Download Report

Community Impact Partner
Technical Assistance Training Manual
“Individually, we are one drop. Together, we are an ocean.” -Ryunosuke Satoro
Table of Contents
Overview ...................................................................................................................................................................................... 3
Instructions for Online Registration ................................................................................................................................. 4
Agency Registration Page ................................................................................................................................................. 4
Instructions for Web Portal Access ................................................................................................................................... 6
Web Portal Login ................................................................................................................................................................. 6
User ID& Password Tips ................................................................................................................................................... 6
Website Link .......................................................................................................................................................................... 6
Instructions for Community Impact Partnership Process ........................................................................................ 8
Home Page.............................................................................................................................................................................. 8
My Profile Page ................................................................................................................................................................... 10
Organization Profile Page ............................................................................................................................................... 12
Organization Contacts Page ........................................................................................................................................... 14
Mission Statement Page .................................................................................................................................................. 16
Applications Page .............................................................................................................................................................. 17
Partnership Application Package ........................................................................................................................... 18
Supporting Documents ......................................................................................................................................................... 20
Supporting Document Upload ...................................................................................................................................... 21
Submitted Reports ................................................................................................................................................................. 22
Timeline...................................................................................................................................................................................... 23
Questions & Support.............................................................................................................................................................. 24
2|Page
Overview
Thank you for attending the Community Impact Partner Technical Assistance Training. This is the first step in applying for
Partnership with United Way of Larimer County.
This manual is your guide to applying for partnership. It is very important that you reference this training manual
throughout the registration and application processes as it will help you navigate Web Portal and guide you step by step
in completing the registration and application correctly.
Online registration is open beginning January 8, 2014 and will close January 22, 2014.
After your organization has registered online, your Agency Contact will receive an acceptance email within 48 hours. This
email will contain your login information and a link to Web Portal. You can then begin your Partnership Application.
There are six parts to the Partnership process; My Profile, Organization Profile, Organization Contacts, Mission
Statement, Applications, and Supporting Documents. All sections must be completed for your organization’s application
to be considered. Submitted Reports allows the Agency Contact to view and print completed forms and applications that
have been previously downloaded. Your organization must have the online Profile complete and your Partnership
Application submitted by February 14, 2014.
3|Page
Instructions for Online Registration
This is the first step in applying for Community Impact Partnership. Online registration allows United Way to generate an
account for your organization to provide your organization with a User ID and Password to access UWLC Web Portal.
Online registration must be completed before your organization can apply for Partnership with United Way.
Agency Registration Page
1. To register, visit https://impact.uwaylc.org/Volunteer/AgencyRegistration.jsp
a. Enter address exactly as above; web address is case sensitive.
2. Agency Registration must be completed in one session; this page cannot be saved.
3. Enter the following information:
a. Organization Name
i. Use the official organization name
b. Applying For
i. Check “Community Impact Partnership”
c. Physical Address
i. Enter the physical address of your organization
ii. If more than one location exists, please use the address that is considered the main address
iii. If no physical address exists, please enter the PO Box Address
d. EIN
i. Enter Employer Identification Number or Federal Identification Number
ii. Use official identification number as provided by the IRS on the organization’s 501(c)3
determination letter
iii. Format ##-#######
iv. Do not enter more than 10 characters
e. Mission Statement
