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Solicit mark request

items um i also see we have some board members on the line as well so thank you board members really appreciate you uh joining today i see mr russian here today so thank you sir really appreciate you um participating so just wanted to jump into what are we going to be discussing today we're just going to quick overview of what e-cievis is why we're transitioning to what it brings to the table in just a general overview then we'll jump into your solicitation types so the solicitation is just really what your application is it's the specific application you'll notice some things that we've done differently here from the last system of course and then of course how do you apply to these solicitations um for your building renewal grant um and what do you need to know for that your application status and awards of course how do you check on the status of your project now and how do you now receive your reward you know those would be things we'll talk about and of course the important resource information for you guys to get more training to understand the system better to be able to plan it out but better too being on the new system and then of course we'll end with a question and answer period and get some feedback from districts on how they're feeling and staff as well so we'll move right on with it so effective july 31st of course we transitioned to e-cigs meaning that all new building renewal grant applications are going to be coming through the new lease of the system your old applications or outstanding building uh renewal grant awards will still remain in district access to get their current phase there um we are asking that districts work as hard as possible to close these projects by december 31st 2020 so that way we can close out the old system again no new supplemental requests will be accepted in district access um after july 30th so as of today if you need a supplemental on a project that's currently in district access you'll apply that supplemental through e-civics um and then of course any open or pending applications will complete their current phase and district access and any following phases will require east of this application um and touch on what these phases exactly are here in just a moment just a quick use of its overview what is east davis is a grant management software and system that was originally adopted by the office of france and federal resources the department administration they found a significant amount of advantages here especially for enterprise-wide advantages from this system and it's become now the um one-stop shopper is becoming the one-stop shop for grant needs at the state of arizona currently of course you have the school facilities board on there you have the department of environmental quality on there you have the department of emergency and military affairs on there and more and more are coming on every day to this system so hopefully one day you'll have one stop shop for all your financial grant needs from the tape here and that's the big piece of what exists does it also helps us with cracking and going through those things with any service you'll see something new here for our applications which is before you would see one application for all of your needs right we've now divided that one application and define better track them and better move projects through the process and you can see those five phases here assessment that's going to be your first phase design would be the second procurement would be the third right and construction would be the fourth and we've added a fifth phase which is uh equipment and repair and replacement and this is one for one replacements these are the simple water feeders that you guys do pretty regularly right we just need to switch something out and we'll touch on more on what those are in just a second so for your assessment like i said this is usually the beginning of your project right you know that there's a water leak coming from the roof you don't know the scope of it you need to have a better understanding of what the actual issue is this is where you're going to start this is where you're going to apply to the sfb for an assessment an idea of what that total scope is you'll need limited information here just your of course quote information and such for the assessment itself now the second application is going to be designed so once you've completed your assessment you have it in hand that that solicitation is completed you'll go with your assessment into the design solicitation and apply for your design there but let's say you already have your assessment you did it prior you didn't have the sfb help you with it you didn't think you needed the sfb's assistance with this project but then you got the assessment back and realized it is so much bigger than you thought it was and you need some assistance on that this is where you'll come again with the design the assessment doesn't have to be from an assessment done by the sfb or through an sfv assessment elsewhere you'll just plug into the phase that best represents where your project is currently at so that's the design once you're done with that of course you'll be ready for procurement right you'll be ready to get this project started if you need procurement services if you need some assistance here the pyramid services application will be where you apply for those for that assistance and um information that's where you're going to put your design and touch and apply for that uh procurement services and then the fourth um one is of course construction so let's say you don't need any procurement services uh you're all good on procurement you're ready to go this is where you're gonna apply for the funds for construction to begin your project you have the design in hand you're ready to go and get this project moving and of course the equipment repair and replacement what i mentioned before this one is meant for like for like systems so these are the water heaters that are a thousand dollars that are really quick fast there's no assessment needed there's no design needed you've replaced it before you're familiar with it right it's an easy replace you don't need to go through all of the long steps that a typical project would need to that's where you're going to go to for the equipment repair and replacement now want to