ACF GABI

QUESTIONS REGARDING INSTALLATION AND GETTING STARTED

1) Where and how do I get the latest version of GABI Software?
You may download GABI from our website at www.acfgabi.com/download.htm. For your convenience, there are step-by-step user instructions on this website that will guide you though the entire process. Once you have downloaded and installed GABI, be sure to check back yearly for updates. You may also call the Head Start Information and Publication Center at 703-683-5767 to request a copy of the software.

2) How do I determine if I have the latest version of GABI?
To determine the latest GABI version number, please visit our supporting website www.acfgabi.com/download.htm for version history, latest news, and updates.

3) How much does GABI cost?
The GABI software is free of charge for all Head Start grantees and delegate agencies. Technical assistance for GABI is also free by calling our toll free line at 1-877-ACF-GABI.

4) Can GABI be installed on a MAC?
No, GABI can only be installed on computers with Windows 95 or above.

5) How much memory does GABI require?
GABI requires 16 MB of RAM

6) How do you uninstall the GABI program?
In the Start menu at the bottom left corner of your computer screen, go to Settings > Control Panel > Add/Remove Programs, select GABI, click on Change/Remove button.

7) Can GABI be networked?
Yes. Go to www.acfgabi.com/download.htm and download the latest GABI Software manual. Instructions for setting up GABI on a shared network are on page 8.

8) If I upgrade to the new GABI, will all of my applications be automatically transferred over?
Yes. If you follow the step-by-step user upgrade instructions available on www.acfgabi.com/download.htm, then all of your grant applications will automatically be transferred to the new GABI.

9) I try to install GABI by launching the SETUP.EXE but nothing happens, what to do?
Most likely you don't have administrative rights on this computer to install software. Please contact your Network Administrator to install GABI for you.

10) Where can I obtain a copy of the GABI User's Manual?
You can download a copy of the GABI User's Manual on www.acfgabi.com/download.htm website. You will need to have Adobe Acrobat Reader software installed on your computer to open and view this manual. If you have this program already installed on your computer, GABI Manual will automatically open on your screen. If you don't have Adobe Acrobat Reader installed on your computer, you can download it from http://www.adobe.com/products/acrobat/readstep2.html website.

QUESTIONS REGARDING FUNCTIONAL ISSUES

11) Can GABI be used for supplemental applications?
GABI may be used for any type of Head Start/Early Head Start Basic, Supplemental, or Expansion Grant Applications. Please note the funded enrollment and program schedule information is NOT required for supplemental applications.

12) When I try to create a new grant application, the Fiscal Year drop-down menu doesn't expand beyond 2005, what do I need to do?
You are running an old version of GABI software. To upgrade to the latest GABI software, please visit www.acfgabi.com/download.htm to obtain step-by-step instructions for downloading and installing the latest GABI.

13) What information goes on the "Other Cash Funding Sources" page?
This section of the grant application is for cash resources that are not included in the Head Start grant award. These resources may be necessary to support the services that will be provided to Head Start children and their families. To enter funding for USDA reimbursement and other cash funding in GABI, go to Edit > Other Cash Funding Sources.

14) What is the general rule when it comes to figuring out the Non-Federal share?
Non-Federal share has to be at least 20% of the total budget.

(Please note: The total agency budget is comprised of the sum of Cost for Program Operations, Training and Technical Assistance, and Non-Federal Share.)

15) Can I combine my Head Start and Early Head Start grant applications into a single GABI file?
Any applications (except for Expansion grants) that have the same Fiscal Year and Grant Number can be combined (or "rolled up"). This includes grantees and their delegates, HS and EHS applications, and basic and supplemental applications. To roll up your applications in GABI, go to File > Rollup Grant Application. As a result, two applications are created: Line Item Rollup and Contractual Line Item Rollup. (The SF424 for the Rollup can only be accessed from the Contractual Line Item Rollup record.)

16) I have rolled up my grant applications, which one do I submit to the Regional Office?
Contact your Program Specialist for your Regional Office to receive instructions on what to submit and at what time.

