Online application and intake system (ONAIS)- System user guide

I. Summary

This Guide was designed to provide information on how to use and manage the new ONAIS system, including how to create an account and complete funding applications, along with navigation assistance.

1. Summary
2. Overview
   1. Purpose of the guide
   2. Purpose of the ONAIS application
   3. Access the ONAIS application
3. Access your ONAIS account
   1. New user
   2. Access an existing account
   3. Create or link an organization to your account
4. Browse and manage funding applications
5. Complete and submit a funding application
   1. Funding application instructions
6. ONAIS Activity management
   1. Manage organization profile
   2. Manage organization account
   3. Manage personal account
   4. Manage funding applications
   5. Track funding applications
   6. Site feature help
7. Navigational aids
   1. Create or access an organization account page
   2. User dashboard page

II. Overview

We recommend that you read this guide before submitting your first funding application and use it as a reference, if necessary, for future funding applications. It contains information on how to navigate and use the Online Application and Intake System to facilitate the submission of funding applications to Women and Gender Equality (WAGE). Refer to the Funding Opportunities section on WAGE’s website for details about funding applications.

A. Purpose of the guide

The purpose of this guide is to help you use the ONAIS Online Application and Intake System. Refer to it to create and manage a personal profile and the profile and account of the organization for which you are submitting funding applications. It also explains how to complete, submit and track a funding application.

B. Purpose of the ONAIS application

ONAIS^{Footnote 1}  is a system developed by Women and Gender Equality Canada that organizations can use to participate in calls for proposals and submit applications for funding. In this guide, the acronym ONAIS stands for Online Application and Intake System.

The member who creates the organization’s profile is responsible for adding other members of the organization responsible for managing funding applications. This way, the personal profiles of these other members will be linked to the organization’s account automatically.

ONAIS users can access organizations for which they have primary contact status, and secondary contact status. For more information about the different types of ONAIS user access, see Add an employee to the applicant organization.

ONAIS allows members of an organization already linked to the organization’s account to browse the list of eligible calls for proposals, including application preparation, funding, submission, updates and tracking.

C. Access the ONAIS application

Use Google Chrome, Firefox or Microsoft Edge browsers to access ONAIS. Access ONAIS:

• from the direct link on the ONAIS home page.
• from the Funding Opportunities page – note that access from this page is dependent on available funding opportunities.

III. Access your ONAIS account

Refer to the section Accessing the ONAIS Application for the access links. This section outlines the steps involved in creating your personal profile, and your organization’s profile and account.

A. New user

1. Home page

The first time you use the system, you must create your personal profile in ONAIS (User profile). If you have a personal profile already, you can move on to the section Access an existing account. To create your personal account, click the Create an account link.

2. Profile creation form

Use this form to create your personal ONAIS profile. The decision to create your organization profile is optional at this stage. Complete the required fields and click Save.

3. Privacy Notice ONAIS Grants and Contributions Mailing List

• There is a Privacy Notice ONAIS Grants and Contributions Mailing List section on the account creation page which is also accessible by clicking on the Account setting link at the top of each page. Please click on the link in the Privacy Notice section of the page to read through the information carefully. Once you’ve read the information, you must make a choice between whether or not you would like to be added to WAGE’s mailing list. Be sure to click on the Save changes button at the bottom of the page.

4. Retrieve your verification code

The system automatically sends an email containing a verification code to the address used when the account was created. The verification code consists of 6 digits and remains valid for 5 minutes.

Enter the validation code and click Complete registration.

5. Registration Message

A message confirms that your personal profile has been created. You can now login to ONAIS using your identifiers (email and password).

B. Access an existing account

Follow the steps below to login to ONAIS. If you have not yet created your personal account, refer to the New user section. To strengthen system access security, ONAIS requires two authentication stages: the first is on the home page and the second through two-factor authentication.

1. Home page

Enter your identifiers (email and password) and click Login. If you forget your password, click the Forgot Password? link and refer to the section Forgot Password.