make it clear that this is for items under 30 000 so if it's over thirty thousand dollars but you know it's a one for one replacement you don't need that assessment you don't need that design you can apply to the construction solicitation just to move that forward if it's over thirty thousand dollars so districts should also be only applying applicable brg solicitation that best represents different phase of the beer project so again like i said previously if you already have an assessment done whether it's through the sfb or not you're going to want to apply to design if you already have a design done right and you already have that assessment it may not have been with sfd you might have done it elsewhere ran into some funds that you needed some additional assistance for a project that you needed additional assistance for that's where you would apply to the competition so apply to the phase of the current project so now we'll turn it on over to terry o'brien she'll be able to walk through more in depth the brg solicitations and what you need to do to get ready to apply and i already see a couple questions here so i think let's just let's test a couple of these out so where what counter category or qaqc service is supposed to go and of course carrie campbell thank you for that answers carrie to a huge part of the construction solicitation so when you're looking at that quality assessment quality control that's going to be coming up in your construction solicitation and where do we find the current slides on the sfb website who i don't know if we have this exact presentation posted but we can definitely send it around shirley um as far as the sfb website under sfb sorry under brg uh solicitations you should see an overview information resources tab where you can find all the information that we sent around it's also under announcements a little bit down below we can also send this out to everyone as well just to make sure all the folks will be happy to do that and i'll turn it on over to terry okay thank you nick and surely what we do is after each of these trainings um i will be sending out this slide deck and a pdf all the links are already embedded in it in addition um this recording will be on sfb's website so and i'll i'll talk more about that when we get to the end of today's training so great questions thanks uh we're going to move on and sorry i'm working with two monitors and as you saw i had a little faux pas there but anyway bear with me so the first thing you need to do when you're getting ready as nick said you want to apply to the correct solicitation wherever your project is what we're recommending you do is review the solicitation in detail first how to do that you visit sfb's website here there's a new tab called brg applications underneath that is solicitations you can see we have other information the training video is there resources and we'll talk more about resources later but select the solicitation that you're interested in all the solicitations follow the same format what i mean by that they all have these tabs the first one is an overview which is just a summary next is eligibility we'll talk more about that in a moment financial that's just an overview of the funds available keep in mind this number is constantly changing contact information who do you need to contact for those of you who don't know who your liaison is you can simply click on this link all school districts heavily assign liaison so you could find your liaison to help you and the last tab is file so and we'll talk more about that one but as you can see all of the solicitations although they have different eligibility different files they are all set up in the same order within the system i already talked about that okay so the first tab that we really want you to call attention to is the overview review the summary and make sure that this is the solicitation that best represents the current phase of your project so in this summary you'll see this solicitation is intended for and then each of the solicitation tells you notes this is not for the following so make sure you review the summary tab the next important tab is the eligibility and these are the general requirements you need to review all the eligibility criteria to make sure that this project qualifies for a brg you need to verify that any uh reporting requirements are met prior to applying and a real important thing that we want all of you to do before submitting an application is to click on the district facility information tab and you can see it's right there and it's on each of the solicitations when you click on the district facility information tab all you need to do is pull select your district pick which school next you which which buildings will this project take place in and this is going to be wing one when you get done you hit save details things you're looking for all of this information here you can see this note you're going to paste the contents of this box into the actual application eventually called facility information the things you want to look for do i have any excluded space is there any lease space are all my annual reports current as you can see and i just picked this one randomly the building inventory report the pm report and the renovation report are not current so before this particular school district applied they'd want to get with their liaison carlos and if they don't know how to complete these reports and make sure that these are current if these are not current the application will be returned to you so again the pre-work is very critical before applying for one of the grants so to summarize those are the key fields that you're looking for the next tab that we really want to draw attention to is the eligibility files all the eligibility related documents are here as guides but the one that is required the file is the budget file that you will need to download and complete and that is the appropriate sfb budget worksheet to get to that even in the solicitation all you're going to do is click on sfb budget worksheet then you would be wanting to based on what you saw in your district facility information if there was excluded space you would enter the amount here let's just pretend i have a 12 came up for me and then i would take my proposal whatever uh quote or proposal i had and i would enter and there's directions here the application again if you