SAGE notifies grantees in their Task Lists when Expense Reports are due.
Submitting a Financial Status Report
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Managing Grants
Getting Started
Log into SAGE.
Go to Grant Executed under Grants in the Task List and click on the appropriate grant
number n to prepare your report.
You will be brought to the Grant Menu.
Submitting a Financial Status Report
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n Click the
grant number
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Managing Grants
Requesting a Draw
If you have been awarded a grant with a defined drawdown schedule, you
will use Draw Requests to collect the appropriate drawdown amounts.
To create a Draw Request, at the SAGE Grant Menu, scroll down to
Financial Status Reports and click Request a Draw. n
This will take you to the Financial Status Report/Payment Request –
Draw Request screen.
n Click here
Submitting a Financial Status Report
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At the Financial Status Report/Payment Request –
Draw Request screen, click the Edit n button to
activate the fields.
n Click here
$25,000.00
Select the name of your agency’s Main Contact o from
the pull down list.
o
Submitting a Financial Status Report
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As soon as you click in the Payee Reference field, n a box appears
explaining that the data you enter in this field will be included on the
check from DCA to your agency, enabling you to apply the funds
appropriately.
Click OK.
Enter your reference information in the Payee Reference
field. n
r
Type your comments (if any) in the field labeled Comments
to the Review Team from the Grantee. o
q
Enter the dollar amount you are requesting in the Draw
Request p field. The Draw Request must not exceed the
Allowable Draw amount.
n
Click Save. q
Click Check for Errors r to confirm your work. If SAGE
reports errors, correct them and click Save. q
o
p
Submitting a Financial Status Report
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When you are ready to submit the Draw Request to
DCA, click the Submit button. n
n Submit
You will be prompted to enter your SAGE password o to confirm your submission.
Type in your SAGE password and click OK. p
To print a Voucher, refer to Generating and Printing a Voucher.
o Password
Submitting a Financial Status Report
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Draw Status
The Draw Request now has the status of
Submitted/Review Required.
Submitting a Financial Status Report
© 2005 NJ Department of Community Affairs. All rights reserved.
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Managing Grants
Requesting an Advance
Some of DCA’s grant programs allow for an advance of
funds to cover project start-up costs. An Advance is a
request for funds from DCA that have not yet been
expended. 2 Check your Grant Contract to see if your
grant allows Advances.
n Click the grant number
In some DCA programs, the DCA Grant Manager may
initiate an Advance for the grantee. Contact your Grant
Manager before submitting an Advance Request.
To request an Advance, at the Start Menu, click on the
grant number. n
You will be taken to the Grant Menu page.
You cannot initiate an Advance Request if your agency has another
Financial Status Report (Draw, Advance, or Expense Report) in the
process of being reviewed, approved, modified, and/or awarded.
To see if you have any outstanding FSRs, check the Grant: Related
Items section on the right side of the Grant Menu screen.
2
An Advance request may also be used to refund unspent monies to DCA.
Submitting a Financial Status Report
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Managing Grants
If you have no other Financial Status Reports pending, at
the Grant Menu, scroll down to the Financial Status
Reports section and click Request an Advance. n
This will take you to the Financial Status
Report/Payment Request page.
n Click Request
an Advance
Submitting a Financial Status Report
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At the Financial Status Report/Payment Request – Advance
Request page, click the Edit n button to activate the fields.
n Click Edit
Select the name of your agency’s Main Contact o from the
pull down list.
o
Submitting a Financial Status Report
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As soon as you click in the Payee Reference field, n a box appears
explaining that the data you enter in this field will be included on the
check from DCA to your agency, enabling you to apply the funds
appropriately.
Click OK.
q
Enter a Payee Reference. n
Type your comments (if any) in the field labeled Comments to
the Review Team from the Grantee. o
Enter the dollar amount you are requesting in the Requested
Advance p field. The Requested Advance must not exceed the
Available Advance amount.
Click Save. q
n
o
p
Submitting a Financial Status Report
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Managing Grants
Click Check for Errors n to confirm your work. If
SAGE reports errors, click Edit o to correct the errors
and resave.
When you are ready to submit the Advance Request to
DCA, click the Submit p button.
n Check Errors
p Submit
o Click Edit
You will be prompted to enter your SAGE password n to confirm your submission.
Type in your SAGE password and click OK. o
To print a Voucher, refer to Generating and Printing a Voucher.
n Enter your password
o Click OK
Submitting a Financial Status Report
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Managing Grants
Advance Status
At the Grant Menu, on the right side of the screen, under
Grant: Related Items – Budget Overview, your Advance
Request (Advance #2 in this illustration) has the status of
Submitted/Review Required.
Your Advance Request will be reviewed by DCA and
you will be notified of their decision.
After the Advance has been approved and the status has
been changed to Payment Complete, you will submit an
Expense Report.