2. Two-factor authentication

Each time you login, you receive an automated email containing an authentication code. If you do not receive the authentication code, you can click Resend Code.

Enter the code you received and click Validate.

C. Create or link an organization to your account

Once the authentication code has been verified, the Create or Access an organization account page appears.

Two situations are possible on this page:

• First situation: Your organization account already exists – the name of the organization you want to select is on the list of organizations. In this case, proceed to the section, Select organization.
• Second situation: The name of the organization you want to select is not on the list of organizations – refer to the section, Create organization to create your organization’s profile. Next, refer to the section Create your organization’s account to complete your organization account setup and browse and manage funding applications.

1. Create an organization

Adding an organization is a two-step process:

• Create the organization’s profile
• Set up the organization’s account

To add the organization, click Create a new organization profile and follow steps a) and b).

a) Create your organization’s profile

Enter your organization’s identifying information and add members to attach them to the new organization.

Information about the applicant organization

Enter your organization’s identifying information and click Save.

Add an employee to the applicant organization

This action links an individual’s personal profile to the organization’s personal profile. An ONAIS user can be linked to one or more organizations as a primary contact or secondary contact.

To add a member to an organization, select the name of the organization and click Details.

You will notice that the Organization members section already contains a primary contact; this person is the user who created the organization’s account.

In the section, Add organization member, enter information about members of the organization you want to add. The system will use the new member’s email address to identify them in the system and will send a notification confirming they were added in ONAIS as a member of the organization.

The members added will be considered secondary contacts. Click Add Members.

Note that the new member was added to the organization’s membership list.

Once the user is linked to an organization in ONAIS, they receive an email in one of the two following situations:

First situation: The member has already created their ONAIS personal profile – the new member will receive an email notifying them that they have been added to an organization. Accordingly, the next time the member logs in, the new organization will appear among the options in the Create or Access an organization account table.

Second situation: The newly added member has not created their ONAIS personal profile yet – ONAIS automatically creates an incomplete personal profile for the new member. The system assigns a temporary password allowing the new member to login to the system for the first time.

b) Create your organization’s account

The Access an existing organization account table now contains the new organization. To gain access to the list of WAGE funding opportunities available to your organization, you must finalize your organization’s account setup. Select an organization and click Next.

The link takes you to the User Dashboard page. It consists of four parts:

• Organization;
• List of funding opportunities;
• List of applications from my organization;
• List of documents.

To complete your organization’s setup, click Setup or update organization account.

The organization’s entire configuration is divided into four parts containing the forms to be completed and a Summary section containing the organization’s account information as entered. Enter your answers in the form and attach any required documents in the various sections.

Part A: Organization

Enter your organization’s information in the form. Click Save and Continue to save the information and move to the next section.

Part B: Primary contact person

Provide the name of the person who will serve as your organization’s primary resource person. Enter their telephone number, email address and mailing address if different from the organization. Note that all subsequent emails will be sent to this address. Click Save and Continue to save the information and move to the next section.

 Part C: Secondary contact person

Provide the name of the person who will serve as your organization's secondary resource person. Enter their telephone number, email address and mailing address if different from the organization. Click Save and Continue to save the information and move to the next section.

Number of signatories

Specify the number of persons with signing authority for the organization. Click Save and Continue to save the information and move to the next section.

Summary

This section summarizes the information entered in the organization’s account.

This page offers two options:

• Modify: This option allows you to make changes to a section you wish to edit.
• Save as PDF: This option allows you to export a copy of the summary in PDF format and save it to your computer. See Save as PDF for more details.

2. Choose an organization

ONAIS users have access to organizations for which they are the designated primary or secondary contact (organization members). The system is designed to allow users to belong to one or more organizations. Select an organization and click Next.

IV. Browse and manage funding applications

Once your organization’s account setup is complete, you can browse the list of available funding opportunities for your organization.

This section includes two options:

• Apply for funding: Select this option to complete and submit a funding application via ONAIS.
• View summary of the call: This option provides access to information in English and French about the WAGE funding opportunity (name, description, application submission instructions for the WAGE funding opportunity, etc.). You can save the call for proposal summary in PDF format.