ever have to do a financial report this budget worksheet is going to be critical but i would take my quote and i would enter the amount that i need from sfd the amount i'm requesting and i'm also have some temporary repairs oops i don't know why that zero is still there and as you can see it's populating what is my direct cost that i can ask sfb for and what is the shared cost how much money do i need to come up with as a district so in this case 1372 is the most that i could apply for and i would need to come up with 28 dollars what you wanna do next is spot is save this document because it is required to be uploaded into your actual sfb application so again this is a lot of pre-step work but the better you prepare yourself when you get into the application the easier the process will be so next we're going to move on to well first of all any questions on the pre-work feel free to post questions in the box let's see we have a questionnaire ssb brg funds cannot be applied to space funded with bond i'm going to ask carrie campbell to answer that one for us please okay thank you oh carrie you can answer it out loud um yeah the uh there are the information um that the district detail uh page pulls is from the building inventory and there are spaces in the building inventory that are excluded space those spaces that are district administration space or spaces that were built with local funds that where the district has not exceeded their excluded space threshold so those spaces um are not eligible for brg funding so if you have a project that includes a building with some excluded space it's going to show up on your district facility information query and that space the sfb will fund 10 percent of that excluded space and anything over and above the 10 percent will be funded by the district so that's why it's important to use the sfp budget worksheet is to help determine what the cost share on the project is so that you are completing your ecibis budget worksheet appropriately and i hope that answers your question thank you carrie and brian your question about the difference i'm going to get to that in just a minute both are required the reason the sfb budget worksheet carries points when i entered that 12 into the excluded the first 10 percent sfb covered it was only calculating two percent so this budget worksheet is critical because the east of this system although it's very user friendly and has a lot of great benefits one of its limitations is that its budget and what we call the ecivist budget application worksheet does not have the capability to do subtraction formulas and as you will see when you start to fill out these worksheets if for example both equipment repair and replacement and construction sfb allows a 10 uh contingency you say this budget worksheet cannot do those calculations so you will see in a few minutes when i get to that section how you're going to take the information from this sfb budget worksheet and only enter the amount in the green highlighted areas so more to come on that brian and then elaine i think we answered your question will all excluded space be reduced the anything in excess of 10 will so again guys these are great questions keep them coming if i'm talking one of my teammates i'm sure will help me out i'm going to move on one thing i want to give some of you who haven't been in the portal is just an overview first and foremost to access the e-service portal um you would just click on apply on any of those solicitations there's an apply button if you've never used ecibis you will need to create an account if you have previously used e-civic so for example if any of you got the volkswagen funds for maybe uh to replace the school bus you may have an ecibus account so we'll talk more about that in just a second but to get to the portal just in your app in the solicitation click on apply from there if you do not have an account you will want to click on this green button create an account and as i said previous portal users can log in using their existing account credentials and they would click on this button ecivic login so if you have been in the system before use your credentials hit esibis everyone else who has not previously been given an e-citize login will not go to this button but to the portal login but going back if you need to set up your account as soon as you click on that button create an account this box will appear you enter your first name last name email address create a password make sure you write it down and then click on the blue button that says sign up from there you will receive an email please be sure to look in your junk or spam i can tell you personally when i set up my account i couldn't find my email and sure enough it was in my spam so make sure that you look around for that email it's sent almost instantly within the email itself you need to confirm your account because even though the system is starting to set up your account it wants you to verify that it is you once you click on confirm my account you will simply put in your email address the password you created and as i said click on portal login unless you're a previous ecivic user once inside the portal there are three main components my applications awards and my profile what you need to do if you're starting at an application you would click on create new application so you were telling the system i want to apply from the brg website now it's taking you into the portal you need to tell the portal that you want to begin a new application the system once you click on that will take you to whatever brg solicit solicitation grant you selected so you can see up here right now when i did this i was in the brg assessment application but now the system wants me to log in using my account information so i'm going to pause here and jump over to the portal itself because the portal if you've never been in it and even those some of you who have it's a little bit tricky so i'm going to show you what i mean by that and and especially because some of the screens i'm going to be going through i'm going to be talking about the interior button and the exterior slide button so what i want to point out remember you would click create new application and when you do that here are the three tabs applications awards and profiles at any point you can go back to the solicitation but the first in the top portion of this system you