Submitting a Financial Status Report
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Expense Reports
To create an Expense Report, at the Grant Menu, under Financial
Status Reports, select the appropriate Financial Status Report from the
drop down list n in the Expense Reports field.
Click Create. o
Click OK at the confirmation box.
The Financial Status Report/Payment Request screen will be
displayed.
n Select
a Report
o Click Create
Submitting a Financial Status Report
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Two forms are associated with an Expense Report—
Expense Summary and Expense Detail.
The Expense Summary tab will be selected by
default. The Grant Information section displays
general information about the grant. The Main
Contact, Final Report, and Current Reporting
Period are editable fields and must be completed
before the Expense Report can be submitted.
The project budget area shows the—
ƒ
total award and match/leverage amounts for each
budget item
ƒ
previously expended award and match/leverage
amounts for each budget item
ƒ
award and match/leverage amount balances
remaining for each budget item
ƒ
award and match/leverage amount current period
expenses for each budget item
This screen shows the total requested amount by
category. These amounts are calculated using the data
that was entered in your expense detail.
Submitting a Financial Status Report
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At the Financial Status Report/Payment Request
screen (with the Expense Summary tab still selected),
click Edit n to activate the fields.
n Click
Edit
Select the Main Contact o from the pull down list.
Click either Yes or No to indicate whether this is your Final
Report. p (“final” FSR cannot be submitted unless your
agency has spent all of the cash-on-hand).
Submitting a Financial Status Report
© 2005 NJ Department of Community Affairs. All rights reserved.
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o
p
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Managing Grants
As soon as you click in the Payee Reference field, n a box appears
explaining that the data you enter in this field will be included on the
check from DCA to your agency, enabling you to apply the funds
appropriately.
Click OK.
Fill in or modify the Payee Reference n and Current
Report Period o fields.
q
If you have any information you would like to communicate
to your Program Manager, enter the text in the Comments
to the Review Team from the Grantee p field.
Click Save q when you have finished entering information.
Check the Cash on Hand Remaining to Spend Down r
field to verify your remaining revenue. If this is your first
FSR, the full amount from your budget expenses will be
remaining.
n
o
p
r
Submitting a Financial Status Report
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Managing Grants
Click the Expense Detail n tab to enter your
expenditures for each budget item and also to
record match/leverage funds that you have
expended.
Select from the pull down lists for Budget
Category, o Item, p and Budget Column. q The
total requested amount for a specific budget
category/column combination cannot be more than
the amount remaining for that budget
category/column combination.
Enter the Date. r Each expense item’s date must
fall between the report period’s begin and end
dates.
n
u
o
p
q
r
s
t
Enter the Description. s
Add the amount for this detail item in the Amount
Requested t field.
When you have finished completing the fields on
the Expense Detail form. Click Save. u
Submitting a Financial Status Report
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When all of your expenditures for the reporting
period have been entered, click Check for Errors.n
Correct any errors or omissions and click Save. o
n Check errors
o Save
Click the Expense Summary n tab and click Submit. o
n Go back to
Expense Summary
Submitting a Financial Status Report
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o Submit
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Managing Grants
You will be prompted to enter your SAGE password to confirm your submission. Type in
your SAGE password n and click OK.o
n Password
o OK
Expense Report Status
Your Expense Report (FSR) now has the status of Submitted/Review Required.
Submitting a Financial Status Report
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Generating and Printing a Voucher
At the Financial Status Report/Payment Request screen, click
View PDF to create a Voucher.
If you are submitting a Draw Request,
your screen will look like this
If you are submitting an Advance
Request, your screen will look like this
If you are submitting an Expense
Report, your screen will look like this
Submitting a Financial Status Report
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The completed Voucher* will be displayed in a new window.
Print the Voucher and mail it to the address on the top of the
Voucher.
*Vouchers for Draws, Advances, and Expense Reports look
different from each other, and the mailing address at the top will
apply to your specific Grant Program.
The mailing address will
apply to your Grant Program
The procedure for printing Vouchers is the same for all FSRs and
all Programs.
Submitting a Financial Status Report
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You may Save a Copy of the PDF file in
your computer system.
Close the Voucher window by clicking the
7 in the upper right corner of the screen.
Submitting a Financial Status Report
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Amendments and Revisions
If your Program needs have changed during the course of your project, you may request an Amendment or a Revision to your Grant
Contract with DCA. You may not submit an Amendment or Revision if you have another Amendment, Revision, or Financial Status
Report being processed.
Amendment or Revision?
Request an Amendment if you want to—
Request a Revision if you want to—
ƒ
ƒ
Change General Info – Term
ƒ
Change Budget
Change General Info – Term (in conjunction with another
Amendment item, otherwise, request a Revision)
ƒ
Change General Info – Grant Title
ƒ
− Budget Appropriations changed
Change Work Plan – Objectives
ƒ
− Total Grant Amount unchanged
Change Work Plan – Scope of Services
ƒ
Change Budget
ƒ
Change Contract Information
ƒ
Change Grant Conditions
ƒ
Change Component/Service Areas
ƒ
Change Draw Schedule
ƒ
Change Loan Information
© 2005 NJ Department of Community Affairs. All rights reserved.
