1. EHBs Overview Ryan White Part A Administrative Reverse Site Visit Meeting
Jillian Gregory, REI Systems
Department of Health and Human Services
Health Resources and Services Administration
Office of Information Technology
July 31, 2013

2. Agenda EHBs Overview New Layout and Navigation Features
Grants Tab Overview
Prior Approval Request Walkthrough
Tasks Tab Overview
Organization Tab Overview
Questions

3. EHBs Overview

4. What are the EHBs?
The HRSA Electronic Handbooks (EHBs) is the grants and program management system used by HRSA and its grantees
Available on the Internet –
Allow authorized individuals within an organization to view, edit, or submit grant-related information electronically
Facilitate HRSA monitoring and oversight of programs

5. Grantee Tasks and Activities Available in EHBs
Submission of grant-related requirements
Conditions of Award
Reporting Requirements
Budget Period Renewals
Grant Change Requests (Prior Approval Requests)
Management of contact information and authorized users

6. EHBs System Requirements
Browser Requirements
Internet Explorer v. 8.0 and higher
Mozilla Firefox v. 3.6 or higher
HRSA EHBs use pop-up windows – ensure that your browser settings allow pop-ups
In order to completely experience the usability features, ensure that Javascript is enabled on your browser
Session time out
Allow 30 minutes of being idle
Warning pop-up 1 minute before system logs you out

7. EHBs System Requirements – Test Your Settings

8. EHBs Registration
All members of the grantee organization who are responsible for viewing, editing or submitting grant-related information must register in the HRSA EHBs
Go to
If you have registered before, you do not have to register again
Click “Create an Account” tab if you are not sure

9. New Layout and Navigation Features

10. EHBs Home Page: Items We Are Tracking For You
Quick links to navigate to filtered information like Tasks due within 30 days or tasks that are late

11. EHBs Home Page: My Recently Accessed
Quickly navigate to tasks you worked on recently

12. EHBs Home Page: Tabs
Tabs at the Top of the Page provide navigation to different views of information you can access

13. EHBs Navigation: System Toolbar
The System Toolbar will appear at the bottom of every screen and provides additional navigational features and task-related information, when available.

14. EHBs Help and Knowledge Base
The EHBs Help and Knowledge Base can be accessed through the (?) icon at the bottom of the page or through the Support Menu at the top of the page.
The EHBs Screen Help will provide information specific to the page you are viewing.

15. Grants Tab Overview
Displays a list of all grants for which a user has permissions
Provides access to information in the context of a specific grant

16. Grant Roles Project Director Financial Reporting Administrator Other
Name must match name listed on Notice of Award (NoA)
Need CRSEIN and Award Issue Date from most recent NoA are required to register
Will be granted all non-financial privileges once validated (everything except Federal Financial Reports [FFR])
Manage non-financial privileges for other users
Financial Reporting Administrator
Need Account ID and PIN from PMS
Will have access to all FFR once validated
Manage financial privileges for other users
Other
Any other members of the organization who will need to view, edit, or submit information to HRSA

17. Grants Tab
My Grant Portfolio will display grants for which you have already obtained privileges or validated your identity

18. Grants Tab: My Grant Portfolio
By default, this list will show grants that are active or have ended within the last 90 days. Use the search feature to search for older grants.

19. Grants Tab: Add Grant to Portfolio
Click Add Grant to Portfolio to add a grant to the My Grant Portfolio page

20. Grants Tab: Expand Details Options
Click the arrow or Detailed View link to view additional grant details

21. Grants Tab: Detailed View
The Detailed view will display the Project Director, Organization DUNS, Program Contact (Project Officer), and Grant Contact (Grants Management Specialist)

22. Grants Tab: Options Menu
The Options menu provides access to Grant-Related Actions and Information

23. Prior Approval Walkthrough

24. What is a Prior Approval Request?
A prior approval request is a request initiated by the grantee to change grant-related information
In the past, these requests were submitted on paper or via . Grantees will now be required to submit requests through EHBs
Prior Approval Requests include:
Administrative Supplements
Approval to Draw Down Funds
Carryover of Unobligated Balances
Extension of Project Period (with or without funds)
Project Director Change
Re-Budgeting
Other Changes (Grantee Name, Deviation from Terms, etc.)