can see there is the profile portion if you use the interior scroll there's where my application process begins later on in the lower section once you have completed your application whatever you named that project it will have an e-cigs application budget already associated so you need to first start that application this lower portion in the lower panel is where you would begin to edit your applications budget worksheet to match your ssb budget worksheet so that's just a quick view so just remember there are several little slide bars within the system real quickly there are three steps to the brg application process and you saw probably from my screen step one is your profile step two is you in each one it would be brg assessment applications assessment application but depending on which solicitation you're in step two is you're going to have to complete the application step three you are going to have to do the e-civic applications budget worksheet and there's instructions here that i'm not going to read to you now but follow those instructions and you really can't go wrong but let's break down each of these steps individually so step one create your profile how to do that the required fields are only your first name last name and your email we encourage you to put in more information such as your organization name any other details about your district but whatever you enter when you get done you need to update your profile each time you go into a different solicitation for the first time the profile will need to be updated although you can see here how it carried over sort of my name and my email i do need to complete the fields that are blank so just heads up first time in a solicitation that profile is linked to that solicitation within the portal so you'll have to update your profile once you've done it you don't need to do it again the second step so step two is actually completing the brg application to begin you saw how there was a little box that i had within the portal and i used the interior slide bar to get there you scroll down using the slide sidebar and you simply click on that box called the application process at first it's going to be untitled because i haven't opened the application and named my project to do that you're going to scroll down on the home page and you're going to click on edit so you're going to edit that application to begin just real quickly in the application there are different sections the district facility information and if you've done your pre-work it's going to be really easy to complete that section there is an eligibility checklist section your project data your budget worksheet and again there is an e-civic applications budget worksheet but your sfd budget worksheet will have to be entered here as well and then the last section is about contact information please note that all brg applications vary depending on the budget so there are some very simple applications excuse me there's less fields to complete for assessment design procurement equipment construction is a little more detailed because you need to upload a lot more information to get that project started in addition all the budgets the budget worksheets are different so if you've done one budget keep in mind you're going to have to go into each solicitation grab the associated sfb budget worksheet and get that ready before you start your application so as you can see remember when i went into district facility information the questions in the application five will be your county and that came up all i need to do is copy that maricopa copy and paste into my application it's very critical too as far as please use the district name that comes up here we're seeing some districts do acronyms and and shortening of it it's real important that we keep the data within the system very clean same thing with your liaison name you want to make sure that that is correct so that we can track reports or if you have questions we can go back to the appropriate person project building number there's even a clue here copy and paste this into your application and that would be i believe question 10 so on and so forth so that every proj every application you do need to give it a project name and a brief description we are recommending that you come up with some type of standard now that districts are starting to put in multiple applications under the same solicitation it start it could get confusing on your end so what we're recommending is take some time put the school name the deficiency type building number and there's an example here for you abc elementary hvac replacement building 1000. that way if tomorrow abc elementary has another hvc hvac replacement but it's for building 2000 your your staff will be able and you will be able to tell oh which application am i in right so that's critical that you come up with some type of standard naming convention for your district trust me it'll help you once things get going the first section the next section i'm sorry within the application is the district facility information and as i told you all the questions are aligned to whatever if you've done your pre-work and if you didn't that's okay within the application there is a link that you can go back and pull that information but another thing that you're going to have to do and there is a link for this you will need to get your congressional and legislative districts please keep in mind these change on a regular basis so what you need to do is click on the link make sure you click on unit unified secondary and elementary firs rather than enter address what i want you to do is enter your school district name when i get done i hit find and this is the district because keep in mind it's not necessarily the school building it is the district that is getting the funds so we need to be sure that both the congressional and the legislative districts are accurate so in my application uh if i was chandler unified school district i would enter 5 and 17. so please be sure that these are accurate we're seeing a lot of people who may have previously had their district numbers both legislative and congressional but these do change so it's important that you get the most current and it is critical that these are accurate within your application and then again you would just transfer the information for each of these questions from the district facility information