i. Defines the organization’s purpose and primary objectives
f. Contact name, phone and email
i. The contact listed here will be identified as the Agency Contact for future communications and
will be issued the User ID and Password
ii. Only one User ID will be issued for the application process. Please ensure this contact will
remain the agency contact throughout the application process.
g. Comments
i. Identify the primary Impact Area your organization will be working in and type it in the
Comment box:
 Education Impact Area – All children are prepared for post-secondary success in school,
work, and life.
 Income Impact Area - All individuals and families are afforded the opportunity to move
toward economic self-sufficiency.
 Health Impact Area - All individuals and families have access to services to achieve
stability in their lives and maintain independence.
4. Enter Verification Code and Select “Submit”
a. If an error message appears because the registration page was open too long, reenter the Verification
Code and submit Registration again
5. Within 48 hours, an acceptance email will be sent to the Agency Contact from United Way
a. Subject: “United Way of Larimer County Agency Registration Accepted”
b. The email will contain a link to Web Portal and a User ID to move forward in the process
4|Page
Figure 1 – Agency Registration Page
5|Page
Instructions for Web Portal Access
The Agency Contact will receive an acceptance email within 48 hours of submitting the registration. The acceptance
email will include a User ID and a link to Web Portal. The User ID and Password will be your key to accessing your
Partnership Application throughout this process.
Web Portal Login
1. Click on the link provided in the Agency Registration Accepted Email
2. Upon initial login, a prompt will appear to reset the password
a. Passwords must be from 4 to 20 characters in length
b. Passwords must contain at least one of the following special characters: @#%^&*
c. Passwords must contain at least one number
3. Click Continue to begin process
4. The information below is provided to help with logging in at a later time if needed
User ID & Password Tips
1. The User ID will consist of the first initial of the Agency Contact’s first name and the Agency Contact’s last name
a. Example: Agency Contact: Jane Smith
i. User ID: JSmith
ii. The User ID is not case sensitive
2. If User ID or Password is forgotten
a. Select “Forgot My Password” on Web Portal login page
b. Enter User ID (optional)
c. Enter Agency Contact email address
d. Select “eMail My Information”
e. An email will be sent with the User ID and a link to reset the password
i. Subject: “United Way of Larimer County Password Reset”
3. A maximum of four attempts is allowed to enter User ID and Password
a. After four login attempts, the system will lock
b. Contact United Way (Questions & Support, page 24) to have the User ID and Password reset
c. An email will be sent with the User ID and a link to reset the password
i. Subject: “United Way of Larimer County Password Reset”
Website Link
1. The following link can be used to access the Web Portal after initial login:
a. https://impact.uwaylc.org
6|Page
Figure 2 – Web Portal Sign-In Page
7|Page
Instructions for Community Impact Partnership Process
To begin the Community Impact Partnership Process, you should have already registered online, received an acceptance
email and have logged onto Web Portal. The Partnership Application has seven parts total; six parts that must be
completed in their entirety and one part for viewing reports. You will have an opportunity to review your application
before final submission. Once your application has been submitted, changes are no longer permitted.
Home Page
The Home Page contains navigation tips, support contact information, and a link to this manual. This page should be
referred to as questions arise.
1. To begin completing the Community Impact Partnership Process:
a. Continue to refer to this manual for instructions, click the here button to view electronically
b. The following menu items must be completed in their entirety for application to be considered: My
Profile, Organization Profile, Organization Contacts, Mission Statement and Applications
i. Supporting Documents as applicable
ii. Submitted Reports to view completed work
c. Deadline to submit application: February 14, 2014 at 11:59pm MDT
2. Navigation Tips:
a. Always use the Save, Cancel, or Return buttons at the bottom of the page
b. Save will save your progress and take you back to the Main Menu
c. Cancel or Return will take you back to the previous page and will not save any changes made
d. Submit will finalize forms and complete them for final submission
i. Once your form has been submitted, changes are no longer permitted
e. Do NOT use the Back Arrow Key on the Website Navigation Menu; it will not take you back to the
previous page and may cause an error; login again to continue
f. Progress can be saved along the way to come back and complete at a later time
g.
Delete Data
h.
Update Data
i.
Expire Data
j.
View Document
k.
View PDF
l.
View Excel Output
i. Excel Output does not generate a user-friendly report
m. Logoff on Main Menu arrow, will automatically log you off; no other prompts
3. IMPORTANT:
a. Changes made on Web Portal update the United Way of Larimer County database instantaneously
b. Updates and changes to your profiles should only be made if information is inaccurate
c. Formatting changes should be avoided
d. Saving and deleting duplicate information adds unnecessary traffic to your account
4. Auto Filled Information: Some fields may already be complete if information was previously communicated to
United Way
8|Page
Figure 3 – Web Portal Home Page
9|Page
My Profile Page
My Profile stores the contact information for the main Agency Contact at your organization. The contact information will
be used to communicate all application updates and follow up after the Partnership Application has been submitted.
This information should be kept up-to-date to ensure timely communications. Changes should ONLY be made if
information is incorrect. Please do not make changes to formatting.
1. Verify/ update Contact Information
a. Name
i. Enter Agency Contact name
ii. First and Last name required
b. Main Work Email
