ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
Instructions for Web-Based
Application for Funding Pilot
State Fiscal Year 2016
Community Mental Health & Addiction Services
Alcohol, Drug Addiction and Mental Health Services Board
For Montgomery County
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ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
For the FY’16 Application for Funding, ADAMHS has developed a set of web pages to
facilitate the applications. These pages and data will lay the groundwork for future
applications, streamlining the process and assuring accurate contract information.
WEBSITE
The Application for Funding web site address is aff.mcadamhs.org; the prefix “www.“ is
not needed before the web site address. We recommend that you create a bookmark in
your browser to make getting to the web site easier the next time you wish to use the
Application for Funding web site application.
BROWSER
The preferred browser is Internet Explorer Version 10 or higher. We cannot
guarantee successful deployment with other browsers and do not have the means to
support them. Internet Explorer is a free application and can be downloaded from the
internet at http://windows.microsoft.com/en-us/internet-explorer/download-ie.
A HANDY TIP
One tip for you is to use Ctrl- or Ctrl+ to make the screen bigger or smaller as you wish.
USERNAMES AND PASSWORDS
All users have a username and password assigned to them. If you do not have a
username or password and need one, email Malinda Chaney mchaney@mcadamhs.org
with a request. This email should detail your agency name, UPI and preferred
password. (The “Register” button on the website is for future use.)
Only one designated user per agency will have the ability to mark the application as
final and submitted. Email Malinda with that designated person’s name and username.
WEBSITE HAS A “TIME OUT”
After you log in, if there is no activity noted for your session for several minutes you will
automatically be logged out. Any work in progress that was not saved will be lost when
the automatic log out occurs. Be sure to save you work often to prevent the loss of data
that will occur when this security feature is activated.
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ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
TO DO LIST
Each of the items on the To-Do List are clickable on “Select” on the left hand side. This
brings up a new window with a few or many questions to be answered and files to be
uploaded for the application. Specific instructions to each section are below.
FILE UPLOADS
File naming is not standardized but it will help you if you put in the file name the
following three elements. First is your UPI, Second is the purpose of the file and last
but not least is the creation date of the file. An example for the Board of Directors file
name: 1399BdDirectors_C20150204.pdf. If you upload more than one file on a page
with the same name, the first file will be overwritten, so file naming is important.
To upload a document, click the "Browse" button to select the document you wish to
upload, and then click the "Upload" button to upload the document. You will see
confirmation of a successful upload above that box.
TEXT DATA
All fill in the blanks and “yes, no” choices are text data.
For Text Data input, it is important to know that data is not saved until you click the
“Save Text” button and there are no errors on the page.
So if you fill in a blank, leave the page and come back, the data will not be saved.
Text Data error messages: When you click “Save Text Data” and all data have been
saved, you will see a message at the top “Your data has been saved”. IF YOU DON’T
SEE THAT MESSAGE, THE DATA HAVE NOT BEEN SAVED.
If you don’t see that message, scroll down through the page to find the error message in
red.
COMPLETTING SECTIONS – MARKING SECTIONS “COMPLETE”
When all of the text data has been updated, and all of the required documents have
been uploaded, click "Mark To-Do List Item Complete" to change the status of the ToDo list item on the Home Page. If all required text fields have been saved and all
uploads completed, this will change the status of that section on the Home Page.
FINALIZING AND SUBMITTING THE APPLICATION
There is a button on the HOME page called “Submit”. All sections must be marked
“Complete” in order for this button to be activated. This may be clicked to finalize the
application online and alert the Board staff that this is submitted. No changes may be
made after this is clicked without Board staff intervention. As stated before, only one
user from each agency will have permissions to click “Submit”.
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ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
ADAMHS SUPPORT
Identification
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
Insurance
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
Licensure/Certification
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
QI/QA
Su-Ann Newport
snewport@mcadamhs.org
x114
Service Plan
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
Program Narrative
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
Budget
Rita Pinti
rpinti@mcadamhs.org x 118
Allocations
Rita Pinti
rpinti@mcadamhs.org x 118
Facility Schedule
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
Agency Assurances
Jayne Jones-Smith or Jewell
Good
jjsmith@mcadamhs.org x 107
jgood@mcadamhs.org x131
WebSite Technical
John DeFluri
jdefluri@mcadamhs.org x 116
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ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
When you log on, this is the Home Screen.
Once you log in successfully, you will see this screen that is customized to your agency.
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ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
Section: Identification Page
All elements are required except the following (unless applicable) to mark this section
complete:




If not a private, not-for-profit corporation, explain the legal status of your
application.
For Board Chairperson, required fields are name and email address.
Reduction of Funding: If yes, please provide details including corrective actions
taken and the effectiveness of those actions. Your response is limited to 8,000
characters.
Research: If yes, please explain. Your response is limited to 8,000 characters.
Section: Insurance Page
All Elements are required.
Section: License Certification Page
Please consolidate all licenses and certifications for your agency into one PDF file to
upload.
All elements are required except the following (unless applicable) to mark this section
complete:



Accreditation in jeopardy: If yes, then provide a narrative explanation. Your
response is limited to 8,000 characters.
Uploading of document for: Identify, over the past two years, any actions against
your organization through OMHAS or any other licensing body that included: a
corrective action plan; a temporary license; or a revocation.
For the past 10 years list outcome of any action that resulted in a revocation.
Section: QI/QA Page
All elements are required.
Section: Service Plan Page
One upload required.
Section: Program Narrative Page
One upload required.
Section: Budget Page
The Budget Page is based on the old “047”. It is used to determine the cost per unit of
service. It is preloaded with your latest data from FY ’15. It will only show the services
for which you completed data. Not all the services will appear like they did in the old
spreadsheet. Also, not all columns from the old form are shown here as they are not
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ADAMHS Board for Montgomery County
Web-Based Application for Funding FY ’16
necessary for our purposes. The preloaded data is for informational purposes only to
be used as a reference. The FY ’16 data does not have to be the same.
Functionality available to you on this page:
You may add services. To do this, first check to make sure the service you want to add
is not already on the grid. If it is not, you may choose the service from the drop down
box and complete the data boxes. Then click “Add”.
You may delete services. Click on the “Delete” link at the left hand side of the row you
wish to delete.
You may edit the data fields associated with a service. Click “Edit”, change the data
fields, then click “Update”
After you have checked the figures and are satisfied with the entries, click “Mark To-Do
List Item Complete” button at the top of the page. If you choose to go “Home” before
clicking that button, your data will be saved. You may go back at any time.
Section: Allocation Page
The Allocation Page is based on the old “040” and is used to indicate with funds will be
used for each service provided. It is preloaded with your funding streams listed on your
latest FY’15 040. The dollar amounts associated with the funding stream cells have not
been preloaded, so you will need to fill those in this year.
Functionality available to you on the page:
You may not add or delete services. The services on this page are loaded from the
services line on the Budget Page. To add or delete services, you must go to the Budget
Page to change. Then they will show up on the Allocation Page.
You may edit the data fields associated with a service. Click “Edit”, change the data
fields, then click “Update”
After you have checked the figures and are satisfied with the entries, click “Mark To-Do
List Item Complete” button at the top of the page. If you choose to go “Home” before
clicking that button, your data will be saved. You may go back at any time.
Section: Facilities Schedule Page
Your data is preloaded. Verify and add/delete as necessary. At least one location is
required.
Section: Assurances Page
Two uploads required.
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