Transcript 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.

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
Agenda
• EHBs Overview
• New Layout and Navigation Features
• Grants Tab Overview
 Prior Approval Request Walkthrough
• Tasks Tab Overview
• Organization Tab Overview
• Questions
EHBs Overview
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 –
https://grants.hrsa.gov/webexternal
• Allow authorized individuals within an
organization to view, edit, or submit grantrelated information electronically
• Facilitate HRSA monitoring and oversight of
programs
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
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
EHBs System Requirements – Test Your Settings
EHBs Registration
• All members of the grantee organization who are
responsible for viewing, editing or submitting grantrelated information must register in the HRSA EHBs
• Go to https://grants.hrsa.gov/webexternal/login.asp
• If you have registered before, you do not have to register
again
• Click “Create an Account” tab if you are not sure
New Layout and Navigation Features
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
EHBs Home Page: My Recently Accessed
Quickly navigate to
tasks you worked on
recently
EHBs Home Page: Tabs
Tabs at the Top of the
Page provide
navigation to different
views of information
you can access
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.
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.
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
Grant Roles
• Project Director
 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
Grants Tab
My Grant Portfolio will display grants for
which you have already obtained
privileges or validated your identity
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.
Grants Tab: Add Grant to Portfolio
Click Add Grant to Portfolio
to add a grant to the My
Grant Portfolio page
Grants Tab: Expand Details Options
Click the arrow or Detailed View
link to view additional grant details
Grants Tab: Detailed View
The Detailed view will display the Project
Director, Organization DUNS, Program
Contact (Project Officer), and Grant
Contact (Grants Management Specialist)
Grants Tab: Options Menu
The Options menu provides
access to Grant-Related
Actions and Information
Prior Approval Walkthrough
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
email. Grantees will now be required to submit requests
through EHBs
• Prior Approval Requests include:
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•
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•
Administrative Supplements
Approval to Draw Down Funds
Carryover of Unobligated Balances
Extension of Project Period (with or without funds)
Project Director Change
Re-Budgeting
Administrative Supplements
Other Changes (Grantee Name, Deviation from Terms, etc.)
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
Grants Tab: Prior Approval Request
Click Request Prior
Approval
Acknowledge Documentation Review
Review HHS Grant
Policy Document
Click
Acknowledgment
check box
Click Continue
Select Prior Approval Type
Click Create
Prior Approval Status Overview
General Information and Details Section must be complete before Prior
Approval Request can be submitted to HRSA
Prior Approval Status Overview
Click the Update option to
complete the section
Navigation Features
Side Menu has been
collapsed. Click the >> icon
to expand the side menu
Click Add to enter
POC and AO
information
Navigation Features
Side Menu has been
expanded. Click the << icon
to collapse the side menu
Prior Approval General Information
Click Add to enter
POC and AO
information
Prior Approval – Add POC
Enter contact information in the form provided, or…
Prior Approval – Add POC
… select from a list of users who are registered with your organization
General Information – Complete
Click Save and Continue
to proceed to the Details
Section
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
Prior Approval Details
Attach File
Click Browse to
locate the file
Locate File
Locate and select
the file to be
attached
Click Open
Complete Attachment
Click Attach
Enter an Optional
Description
Error – Example
Prior Approval – Review
Prior Approval – Submit
Prior Approval – Submit Confirm
Prior Approval – Success Message
Prior Approval – Recently Completed
Tasks Tab
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
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
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.
Search and Filter Options
Use search and filter options at the top of the page to facilitate
navigation
Submissions Section
Navigating to the Submissions section provides additional features.
Submissions – Option Menu
Options menu provides additional features like Request Extension,
ability to view authorized users, and other grant related information.
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.
Organizations Tab
Organizations Tab Overview
• The Organizations Tab will list all
organizations you are associated
• Provides access to organization
information
• Associated Users
• Organization Profile
• Awarded Grants
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
 May gain privilege to submit FFR
• Other Employee
 Anyone at the organization who is not a business
official
Organizations Tab
Displays organizations associated with your user account
Organization Folder – Home
Home page displays summary information about the organization
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
Organization Folder – Users
Users with the “Primary Authorizing Official” role at the organization
level can manage users associated with the organization.
Resources
Resource
EHBs Help and Knowledge Base
https://help.hrsa.gov/display/EHBSKBFG/
HRSA Tube – EHBs Videos
http://www.youtube.com/hrsatube
HRSA Contact Center
877-464-4772
[email protected]
Contact Information:
HRSA Contact Center
877-Go4-HRSA/877-464-4772
9:00 a.m. to 5:30 p.m. Eastern Time (E.T.)
Monday through Friday
[email protected]
QUESTIONS