25. Registration to Grant Folder
By default, the Project Director and Financial Reporting Administrator will have privileges to view, edit, or submit prior approval requests
If Project Director changes, Financial Reporting Administrator can submit Project Director Change prior approval request
All other users must be given privileges to view, edit, or submit Prior Approvals

26. Grants Tab: Prior Approval Request
Click Request Prior Approval

27. Acknowledge Documentation Review
Review HHS Grant Policy Document
Click Continue
Click Acknowledgment check box

28. Select Prior Approval Type
Click Create

29. Prior Approval Status Overview
General Information and Details Section must be complete before Prior Approval Request can be submitted to HRSA

30. Prior Approval Status Overview
Click the Update option to complete the section

31. Click Add to enter POC and AO information
Navigation Features
Side Menu has been collapsed. Click the >> icon to expand the side menu
Click Add to enter POC and AO information

32. Navigation Features
Side Menu has been expanded. Click the << icon to collapse the side menu

33. Prior Approval General Information
Click Add to enter POC and AO information

34. Prior Approval – Add POC
Enter contact information in the form provided, or…

35. Prior Approval – Add POC
… select from a list of users who are registered with your organization

36. General Information – Complete
Click Save and Continue to proceed to the Details Section

37. Prior Approval Request – Details Section
Information requested in the details section varies depending on the type of prior approval request
The details section will be pre-populated with information from the EHBs when possible
Required fields are marked with a red asterisk (*)
Document templates will be available for download
All required documents for the type of request must be uploaded before the request can be submitted to HRSA

38. Prior Approval Details

39. Click Browse to locate the file
Attach File
Click Browse to locate the file

40. Locate and select the file to be attached
Locate File
Locate and select the file to be attached
Click Open

41. Enter an Optional Description
Complete Attachment
Click Attach
Enter an Optional Description

42. Error – Example

43. Prior Approval – Review

44. Prior Approval – Submit

45. Prior Approval – Submit Confirm

46. Prior Approval – Success Message

47. Prior Approval – Recently Completed

48. Tasks Tab

49. Tasks Tab Overview
Pending tasks will appear in the tasks tab based on your privileges
Reports/requirements that have not been submitted
Prior approval requests that have been started, but not submitted
Change Requests
Requests for access (if applicable)
Use the left side menu to access additional features

50. Access to Tasks Project Director
Access to tasks for a grant by “Adding Grant to Portfolio” using information from most recent Notice of Award (NoA)
Financial Reporting Administrator (FRA)
Access to Grant Handbook after validating account using Account ID and PIN from PMS
Other Users
Access to post-award submissions once Project Director or FRA approves privileges

51. Pending Tasks
Displays pending tasks for all grants for which you have privileges for all organizations you are associated with. The Grant Number and Organization will appear listed.

52. Search and Filter Options
Use search and filter options at the top of the page to facilitate navigation

53. Submissions Section
Navigating to the Submissions section provides additional features.

54. Submissions – Option Menu
Options menu provides additional features like Request Extension, ability to view authorized users, and other grant related information.

55. Submissions – Option Menu – Submission Link
Use the Submissions link to print out a copy of the submission. If you have not entered any data in the submission form, this is one way of printing out a blank form to aid in data collection offline.

56. Organizations Tab

57. Organizations Tab Overview
The Organizations Tab will list all organizations you are associated
Provides access to organization information
Associated Users
Organization Profile
Awarded Grants

58. EHBs Roles – Organization Level
Authorizing Official
Submit two-tiered applications
Appear as AO throughout the EHBs
May have ability to manage organization users
May gain privilege to submit FFR
Business Official
Appear as Business Official throughout the EHBs
Other Employee
Anyone at the organization who is not a business official

59. Organizations Tab
Displays organizations associated with your user account

60. Organization Folder – Home
Home page displays summary information about the organization

61. Organization Folder – Profile
Organization information will be displayed, but cannot be changed in the EHBs. Changes can be made in SAM and will then be reflected in the EHBs

62. Organization Folder – Users
Users with the “Primary Authorizing Official” role at the organization level can manage users associated with the organization.

63. Resources Resource EHBs Help and Knowledge Base
HRSA Tube – EHBs Videos
HRSA Contact Center

64. Contact Information:
HRSA Contact Center
877-Go4-HRSA/
9:00 a.m. to 5:30 p.m. Eastern Time (E.T.)
Monday through Friday

65. QUESTIONS