Reference Guide for Applicants

Transcription

1 Table of Contents Grants Ontario System Reference Guide for Applicants Version Date: January 20, 2014 Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants i

2 Table of Contents Table of Contents INTRODUCTION... 1 OVERVIEW... 1 ASSUMPTIONS... 1 CONVENTIONS... 1 GETTING MORE INFORMATION OR ASSISTANCE... 2 PERFORMING THE BASICS... 3 LOGGING IN TO GRANTS ONTARIO... 3 LOGGING OUT... 6 WORKING WITH YOUR HOME PAGE... 7 UNDERSTANDING THE POINTER... 8 IDENTIFYING LINKS... 8 SORTING LISTS... 8 ENTERING DATA... 9 ADDING/DELETING A ROW IN A TABLE... 9 SEARCHING FOR A RECORD MANAGING YOUR ACCOUNT INTRODUCTION VIEWING YOUR ORGANIZATION INFORMATION UPDATING YOUR ORGANIZATION INFORMATION AND ATTACHMENTS VIEWING / UPDATING REGISTERED USERS IN YOUR ORGANIZATION MANAGING YOUR USER PROFILE WORKING WITH APPLICATIONS INTRODUCTION BEFORE YOU BEGIN Check your Browser and Adobe Reader Versions Tip for Internet Explorer Online or Offline? WORKING WITH YOUR APPLICATION ONLINE Introduction Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants ii

3 Table of Contents Starting a New Online Application Working on your Online Application Saving your Online Application Opening your Draft Online Application Changing your Online Application to an Offline Application Submitting Your Completed Online Application WORKING WITH YOUR APPLICATION OFFLINE Introduction Starting a New Offline Application Opening your draft Offline application Saving your Offline Application Working on your Offline Application Submitting your Offline application WORKING IN THE APPLICATION WINDOW General Icons/Buttons Fields Moving Around the Application Entering Information Tips on Entering Specific Field Data WORKING WITH YOUR SUBMITTED APPLICATION Viewing Your Submitted Application Making Changes to your submitted application Checking the Status of Your Application WORKING WITH APPLICATION ATTACHMENTS Introduction Adding an Attachment to an Application Deleting an Attachment WORKING WITH ASSISTANCE REQUESTS RELATED TO AN APPLICATION What is an Assistance Request? Sending an Assistance Request WORKING WITH ASSISTANCE REQUESTS INTRODUCTION CREATING AN ASSISTANCE REQUEST VIEWING AN ASSISTANCE REQUEST UPDATING AN ASSISTANCE REQUEST ADDING AN ATTACHMENT TO AN ASSISTANCE REQUEST VIEWING THE STATUS OF AN ASSISTANCE REQUEST ANSWERING AND SEEING REPLIES TO AN ASSISTANCE REQUEST SUBMITTING YOUR INTERIM OR FINAL REPORT INTRODUCTION UNDERSTANDING REPORT STATUSES BEFORE YOU BEGIN Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants iii

4 Table of Contents Check Your Software Get Your Supporting Documents Ready Saving Your Report Printing Your Report WORKING ON YOUR REPORT STEP 1: SELECT THE INTERIM OR FINAL REPORT Finding Your Reports from Your Home Screen Finding Your Reports from Your Active Application STEP 2: COMPLETE THE REPORT STEP 3: ATTACH ITEMS TO YOUR REPORT STEP 4: SUBMIT YOUR COMPLETED REPORT APPENDIX: CHECKING YOUR SOFTWARE INTRODUCTION CHECK # 1: VERIFY THE VERSION OF YOUR INTERNET BROWSER Windows Internet Explorer Firefox CHECK #2: VERIFY YOUR VERSION OF ADOBE ACROBAT / READER CHECK #3: MAKE SURE YOUR POP-UP BLOCKER IS DISABLED Introduction Internet Explorer Firefox Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants iv

5 Introduction INTRODUCTION Overview Grant applications are submitted online through a secure system via the Internet. Applicants can perform several functions in Grants Ontario including: Updating account and profile information. Sending an assistance request to the Ministry. Once an application is made, applicants can also perform the following tasks: Check the status of an application. Send updates. Submit required reports. Attach documents. This document provides step-by-step instructions for applicants to use the Grants Ontario System. Assumptions It is assumed that you already have a ONe-key login ID and Password. If you do not have ONe-key access, see the Grants Ontario System - Registration Guide for Applicants found on the website. You will not be able to access the Grants Ontario System without a ONe-key login and password. It is assumed that you are familiar with basic windows functionality. Conventions In this document: Tips and shortcuts appear with a hand symbol: Warnings appear with a caution symbol: Important notes appear with an information symbol: Window names appear in italics. Field and section names appear bold and uppercase. ADDRESS In this document screen captures are used to provide a general point of reference. The screen captures use fictitious data. Your screens may not be exactly as shown. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 1