as you recall hopefully again you made sure that all of your annual reporting was current and in my case you can see here i was completely current if not i would stop i would save my application and complete those reporting requirements prior to submitting my application because if they're not my application will be sent back to me so it's important that you do that you also want to identify what is the minimum adequacy guidelines deficiency that best describes this project we understand in some instances it might be more than one pick the one that best represents what you're doing if you have any questions you might you're not sure which one to pick again this is critical information because we do we are required to retr to record and track these types of deficiencies that are being addressed in school districts so if you're unsure contact your liaison is the application to correct a primary building renewal project if you're not sure what that is check that ars guideline and it's also in the files budget but in almost every case this answer should be yes if not your application will be returned and is this application for a building that generates capacity for this school how you can see that you can see there is definitely capacity there's no excluded space even if there is some excluded space obviously it is generating capacity for the district the next section in the application is project data here's where you want to give a detailed scope of work what is this project in detail what's the scope what's going to happen in this project you need to project both a start date and a completion date keep in mind these dates are important even though you may not be a hundred percent sure we're not going to hold you to these projected dates but if i have an emergency situation my water heater went school's opening in a couple weeks i'm going to put a projected start date like tomorrow right that gives a clue to the liaison that wow this could be a very urgent issue so that liaison will look at it look at the scope of work look at the proposal and potentially get this processed as an executive authority provided it meets the requirements um but it also can help you to understand that if the board only meets once a month and the board meeting i believe is on coming up the first week in september your project if it's not an emergency situation your projected start date cannot be prior to that board meeting because the board would have to approve these non-emergency situations so be sure to be realistic in those projected dates but they are good things to put in in addition project how long you think this project is going to take you i know this is new but we are asking everyone to do that some projects you might say we're going to get this done in 30 days 60 days right other projects large roofing projects could take substantially longer but those dates are critical so please project which one you think and there's a little calendar drop down that opens up for you to make it easy in this particular application 22 you need to upload a file which is your proposal or quote so you must upload whatever quote and that quote needs to match what your sfb budget worksheet reflex as well as your e-civic applications budget worksheet next you're going to select the pm category here again select the most appropriate that is represents the leading deficiencies so even though again it could be a situation where you know what i think it's this and this what is the primary one so select your pm category and there's a drop down list for you you don't have to look it up you don't have to type it describe any collaborative elements or partners this is where if there is a portion of the work that is going to be funded by others or if there are multiple sources involved maybe you're doing collaboration with another school district or you want to contribute your own funds you do not put that in the sfb budget worksheet or ecibit in in question 24 you could just put in the district is going to be contributing a thousand dollars towards this project so this is where you would describe anything outside of those budgetary requirements that you are getting covered or you're getting assistance from others and then question 25 was the deficiency caused by an insurable uh event with the trust if you say no it'll move on if you say yes it will require you to upload a copy of the insurance letter the next section is the budget worksheet and i think brian you had a question on this so we're going to walk through this piece um obviously if you hadn't already downloaded and completed the asset budget worksheet you're going to want to do it and there's a link in the application all these links guys that you need are also in the application and they are on the solicitation so if you're in the application you forgot to do it just click on the link complete that budget save it because you're going to need it later once you start submitting financial reports um and you upload it into line 26 so you upload the completed sfb as a reminder the sfb budget worksheets have formulas they have calculations um which e-cigs cannot do so both are created are required 27 is going to ask you have you completed the e-civic application budget worksheet probably when you're at this point in your application you have it so what you're going to need to do in a few seconds i'll show you you're going to go and complete the esibis application budget worksheet as well this link on 27a this is only a link to view nothing will view until you go in and complete the e-civic budget application worksheet then later that information in this link in 27a that budget should appear for you the last section in the application is contact information here's where you enter the superintendent's name email and phone number and then your facility or program manager's name email address and phone number when you get done with the application if you believe you are done market is complete if you need to go back and finish your e-civis applications budget worksheet you can click save as draft so those are the first two steps the third and final step of the brg application is the app ecivic application budget to do that remember how i had to scroll on the exterior scroll bar once i've named my project my project title all of a sudden now will appear down here so what you said this portal has done behind the scenes is