V. Complete and submit a funding application

The funding application is divided into five parts (Application for Funding, Part D: Project, Part E: Budget, Part F: Declaration, Summary) containing the forms to be completed and a Summary containing the organization’s account information as entered.

For more details about the questions, click the question mark icon . For more information about questions included on the forms, refer to Funding opportunities.

A. Funding application instructions

This section provides details about the work plan module and the budget section.

1. Part D: Project

This section includes various questions (see Funding opportunities) and a Work Plan table where you can list the different activities and sub-activities included in your project. Sub-activity planning is spread over the four quarters of the year.

A quarter is indicated by the letter Q:

• Q1: April to June (4-6)
• Q2: July to September (7-9)
• Q3: October to December (10-12)
• Q4: January to March (1-3)

Follow the steps below to complete the Work Plan table:

• Click on the sign located at the left of the table in the "add" column to add a new line.
• Enter a key activity in the text box located in the “Activity details” column.
• Click on the sign icon located at the left of the table in the “Add” column to add a new line.
• Click in the check box in the “Sub-activity”.
• Enter a sub-activity name and description in the text box.
• Indicate the quarter during which the sub-activity will take place.
• Repeat the actions above to enter more key activities and sub-activities.
• If needed, click on the arrow icons in the “Move” column to change the order of the activities.
• Click the icon in the “Delete” column to delete any lines.

Once you are done filling out the workplan you can click on the save button at the top of the page and a new download button will appear. Click on the button to download an excel document of your workplan. Once the document opens, make sure you press on the “enable editing” button in order to see all the information.

2. Part E: Budget

This section contains your project budget information. Complete it by following the two steps below:

• Create budget table.
• Complete information on other sources of revenue and partners.

a) Create budget table

First, click Create or update the budget table to create the budget table. A new page appears with details about expense categories (direct delivery expenses, administrative expenses) and Budget Template Instructions. Read the information carefully before completing the different expense categories.

The Budget section is divided into different expense categories containing forms to be completed and a Detailed Summary section containing expense information entered in a table format. The different categories of possible expenses are:

• Direct costs - Travel
• Direct costs - Salaries and Benefits
• Direct costs - Honoraria and professional fees
• Direct costs - Materials and supplies
• Direct costs - Facilities
• Direct costs - Publicity and promotion
• Direct costs - Other
• Administrative costs - Salaries and benefits
• Administrative costs - Honoraria and professional fees
• Administrative costs - Materials and supplies
• Administrative costs - Facilities
• Administrative costs – Office Equipment

Click Next or use the left-hand menu to browse the available expense categories. If using the left-hand menu, be sure to save your work prior to moving foward this way. If the project covers more than one fiscal year, specify the planned expenses by fiscal year.

Provide a brief description and breakdown of the proposed expenses and indicate the amount requested for each fiscal year rounded to the nearest dollar. This page offers two options:

• Add expense: This option allows you to add an expense by clicking on the Add icon ; enter the information for the proposed expense in the Description fields (succinctly) and the amount requested for each fiscal year rounded to the nearest dollar.
• If needed, click on the arrow icons in the “Move” column to change the order of the activities.
• Delete expense: This option removes an expense by clicking the Delete icon .

 

Click Save and Continue to save the expense data.

Once you finish entering all of the required data for the various expense categories related to your project, you can consult the Detailed Summary section. This section provides an expense category table for the fiscal years included in the period covered by your project. This page offers two options:

• Edit expense: This option allows you to make changes to the information entered in an expense category by clicking on the desired category from the left-hand menu to scroll through the expense categories and make any necessary changes.
• On the detailed summary page, you will see the roll up of your project budget. The system shows you the total for each line item. To see the breakdown and details, click on the list button beside each line.
• Submit Budget: This option allows you to submit the budget by clicking Submit to save the budget as a table. You will return to the Budget section. You must click on the Submit button any time you make changes to your budget, otherwise the system will not update.

b)  Add information about other sources of revenue and partners

This section outlines the steps for entering data about your project’s other sources of revenue and partners.

