Grant Management System Training Guide Module 1 Getting Started Accessing Your System Ver 6.1 Updated:

Transcription

1 Grant Management System Training Guide Module 1 Getting Started Accessing Your System Ver 6.1 Updated: Prepared by: CommunityForce Implementaiton Team

2 Table of Contents Module 1: Getting Started Accessing Your CommunityForce System This module covers the accessing your new CommunityForce site. Topics include: Changing your Passwords; Learning the Navigation and Getting Acquainted with your Home Dashboard. Also covered in this Module is a Getting Started Checklist for Implementation and How to Create an Effective Form. 1. GETTING STARTED LOGGING INTO COMMUNITYFORCE GRANT SYSTEM CHANGING YOUR PASSWORD? HOW DO I ACCESS THE ONLINE HELP GUIDES? OVERVIEW OF THE HOME DASHBOARD CONTROLLING HOW MANY ENTRIES DISPLAY ON A PAGE

3 1. GETTING STARTED Congratulations, you have a brand new CommunityForce Management System. Let s get started by learning your way around the site. When you first receive your CommunityForce Product there are a few set up items you will want to address prior to starting the design of your applications in CommunityForce. 1.1 Logging into CommunityForce grant system Exercise 1: Step 1: Enter the URL given by CommunityForce in any Internet browser. We recommend that you use the newest version of that browser. It is a good idea to maintain your browser by keeping it up to date. (*Microsoft IE 8 is no longer supported by Microsoft if using this browser, we highly recommend you upload the most recent Version of IE is that is your preferred browser. The team at CommunityForce prefers Chrome.) Step 2: Add the URL to your favorites list for easy access. Step 3: Click on the Login link present on the top right hand corner of the screen. The following screen will open: 3

4 Step 4: Enter the admin login ID and Password given by CommunityForce and click on the Login button. ID and Passwords are case sensitive. Please type in exactly how it was given to you. 1.2 Changing your password? We recommend when you first receive your site URL credentials from CommunityForce that you login and change your password Exercise 2: The Home Page will be the first screen that will open every time you login: In the upper right hand corner of the screen you will see a link: Change Password. Step 1: Click on the Change Password link to open a new window: A new window will open. Enter your Old Password followed by a New Password and Confirm the new Password. Step 2: Click on Submit Button to save your changes or the Cancel Button to return back to the previous screen. 4

5 Step 3: If you selected OK to change your password a new window will appear: Are you sure you want to change your password? Step 4: Click OK to change or cancel to not change your password. If you selected OK to change your password, the following screen will open. Click Yes to proceed or No to cancel the change. 5

6 Step 5: To confirm that your password has been changed, the following screen will open. Click OK to be redirected to the Login Screen. You will be directed back to the Login Page to Sign In the system using your new password. Step 6: Sign In to the system using your new password. 1.3 How do I access the Online Help Guides? Now that you are signed back in with your new password. You should be at the Home Dashboard. The Home Dashboard will be the first screen that will open after you login. 6

7 In the upper and lower right corner of the screen you see a link: Help Click on the Help link to open a new window. Our Client Support Portal: will open into a new window where you will be able to search in the Help Center for help guides on specific topics, print step by step instructions and open video links to watch informative videos. This is also where you will Submit Support Tickets for assistance. Our Client Support Portal- (You might want to add this link to your favorites too.) 7

8 TIP: You must have an account with our Client Support Portal to access the Help Center and submit a ticket for assistance. When your account is generated you will receive an asking to verify and set up your password. We set this up for you at the time of your site delivery. If you have not received an with access to the Client Support Portal please contact us. 1.4 Overview of the Home Dashboard If you are not back at the Home Dashboard, let s return to that screen. We are ready to take a look at the Navigation Links at the bottom of the Home Dashboard Screen. The Home Page will be the first screen that will open after you login. As the items below are highlighted, please feel free to open the icon to take look. We will be discussing this in further detail as we move through the training. 8

9 If some of these icons are missing, they have been turned off for your particular role type. You may want to check with your Global Admin about getting them turned on for your use. The initial setup features for this function are located under the Administration icon on the Global Administrator s Home Dashboard. Take a look at the links on the bottom right hand corner. Changing the name of the Icons on this home page falls under the responsibility of the Global Admin in their Administration Section. Setup Users: In this Section you can: Create Users (Dept. Admin, Applicants or Reviewers) Edit and Change User Access or Role Reset Passwords These links will appear on every single screen that opens in the system. Use these links to access those sections of the system without having to return to the Home Dashboard Page. Click on the link called Application it will direct to the area where you design and create your form. Applications: The Applications link will take you to this screen: 9

10 Applications: In this Section you can: Create and Clone your Application Archive Applications Add Pre-Qualification Questions to your application Create Sections and Questions for your application Customize Request Instructions Manage General Information of the application. Create the Submit Message that is seen by your applicants after they submit their application. Manage Custom Text Tabs for the Applicant Dashboard Next click on the second link. In the Navigation list Opportunities: The Opportunities link will take you to this screen 10

11 *Note: The second link currently reading above as Grants and Fellowships could have a different name depending on what you called that section. No matter the name of the link it will take you to the above screen. Next click on the link called Evaluations Evaluations: The Evaluations link will take you to this screen. Evaluations: In this Section you can: View the Status of your Applicants Set up your Review Process Set up your Committees Assign tasks for your Committees Assign Applicants to Committees Manage Automated Scoring Evaluate Applicant: Review Status Review Results Manage Awards Perform Batch Awards Review Automated Scoring Report Reports Specific to the Application Create and Run Ad Hoc Reports and Queries Section Status Report Post Award Section Complete Release a Section Back to an Applicant Notification Center Manage Application Funds Manage Funds Criteria & Information 11

12 Next click on the link called Reports: Reports The Reports Link will take you to this Reports Screen. Reports: In this Section you can: Batch Award Report Applicant Status Overlap Report Recommender Report Administration: In this Section you can: Add and Edit Scholarship/Funds or Grants/Fellowship Search Filters Manage Sponsoring Organizations Create Status Details Control Mapping Change Password Policy Application Invitation Manage External System Authentication Settings Manage Site Settings Manage System Messages Set Master Application Manage Application Funds Upload Applicant Credentials Review Application: In this Section you can: Review Applicants 12

13 Institutional Reports: In this Section you can: Create and Run Institutional Reports Notification Center: In this Section you can: Create Templates Send s to Applicants Next Click on the Help Link: Help Link: Our Knowledge Base will open into a new window where you will be able to search for help guides on specific topics, print step by step instructions and open video links to watch information videos. Logout Link: Clicking on the logout link will log you out of the system. * Note: For information on the above screens, we will cover that in another module. Please use the navigation links at the bottom of the screens or us the breadcrumb navigation located under your logo. Do not hit the back arrow in your browser to travel back to a screen; doing so may kick you out of the system depending on what you are doing. 1.5 Controlling how many entries display on a page Across the entire application you will find three features that will assist you with navigating through your applicants, forms or funds. For example click on the Applications Icon. The following screen will open up: 13

14 Notice at the bottom of the table grid the following options are available: The Go to Page feature will allow you to type a page number in the box. After typing a page number click on the Go link to go to that page. To toggle between pages simply click on the Red Arrows. or Display Records per Page. Simply click on the down arrow to display a certain number of Records on the page. Display Records are: 10, 20, 30, 40, 50, 100 or ALL. Tip: When displaying records 100 to page or ALL to a page depending on the screen it may take a few seconds or minutes to load. It may be running calculations or updating data, the more applicants you have in your system attached to that form the longer it may take to run. 14

15 15