they linked that application that you saved and you have to at least save it for it to appear in the bottom right once i save it or once i mark is done there is now an associated budget with my application those two are linked so i find my project title i click on the edit budget inside at the top of the budget worksheet the top portion is simply a summary you cannot type in these boxes at all as you type below in the budget worksheet those totals will start to appear because e-cigs can do addition that's the only mathematical it's it's limitation it can only add so as you input those numbers the summary will begin to calculate for you things i want to call attention to in the e-citiz budget application worksheets we have defaulted indirect costs to not applicable and match cost share to itemize please do not change these if for for some reason you click on it and you start these are drop downs if you begin to change it please make sure before you submit this that indirect is not applicable and matched cost share is itemized if you don't touch those buttons they will stay there and they're always look like that so that was the top portion so this was the top portion which is the summary but right below it this will come up these lines one two three and as i said each budget is different but the sfb budget worksheet matches the e-civic you need to click on the blue uh category name a box will appear below you will simply enter whatever direct cost so if i have third party assessment i would enter it in direct cost share i will put in cost share if i had temporary repairs i would enter it in this line whoops i forget this thing sensitive and if there's other i would put in those amounts but all you're doing is transferring the dollar amounts from your ssb budget worksheet to the ecivist applications budget worksheet when you get done you simply save or if you've made mistakes it discard changes don't worry about in the budget worksheet there's things like unit cost you don't need to touch any of those all you're entering is cost and cost share the last piece of the budget if you for example had an other category this is where you might want to explain what the other is for so in the narrative you can provide any additional details explanation or justification so i could put a note here uh the other is to cover a tool expense or something i'm making it up but if i make changes i need to make sure that i hit save narrative the budget narrative is not required it is optional but i do recommend if you have an other category that you do give a brief explanation when you get done you scroll up using the inside button i'm sorry the exterior button to uh still within the e-civic application's budget you're going to click on return to application you select the application and when you're done you simply press submit so now behind the scenes that application that e-citizen applications budget worksheet should change in in your view from draft to under review i'm going to pause there do we have any questions oh oh my all right so let's pause let's see so carrie you've answered all of these i reached out to and okay so i'm not sure how to say it isella hycella carrie will have to address that one about your liaison and contact ryan you're saying can't click on any of this and enter anything you're doing it right now it does not let me do the narrative um brian who is your liaison if you could let us know what we can do um and this is for all of you abi okay great um i'm not sure if bobby's on the call but carrie and i will get with abi we can set up a meeting brian and i'm going to extend this invitation to all of you myself and kevin uh at sfb we are more than willing along with your liaisons to hop on a quick call with you uh to see what problems you're having brian obviously it appears as if you're having some issues the best way to resolve that is so that we can see actually what's going on so uh for brian you will get abby to schedule a call with kevin or i on the phone with you and we can walk it through same thing with all of you reach out to your liaison if you're stuck you know the system won't work properly for you just let us know and we're all on call well maybe not 24 7 but at least five days a week um and i know i've been on several calls so please reach out to us unfortunately a lot of these instances have to be dealt with on a case-by-case basis so i don't understand brian not being able to click on it and i really have to see exactly what's going on on his end so terry can i make a comment this is stephanie sure okay uh if you go um i think what brian is talking about is uh the blue wording um when you're submitting your um the cost amount in your cost share you have to click on the third party assessment or the um the the what you're going to be doing to enter in in the cost share or in the district um or the cost amount so that and brian that's what i was saying you don't enter here so those arrows are deceptive it should actually up to be right below you need to first click on the blue text it'll open a window below you will enter the data in the window below and these totals will total for you and brian if you can't do that please reach out um and we'll get with abby anyway just to follow up with you to make sure you got in okay so the next thing we want to talk about is how do i know the status of my grant and whether or not i got an award how you do that you simply click on this link portal east of this login you can click on my applications the statuses will change depending on what progress it's made draft under review and pending approval these are things you want to watch because as i stated earlier if there are problems with your application today it might say you can see here under review but as liaison does the review and looks at my eligibility and looks at what i've input it's a possibility i've made a mistake so what they will do is they will change the status back to draft if you see that happen you should also go look at your email because every liaison is sending an email directly to the applicant the school district to say please correct question seven you have this and it needs to be that so look for those emails you will have to go back in if you saw that you were under review it's back to draft follow the instructions in the email that you receive make the corrections in the application and resubmit it