Amendments and Revisions
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Documentation
Purpose
Attachment
Grantee Signature(s) Required
Amendments—
Change General Info - Term
Agreement Data Sheet
No
Change General Info - Grant Title/Description Agreement Data Sheet
No
Change Work Plan - Objectives
Section C - Work Plan
Yes
Change Work Plan - Scope of Services
Section C - Work Plan
Yes
Change Budget - Increase
Budget
Yes
Change Budget - Decrease
Budget
No
Change Budget - Funding Source Change
Data Sheet
No
Change Contract Information
Section A (all pages) and "High Risk" Recipient
if "High Risk Recipient" is yes
Yes
Change Grant Conditions
Yes
Change Component/Service Areas
Agreement Data Sheet
Yes
Change Draw Schedule
Draw Schedule
Yes
Change Loan Information
Agreed as to…
Yes
Change Budget, no dollar amount change
Budget
No
Change end date
Agreement Data Sheet
No
Revisions—
© 2005 NJ Department of Community Affairs. All rights reserved.
Amendments and Revisions
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Managing Grants
Grant Amendment
Getting Started
Login to SAGE.
At the Start Menu, if you are a Main Contact for this Grant, and
you see the grant you want to amend in the Task List under
Grants → Grant Executed*, click the grant number. n
This will take you to the Grant Menu. Continue at Amend
Grant.
n Click the grant
number
—or—
At the Start Menu, if you are a Main Contact for this Grant, and
you do not see the grant you want to amend in the Task List
under Grants → Grant Executed, click View All Agency
Grants n under Quick Links.
This will take you to the Search Grants page.
n Click View All
Agency Grants
*or possibly Grant Amended or Grant Revised.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
At the Search Grants page, enter your search criteria (if any) and
click Search. n
n Click Search
The grants that satisfy your search criteria will be listed at the
bottom of the page.
Click the magnifying glass o in front of the desired grant. This
will take you to the Grant Menu.
o Select a grant
Amend Grant
At the Grant Menu page, click the Amend Grant p button.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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p Amend Grant
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Managing Grants
A confirmation box will ask if you are sure. Click OK.
This will take you to the View/Edit Grant Information page.
If you have an FSR, a Grant Revision, or another Grant
Amendment in progress, you cannot submit a Grant
Amendment request at this time.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Select the areas of your grant that you want to amend by
clicking the checkboxes n in the Purpose of Amendment
section.*
Add explanatory text in the Justification o field.
Click the Save Selections p button.
n Select
o Why you want
an amendment
p Save Selection(s)
*When you click Save Selections, a confirmation box will warn
you that your data will not be saved if you make changes to sections
you have not selected in Purpose of Amendment. You can go back
and revise your selections and/or add text to the Purpose of
Amendment section—now or later. If you do, be sure to Save
Selections.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
Amendment Forms
This manual illustrates how to fill in forms for—
ƒ
General Info – Term and/or Grant Title/Description
ƒ
Work Plan – Objectives
ƒ
Budget
ƒ
Contract Information
The forms for—
ƒ
Work Plan – Scope of Services
ƒ
Optional Components
ƒ
Service Areas
ƒ
Grant Conditions
ƒ
Drawdown Schedule
ƒ
Loan Information
— follow the same procedures as the examples provided.
If you are using the online PDF version of the Manual, you may click the links above to go directly to the corresponding topics.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
If you logout of SAGE or if SAGE automatically logs
you off the system while you are working on your
Amendment Request—
Login to SAGE.
At the SAGE Start Menu, click the Grant Number
under Grants Æ Grant in Amendment.
This will take you to the Grant Menu.
At the Grant Menu, click on View Amendment.
You will be taken to the View/Edit Grant Information
page, where you can resume your Amendment Request.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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General Info – Term and/or Grant Title/Description
If you selected the ; Change General Info – Term and/or ;
Change General Info – Grant Title/Description checkbox(es)
in the Purpose of Amendment section, click the General Info
tab. (It may already be selected.)
If you are changing the TERM only, use
a Revision—not an Amendment.
Click the Edit n button.
n Click Edit
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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In this screen (depending upon which checkboxes you selected)
you may change the Grant Title, Grant Description, Term
Begin Date, and/or Term End Date. n
When you have completed your changes, click Save. o
n Enter information
in the fields
o Click Save
Your new Grant Information is displayed in the top box, and
your Previous Grant Information is displayed in the bottom
box.