6 Introduction Getting More Information or Assistance For more information about a grant program or completing your application, contact your grant program representative. For all other questions related to Grants Ontario please contact Grants Ontario Customer Service: Phone: or GrantsOntarioCS@ontario.ca Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 2

7 Performing the Basics PERFORMING THE BASICS Logging In to Grants Ontario The Grants Ontario System is an Internet-based application. You must use your ONe-Key ID and password (that were created during the registration process) to securely log into the system. If you do not have ONe-key access, do not continue. See the Grants Ontario System - Registration Guide for Applicants found on the website. 1. Open your browser (such as Internet Explorer). 2. In the address area type: 3. Click or press the [Enter] key. The language window appears. 4. Select the language you wish to continue in. The Grants Ontario home window appears. (partial window only) Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 3

8 Performing the Basics 5. Click. The following window appears. 6. Be sure to read the information on the screen and verify that you have the correct browser, browser version and Adobe Reader. See page 81 for tips on how to check your software. 7. Scroll down then click Click here to continue. The ONe-key Login window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 4

9 Performing the Basics 8. Type your ONE-KEY ID and PASSWORD. 9. Click. The My Services window appears. 10. Click the link. Your Grants Ontario System home page appears. If you do not see the link you have not registered for Grants Ontario. Contact Grants Ontario Customer Service. (Your window will not look exactly as shown) Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 5

10 Performing the Basics Logging Out 1. Click. The Confirm Logout message appears. 2. Click. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 6

11 Performing the Basics Working With Your Home Page The home link, also known as your home page, is the first window to appear after you log in to the Grants Ontario System. LEGEND: From your home page you can: Apply for a grant and check the status of your application Check the status of all grants from your organization Review interim and final reports your organization must submit Submit and check the status of an assistance request Update your profile / manage your account The top corner provides links to: Managing your account Logging out Help Your recent applications appear here showing the current status and date opened. The above-noted functions are described later in this document. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 7

12 Performing the Basics Understanding the Pointer As you move your mouse around the screen the mouse/pointer changes its symbol depending on what it is positioned or hovered over. Symbol Function Regular pointer Regular pointer Indicates a link Wait symbol Identifying Links Underlined green text indicates a link. When the mouse is positioned over a link the pointer changes from an arrow to a white hand. Sorting Lists Some lists are sortable. Click the small up/down arrow next to the column heading to sort by that field. The arrow turns black indicating the current sort order.. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 8

13 Performing the Basics Entering Data A red asterisk * indicates a field is mandatory and must be completed before the application can be submitted. Example:. If you do not know how to complete the field you can skip over it and return to it later. If the field is not applicable, type NA (not N/A); for a numeric field enter 0, for a date enter today s date. The way information is collected varies depending on the field. Field type Symbol Example and Tips Freeform none Any information can be typed in a field freeform field. There is a limit to the number of characters/ spaces that you can enter. A list of the field limits can be found on page 38. Dropdown field / list of values 1. Click the field or button and a list of options appears. 2. Click the option required. Open window with options 1. Click the button and a window opens. 2. Select the option required. 3. Click. Adding/Deleting a Row in a Table Usually only one row is presented in a table. You can easily add or delete rows as required. Example of a table with one row To delete a row click To add a row click Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 9

14 Performing the Basics Searching for a Record Some lists can be lengthy. You can search for a record by performing a query. 1. Click. The query area appears. Example of a query window 2. Enter the search criteria in the applicable field. The search fields are case-sensitive. The system looks for exactly what is entered. For example entering Tour will only find records with the word Tour and not Tourism. Add a * wildcard to look for embedded information. Examples: o Tour* will find records matching Tour and Tourism. o *ate will find Celebrate o *Experience* will find Summer Experience Program 3. Click. The results appear in a list. To clear a query and display the entire list click then. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 10

15 Managing Your Account MANAGING YOUR ACCOUNT Introduction The system uses the information that you provided during the registration process to populate the appropriate areas of the application form. This means that you do not have to enter the information every time you apply for a grant. MY ACCOUNT information is divided into three sections: 1) Organization profile - Information about your organization including attachments that relate to your organization. 2) User List - A list of everyone associated with your organization that is registered in Grants Ontario, and 3) User Profile - Information about you. The information about your organization is read-only. To update your organization information, you must create an Assistance Request (described later in this document) and request the change be made. Viewing Your Organization Information 1. Click or. The My Account window opens. 2. Click. A window appears showing the current information on file about your organization. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 11