Other sources of revenue

Provide revenue information from other sources, including governments, private sector partners, or from your organization. This page offers two options:

• Add Source of Revenue: This option allows you to add a source of revenue by clicking on the Add icon ; enter the name of the source of revenue, and add a brief description . For more details about the types of revenue sources (Financial and In-kind), read the information provided carefully.
• Delete a source of revenue: Click the Delete icon to delete a source of revenue.

3. Summary

You can view the information saved in your funding application. Three options are possible:

• Download application as a package: You now have the option to download your application in a zip file. The zip file includes the summary of the application as well as the excel documents for the workplan and budget.
• This option saves a PDF copy to your computer. For more information, see the Site Features Help section
• Submit: This button is found at the bottom of the summary page. Use this option to submit your funding application. The status of your Funding Application will show as submitted in the Funding Opportunities list, although you can continue editing it up to the call for proposals deadline.
• Modify the different sections: This option allows you to edit information contained in chosen sections. Click Modify in the section chosen.

VI. ONAIS activity management

ONAIS allows users to manage personal profiles, organization profiles and funding applications. The ONAIS activity management feature comprises four sections:

• Organization profile 
• Organization account 
• Personal profile
• Call for proposal funding applications

This section outlines the steps involved in managing activities in ONAIS.

A. Manage organization profile

You can edit your organization’s identifying information and manage members in two ways:

• Go to the Create or Access an organization account page: Select the organization you wish to manage and click Details.

• Go to the User Dashboard page: Manage your organization’s account from the User Dashboard page by clicking on the Active Organization navigation bar and then Edit Active Organization.

In both cases, the Organization Details page appears. You can update your organization’s profile and manage its associated members.

1. Edit organization identifying information

Update your organization’s identifying information. If your organization has no legal name or business registration number, check the appropriate boxes for your organization.

Make the necessary changes to update your organization profile. After making your changes, check the confirmation box and click Save Updated Basic Info.

2. Manage organization members

The member of the organization with primary contact status is entitled to manage the organization’s members.

Primary contacts can:

• Add members: new members of the organization;
• Change the position title of the organization’s members;
• Delete members from the organization account: the member deleted will no longer have access to the organization account from their ONAIS personal profile.

  Note:

  The member’s personal account is not deleted and the person with primary contact status can add the member to the organization’s account again.

• Edit contact type: Delegate primary contact status to another member (in this case, the user will have secondary contact status).
• Edit organization profile information.

For more information about adding members, see the section, Adding an employee to the organization.

B. Manage organization account

Go to the User Dashboard page and click Set-up or update organization account. Make any necessary changes to the chosen section to update your organization account, and then click Save at the top of the page.

C. Manage personal account

To edit your personal account information, click Account Settings. This option is available on all ONAIS pages.

Make the necessary changes to the following fields:

• Personal information
• Privacy Notice ONAIS Grants and Contributions Mailing List
• Change password
• Change email address
• Forgot password

1. Edit personal data

Make any necessary changes to your personal profile and click Save.

2. Privacy Notice ONAIS Grants and Contributions Mailing List that is accessible by clicking on the Account setting link at the top of each page. Please click on the link in the Privacy Notice section of the page to read through the information carefully. Once you’ve read the information, you must make a choice between whether or not you would like to be added to WAGE’s mailing list. Be sure to click on the Save changes button at the bottom of the page.

3. Change Password

Click the link Change password. Enter your current password, enter your new password twice, then click Change Password.

4. Change Email Address

Click the link Change email, enter the new address you want to use twice, and then click Send confirmation link.

You will receive an email containing a link that allows you to confirm the change. The email will be sent to your former and new addresses. The address change will apply the next time you login and when you use the link sent in the confirmation email.

5. Forgot password

If you forget your password, click the Forgot your password? link. Enter your personal ONAIS profile email address and click Send verification email.

You will receive an email with a link you can use to reset your password. Click on the link to access the password reset page.