If you don’t need to amend any other areas of your grant,
proceed to Submitting the Amendment.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Work Plan – Objectives and/or Scope of Services
Objectives
If you selected the ; Change Work Plan – Objectives and/or
; Change Work Plan – Scope of Services checkbox(es) in the
Purpose of Amendment section, click the Work Plan tab.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
New Objective
If you are adding a new Objective to your Project, follow the
instructions in Project (Program) Objectives in the Creating an
Applications chapter.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Change an Objective—No Current Objectives in SAGE
If the Current Objectives section does not list your Project’s
Objectives, 3 and you are changing one of your previously
established objectives—
3
The reason might be that your Grant information was converted from DCA’s previous Grant Management System (GRITS). To determine if your information
was converted from GRITS, click the Budget tab and select Budget Overview. If your data was converted from GRITS, the link will include the language
“Imported GRITS Component.” See Budget.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
—in the Purpose of Amendment section, in the Justification*
text box—include a statement n that the Objective you add will
be an amendment of a previous Objective (from your current
Grant Contract).**
When you are in the Work Plan ÆObjectives section, in the
Detailed Description field with a statement o like,
“Amendment of original Objective…” and finish the sentence
by summarizing the original objective.*
n
Then, complete the Detailed Description text with the change
you are making to the original Objective.
Give the changed objective a Number p and Short
Description, q and describe the Methods r you will be using.
Fields with red asterisks (*) must be completed.
Click Save. s
p
If you don’t need to amend any other areas of your grant,
proceed to Submitting the Amendment.
s
q
o
r
s
* You can go back to the Justification box and edit your
original text. Be sure to Save Selections.
** In this way, the DCA Grant Manager will know that you are
changing an Objective that is currently included in your Grant
Contract—not adding a new Objective.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
Change an Objective—Current Objectives Listed in
SAGE
If your Project’s Objectives are listed in the Current
Objectives section, click the ~ radio button n in front of the
Objective you want to change.
Click the Edit o button to activate the fields.
o Click Edit
n Click
to select
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
Keep the same Objective Number. n
Edit the text in the Short Description, Detailed Description, and
Methods fields o to reflect the changes to you want to make to
the Objective.
p
n
Click Save. p
o
p
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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The revised version of the Objective you have just changed will
be listed in the Current Objectives box.
Continue this process until you have edited all the Objectives
you want to change. (Be sure to Save each Objective you edit.)
If you don’t need to amend any other areas of your grant,
proceed to Submitting the Amendment.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Budget
If you selected the ; Change Budget checkbox in the Purpose
of Amendment section, click the Budget tab.
This will bring you to the Budget Overview.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Click on the Program Component. n
This will bring you to the Budget Detail.
n Click the Program
Component
Budget Detail
In Budget Detail, click the ; selection box o for an item you want
to change, and click Edit p to activate the fields.
o Click to select
p Click Edit
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Enter your proposed dollar amount in the State/Federal field.
If applicable, change the dollar amount in the Other field.
When you have made your changes, click Save.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Managing Grants
The top box displays your new Budget Detail dollar amount in
blue text.
Your Grand Total has been changed to reflect the new dollar
amount(s) you entered.
The bottom box displays your Previous Grant Budget Detail.
If you want to change additional budget items, follow the directions
in Budget Detail.
If you don’t need to amend any other areas of your grant, proceed
to Submitting the Amendment.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Add a Budget Item
If you need to include an additional budget item (not previously in
your Grant Contract), click the Add Budget Item tab.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Select the Budget Category from the pull down list. n
Type the appropriate information in the short description o and
detailed description p fields.
Enter the dollar amount(s) q for the additional budget item.
r
n
Click Save. r
o
p
q
q
r
Your new budget item will be added to your Budget Detail list (you
can click the Budget Detail tab to check) with the dollar amount
displayed in green.
The dollar amount will be added to the Grand Total.
If you want to add more budget items, go back to Add a Budget
Item and follow the directions again.
If you don’t need to amend any other areas of your grant, proceed to
Submitting the Amendment.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
You can print and/or save a copy of your original and/or amended
budget by clicking the View PDF button.
An Adobe PDF file in table format will be displayed. You may save
and/or print this document.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Contract Information
Contract Information is rarely changed once a Grant is active. If
you believe you have reason to amend your Contract Information,
contact your Grant Manager and discuss the changes with him or
her before submitting this type of amendment request.
If you selected the ; Change Contract Information checkbox
in the Purpose of Amendment section, click the Contract Info
tab.
This will bring you to the Grant Contract Information screen.
At the Grant Contract Information screen, click Edit to activate the
fields.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Managing Grants
Enter information into the fields you want to change and click
Save.
The new Contract Information (that you just entered) will be
displayed in the (top) Grant Contract Information section.
The original Contract Information will be displayed in the
(bottom) Previous Contract Information section.
If you don’t need to amend any other areas of your grant, proceed to Submitting the Amendment.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Submitting the Amendment
You may click Check for Errors after completing each
section you are amending, or you may complete and
save all your work and then click Check for Errors.