i. This email address should be the individual email address for the agency contact at the
organization
ii. Throughout the application process, the Agency Contact will receive all correspondence related
to the application via the email address provided
c. Individual Work Phone
i. Add the most direct number to contact the Agency Contact
2. User ID
a. The User ID is for reference only
b. The User ID cannot be modified
3. Password
a. The password can be changed from this page at any point in time
b. To change password click
icon to change password
i. The current password is required to change password
ii. If changes made, Click Save
4. Click Save (at bottom of page)
a. Must be Saved for changes to be submitted
b. If no changes, click the next item in the Main Menu
10 | P a g e
Figure 4 – My Profile Page
11 | P a g e
Organization Profile Page
Organization Profile stores the contact information for the organization. This information will be used periodically to
send correspondence and maintain accurate information in the United Way database. Please keep this information upto-date to ensure timely communications. Changes should ONLY be made if information is incorrect. Please do not make
changes to formatting.
1. Verify/ update Organization Contact Information
a. Name
i. Use official business name
ii. This name will appear on all generated reports, communications, and payments
iii. Organization Name Line 2 should only be used if there is not enough space available in
Organization Name Line 1
b. Physical Address
i. All mail correspondence will be sent to the Physical Address
ii. If more than one physical address exists, please use the address that is considered the main
address
iii. If no physical address exists
1. Enter PO Box Address in this section
iv. If additional addresses are required, please contact United Way directly
c. Mailing Address (PO Box)
i. All mail correspondence will be sent to this address if entered
1. If provided, will trump the Physical Address for all mail correspondence
ii. Please ONLY enter PO Box addresses in this field
iii. If no PO Box address, leave blank
d. Web
i. The website address will be used for reference purposes only
ii. Enter organization main website address
e. Main Organization Phone Number
i. Enter the organization’s main phone number for general phone calls
ii. This number will be used to contact the organization for general questions from United Way
that may or may not be related to the Community Impact Application
f. Click Save
i. Must be Saved for changes to be submitted
2. Upload Logo Here (optional)
a. As an optional feature, the organization logo may be uploaded to Web Portal
b. Image may be no larger than 100 x 100 pixels
c. File must be saved as .gif or .jpg
d. Click Add Logo
i. Choose File and Click Add
3. Other Names
a. The three organization names UWLC collects are: Official Business Name, Doing Business As and IRS
501(c)3 Agency Name
i. Official Business Name was provided previously as Organization Name Line 1
ii. Update/Add DBA or IRS 501(c)3 if different than official name
b. Update Existing Name(s)
i. If a name is displayed, that name has been provided to UWLC through other communications
12 | P a g e
ii. Verify/update the name if applicable
iii. Click on the
icon next to the Name to update
1. Make necessary changes
2. Effective Date enter as today’s date
3. Click Update button
c. Add other names (if applicable)
i. Click Add
ii. Choose Name Type from drop down Menu
iii. Name2 line should only be used if there is not enough space available in Name1 line
iv. Enter Effective Date as today’s date
v. Click Add
Figure 5 – Organization Profile Page
13 | P a g e
Organization Contacts Page
Organization Contacts lists the Executive Director and Grants Managers within the organization. This contact
information is periodically used to communicate with those individuals directly. Please keep this information up-to-date
to ensure timely communications.
Important Guidelines
Executive Director Contact Type (Required)
 The Executive Director contact type is used to denote the top decision maker at the organization
regardless of what their Title may be (Job Title information may be added on the Add Contact Screen)
 The Executive Director will be contacted and listed on communications periodically
 Add Executive Director contact type even if the contact person is already listed under a different contact
type
Grants Manager Contact Type (Optional)
 The Grants Manager contact type is used to denote the individuals that will be managing the grant
application processes
 This contact type is not required at this time although it may be entered if already known
1. Verify or Add Executive Director and Grants Manager Contact Types
2. If a contact is displayed, that person currently is the active contact type for the organization
3. Verify/update Existing Contact
a. Do Not Delete
Contact Types, always Expire
b. Click on the
icon next to the Name to update
i. Contact Type cannot be changed
ii. Expiry Date- Enter Date to Expire Contact
iii. Update Main e-Mail and Click Update
4. Add Contact if not displayed
a. Click Add Contact
b. Enter Name in Search Field for easy filtering
i. Up to twenty employees or contacts will be displayed at one time, Click Next to see more
ii. Only active employees or contacts will be displayed
iii. If employee list is outdated, please contact United Way directly to update
c. If contact is listed
i. Select the contact person by clicking the box next to the name
ii. Select Contact Type
iii. Effective Date is today’s date
iv. Click Add Selected Contact (at bottom of screen)
d. If contact does not appear on the list
i. Click Add New Contact (at bottom of the screen)
ii. The new contact is an employee of Organization Name box
1. Check box if contact is an employee
iii. Add contact information and Contact Type
iv. Effective Date is today’s date
14 | P a g e
v. Employee ID if applicable (displayed only if employee box is checked)
vi. Click Add Contact
vii. Job Title Box will appear if Employee Box was checked
1. Update Title
viii. Click Save
e. Click the next item in the Main Menu
Figure 6 – Organization Contacts Page
15 | P a g e
Mission Statement Page
The Mission Statement page stores the organization’s official mission statement. This description allows United Way of