Choose a new password that conforms to security requirements and click Update Password.

Your password has now been reset. Click the Login link to login using your email address and new password.

D. Manage funding applications

On the User Dashboard page scroll down to the list of applications from my organization section. This allows you to view details about the status of your application, the application code, the program name that you applied to and the date when the funding application was last updated.

This table includes three options for managing your applications:

• Delete funding application: Click the Delete icon to delete the application.
• View funding application summary: Click the View icon to display your saved application information.
• To edit the funding application, two situations are possible depending on the status of the funding application:
  • First situation: The funding application has the status submitted and the call for proposals has not yet closed- click on the Retrieve icon to retrieve the application. Make the necessary changes and click Save, located at the top of the page of the section you edited to save the changes. Once you have made the changes, resubmit the funding application.
  • Second situation: The funding application has the status not submitted - click on the Edit icon to edit the chosen section. Enter your changes in the chosen section and click Save at the top of the page or Save and continue at the bottom of the page in the section you edited to save your changes.

E. Track funding applications

Once the submission deadline has passed and your application is assigned for processing, the status of your application changes from Submitted to Under Review and the only available option is to view the funding application summary.

When WAGE requests additional documentation to analyze your funding application, an email containing the relevant details is sent to your organization’s email address. Once you login to your organization’s ONAIS account select the icon to upload the documents.

You will be redirected to the File Upload page. Enter your replies in the form and attach the required document as applicable and click Submit.

Once you have replied to the request for additional documents, you can view your reply in the List of documents section.

F. Site feature help

Some ONAIS forms must be downloaded or saved in PDF format. This section outlines the steps involved in using the File Upload and Save as PDF features.

1. Upload a file

To attach a document, click Choose File.

Select the file you want to attach and click Open from your computer File Explorer.

Once the file is selected, you will be able to see the name of the file attachment.

2. Save in PDF format

You can save a summary of your saved application information or your organization’s account setup. Click Save as PDF.

You have two options:

• You have the option to download your application in a zip file. The zip file includes the summary of the application as well as the excel documents for the workplan and budget. The zip file is saved to your computer.
• Download the document and save it to your computer: Click on the Download icon select the folder where you want to save your document, then click Save.

• Print the document: Click the printer icon and follow the instructions to print the document.

VIII. Navigational aids

This section of the Guide provides an overview of ONAIS to explore the system’s various features. On logging into ONAIS home page, you arrive at the Create or Access an organization account page to start.

A. Create or access an organization account page

The Create or access an organization account page offers the following options:

• Sign out: This option allows you to securely disconnect and log out of a personal session.
• Account settings: This option allows you to manage your personal account in ONAIS. Refer to the section Manage Personal Profile.
• Create new organization profile: Create a new Organization Profile. Refer to the section Create your organization profile.
• Details: Use this option to manage the Organization Profile. Refer to the section Manage organization profile.
• Next: This opens the User Dashboard page.

B. User dashboard page

1. Navigation Bar

From the User Dashboard page, choose among the following navigation options:

• Application portal: This option allows you to access the User Dashboard page.
• Active organization: Use this option to specify the organization you selected.
• Edit the active organization: This option allows you to manage the profile of the active organization. Refer to the section Manage Organization Profile.
• Add a new organization: Use this option to create the profile for a new organization. Refer to the section Create Your Organization Profile.
• Manage organizations: This option takes you to the Access an existing organization account page to select another organization. Refer to the section Select Organization Page.

2. User dashboard page sections

The User Dashboard page consists of four sections:

• Organization: Use this option to set up or update the organization’s account. See Manage Organization Account.
• List of Funding Opportunities: This option allows you to view the funding opportunities for which your organization is eligible and can apply. Refer to the Browse and Manage Funding Applications
• List of applications from my organization: This option allows you to view the WAGE funding opportunities for which your organization has applied. See the section Manage Funding Applications.
• List of documents: This option allows you to view the additional files that you submitted at the express request of Women and Gender Equality Canada to analyze your funding application.