If the system identifies errors, correct them and resave.
Click Submit
Amended Grant
When you are finished entering changes and correcting
errors, click Submit Amended Grant.
A confirmation box will ask if you are sure.
Click OK.
Once you have submitted your Amendment, you cannot make any additional changes. If notice an
error or you need to change something in your Amendment Request, contact your DCA Grant
Manager and ask him or her to return your Amendment Request with “Modifications Required.”
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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After submitting your Grant Amendment, you will be returned to
the Grant Menu, which will display the message “You have
submitted the grant amendment for approval.”
When a grant amendment has been submitted, the status of the
grant changes to Grant Amendment Review Required.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Modifications Required
If your Grant Amendment request needs additional information
and/or changes, you will receive notification in your Task List on
the Start Menu page.
In the Task List, under Grant Amendment Modifications
Required, click on the grant number. n
This will take you to the Grant Menu.
n Click on the
Grant Number
At the Grant Menu page, click View Amendment. o
You will be taken to the View/Edit Grant Information page.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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o View Amendment
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Managing Grants
DCA Staff’s comments about your Grant Amendment are displayed
at the bottom of the View/Edit Grant Information page.
At the View/Edit Grant Information page, click the tab n that
applies to DCA’s comments.
o Check errors
p Submit
Make the required modifications and Save your changes.
Continue this process until you have entered your modifications to
each of the forms noted by DCA Staff. Save each page.
Click Check for Errors. o If SAGE finds errors, make the
necessary corrections and resave.
When you have finished, click Submit Amended Grant. p You
will be returned to the Grant Menu.
n Click the appropriate tab
Once you have submitted your Amendment, you cannot make any
additional changes. If notice an error or you need to change
something in your Amendment Request, contact your DCA Grant
Manager and ask him or her to return your Amendment Request
with “Modifications Required.”
At the Grant Menu, a message will appear, stating, “You have submitted
the grant amendment for approval.”
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Managing Grants
During the review process, you can check the status of your Grant
Amendment by looking under the Task List on the SAGE Start
Menu page.
Amendment Approved
If your Grant Amendment is approved, the final status will be Grant
Amended.
You will receive a letter and an addendum to your original Grant
Contract.
If your Amendment requires signatures, sign in the appropriate
places and return the document(s) to your Grant Manager.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Amendment Rejected
DCA program staff may reject a Grant Amendment request.
Rejected Amendment submissions are retained in your SAGE
digital file for historical purposes. The most recently approved
version of your grant will remain active.
To see why your Grant Amendment was rejected, in the Task
List under Grant Amendment Rejected, click on the Grant
Number.
This will take you to the Grant Menu.
At the Grant Menu, scroll down to History on the left side of the screen.
Click on Grant Amendments/Revisions. n
This will take you to the Grant History page.
n Click here
At the Grant History page, click on the magnifying glass in front
of the rejected Grant Amendment. o
The reason(s) it was rejected will be listed under Modification
Comments.
o Select the rejected
Grant Amendment
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Amendment
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Grant Revision
You may request a Grant Revision (after a grant has been executed) if—
ƒ
The total grant amount remains the same, but budget details have changed
ƒ
You need a time extension on the project
Getting Started
Login to SAGE.
At the SAGE Main Menu, Click on the Grant Number n you
want to revise.
This will take you to the Grant Menu.
n Click the
Grant Number
At the Grant Menu, click on Revise Grant. o
o Click here
© 2005 NJ Department of Community Affairs. All rights reserved.
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A confirmation box will ask if you are sure.
Click OK.
The View/Edit Grant Information page will be
displayed.
At the View/Edit Grant Information page, you may
choose from only two topics in the Purpose of
Revision section:
; Change General Info – Term
; Change Budget.
Select the area(s) n of your grant that you want to
revise by clicking the checkbox(es). Add explanatory
text in the Justification o field.
Click the Save Selections p button directly under the
checkbox area.
© 2005 NJ Department of Community Affairs. All rights reserved.
n
n
o
p
Grant Revision
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Managing Grants
When you click Save Selections, a confirmation box
will warn you that you can only make and save
changes to the Purpose of Revision areas you
selected.
If you make revisions to the Budget, but you did not
select ; Change Budget, your changes will not be
saved.
If you make revisions to General Info, but you did not
select ; Change General Info – Term, your changes
will not be saved.
Make sure you selected the appropriate Purpose of
Revision items and then click OK.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Managing Grants
General Information
If you selected the Change General Info – Term
checkbox, click the General Information tab. n
Click Edit to activate the fields. o
o Click Edit
n Click
General Info
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Managing Grants
Enter the date your project will be completed in the Term End
Date field.
Click Save.
Your revised Grant Information is displayed in the top box,
and your Previous Grant Information is displayed in the
bottom box.
New information
Previous information
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Budget
If you selected the Change Budget checkbox, click the Budget n
tab.
n Click Budget
Click on the Project Component o link.