16 Managing Your Account Updating Your Organization Information and Attachments You can upload or delete attachments that relate to your organization by using the New or Delete buttons in the attachments section. This area is for documents that relate to your organization as a whole, such as Proof of Status (Letters Patent or Letters of Incorporation documents). These documents will be viewable to ministry staff. Please do not add documents here that relate only to a specific application. No changes can be made to your Organization information besides adding or deleting attachments; all changes to the Organization Profile, the Mailing Address or the More Info must be made by Grants Ontario. Here s how: 1. Send an Assistance Request outlining the required updates. See page 51 for details. You can continue to work on and submit an application even though your organization information is not correct on the application. 2. Grants Ontario Customer Service receives the assistance request, updates the information and replies to your assistance request. You will receive the reply in My Assistance Requests. 3. Log in to Grants Ontario and verify that your organization information is updated. The next time you apply for a grant the updated information will download automatically to your application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 12

17 Managing Your Account Viewing / Updating Registered Users in Your Organization You can see everyone who is registered in Grants Ontario under your organization. Everyone listed has full access to all the draft and submitted applications. 1. Click or. The My Account window opens. 2. Click. A window appears showing all Grants Ontario System users in your organization. No changes can be made in this window. To change user information or to delete a user, contact Grants Ontario Customer Service. Send an assistance request. See page 51 for details. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 13

18 Managing Your Account Managing Your User Profile Some of your information is read-only. To update the read-only information, you must create an Assistance Request (see page 51) and request the change be made. To change the information that can be updated by you, follow the steps below. 1. Click or. The My Account window opens. 2. Click.The User Profile window appears. 3. To update your profile: 3.1. Click. The window opens to expose the fields. Only the white fields are editable Make the changes. Fields marked with a red asterisk* are mandatory When you are done click. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 14

19 Working with Applications WORKING WITH APPLICATIONS Introduction In order to apply for a grant, you need to complete and submit an application from within the Grants Ontario System. Once you select the specific grant you are applying for, the system automatically displays the correct application form for you to fill out and submit. Before You Begin Check your Browser and Adobe Reader Versions Ensure that the computer you are using can support the application form template. The conditions are: Make sure you are running Internet Explorer version 6 to 9, or FireFox version 9 to 19. Make sure you are running Adobe Reader version 9, X or XI. Make sure you have disabled your browser s pop-up blocker. For step-by-step details on how to check your software and disable pop-ups, see the Appendix: CHECKING YOUR SOFTWARE on page 81. Tip for Internet Explorer 10 If you are using Internet Explorer 10, the window may not display properly in Grants Ontario. Here s what to do: If the Compatibility View button it. appears in the address bar click The button turns blue, indicating that Compatibility View is enabled. Once you turn on Compatibility View, Internet Explorer will automatically show that site in Compatibility View each time you visit Grants Ontario. You can turn it off by clicking the button again. Online or Offline? Applications can be completed directly in Grants Ontario (online) or you can download the application and complete it offline. Determine if you would like to work on your application in the online Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 15

20 Working with Applications or offline mode. Here are some things to consider when deciding: Working online: Every time you save your application, it is saved on the Grants Ontario System so it will not get lost and you will always have the most recent version available. Everyone registered with Grants Ontario in your organization will be able to view and edit the application. ONe-key has a 15 minute time limit and you will be asked if you wish to extend your session. If the system times out and you have not saved your information, your latest edits will be lost. This simply means you must save your work frequently. Working offline: You are responsible for saving your application. To share the file with others in your organization, they must be able to access your system or you can the file or you can move the file to a USB stick and share it that way. You can work on your application anywhere that has the appropriate software and not be logged in to Grants Ontario. When you are ready to submit your application, you will have to log in to Grants Ontario and upload your application (with just the click of a button). Where to go next: To start working on an online application, go to page 17. To start working on an offline application, go to page 28. If you aren t sure, we suggest you start by working with an online application. You can always save it and work offline later if required. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 16

21 Working with Applications Working with your Application Online IMPORTANT NOTE: This section is about working with an application you will be starting and working with online directly in Grants Ontario. If you are going to download an application and work on it locally, go to the section entitled Working with your Application Offline on page 28. Introduction ONe-key has a 15 minute time limit and you will be asked if you wish to extend your session. If the system times out and you have not saved your information, your latest edits will be lost. This simply means you must save your work frequently. Every time you save your application, it is saved on the Grants Ontario System so it will not get lost and you will always have the most recent version available. Everyone registered with Grants Ontario in your organization will be able to view and edit the application. If required, you can save your application locally and continue working on it in an offline mode. The next page shows a very simple overview of how you will create and submit an online application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 17

