1. 1 The HRSA Electronic Handbooks (EHBs) Judy Ceresa HRSA - Division of Grants Policy Elisa Peet HRSA Call Center August 27, 2007

2. 2 Today’s Goals HRSA’s electronic grants submissions process Applying for competing grants Applying for non-competing grants EHB Technical Assistance

3. 3 Electronic grants submissions process Public Law (PL) 106-107 Federal Financial Assistance Management Improvement Act of 1999 Improve the effectiveness and performance of Federal financial assistance programs Simplify Federal financial assistance application and reporting requirements Improve the delivery of services to the public President’s Management Agenda (2002) “Agencies to allow applicants for Federal Grants to apply for, and ultimately manage, grant funds online through a common web site, simplifying grants management and eliminating redundancies...”

4. 4 Electronic grants submissions process (cont.) Since January 1, 2006, HRSA : Requires electronic submission through Grants.gov for all HRSA grant applications Transitioned from the PHS 398/6025 application form to SF424 family of forms data set SF424 Research and Research-Related (SF424 (R&R)) SF424 Discretionary

5. 5 Two Systems Working Together Grants.gov – the Federal government’s single on-line portal to find and apply for Federal grant funding Used by all 26 Federal grant-making agencies HRSA Electronic Handbooks (EHBs) - allow applicant/grantees, program and grants management staff to transmit and manage application award and performance data

6. 6 Applying for a competing grant All competing grant application must be submitted through Grants.gov Step 1: Grantee registers in Grants.gov All required registrations must be completed prior to submission. Step 2: Grantee searches for and identifies a grant opportunity in Grants.gov

7. 7 Applying for a competing grant (cont.) Step 3: Grantee downloads and saves grant application package to their local computer system. Step 4: Grantee completes the application making sure to save a copy of the application to their local computer system. Step 5: The Authorized Organizational Representative (AOR) submits the application to Grants.gov.

8. 8 Applying for a competing grant (cont.) Step 6: Grantee submits the application, prints off and signs the Face Page from the Grants.gov submission and submits to HRSA Grant Application Center: The Legin Group, Inc. Attn: Your Grant Program Program Announcement No. HRSA-XX-XXX CFDA No. 93.XXX 910 Clopper Road Suite 155 South Gaithersburg, MD 20878

9. 9 Applying for a competing grant (cont.) Step 7: Grantee tracks the status of the submitted application package at Grants.gov until they are notified via email that HRSA has received it. (After verification, EHBs saves the data and attachments, and HRSA begins processing the application) Important: Do not submit your application to Grants.gov more than once!

10. 10 Applying for a non-competing grant Step 1: Grantee registers in Grants.gov. All required registrations must be completed prior to submission. To search for Non-competing applications posted on Grants.gov, please select the link “Apply for Grants” not the link “Find Grant Opportunities” Step 2: Grantee enters funding opportunity number from guidance application or information received on funding opportunity number from HRSA Example of funding opportunity numbers: Compete: HRSA-08-001 Non-compete: 5-D04-08-001

11. 11 Applying for a non-competing grant (cont.) Step 3:Grantee downloads and saves guidance and grant application package (424 Short Form or 424 R&R Short Form and 5161 Checklist) to their local computer

12. 12 Applying for a non-competing grant (cont.) Step 4: The Authorized Organizational Representative (AOR) submits completed application forms to Grants.gov. (Applications are downloaded to EHBs from Grants.gov)

13. 13 Applying for a non-competing grant (cont.) Step 5: HRSA notifies Project Director, Authorizing Official, Point of Contact and Business Official listed in the Grants.gov application that their application is available in EHBs for entry of program specific and other application information to complete the application process. (This will happen about three days after the grantee receives notification from Grants.gov that their application has been accepted)

14. 14 Applying for a non-competing grant (cont.) Step 6: Applicant reviews and enters additional information for non-competing continuations in EHBs. Step 7: Grantee submits the application, prints off and signs the Face Page from the EHB submission

15. 15 Applying for a non-competing grant (cont.) Step 8: Applicant sends signed Face Page to the HRSA Grant Application Center: The Legin Group, Inc. Attn: Your Grant Program Program Announcement No. HRSA-XX-XXX CFDA No. 93.XXX 910 Clopper Rd., Suite 155 South Gaithersburg, MD 20878

16. 16 Approval of Waivers and Extensions Competitive Opportunities: Grantees must request waivers by submitting a written request to: DGPWAIVERS@HRSA.govDGPWAIVERS@HRSA.gov Include in request: Organization name and contact information and opportunity number Non-Competing Continuations: Grantees must request extensions by submitting a written request to: DGPWAIVER@HRSA.govDGPWAIVER@HRSA.gov Include in request: Organization name, opportunity number, grant number, name of organization’s project director

17. 17 COMING SOON: EHBs New Submissions Module Will allow grantees direct electronic interface with their HRSA Project Officers and Grants Management Specialists (All grantees registered in EHBs will have access to the new Submissions Module)

18. 18 EHBs Technical Assistance The Electronic Handbook is a web-based system that existing grantees use to complete non-competing continuation applications as well as specific post award reports that are required as part of the terms and conditions of the grant.

19. 19 Registration Register a new account ONLY if you do not already have an account. Never register more than once.

20. 20 Registration – 2 Steps Create a user account. Associate yourself with an organization.

21. 21 Step 1 Create User Account Individual users from an organization who participate in the grants process such as applying for non-competing continuations must create individual system accounts. Username: must be 6-20 characters (not case sensitive). Password: must be at least 8 characters consisting of at least one upper case, one lower case, one number, and one special character (case sensitive).

22. 22 Step 2 Organization Association Choose the correct role: Authorizing Official: authorized individual who does the final submission to HRSA for new grants and signs the face page for all grant applications. Business Official: individual authorized to handle the finances. Other Employee: any individual not classified as one of the above (i.e.: project director, coordinator, data submitter).

23. 23 Step 2 Organization Association Search for your organization by the grant number. Note that since all existing grantee organization records already exist within the EHB, there is no need to create a new one. Make sure to add yourself to the organization.

24. 24 Grant Portfolio/ Handbook Provides the appropriate individuals a means to perform various post award activities (i.e.. CADR, ADAP, CPMS, non-competing continuation applications). Ensures that only the right individuals from the organization have access to grant data. Allows the project director to control the privileges of various users and delegate certain responsibilities to other users from the same organization.

25. 25 Grant Portfolio/ Project Director Once the Project Director adds the grant to their portfolio, they automatically will have all privileges. They must have their most recent Notice of Grant Award (NGA) in order to verify their identity when adding the grant to their portfolio.

26. 26 Grant Portfolio/ Data Submitter All other users from the organization must add the grant to their portfolio to request access to the grant. The Project Director can then approve the request and grant necessary access rights so that the users can view relevant information. The Project Director can determine which privileges they would like to grant the user.

27. 27 Email Notifications – Through EHB Project Directors will receive an email notification every time a user adds the grant to their portfolio/requests access. Users in which the Project Director approves or disapproves the request will receive an email. Actions are not dependent on email notifications. All emails are generated through the system. No one needs to initiate the email.

28. 28 HRSA Call Center Hours of Operation: Mon – Fri 9:00am – 5:30pm Phone: (877) 464 - 4772 Phone: (301) 998 - 7373 Email: callcenter@hrsa.govcallcenter@hrsa.gov Where to Go for Help

29. 29 Questions?