This will bring you to a screen where you can select Budget Detail
items to revise.
o Click the Project
Component
Click on the Name p of a budget item you want to revise.
p Click the
Budget Item Name
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Change the State/Federal dollar amount.
Click Save. o
If the system does not return you to the Budget Detail page, click the
Budget Detail p tab.
p Click Budget Detail.
o Save.
n Revise the dollar amount.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Managing Grants
At the Budget Detail page, click on the Name n of another budget
item you want to revise.
n Click the
Budget Item Name
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Change the State/Federal n dollar amount.
Click Save. o
If the system does not return you to the Budget Detail page, and
you need to revise additional budget items, click the Budget Detail
p tab.
Continue this process until you have entered your revisions to each
budget item that is to be revised.
p Click Budget Detail.
Save each form.
n Revise the dollar amount.
© 2005 NJ Department of Community Affairs. All rights reserved.
o Save.
Grant Revision
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The Grand Total in the Grant Budget must equal the Grand Total in the Previous Grant Budget Detail.
Submitting the Revision
When you are finished, click Submit Revisions.
A confirmation box will ask if you are sure. Click OK.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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You will be returned to the Grant Menu,
which will display the message “You have
submitted the grant revision.”
When a Grant Revision has been submitted,
the status of the grant changes to Grant
Revision Review Required.
When your revision is approved, you will
receive a letter from DCA.
© 2005 NJ Department of Community Affairs. All rights reserved.
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Modifications Required
If the DCA Grant Manager determines that you
need to modify the grant revisions you
submitted, you will receive a notification in your
task list.
At the Start Menu, Click the grant number under
Grants Æ Grant Revision Modifications
Required.
This will take you to the Grant Menu.
At the Grant Menu page, click on View Revisions.
You will be taken to the View/Edit Grant Information
page.
© 2005 NJ Department of Community Affairs. All rights reserved.
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p Submit
Your Grant Manager’s comments about your Grant Revision
will be displayed at the bottom of the Purpose of Revision box.
Click the appropriate page tab n (in the illustration it would be
the General Info tab). Make the required changes and click
Save.
To make modifications to General Information, see General
Information.
o Check errors
To make modifications to the Budget, see Budget.
Click Check for Errors. o If SAGE finds errors, make the
necessary corrections and click Save.
When you have finished, click Submit Revisions. p
Once you have submitted your Revision, you cannot make any
additional changes. If you notice an error or you need to change
something in your Revision Request, contact your DCA Grant
Manager and ask him or her to return your Revision Request
with “Modifications Required.”
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
Page 78 of 103
n Click a tab
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Managing Grants
You will be returned to the Grant Menu, which will display the
statement, “You have submitted the grant revisions.”
When a Grant Revision has been re-submitted, the status of the
grant changes to Grant Revision Review Required.
When the modifications to your revisions are approved, you will
receive a letter from DCA.
Cancel Revision
If you submit your Grant Revision modifications, but you receive notification from DCA that additional modifications are required,
you may—
ƒ
Make the modifications and re-submit the Revision Request
—or—
ƒ
Cancel the Revision Request
If you cancel the Revision Request, the most recently approved version of your grant will remain as the active version. The grant
revision submission will be retained in your SAGE digital records for historical purposes. SAGE will erase all traces of the Revision
Request in your Grant/Revision History.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Managing Grants
At the Start Menu, click the grant number under
Grants Æ Grant Revision Modifications
Required.
This will take you to the Grant Menu.
At the Grant Menu, click View Revisions.
This will take you to the View/Edit Grant Information
page.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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At the View/Edit Grant Information page, click Cancel
Revisions.
A confirmation box will ask if you are sure. Click OK.
You will be returned to the Grant Menu, which will
display the statement, “You have cancelled the grant
revision.”
© 2005 NJ Department of Community Affairs. All rights reserved.
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Grant Revised
If your Grant Revision is approved, the final status will be Grant Revised.
That means your Grant Revision has been approved and is an active version
of your grant.
© 2005 NJ Department of Community Affairs. All rights reserved.
Grant Revision
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Additional Assistance
DCA SAGE Help Desk
Email or call the DCA Help Desk—
[email protected]
609-292-8134
Instructional Videos
Click View Training Videos at the SAGE Login screen for a selection of online videos illustrating the features and functions of
SAGE.
Click for instructional videos
Training
To be announced.
© 2005 NJ Department of Community Affairs. All rights reserved.