22 Working with Applications Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 18

23 Working with Applications Starting a New Online Application If you or someone else in your organization has already started an application for this grant, do not create another one. If you are working on your application online, look in the MY ORGANIZATIONS APPLICATIONS section, click the green link and continue working on the draft. 1. Click or click. The following window appears. 2. Select the grant you would like to apply for by clicking the checkbox to the right of the grant name. Grants are sorted alphabetically by grant name. To see the next/previous page of options click the arrows. In this example the arrows are greyed-out indicating there are no more pages. Before continuing to the next step, be sure you have selected the checkbox for the grant you want to apply for. 3. Click. 4. The system checks to see if you already have a draft application started for that grant. If you do not already have an application, an application number is automatically generated and appears in the Application Details area. If you already have a draft application, the following message appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 19

24 Working with Applications Usually, in this case you would select NO and open the draft you have already started. However, if the grant program allows multiple applications (for example, for different events or projects) you can technically have two applications for the same grant. In this case you would select YES. If you have any questions about the selection do not continue; please contact Grants Ontario Customer Service. If you clicked YES in the previous step, the new application window appears. An application number is automatically generated and appears in the Application Details area. Application Details includes some basic information and access to an online application form. This is where you indicate that you want to download the application form rather than working online. Attachments is where you can add attachments. Assistance Requests is where you can send a note to Grants Ontario Customer Service about your application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 20

25 Working with Applications 5. Click. If the following message (or something similar) appears, you have to disable your popup blocker. (1) Click the yellow message at the top of the window. (2) Click. 6. The application form opens. Depending on your Internet speed, it can take several minutes for the application to open. If the application does not open after approximately five minutes, contact Grants Ontario Customer Service. (Partial window only) Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 21

26 Working with Applications Working on your Online Application Working on your online application is the same as working on an offline application. See the section Working in the Application Window on page 36. Saving your Online Application If your system is left idle for 15 minutes, your session times out and you will lose any entries that have not been saved. It is important that you save your draft application on the Grants Ontario server as you work. It is suggested that you save your draft often, after each section or if you will be leaving your system or application. 1. Click. The Save Status window appears: 2. Click. Your application is stored online and the date and time of the last save appears at the top right corner of the application. During the save draft process you may see the following warning. Click and try again in a few minutes. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 22

27 Working with Applications Opening your Draft Online Application 1. Log in to Grants Ontario. 2. Access your home page. 3. From your home page you may be able to see the application in the My Organization s Recent Applications list. If it is not there, look at the entire list by clicking or Applications window appears.. The My Organization s 4. Click the green application # link. The application details window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 23

28 Working with Applications 5. Click. The PDF application form opens. Changing your Online Application to an Offline Application If you decide to change from working online to offline, you can do so. However once you save your application offline you will not be able to work on it again online. 1. Click. The Save As window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 24

29 Working with Applications 2. Select the folder and enter a descriptive file name. Make note of the folder and file name to help you find it later. 3. Click. The following warning appears. 4. Click. You now have two copies of the same application form. One online and one offline. If you started working on the offline form, be careful to not work on the online version any more. It will not have any updates you made offline. To work on your application offline now: 1. Exit from Grants Ontario. 2. Open Windows Explorer and open the application that you downloaded. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 25

30 Working with Applications Submitting Your Completed Online Application Once you submit your application you will not be able to make changes to the application form. You will only be able to view a read-only PDF copy that appears as an attachment. You can still add attachments and assistance requests. 1. Review your entire application. 2. Click. The system verifies that you have entered information in all the mandatory fields. If information is missing, a message(s) appears. Click and the missing fields appear in the application with a green border and a yellow highlight. This makes it easier for you to find them. If a missing field is not applicable type NA or put a 0 in a numeric field or today s date in a date field. 3. When the application is complete click. 4. Click. The following warning appears. 5. Click to continue. The following message appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 26

31 Working with Applications 6. Click 7. Click. The application appears as a PDF file in the Attachments list in the My Organization s Applications area. See the next section for more details. Also note that the status says Submitted. You will receive an acknowledging receipt of your application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 27

32 Working with Applications Working with your Application Offline IMPORTANT NOTE: This section is about working with an application you will be starting and working with offline directly in Grants Ontario. If you want to work online, go to the section entitled Working with your Application Online on page 17. Introduction You can work on your application anywhere and not be logged in to Grants Ontario. You are responsible for saving your application. To share the file with others in your organization, they must be able to access your system or you can move the file to a USB stick or the file. When you are ready to submit your application, you will have to log in to Grants Ontario and upload your application (just the click of a button). The next page shows a very simple example of how you will create and submit an offline application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 28