17) Can edits be made to the SF424 and SF424A reports?
SF424 and SF424A reports are generated from the figures entered into SF424 and SF424A forms and the Line Item Budget, all of which can be edited in the "Edit" menu of GABI.

To update SF424 form with the Line Item Budget figures, go to Edit > SF424, click on the second tab "Items 10-16" and click the "Reset to Line Item Budget Totals" button in item 15. Click on "Save" and "Ok."

To update SF424A form with the line item budget figures, go to Edit > SF424A and click on the "Reset to Line Item Budget Totals" button at the bottom of the form. Click on "Save" and "Ok."

To print the SF424 and SF424A reports in GABI, go to Reports > SF424 or SF424A.

18) How do I enter/edit the line item budget?
In GABI, go to Edit > Line Item Budget, navigate to the desired line item by selecting the appropriate tab.

19) How do I change the default Functional Allocations?
In GABI, go to Edit > Line Item Budget, double-click to select the desired line item or go to Edit > Edit Functional Allocations.

(Please note: Functional Allocations for the Fringe Benefits section in the Line Item Budget cannot be manually adjusted. The percentages for this section are automatically set by GABI based on the overall percentage distribution of the personnel budget data entered in the Personnel section of the Line Item Budget.)

20) How do you add Write-In Line Items?
Go to Edit > Add Write-In Line Item.

21) How do I change the order of the Line items?
The order of the Line items cannot be changed.

22) Why can't I enter my budget period correctly?
You have probably selected the wrong fiscal year when creating your application. The budget period range is restricted based on the fiscal year that is specified for the selected application. For example, the budget period ranges per fiscal year are as follows:

FY 2006: 10/01/05 - 09/30/06 through 09/30/06 - 09/29/07

FY 2007: 10/01/06 - 09/30/07 through 09/30/07 - 09/29/08

To correct the wrong fiscal year, the grant application needs to be duplicated. To duplicate a grant application in GABI, go to File > Duplicate Grant Application.

(Please note: In GABI, only one "BASIC GRANT APPLICATION" may exist per fiscal year.)

23) Why can't I generate a Detailed Report and why does my Grant Application Report say "DRAFT" across the top?
The grant application needs to pass the audit before you can generate the Detailed Report or print a final copy of the Grant Application Report. To audit an application in GABI, go to File > Audit. All of the listed "Error" messages will have to be corrected for the application to pass the audit. "Warning" messages will NOT prevent your application from passing the audit. After the application passes the audit, the word "DRAFT" will be removed from the report.

24) How do I print the Program Narrative?
To print the Program Narrative in GABI from the Program Narrative screen, right-click the mouse button, select Edit, click on File > Print or click on the printer icon.

25) How do I duplicate a grant application?
Go to File > Duplicate Grant Application, select the application you want to duplicate and click on "Duplicate." Change any of the fields and click "Ok."

(Please note: In GABI, only one "BASIC GRANT APPLICATION" may exist per fiscal year.)

26) Can I delete multiple applications at one time?
Yes. In GABI 5.0, when selecting applications to remove within the "Delete Grant Application" screen, press down and hold the "Ctrl" key on the keyboard and use the left-mouse button to click and select all of the applications desired for deletion. Each selected application will be highlighted in blue. When all applications intended for deletion are highlighted, press the "Delete" button on the lower-left side.

27) If I Export applications out of GABI will they be removed from the software?
No. When you use the Export grant application function none of your application will be removed or deleted from GABI.

28) How do I Add/Edit/Delete the Manager Line Item 14 in the Program Design and Management Personnel section of the Personnel Line Item Budget?
Double-click on the Manager Line Item 14 with the left mouse button. In the pop-up "Line Item Description, Funding, and Functional Allocations" screen, fill out all of the entry fields for one manager. If you have more than one manager, you must create a new manager record for each manager. To add a new record click the [ + ] button; to delete a Manager record click the [ - ] button; to scroll through the existing manager records use the [ |< ] [ < ] [ > ] [ >| ] buttons. To save the Manager record, click on "OK" button. If you don't want to save the manager record, click the "Cancel" button.