however as i oh as i said pending approval so you want to watch for those because after it goes from pending approval there will be an approval process that happens electronically within the system once your uh grant has been awarded you will get an email in that email there are important documents that we need you to download and review the first one is the sfb award letter the second is the sfb terms and conditions this must be downloaded and signed by the appropriate parties before you can move forward so it's critical that you download that form and start getting those signatures quickly in addition in every award approval email there will be the ecivist post award sub recipient manual that manual is a step-by-step guide on how you can upload those terms and conditions how you can accept or decline your award also inside that manual you know how do i do a financial report how do i get reimbursed for my expenses so that manual is critical please download it and save it um when you're ready to accept and you've gotten all the signatures upload the signed sfb terms and conditions into the portal itself please do not issue a purchase order until after you receive a final award approval email so the award notification it still isn't final because we need the terms and conditions which is a required uh document for sfe so make sure you download that we heard some districts didn't realize that so i'm making sure i make a point of that please don't issue that purchase order don't wait to get those signatures especially if this is an emergency situation and you really need to start the work get those signed upload them and accept your award there are some post award reporting requirements that i do want to go over briefly i know we've covered a lot of information but activity reports every 30 days the system will automatically generate a activity report to you on the last working day of the month you are required to report on any progress you've made or progress you haven't been able to make and it's just like a it's like a text box and all you're going to do is type in that box on track project's almost done got delayed 30 days but every 30 days that's your reminder i can tell you personally because i played in the system for several weeks i ignored some of these and then what this system does is every day it reminds me reminds me reminds me so please when you get those activity reports fill it out you know as best you can and send it off financial report you need to provide an update um and provide an update and any supporting documentation at least quarterly so you can submit financial reimbursement requests with invoices and actual expenditures incurred up to the total grant award amount and you can do those at any time so even though the system quarterly will send you a financial report you can submit monthly reports so again that's all in your post award sub recipient manual we're not going to go over that whole process that could be a whole nother training although it really is just a couple steps we felt there was a lot to go over today but if you get read those guides there's screenshots and just a few things you need to do but again financial reports submit as you need to and let's say i get my project done in a couple weeks don't wait for your quarterly financial report to come to you simply go into the portal submit a financial report and if it is your final uh reimbursement request there will be a question every time you complete a financial report it will ask you is this the final if it is this is how you close your project within a service you check that button it'll give you a warning are you sure this is the project closed you simply if it is press yes but make sure you upload your invoices any supporting documentation that you need to be reimbursed grand amendment if you do need to amend your grant once it's been awarded we need you to contact your sfb liaison prior to submission and then the last thing we're going to cover are some additional resources and information as i said the key resources and all of the links are embedded in this document that i'll email out to all of you guys in a few minutes but the brg website has the applications there is a detailed solicitations overview that has all the documents so if you're someone that wants to really have a maybe a guide a detailed guide you can click on that there's sfbe civis user guide there's a link on the website and then the training video so there's a training video of this same presentation on our website uh in addition arizona office of granted federal res federal resources there's you east user guides and then always as always contact your assigned liaison if you have any questions and that this liaisons by district is here at on sfb's website it's also in the solicitations under contact information additional things we want you to know or just remember since each solicitation is unique apply for only the one that best represents the current phase of the project so as nick said if your assessment's done go ahead and apply for design remember that there are different eligibility requirements different applications different budget worksheets and different ecivist application budget worksheets the good news is the sfb budget worksheet mirrors the e-civic so as long as you do the sfb budget worksheet the ease of this application budget worksheet is simply transferring the data from the green highlight itself as i stated earlier the first time you apply to a different solicitation you will need to verify your e-civic portal account profile most of the fields will be pre-populated but you do need to do that applications with any concerns and i said that earlier you know they will be converted back to draft status so it's critical that you you know really take your time when completing these applications we understand this time of year there's a lot of pressure there's a lot of things that you guys need to get done but please you know pay close attention check that congressional legislative we're seeing a lot of errors in those and just make sure that you're picking the correct mag requirement all of those things prior to submitting all activity is completed within the east of this portal no more emails so you're not you know emailing invoices you're not emailing anything to your liaison the terms and conditions everything is in the portal the good news about that