33 Working with Applications Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 29

34 Working with Applications Starting a New Offline Application If you or someone else in your organization has already started an application for this grant, do not create another one. Open the existing application that was saved on your organization s computer system and continue working on the draft. 1. Click or click. The following window appears. 2. Select the grant you would like to apply for by clicking the checkbox to the right of the grant name. Grants are sorted alphabetically by grant name. To see the next/previous page of options click the arrows. In this example the arrows are greyed-out indicating there are no more pages. Before continuing to the next step, be sure you have selected the checkbox for the grant you want to apply for. 3. Click. 4. The system checks to see if you already have a draft application started for that grant. If you do not already have an application, an application number is automatically generated and appears in the Application Details area. If you do have a draft application, the following message appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 30

35 Working with Applications Usually, in this case you would select NO and open the draft you have already started. However, if the grant program allows multiple applications (for example, for different events or projects) you can technically have two applications for the same grant. In this case you would select YES. If you have any questions about the selection do not continue; please contact Grants Ontario Customer Service. If you clicked YES in the previous step, the new application window appears. An application number is automatically generated and appears in the Application Details area. Application Details includes some basic information and access to an online application form. This is where you indicate that you want to download the application form rather than working online. Attachments is where you can add attachments. Assistance Requests is where you can send a note to Grants Ontario Customer Service about your application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 31

36 Working with Applications 5. Click. The File Download window appears. Note that if you (or someone in your organization) have already downloaded an application for this grant program, only ONE copy of the application can be submitted. While you may wish to have multiple versions of an application it is your responsibility to enforce version control and ensure that the correct application is submitted to Grants Ontario. In addition, once an application is uploaded (submitted to Grants Ontario), no further uploads or changes can be made. 6. Click. The Save As window appears. 7. Select the folder and enter a descriptive file name. Make note of the folder and file name to help you find it later. 8. Click. The Download Complete window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 32

37 Working with Applications 9. Click. 10. You can now exit Grants Ontario and continue working on your application offline. Opening your draft Offline application 1. Open Windows Explorer and find the application you saved locally on your computer. 2. Double-click on the application file name. The PDF application form opens. Saving your Offline Application As you work on your application be sure to save the file. Click. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 33

38 Working with Applications Working on your Offline Application Working on your offline application is the same as working on an online application. See the section Working in the Application Window on page 36. Submitting your Offline application 1. Make sure you have completed all mandatory fields. Click. 2. Read through and edit your application. Once you submit your application you will not be able to make any changes. 3. Save your file. Make note of your application number. 4. Close the application window. 5. Log in to Grants Ontario. 6. Click. 7. Click the green application number. The application window appears. 8. Click.The following window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 34

39 Working with Applications 9. Click the FILE NAME. The following window appears. 10. Click. 11. Browse for and select the file name. 12. Click. 13. Click. The system verifies that all mandatory fields have been completed. If there are no errors, the following window appears. Click If there is an error an error message appears. Go back into the original application and complete the mandatory fields. Remember to click VALIDATE. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 35

40 Working with Applications Working in the Application Window General The application is an Adobe PDF form that has been designed with blanks and links. Following are important tips and notes about working in the application form. Read the tips before you continue. Icons/Buttons If you are working online, do not select the following buttons/icons unless specifically mentioned in this guide or by a Grants Ontario Customer Service representative. If you are working offline, you will use the save icon to save your work. Fields Mandatory fields appear with an asterisk. * Here is what fields look like normally: You can make the mandatory fields stand out by clicking. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 36

41 Working with Applications If a mandatory field is not relevant to your application, indicate such by typing NA (not N/A). If the field is numeric, enter 0. If it is a date enter today s date. Moving Around the Application Use the mouse to move to the next field or press the [TAB] key. Press [SHIFT+TAB] to move to the previous field. To view more or less information change the percentage. Use the horizontal and vertical scroll bars to scroll up/down/left/right. To quickly access a section, click the applicable section link. Don t worry if you do not see all the section letters. You only see the sections that are applicable to the grant you are applying for. Click to see the entire application then you can scroll to all the pages. Entering Information Do not type information in ALL CAPS. Some fields contain a small down arrow. Click the arrow to open a list of values that you can select from. Dates are selected from the dropdown arrow. If you decide to type in the date, be sure to have two characters for the month and day. Example: April 1 st, 2013 should be entered as 04/01/2013 Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 37