Larimer County staff and volunteers to better understand the organization’s values and goals. UWLC also collects this for
use in the Volunteer Resource Guide.
1.
2.
3.
4.
Verify/update the mission statement is up-to-date and accurate
Do not delete mission statement
Do not add more than one mission statement
Update Existing Description
a. Click on the
icon next to the Mission Statement
i. Effective Date is today’s date
ii. Do not enter an expiry date
iii. Edit Description
b. Click Update
5. Click the next item in the Main Menu
Figure 7 – Mission Statement Page
16 | P a g e
Applications Page
The Partnership Application Package has four sections that must be completed in their entirety. You will have an
opportunity to review your application before final submission. The Status will remain Outstanding until all sections of
the package have been SUBMITTED. Once your application package has been submitted, changes are no longer
permitted.
Select the Partnership Application link in the description box to begin and Click on each Section to complete.
Figure 8 – Partnership Application Package Page
Figure 9 – Partnership Application Package Sections Page
17 | P a g e
Partnership Application Package
1. Community Impact Partnership Application
a. Complete the form in its entirety
i. The Goal Area(s) section allows you to choose multiple areas. Please choose the area(s) in which
your organization is primarily serving the community
ii. The Evaluation Section is for informational purposes ONLY and will not impact partnership
eligibility
iii. The Additional Information Section is pertaining to Colorado Child Care Tax Credit Eligibility
1. If answered Yes, an official government document containing one of the following
numbers is required to be uploaded in the Supporting Documents section of the main
menu. One of the following documents will qualify:
a. Department of Revenue Registration Number
b. Department of Human Services Provider Number
b. To save work in progress, Click Save
c. To submit completed form, Click Submit
2. Partnership Standards Form
a. Select the option that best fits your organization:
i. 501(c)3 nonprofit organization certified through the Better Business Bureau (BBB) Charitable
Review process
1. If Yes
a. Click Submit (at bottom of form)
b. Remainder of the Partnership Standards Form is not applicable
c. Upload BBB Certification in the Supporting Documents section of the main
menu
2. If No
a. Continue completing form
ii. Organization Government (Local, State, or Federal)/ Municipality/ School District/ Other
1. If Yes
a. Click Submit (at bottom of form)
b. Remainder of the Partnership Standards Form is not applicable
c. Upload Organizational Licensing/ Accreditation in the Supporting Documents
section of the main menu
2. If No
a. Continue completing form
iii. 501(c)3 nonprofit organization (Non-BBB Certified)
1. If Yes
a. Continue completing form
2. If No
a. Continue completing form
b. To save work in progress, Click Save
c. To submit completed form, Click Submit
3. Organizational Budget
a. Partners will be determined fiscally sound through the Partnership Standards process
b. This budget will be used for informational purposes ONLY
18 | P a g e
c. Provide budget for the organization as a whole, not as individual program(s)
d. For items 1 – 9, enter dollar amounts in Amount fields
i. If the income category is not applicable, leave as “$0.00”’
e. Comment for Amount Column
i. Add any budget annotations relevant to this application
ii. Organizations reporting a deficit
1. Please provide an explanation for the deficit
f. To save work in progress, Click Save
g. To submit completed form, Click Submit
4. Supporting Documents Checklist
a. This form serves as a review tool for organizations
b. All organizations must submit supporting documentation to verify standards and/or licensure to be
completed by selecting the Supporting Documents section on the Main Menu
c. Only complete one section (a, b, or c) that matches the description chosen in the Partnership Standards
Form
d. Complete section ‘d’ if answered Yes to Colorado Child Care Tax Credit Eligible ONLY
e. Use this form as a final checklist to ensure the application package is complete
f. To save work in progress, Click Save
g. After all Supporting Documents have been uploaded
i. Click Submit
5. To review any form or application after it has been submitted, select
a. A new window will open with the report to be view, printed or saved
b. The report will also be stored in Submitted Reports on the main menu for future reference.
19 | P a g e
Supporting Documents
All required documentation should be uploaded in Supporting Documents. Reference the Supporting Documents
Checklist in Applications on the main menu to view the list of required documents.
Click Add to begin uploading Supporting Documents.
Figure 10 – Supporting Documents Display Page
Figure 11 – Supporting Documents Upload Page
20 | P a g e
Supporting Document Upload
1. Enter Description (Required)
a. Reference the “Class” drop down menu (further down the page) to match the description name to the
class name
b. Include the year, if appropriate
c. Example:
i. Class: Most Recent Audit or Financial Review
ii. Description: 2013 Audited Financials
iii. Refer to Figure 11
2. File Name
a. Click Choose File to select the appropriate document for upload
3. Year
a. Do NOT update the year
b. The year should ALWAYS be 2014
4. Class
a. Select the description that matches the document being uploaded
5. Type
a. Select “Actual”
6. Effective
a. Enter date form was uploaded
7. Expiry
a. Do NOT enter a date
8. Click Add
a. Saving work-in-progress in this form is not possible
b. Clicking Add will return you to the main Supporting Documents page
9. Repeat steps 1 – 9 for each required document
a. Reference the Supporting Documents Checklist in Applications section to view a list of all required
documents
21 | P a g e
Submitted Reports
Submitted Reports allow you to review and print any form or application that has been downloaded. Reports will not
appear on this screen until they have been downloaded in Applications.
To download a report, click the link and save the report to your computer.
Figure 12 – Submitted Reports Page
22 | P a g e
Timeline
Dates
January 8 & 9, 2014
January 22, 2014
February 14, 2014
Grant Process
Technical Assistance Trainings

