Official E-Mail from the Montana Office of Public Instruction
Linda McCulloch, Superintendent
Subject: E-Grants Security Transition
For FY 2008-09 applications, E-Grants Security will be handled differently than it was in the past. The new process will simplify the districts' role in setting up user access to grant applications and cash requests on E-Grants.
The current process requires each LEA/applicant entity to assign a Security Coordinator who is responsible for setting rights up on E-Grants for the LEA, based on roles approved by its Authorized Representative (AR).
The new process will not need a Security Coordinator in each LEA/applicant entity. Instead, the Authorized Representative (AR) will notify OPI of roles assigned for each person. OPI will set those rights up on E-Grants.
NOTE: Passwords and User IDs established last year will carry forward and remain in effect until the OPI receives notice of a change.
A single form must be completed by the AR that identifies which staff should have access into E-Grants and their appropriate application roles for each program.
1. The AR will use the LEA E-Grants Security Assignments form http://www.opi.mt.gov/PUB/PDF/Egrants/Security/08LEASecurityForm.pdf to:
Set up initial user accounts
Assign/reassign security roles(s) to individuals who will access the E-Grants system on behalf of the LEA, and/or
Inactivate a user's account
A complete description of the available E-Grant roles and information about the access that each role provides is contained on this form.
2. The AR must submit the form electronically (green button at the bottom of the form) or by fax or mail.
3. The OPI will set up accounts and roles according to the information submitted on the form and will notify the AR once the roles have been set up.
User Ids and Passwords for new accounts will continue to be sent via regular mail. AR's will be notified of role assignments/changes by e-mail.
Remember that an individual's roles must be assigned for each program and action that the individual is responsible for completing. For example, a program specialist may need Application Data Entry rights for the ESEA/NCLB Consolidated application, the Planning Tool, IDEA and Perkins. A clerk who is responsible for data entry and submission of cash requests needs the Financial Data Entry role or Financial/Business Manager (authorized approval) role.
If all users and roles for your district/entity are the same as the 2007-08 application cycle, you need not take any action. However, you will need to notify OPI of changes in any of the following cases:
1) staff assigned to perform application or financial roles for a particular program have changed; 2) the AR is new to the district; 3) a new staff person needs a user id and password for E-grants; and/or 4) a staff person with E-grants roles last year left the district or no longer uses E-Grants, so rights should be deleted.
If you have questions or concerns, please contact Kellee English, OPI E-Grants Coordinator, at 444-7841 or kenglish@mt.gov or Mary Graff, OPI E-Grants Security Officer, at 444-3448 or mgraff@mt.gov.
Kellee English
E-Grants Coordinator
Montana Office of Public Instruction
(406) 444-7841
Please Direct this message to: Superintendents, County Superintendants, District Clerks
Kellee English, E-Grants
(406)444-7841
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