Additional Assistance
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Managing Grants
Attachment A – Agency Security Levels
Agency Authorized
Official
Agency Administrator
Agency Staff
Add Application Checklist Item
X
X
X
Compare Application Data
X
X
Create Application
X
X
Create Profile
X
X
Delete Profile
X
X
Edit Agency Information
X
X
Edit Application Contacts
X
Edit Application Program Information
X
X
Edit Contact Information
X
X
X
X
Edit Peer Reviewer Profile Information
X
X
X
X
Edit Profile
X
X
Edit Tasks/Notes
X
Edit/View Application Checklist Item
X
X
X
Email Application Contacts
X
X
X
Email Grant Contacts
X
X
X
Print Grant Documents
X
X
X
Request/Download One-Click PDF
X
X
X
Score/Comment Review Questions on Narrative
Pages
X
X
Search for Applications
X
X
X
Search for FSRs
X
X
X
Search for Grants
X
X
X
Search for Profiles
X
X
X
Unassigned
Continued on next page…
Attachment A – Agency Security Levels
© 2005 NJ Department of Community Affairs. All rights reserved.
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Managing Grants
Agency Authorized
Official
Agency Administrator
Agency Staff
Search for Progress Reports
X
X
X
Submit Application
X
Submit Audits
X
X
Submit Profile
X
X
View Agency Information
X
X
X
View Applicant Main Menu
X
X
X
View Application
X
X
X
View Audit Log
X
X
X
View DCA Admin Screens
X
View FSR
X
X
View Grant
X
X
X
View Page Help
X
X
X
X
View Peer Reviewer Profile Information
X
X
X
X
View Profile
X
X
X
View Progress Report
X
X
X
View Un-affiliated Menu
Unassigned
X
View/Delete/Complete System Messages
X
X
View/Edit Service Area Types
X
X
View/Satisfy Expected Attachments
X
Attachment A – Agency Security Levels
© 2005 NJ Department of Community Affairs. All rights reserved.
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New Jersery Department of Community Affairs - SAGE manual for Applicants and Grantees
Managing Grants
Attachment B – Balanced Housing Only
To apply for the Balanced Housing program, an applicant must be an eligible municipality or be authorized by an eligible
municipality. Answering the questions in this part of the Applicant Information form will help you determine if the project’s
municipality is eligible to receive funds. The program also requires a resolution from the municipality authorizing the application. At
the bottom of the page you will be prompted to answer a question concerning the supportive documentation you will need to submit a
complete application. Indicate the status of this documentation and click the Save button.
Attachment B – Balanced Housing Only
© 2005 NJ Department of Community Affairs. All rights reserved.
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Project Location
Complete all fields in the form. For some programs,
you will be asked to determine if your project is
located in a Smart Growth area. If this is the case
for your project, click the hyperlink for the Smart
Growth Locator. n If you don’t know your Census
Tract #, click the link o next to the field. When you
get to the FFIEC website, click on Census Report
System.
You can type in directions p to the project site in
the text field at the bottom of the page. Click Save q
when you have completed the form.
n
The Smart Growth Locator is a reference tool only,
and is not used for making a final determination as to
whether a property is in a designated growth area or
not. Please make sure that you read the information
contained in the Help Link on the page before
attempting to use the Smart Growth Locator.
Complete and save each of the application forms and
check them for errors.
o
p Type in directions
Attachment B – Balanced Housing Only
© 2005 NJ Department of Community Affairs. All rights reserved.
Page 87 of 103
q Click Save
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New Jersery Department of Community Affairs - SAGE manual for Applicants and Grantees
Managing Grants
Site Information
When you get to Section III: Site Information, Part C: Site
Conditions—
Attachment B – Balanced Housing Only
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Number 7 and number 10 apply to new construction only.
If your project is not new construction, select ~ N/A.
Attachment B – Balanced Housing Only
© 2005 NJ Department of Community Affairs. All rights reserved.
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Attachment C – Finding an Application when it is not on your task list
To find an Application that does not show up on your
Task List, at the SAGE Start Menu, click View All
DCA SAGE Applications in the Quick Links box.
You will be taken to the Search Applications screen.
Finding an Application when it is not on your task list
© 2005 NJ Department of Community Affairs. All rights reserved.
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At the Search Applications page, enter your search criteria.
Click Search.
Finding an Application when it is not on your task list
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The applications that fit your criteria will be listed at the
bottom of the page.
Click on the desired Application number.
You will be brought to the Application Menu.
Finding an Application when it is not on your task list
© 2005 NJ Department of Community Affairs. All rights reserved.
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Obtaining an Adobe PDF file of your completed Application Forms
At the Application Menu, click Application PDF on the
lower left side of the screen.
You will be brought to the View Full PDF screen.
Obtaining an adobe PDF file of your completed Application Forms
© 2005 NJ Department of Community Affairs. All rights reserved.
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At the View Full PDF screen, click on Generate Full
PDF.
A message will be displayed on the right side of the
screen—
“Your PDF request is being processed. You will receive
an E-Mail when the PDF is generated.”
You will receive an email on the next business day,
informing you that your PDF has been generated.
When you receive it, repeat the instructions beginning at
Obtaining an adobe PDF file of your completed
Application Forms to get to the View Full PDF page.
