Do we only want one eCivis account for our org, or should each person involved in reporting have an account?

If we already have an eCivis account (which my organization does) then would we log into this system using our regular eCivis login credentials?

I admin grants for a couple of orgs... do I need 2 accounts?

do we click on "Portal Login" or Grantsnetwork login" ?

Do we populate the Awards section ourselves?

I logged registered and logged in. When or how will our Cal Fire grant information populate into the system?

No the System will populate your awards.

Ok, thank you

You will need to wait for an email that will prompt you to login, then it will be populated with your info

What if the info is not correct? Can we correct it directly?

If the information is incorrect, please reach out to your Region contact to notify them and we will work on getting it corrected.

Who will receive the email? the person listed as project manager or the authorized official? Thanks,

Depending what info needs to be changed, start with your region contact and we will sort it out

I think you had mentioned there is one account per organization- does each team member have a different login?

The project manager listed on the grant should be the person should be the person receiving the email. If you are unsure, you can send an email to CALFIRE.Grants@fire.ca.gov with your grant number and the appropriate email that should be linked to your award.

Support@ecivis.com will be the email address the invitations will be coming from.

Will this system be used for contracts with CALFIRE in addition to grants from CALFIRE?

Not at this time, only grants

Will Forest Health and Fire Prevention Grants function the same in this software?

Yes the same, for Forest Health and Fire Prevention

We listed indirect costs on our application but they were not covered in the grant award. Should we still include them in this budget?

Will the use of this tool apply to the "Urban and Community Forestry Grant Programs" for this year (awards for the 'round' are yet to be announced)?

Chantelle, you will need to check in with your Region rep and they can help you.

The Urban and Community Forestry Grant Program has not been incorporated into the system at this time. We hope to do that down the road.

I love the term pancake stack, all the years I never heard that LOL, awesome training so far. Thanks everyone :-)

are we supposed to use this portal for our Oct. report?

Hi Margo, you would continue submitting your reports in the same manner until you have been notified that we have gone live in the system.

what is GL?

Is there a way to download our submitted activity/financial reports? I believe CAL FIRE requires we retain auditable records for three years.

We will be issuing user guides with more specific information to include in the GL Code/Activity boxes when we get closer to the new go live date.

Great, the user guide will be good to hare with others in organization so we all understand. Thank you. Laura

For existing "in process" grants, will the figures for prior financial reports be in the system already?

Will indirect monies calculate automatically or are we inserting a number there?

What about those of us with advance funding? How do we record the spending of advance funds?

How about attaching photos into the narrative?

If there is Indirect cost, is that automatically calculated or do we have to calculate that amount and enter it?Esp. related to reimbursement.

Would we do two reports if we had an advance and expended all of the advance as well having an amount we need to have reimbursed?

Jim- right now you are still doing it manually because it has its own category

Does this program continuously save or only save when you click save?

Cheryl- just like now, you can do it on one report. the bottom section allows you to change the amount to a lesser amount, like your example

Denis- I think you have to click save

The current timelines for distribution will remain the same. We hope that it helps with less errors, and that could result in faster turnarounds.

Will there also be an email notification if changes are requested?

Yes, an email will be sent too.

Will all of these detailed reporting instructions live somewhere in the portal to refer to later?

Yes, we will be sending out a email notifying everyone when the detailed user guides are available. We will also place them on our CAL FIRE Grants webpage.

Great, thanks!

Will the future Activity Report tab be the place where we upload our current progress reports?

So it looks like the one-page "Invoice" form will still be used and will require an actual, authorized signature, right?

Molly - Yes, that is correct.

Are activity reports the same as progress reports?

Jim, - Yes we will still require the same invoice that is currently being used.

Yes, signature will still be required, instead of emailing it, you will upload it.

The activity reports will contain the same upload functionality for you to upload your progress reports.

Will CALMAPPER data submission happen here too?

Yes, you will be able to upload it with your invoice, as one of the docs.

Thanks Stella — Will the Activity Report tab be live for us when we start this system, or should we plan to upload our Progress Report elsewhere in the system in the interim?

Molly - The Activity Report will be functioning when we go live. The user guide we are working on will include instructions on the information to be submitted and completed on that tab.

Will there be a training on CALMAPPER at some point?

Region staff can help you with your CalMAPPER, questions.

Do closed out awards still show up on the list of awards or are they moved to some inactive section?

Will this training be ongoing considering if and when the software evolves?

Hello. Are advances and reimbursements electronically deposited into the grantee’s account, or are they mailed? Thank you.

Will existing documentation for current grants be uploaded by YOU or by us?

How will notifications happen? Emailed to all users?

1) Will the project administrator receive email notifications when a pending task has been added to the project? 2) How often are financial reports of others requested? 3) Are invoices also received/submitted via hard copy or is everything done through the portal?

It sounds like there is one 'Owner' and then 'support' IDs.Can the 'Owner' be changed if/when there are staff changes?

can we have the recording of this meeting?

Will you be organizing a FAQ for this program

Will this system be used for Proposals, or only Awards?

Can you provide a rough idea of 'going live'?(anticipating personal time - vacation, etc. - for the coming holidays).

Thank you very much for doing this!

Have we been sent an email to access this grant portal? I haven't seen it yet.

So the email invite has been sent?

I have not seen an email to access this grant yet either. Will a training for brand new grantees be given?

Suggestion to have a button that can be clicked to receive the notification since the primary point of contact is usually not an admin for the project.

Stella, the info about projected date is VERY helpful. THANK YOU VERY MUCH!!

All, esp. Jay, a very good, well run session!!

Where (or do we need to) describe the work or task a vendor invoice is for (e.g. 5 crew days on Main street project May1-5)?

So we do NOT submit changes between budgets via this format first, but speak with our Calfire rep first? In other words, this is not the FIRST application for a financial amendment?

Sorry for the late clarification:Since the fields in the 'Invoice' form are high level (E.g. Salary + Benefits together) yet the budget has those separated, how will any potential differences be dealt with?

Sorry, I should have =referenced any detail under Contractor (ignore my comment about salary + benefits)

So we use the current progress report form and upload it in the activity report?

Is it always the "forester" we speak with, or the unit grant manager?

Thank you all, well presented!

Thank you!

Thank you !

Thank you All. Have a great day!!

Great training. Thanks!

Thanks everyone!! Have a wonderful day! :-)