Available to all potential organizations interested in applying to become a Community Impact
Partner.

Training around the Partnership Handbook and application process.
Online Registration/Partnership Application Open

Application required to:
o Identify goal areas;
o Describe Partnership narrative; and

Organization’s ability to meet standards.
Online Registration Closes
September 15, 2014
Partnership Application due to UWLC

Annual opportunity for new and renewing Partners.
Partnership Application Review & Approval

Commitment to impact area goals and strategies.

Meets UWLC standards

Working toward 1(+) Community Impact goal areas.
Convene Collaborative Partners around Education/Income

Identify goal areas

Collaborative grant applications

Identify measurable indicators
Collaborative Grant Applications - Open
Technical Assistance Trainings

Web-based application process

Measurement & accountability reporting
UWLC Community Impact Grant total released to Partners
Competitive Grant Applications - Open
Technical Assistance Trainings

Web-based application process.

Measurement & accountability reporting
Grant Applications Due to UWLC

Collaborative applications for Education/Income

Competitive applications for Health
Application Review Process

Impact Councils

Community Impact Committee recommendations
Approval of Grant Funding

UWLC Board of Directors
Grant Funding Contract Initiated

UWLC Staff
Signed Grant Contracts & Supporting Documents Due to UWLC
October 1, 2014
Funding cycle/contract start date
Mid-October 2014
First quarterly grant pay-out
February/March 2014
February/March 2014
March 2014
May 2014
June 15, 2014
June and July 2014
July 23, 2014
August 1. 2014
23 | P a g e
Questions & Support
Title
Vice President,
Community Impact
Staff Person
Marcy Yoder
Phone
970.407.7090
Email
[email protected]
Need Help?
Partnership
Inquiries
Director,
Education
Erin Zimmermann 970.407.7082
[email protected]
Director,
Community Impact
Rebecca Toll
970.407.7089
[email protected]
Application
Support
I.T. Systems
Coordinator
Lisa Kohl
970.407.7077
[email protected]
Donor Database
Specialist
Liz Brodzinski
970.407.7003
[email protected]
Technical Support
User ID/ Password
Support
Agency Account
Support
24 | P a g e