42 Working with Applications You can copy and paste from an existing document however, convert the existing document to a TXT format before copying and pasting. There are a few ways to convert to text: In MS Word select FILE then SAVE AS. Select PLAIN TEXT as the file type. Copy and paste the text into NotePad or WordPad then save the document as text. Tips on Entering Specific Field Data Complete all sections of the form based on the program guidelines. The following table outlines some tips when working in the sections. The table also includes the maximum number of characters you can enter for the data entry areas. SECTION (ONLY SOME SECTIONS ARE VISIBLE DEPENDING ON THE GRANT) TIP FIELD NAME(S) MAXIMUM CHARACTERS (INCL. SPACES & PUNCTUATION) INTRODUCTION Read the instructions. NOT APPLICABLE A ORGANIZATION INFORMATION B ORGANIZATION ADDRESS INFORMATION No changes can be made in this section. Contact the ministry to update your user information. Send an Assistance Request. (See page 51.) NOT APPLICABLE NOT APPLICABLE C ORGANIZATION CONTACT INFORMATION If you select a name as someone with Signing Authority, they will be required to e-sign the application. FIRST NAME LAST NAME TITLE PHONE NUMBERS ADDRESS D ORGANIZATION CAPACITY DESCRIBE YOUR ORG S CORE BUSINESS STRATEGIC PLAN GUIDE RISK MANAGEMENT PLAN HOW IS BOARD ELECTED HOW DOES THE COMPOSITION OF YOUR BOARD 2,000 characters are allowed for each text field Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 38

43 Working with Applications SECTION (ONLY SOME SECTIONS ARE VISIBLE DEPENDING ON THE GRANT) TIP FIELD NAME(S) MAXIMUM CHARACTERS (INCL. SPACES & PUNCTUATION) WHAT PRACTICES/PROCEDURES HISTORY OF MANAGING SIMILAR PROJECTS ABILITY AND CAPACITY TO UNDERTAKE PROVIDE DETAILS ON YOUR STAFF DESCRIBE SUCCESSFUL STRATEGIES DESCRIBE YOUR ORGANIZATIONS EXPERIENCE DEVELOPING, TRACKING E GRANT PAYMENT INFORMATION PAYMENT ORGANIZATION field - Select where you would like the cheque sent to. If your address is not in the list or is incorrect, select OTHER then enter the correct information in the section below. METHOD OF PAYMENT field - Select if you prefer cheque or Electronic Funds Transfer.** PAYMENT ADDRESS PAYMENT ORGANIZATION PAYMENT ORGANIZATION NAME STREET ADDRESS CITY PROVINCE (CANNOT BE CHANGED) POSTAL CODE PAYMENT CONTACT SALUTATION FIRST NAME LAST NAME TITLE PHONE NUMBERS ADDRESS METHOD OF PAYMENT**(SEE BELOW) N/A N/A ** Process for setting up Electronic Funds Transfer Even if you have previously had EFT with the government of Ontario, please complete the EFT form as indicated below. 1. Complete the Application for Electronic Funds Transfer (Direct Deposit) and Remittance Advice Notification for Suppliers form. (# ). Here is how to access the English form. (Ctrl-click on the link) Here is how to access the French form: (Ctrl-click on the link) 2. Mail the original documents to the address that appears in the INSTRUCTIONS area of the form. F APPLICATION CONTACT INFORMATION FIRST NAME LAST NAME TITLE PHONE / FAX NUMBERS ADDRESS Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 39

44 Working with Applications SECTION (ONLY SOME SECTIONS ARE VISIBLE DEPENDING ON THE GRANT) G1 PROJECT INFORMATION TIP *PROJECT START AND END DATES CANNOT BE THE SAME. FIELD NAME(S) PROJECT NAME DATES TARGET SECTOR PROJECT SCOPE HOST MUNICIPALITY/FIRST NATION COMMUNITY PROJECT PRIORITY PROJECT SUMMARY PROJECT DESCRIPTION PROJECT OBJECTIVES RATIONALE/NEED PROJECT BENEFICIARIES RISK ASSESSMENT PROJECT OUTCOMES EVALUATION PLAN/CRITERIA MAXIMUM CHARACTERS (INCL. SPACES & PUNCTUATION) G21 ADDITIONAL QUESTIONS 5000 G3- PROJECT WORK PLAN KEY MILESTONES ACTIVITIES DATES RESPONSIBILITIES PERFORMANCE INDICATOR H PROJECT FINANCIAL INFORMATION This table appears five times to allow for a 5-year projection H3 TUITION AND OTHER FEES I PERFORMANCE MEASURES LANGUAGE REQUIREMENT TUITION/FEES OTHER FEES OSAP ELIGIBLE? ELIGIBLE FOR OBPAP/OTHER BURSARIES? METRIC DESCRIPTION GOAL COMMENTS J PARTNERSHIP / STAKEHOLDERS INFO NAME TYPE ROLE/ADDRESS DESCRIPTION K LOI - LETTER OF INTENT INFORMATION PROJECT NAME DATES HOST COMMUNITY PROJECT SUMMARY L TRANSFER PAYMENT AGREEMENT PROJECT NAME DATES Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 40

