Presentation on theme: "Jillian Gregory, REI Systems Department of Health and Human Services"— Presentation transcript:
1 EHBs Overview Ryan White Part A Administrative Reverse Site Visit Meeting Jillian Gregory, REI SystemsDepartment of Health and Human ServicesHealth Resources and Services AdministrationOffice of Information TechnologyJuly 31, 2013
2 Agenda EHBs Overview New Layout and Navigation Features Grants Tab OverviewPrior Approval Request WalkthroughTasks Tab OverviewOrganization Tab OverviewQuestions
4 What are the EHBs?The HRSA Electronic Handbooks (EHBs) is the grants and program management system used by HRSA and its granteesAvailable on the Internet – https://grants.hrsa.gov/webexternalAllow authorized individuals within an organization to view, edit, or submit grant-related information electronicallyFacilitate HRSA monitoring and oversight of programs
5 Grantee Tasks and Activities Available in EHBs Submission of grant-related requirementsConditions of AwardReporting RequirementsBudget Period RenewalsGrant Change Requests (Prior Approval Requests)Management of contact information and authorized users
8 EHBs RegistrationAll members of the grantee organization who are responsible for viewing, editing or submitting grant-related information must register in the HRSA EHBsGo to https://grants.hrsa.gov/webexternal/login.aspIf you have registered before, you do not have to register againClick “Create an Account” tab if you are not sure
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: TabsTabs 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 OverviewDisplays a list of all grants for which a user has permissionsProvides 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 registerWill be granted all non-financial privileges once validated (everything except Federal Financial Reports [FFR])Manage non-financial privileges for other usersFinancial Reporting AdministratorNeed Account ID and PIN from PMSWill have access to all FFR once validatedManage financial privileges for other usersOtherAny other members of the organization who will need to view, edit, or submit information to HRSA
17 Grants TabMy 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
24 What is a Prior Approval Request? A prior approval request is a request initiated by the grantee to change grant-related informationIn the past, these requests were submitted on paper or via . Grantees will now be required to submit requests through EHBsPrior Approval Requests include:Administrative SupplementsApproval to Draw Down FundsCarryover of Unobligated BalancesExtension of Project Period (with or without funds)Project Director ChangeRe-BudgetingOther 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 requestsIf Project Director changes, Financial Reporting Administrator can submit Project Director Change prior approval requestAll other users must be given privileges to view, edit, or submit Prior Approvals
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 FeaturesSide Menu has been collapsed. Click the >> icon to expand the side menuClick Add to enter POC and AO information
32 Navigation FeaturesSide 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 requestThe details section will be pre-populated with information from the EHBs when possibleRequired fields are marked with a red asterisk (*)Document templates will be available for downloadAll required documents for the type of request must be uploaded before the request can be submitted to HRSA
49 Tasks Tab OverviewPending tasks will appear in the tasks tab based on your privilegesReports/requirements that have not been submittedPrior approval requests that have been started, but not submittedChange RequestsRequests 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 PMSOther UsersAccess to post-award submissions once Project Director or FRA approves privileges
51 Pending TasksDisplays 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 SectionNavigating 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.
57 Organizations Tab Overview The Organizations Tab will list all organizations you are associatedProvides access to organization informationAssociated UsersOrganization ProfileAwarded Grants
58 EHBs Roles – Organization Level Authorizing OfficialSubmit two-tiered applicationsAppear as AO throughout the EHBsMay have ability to manage organization usersMay gain privilege to submit FFRBusiness OfficialAppear as Business Official throughout the EHBsOther EmployeeAnyone at the organization who is not a business official
59 Organizations TabDisplays 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 https://help.hrsa.gov/display/EHBSKBFG/HRSA Tube – EHBs VideosHRSA Contact Center
64 Contact Information:HRSA Contact Center877-Go4-HRSA/9:00 a.m. to 5:30 p.m. Eastern Time (E.T.)Monday through Friday