everyone is that all those documents are always saved so if you ever need to go back and look at that you too don't have to you know start setting up separate folders everything in the portal is maintained for you after you get an award we've had a lot of requests because some districts want to add team members so maybe i'm the facility manager i do the applications but my finance person needs to be involved as far as for the submission of financial reports you can add district team members once you get an award you cannot add them prior to the award only after the fact so how you do that you would click on e-civic user guide so i'm going to go there now you go down to where it says adding a team member and this link to the east civis resources are all on sfb's website and to do that i'm not going to walk you through the whole process but as you can see each of the guides have pictures instructions you're going to click on my awards manage my team add a team member you're going to add their name and email they will need to accept that invite right at some point another thing that i do want to mention is that some districts had a concern uh and we've learned a lot since we went live on 7th july 31st um so a lot of the things i'm sharing with you have been things that districts have shared with us so one of the districts specifically they had one person who was submitting everything and their concern was well what if that one person is off right and we have an emergency and you know they won't be here what some districts are doing and what that district we recommended and i think it was tucson we talked to them about setting up a separate email address so you will have to get with your i.t department set up an email maybe for sfb projects or something and then multiple users can use the same login but it has to be an email address that obviously is shared internally within your organization i'm not an id person so i can't really give you guidance on how to do that um but kevin and john and our team could always walk you through that as well if needed one again you can take this route add team members but each award you would have to create a team so depending on how big or small your school district is depending on what your unique needs are please set it up so that it works best for you and here i'm going to that's it for the training let's do some questions and reflections anybody have anything and feel free you can do the chat or you can just unmute yourself okay okay this is brian with holbrook can you hear me yeah okay so when stephanie gave the instructions to click on the box so on the on that application i did i was able to upload the data really fast and it was awesome and wonderful so i went ahead and finished that one i went to my next application open it up and it won't let me enter any data even after i click on that box and lower it so um i guess um i'm not sure who probably is the best one to help me with this stuff um right brian i would love to help you with that i don't have your email can you put your email in the chat and if you could do that for me and i will get with abi and him and i will get on your calendar how's that what will that work yeah that's good thanks i'm typing okay all right and then um let's see tom as a question can we get a copy of the post recipient financial manual to review yes actually thomas i can send that let me make a quick note i'll send that out today as well no problem all of these documents too are on sfb's website under resources but to help you give you guys a jump start i will put the post award sub-recipient manual in the email i send where do upload pos and invoices go that's where you'll go into my awards tab you will submit your financial report through there those instructions uh elaine are in the post award subrecipient manual so when i send it if you have any questions you'll have my email just reach out to me um surely you mentioned that you would give additional information to those of us yeah the additional information surely i covered at the early beginning the only difference between those who do not have who've never had an e-citizen account goes back to let me go back the only difference surely is way in the beginning here so if you've previously logged in if you have an east of this login put your email address the password you use and click on ecibis that is only a handful of individuals have this the rest of you will always use the portal login so surely i hope that helps if you run into any problems what we don't want people to do is set up a separate portal account we have learned internally from our own experience of testing the system for over a month that if you set up both accounts those accounts tend to get crossed so if you have previously used e-civic and you've got an e-civic login you still go to the portal not to ecivist.com and that's something everyone needs to know ecitist.com is what the agencies use uh such as sfb to create those solicitations develop everything so that you have a view within their website and the portal you still go to the esibis portal not east of this and brian thank you for your email i'm going to copy that i put it in an email so i don't lose that any other questions or concerns or insights how are you guys feeling nobody okay well uh as promised oh okay thanks brian sorry you're getting stuck there i'm glad you feel it's awesome uh so as agreed i will be sending out a copy of this presentation i will send out a copy of the post subrecipient uh award guide i will also be sending you all a short very short survey we have done this training multiple times every time we do it i make changes based on your honest feedback so please be honest if something was unclear in this training you know put your notes down and trust me i take everybody's comments to heart i don't take them personal but i do look for ways to improve this training so that over time we can continue to refine it and make it better um so please take a few seconds i'm telling you it's only a couple questions about the training and i'll send you those documents you'll all have my email address again i do not work for the school facilities board i work for the department of administration i'm on loan to them so when you see this strange email terry datt terry.obryan azdoa.gov that's me so i want to thank all of you for joining us i need to remember to stop recording