29) The Summary Items section of the Detail Report shows incorrect figures, how can I correct them?
To make sure that the Summary Items section of the Detail Report is computing values correctly, you need to Reset both SF424 and SF424A to your final Line Item Budget figures.

To update SF424 form with the final Line Item Budget figures, go to Edit > SF424, click on the second tab "Items 10-16" and click the "Reset to Line Item Budget Totals" button in item 15. Click on "Save" and "Ok."

To update SF424A form with the line item budget figures, go to Edit > SF424A and click on the "Reset to Line Item Budget Totals" button at the bottom of the form. Click on "Save" and "Ok."

30) How do I print a Blank Grant Application?
To print a blank grant application in GABI, go to File > New Grant Application. Fill out all of the information on the "New Grant Application" screen and click on "OK." Next, go to Reports > Grant Application Report. Click on the Print button in the upper left corner of the report.

31) My Rollup Grant Application is showing incorrect figures, how do I correct them?
If you are certain that your Rollup Grant Application is incorrect, you need to delete both the "Line Item Rollup Grant Application" and the "Contractual Rollup Grant Application" and make all of the necessary corrections in the individual grant applications that were used to create these Rollups. Once you are certain that all of your individual Grant Applications are correct and they pass the audit, go ahead and recreate the Rollups.

32) The Detail Report option is grayed out and I can't run it. What do I need to do?
In order to run the Detail Report, your application must first pass the Audit Report. To run the Audit Report, click on Reports > Audit Report.

(Please note: All of the listed "Error" messages will have to be corrected for the application to pass the audit. "Warning" messages will NOT prevent your application from passing the audit.)

33) My application has an incorrect Grant Number, how do I fix this?
To change the Grant Number of your application, click on File > Duplicate Grant Application. Click to select the current application in the list and click on the "Duplicate" button at the bottom right corner of the window. In the pop-up menu, correct the Grant Number and make sure all other fields are correct. Next, click on "Ok." You should now see the newly created grant application in the application selection menu.

(Please note: All of your application information will be transferred to the duplicated application. Also, in the GABI Software only one "BASIC GRANT APPLICATION" may exist per fiscal year.)

QUESTIONS REGARDING TECHNICAL ISSUES

34) Why are my GABI menus cut off?
Close GABI software and right-click with your mouse button on the desktop screen. In the pop-up menu, click on the Properties menu and click on the Settings tab. Next, click on the Advanced button in the General tab. In the DPI Settings drop down menu, click to select "Normal Size (96 DPI)." Next, click on the "Apply" button at the bottom right corner of the menu screen and click the "OK" button. Restart the computer and open GABI.

35) How do I save my grant application to a floppy?
To do this you have to export the GABI data directly to the A:\ drive. Go to File > Export, click to select the application, click on the "Choose File and Location" button, click in the "Look In" drop-down menu at the top of the window and select the 3 1/2 Floppy (A:\), then name the file, click on "Open" button and then "OK" button.

36) How can I e-mail my GABI file?
Export the file and send the file as an attachment in your e-mail. The procedure for attaching a GABI file to an e-mail message varies depending on the e-mail program used. Please contact your email system vender for support or see the examples provided in the GABI manual, "Appendix D: GABI Files As An Email Attachment."

37) Why can't I open the GABI ".gab" file once I export to a floppy disk?
GABI is a database, unlike Word and Notepad. GABI data cannot be viewed unless the data is the GABI software.

ADDITIONAL QUESTIONS AND POINTS OF CONTACT

38) I have some fiscal questions about my Line Item Budget, where can I get some help?
For any type of fiscal questions, please contact your Fiscal Specialist at your Regional Office.

39) Where do I submit my Grant Application?
Please contact your Program Specialist at your Regional Office.

40) Where can I get GABI training?
Contact your regional office to request GABI training.

41) Where can I get some additional help?
You can call the GABI Technical Support Helpdesk at 1-877-ACF-GABI (1-877-223-4224) 9:00 - 5:00pm EST, on all government business days.

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