45 Working with Applications SECTION (ONLY SOME SECTIONS ARE VISIBLE DEPENDING ON THE GRANT) TIP MAXIMUM CHARACTERS FIELD NAME(S) (INCL. SPACES & PUNCTUATION) PROJECT SUMMARY 1000 N PROGRAM ESTIMATES (SEP OR LTU) NOTES POSITION TITLE LOCATION OF POSITION SUMMER EXPERIENCE OPPORTUNITY SUMMARY SUMMER EXPERIENCE OPPORTUNITY DESCRIPTION Y TERMS AND CONDITIONS N/A Z DECLARATION /SIGNING Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 41

46 Working with Applications Working with Your Submitted Application Viewing Your Submitted Application 1. Access your home page. 2. Find the application in the Applications list. From your home page you may be able to see the application in the MY ORGANIZATION S RECENT APPLICATIONS list. If it is not there you can then look at the entire list by clicking or 3. Click the green APPLICATION # link. The application window appears. The actual PDF application appears in the Attachments Area. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 42

47 Working with Applications 4. Click the green ATTACHMENT NAME link. A PDF copy of the application appears. Making Changes to your submitted application No changes are allowed to a submitted application. However, you can attach files/documents. See Working with Application Attachments on page 45. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 43

48 Working with Applications Checking the Status of Your Application Your application will go through an application cycle with various statuses. The status appears in various places including the MY ORGANIZATION S APPLICATIONS list. Following is a list of application statuses: Draft = The application has been saved on the Grants Ontario system but has not been submitted to the Ministry. Ministry staff cannot see your draft application. Submitted = The application has been submitted and received. Active = Your application has been approved. Closed = The final payment has been made and all reports have been received. The application can also indicate a closed" status if the application is not approved. No additional documents can be attached when the status is closed. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 44

49 Working with Applications Working with Application Attachments Introduction Attachments can be added before or after the application is submitted. An attachment can be added to your application or to an assistance request. This section deals with adding an attachment to an existing application. Adding an Attachment to an Application 1. Click or click. My Organization s Applications window appears. 2. Select the green APPLICATION # link you want to add the attachment to. The following window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 45

50 Working with Applications 3. From the ATTACHMENTS area, click. The Attachments section expands. 4. Click the button for the ATTACHMENT NAME. 5. Click. The Choose File window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 46

51 Working with Applications 6. Select the file name to be attached. 7. Click. 8. Click the DOCUMENT TYPE button. (Your window will not look exactly as shown) 9. Select the attachment type and click. 10. Enter a description of the document in the COMMENTS area. 11. Click. The document appears in the attachments list area. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 47

52 Working with Applications Deleting an Attachment An attachment can only be deleted from an application that has a DRAFT status; an attachment cannot be deleted from a submitted application. 1. Click or click. 2. Open the application. The following window appears. 3. Select the checkbox of the attachment to be deleted. 4. Click. A confirmation message appears. 5. Click. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 48

53 Working with Applications Working with Assistance Requests Related to an Application What is an Assistance Request? An assistance request is your way to communicate directly with the Ministry or Grants Ontario Customer Service when you are in the System. It is also a way the Ministry can communicate with you. An assistance request can be related to your application or a more general inquiry. The process is slightly different depending on whether your request is related to your application or a program. This section deals with adding an assistance request to an application. If you want to send an assistance request NOT related to your application, see page 51. Sending an Assistance Request An assistance request can be sent before or after your application is submitted. 1. Click or click. 2. Select the application number link you want to add an assistance request to. The following window appears. 3. Click. The Assistance Requests area expands. 4. Enter a descriptive TITLE for your request and a detailed DESCRIPTION. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 49

54 Working with Applications An assistance request cannot be edited or deleted once saved. 5. Click. The record appears in the ASSISTANCE REQUESTS list. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 50

55 Working with Assistance Requests WORKING WITH ASSISTANCE REQUESTS Introduction An assistance request is your way to communicate directly with the Ministry or Grants Ontario Customer Service. It is also a way the Ministry can communicate with you. Assistance requests can be created concerning a specific application (this was described on page 49), a specific grant program, or it can be used to submit a general question. Assistance Requests are only visible to the originator; other people registered under your organization profile will not see the assistance request. This section describes the process for creating an assistance request regarding a grant program or for a general question. Creating an Assistance Request 1. From the home page click or click the window appears. link. The My Assistance Requests 2. Click. The following form appears. 3. Enter the following information: TITLE - This is a mandatory field. Enter a short subject for the assistance request. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 51

