Transcript EHBs 101: Overview of New Components; How to Register and Navigate in EHBs.

EHBs 101: Overview of New
Components; How to Register
and Navigate in EHBs
Agenda
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Objectives
EHBs Overview
Registration
EHBs Roles
Navigating the EHBs
Resources
Questions
Objectives
• Learning Objective 1: Participants will be
able to understand the EHB and the
information contained within.
• Learning Objective 2: Participants will be
able to use EHB to easily update Agency
and contact information.
• Learning Objective 3: Participants will be
able to understand the various roles within
EHB, including those of their agency
leads.
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
• Noncompeting Continuation Progress Reports
• Grant Change Requests (Prior Approvals)
• Management of contact information and
authorized users
Grantee Tasks and Activities NOT Available in
the EHBs
Activity
Location
Competing Application Submission **
Grants.gov
Draw down of federal funds
www.dpm.psc.gov
Submission of Quarterly FFR to PMS
www.dpm.psc.gov
Changes to Organization Information
www.SAM.gov
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
EHBs System Requirements – Test Your Settings
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 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 User Registration Screen
Options are available to guide you through the registration process or
locating your username
EHBs Registration Overview
• Step 1: Create an Account
• Create your own username and password
• Provide contact information
• Step 2: Associate Account to Organization
• Search for Organization – Strongly encourage
searching using DUNS or Grant Number
• Step 3: Select Your Role
• Choose your role within the organization
Step 1: Create an Account
Complete registration form with your information
Step 2: Associate Account to Organization
Search using Grant Number to ensure you add your account to the
correct instance of the organization
Step 2: Organizations List
Searching using Organization Name may result in multiple results.
Click side arrow to view more information.
Step 2: Organization List – Detailed View
Click Register to add the organization to your account. You can add
additional organizations to your account later, if necessary.
Step 3: Choose your Role
The organization role can be changed later, if necessary.
EHBs Roles – Organization Level
• Authorizing Official
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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 BO throughout the EHBs
• May gain privilege to submit FFR
• Other Employee
• Anyone at the organization who is not a business
official
EHBs Home Page
User will not have access to organization information until account
is validated by Adding Grant to Portfolio
Grants Tab
Grants tab will display all grants a user has been given privileges to
access.
Add Grant to Portfolio
Select your role for the grant
EHBs Roles – Grant Level
• Project Director
• Name must match name listed on Notice of Award (NoA)
• Need CRSEIN and Award Issue Date to Register
• Will have be granted all Non-Financial privileges once
validated
• Manage non-financial privileges for other users
• Financial Reporting Administrator
• Need Account ID and PIN from PMS
• Will have access to all Financial Reports 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
Grant Level Privileges
View, Create/Edit, Submit, and Administer Privileges are available
for each of the types of submissions in the EHBs
EHBs Home Page with Tasks
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Easy access to tasks upcoming tasks
Recently accessed section for easy navigation
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
Pending Tasks
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 Overview
• The Organizations Tab will list all
organizations you are associated
• Provides access to organization
information
• Associated Users
• Organization Profile
• Awarded Grants
Organizations Tab
Displays organizations associated with your 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.
Updating Contact Information
• If any of your contact
information changes,
you must update your
profile
• Click the View/Update
Profile link
View/Update Profile Page
Changes made to your profile will be reflected throughout the EHBs
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]
QUESTIONS