Obtaining an adobe PDF file of your completed Application Forms
© 2005 NJ Department of Community Affairs. All rights reserved.
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At the View Full PDF screen, on the right side of the page,
you will see the message—
“• Download the full PDF (Generated on <day, date>)”
Click the PDF link.
Your Application Forms (in an Adobe PDF file) will be
displayed. You can print the forms and/or save them to your
computer system.
Obtaining an adobe PDF file of your completed Application Forms
© 2005 NJ Department of Community Affairs. All rights reserved.
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Attachment D – Forgot Your SAGE Password?
If you forget your SAGE password, click the Forgot
Your Password? link on the SAGE login screen.
You will be taken to the Request User Name and
Password screen.
Forgot Your SAGE Password?
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At the Request User Name and
Password screen, enter your first name,
last name, and email address in the
appropriate fields.
The e-mail address must match the email
address listed in your SAGE profile.
Click Send.
A confirmation screen will be displayed, telling you that your
user name and password will be emailed to you.
You will want to change your password to something that you can
easily remember in the future. To change your password, see
Modifying your own information.
Forgot Your SAGE Password?
© 2005 NJ Department of Community Affairs. All rights reserved.
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Section 1 – Task Bar
Attachment E – SAGE Start Menu
When you login to SAGE, you are automatically
brought to your personalized Start Menu page. The
SAGE Start Menu is divided into five sections.
ƒ
Section 1 – Task Bar
ƒ
Section 2 – System Messages
ƒ
Section 3 – Initiate an Application
ƒ
Section 4 – Task List
ƒ
Section 5 – Quick Links
Section 2 – System Messages
Section 4 – Task List
© 2005 NJ Department of Community Affairs. All rights reserved.
SAGE Start Menu
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Section 3 – Initiate an Application
Section 5 – Quick Links
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New Jersery Department of Community Affairs - SAGE manual for Applicants and Grantees
Managing Grants
Section 1 – Task Bar
At the top of the screen, a task bar displays—
ƒ
Where you are right now (highlighted in dark
green)n
ƒ
Your agency and your access level (in the upper
right cornero
ƒ
Your user namep
o
n
q
p
q
Clicking your User name will bring you to the Edit
Your Contact Information page, where you can
change your own user information and/or password.p
The boxes in the green bar are actually “buttons” that
will take you to other locations within SAGE, access
Help, or allow you to Logout of the system.q
© 2005 NJ Department of Community Affairs. All rights reserved.
SAGE Start Menu
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Section 2 – System Messages
The green box on the left side of the screen
displays messages from SAGE.
To read the message(s), click System Messages.
You will be brought to the New System
Messages/Reminders page.
At the New System Messages/Reminders page, you can read
the message(s) and either Save or Delete.
© 2005 NJ Department of Community Affairs. All rights reserved.
SAGE Start Menu
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Section 3 – Initiate an Application
The Initiate an Application box allows an agency to—
ƒ
Check current applicable DCA Grant Programsn
ƒ
Select a Grant Program (RFP)o
ƒ
Apply for the selected Grant Programp
o
p
n
When an agency clicks Apply for a New Grant, SAGE will
assign a grant number and their application process will
begin.
If no grant programs are currently available for the agency,
the Initiate an Application box will say, “There are no
RFPs available to you at this time.”
© 2005 NJ Department of Community Affairs. All rights reserved.
SAGE Start Menu
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Section 4 – Task List
Agency Task Lists and DCA Task Lists look different from
each other, but are designed to perform the same functions.
Click the
link
A Task List is formatted in a hierarchical pattern—
ƒ
Main topics
ƒ
Sub-topics
ƒ
Links to Applications and/or Grant Programs
Agency Task List
Your Task List is customized to your unique role in the
Application and/or Grant process.
If a topic is on your Task List, it requires your attention.
To start or continue working on an application or grant,
click the underlined link for the Application or Grant
Program Number or Name.
DCA Task List
Click the
link
© 2005 NJ Department of Community Affairs. All rights reserved.
SAGE Start Menu
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Section 5 – Quick Links
Your Quick Links box is customized to your unique role in the Application and/or Grant process. You may
or may not see all the topics listed in these samples, depending upon your responsibilities and security level.
If you click the View DCA Training Videos link, you will be brought to a screen where you can select from
several online instructional videos.
If you click the View Old System Messages link, you will be able to review any System Messages that you
previously saved (see Section 2 – System Messages).
Agency Quick Links
If you click the Edit Your Contact Information link, you will be taken to your personal Edit Your Contact
Information page, where you can change your information and/or SAGE Password.
If you click the User Manual link, an Adobe PDF document of the User Manual will be downloaded.
If you click any of the View All… links, you will be brought to a Search page, where you can find and
work on the desired topic.
DCA Quick Links
© 2005 NJ Department of Community Affairs. All rights reserved.
SAGE Start Menu
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