56 Working with Assistance Requests GRANT name Select the Grant name from the list. If you do not know the grant name or if this assistance request is not about a certain grant, leave this field blank. DESCRIPTION - This is a mandatory field. This is where you enter the details of your /assistance request. 4. Click. The AR# (Assistance Request Number) is generated automatically by the system. The request is forwarded to the Ministry. Your request appears at the top of the My Assistance Requests list. Viewing an Assistance Request 1. Open the Assistance Requests list: There are two places you can see your Assistance Requests: (1) The last several Assistance Requests appear on your home page in the My Recent Assistance Requests table. (2) To see all your assistance requests: Click or The APPLICATION # column indicates if the request is regarding a specific application. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 52

57 Working with Assistance Requests 2. Click the green AR# link. Details of your request appear. 3. When you are done, click. Updating an Assistance Request 1. Open the assistance request. 2. Click in the section. 3. Enter your update in the COMMENT field. (Leave the STATUS as is). 4. Click. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 53

58 Working with Assistance Requests Adding an Attachment to an Assistance Request Documents can be added to an assistance request. For example, after you enrol, you need to send proof of status in order to complete your enrolment. You do this via an Assistance Request. 1. Open the assistance request. 2. Click the ATTACHMENTS button. The Attachments window appears. 3. Click the ATTACHMENT NAME button. The Add Attachment window appears. 4. Click. The Choose File to Upload window appears. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 54

59 Working with Assistance Requests 5. Select the file name. 6. Click. 7. Enter COMMENTS such as a description of the file contents. 8. Click. The attachment appears in the list. Viewing the Status of an Assistance Request 1. Click or click the link. Your assistance requests list appears indicating the STATUS. An assistance request can have several statuses: Open: You have received an assistance request from Grants Ontario. In progress: Your assistance request has been received and is currently being worked on. Closed: A closed status can indicate an assistance request is complete. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 55

60 Working with Assistance Requests Answering and Seeing Replies to an Assistance Request The Ministry can also send you an assistance request or reply to one. This section outlines how you can reply to an assistance request sent to you or see replies to your assistance requests. 1. Click or click the link. Your assistance requests list appears. 2. An open status indicates a new assistance request. Click the green AR# link. Details of the request appear. 3. Click the button in the UPDATES area. The Updates window appears. 4. Enter the update in the COMMENT area. 5. You can change the STATUS if applicable though not required. 6. Click. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 56

61 Submitting Your Interim or Final Report SUBMITTING YOUR INTERIM OR FINAL REPORT Introduction Many grant programs require that once you have completed your project, you report on certain deliverables that are required by that grant program. The specifics and timing of these deliverables are entirely dependent upon the requirements of the grant program and may vary from grant program to grant program. Two weeks before the report due date, you will receive an notification. You will also receive a reminder for an overdue report. The Grants Ontario System provides an online report form, very similar in appearance to the application form, for you to use to record these deliverables. The example shown in this guide is the Final report for the Summer Experience Program so the specific questions and instructions shown will most likely not correspond directly to your application. However, the general layout of both the interim and final reports, and the manner they are used, is identical across all grant programs. Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 57

62 Submitting Your Interim or Final Report Understanding Report Statuses There are three statuses related to reports: PENDING you have not started a report DRAFT you have a draft report in process SUBMITTED your report has been submitted to the ministry If the grants officer requires more information after you submit your report, the status will revert to draft until you submit the updated report. Before You Begin Check Your Software As is the case with the Grants Ontario application, you must ensure that the computer you are using can support the Interim/Final Report template. The conditions are: Make sure you are running Internet Explorer version 6-8, or Firefox version 9 to15. Make sure you are running Adobe Reader version 9, X, XI. Make sure you have disabled your browser s pop-up blocker. For step-by-step details on how to check your software and disable pop-ups, see Appendix: CHECKING YOUR SOFTWARE. Get Your Supporting Documents Ready In addition to questions defined by a particular grant program, you may be required to provide additional documentation that supports your reporting. These documents can include (but are not limited to): client/customer surveys staff listings financial statements a variety of others Prior to accessing the Interim or Final report form, you should endeavour to collect, scan and save any additional documentation or other supporting data required in your reporting. You cannot attach: documents greater than 5Mb (5,000k) a.zip file executable files such as.com,.exe Ver: January 20, 2014 Grants Ontario System - Reference Guide for Applicants 58