Transcript EHBs 102: Submitting Reports & Troubleshooting in EHBs Agenda • Objectives • EHBs Overview • Post Award Reporting and Change Requests • Resources • Questions.

EHBs 102: Submitting Reports &
Troubleshooting in EHBs
Agenda
• Objectives
• EHBs Overview
• Post Award Reporting and Change
Requests
• Resources
• Questions
Objectives
• Learning Objective 1: Participants will be
able to identify the needed components
and how to submit an application/report.
• Learning Objective 2: Participants will be
able to track submissions.
• Learning Objective 3: Participants will be
able to better understand how to navigate
within EHB and avoid basic errors
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
Application Process in EHBs
• All HIV/AIDS Bureau Funding
Opportunities are submitted entirely
through Grants.gov
• Applications submitted through Grants.gov
are not available in the EHBs
• Some funding opportunities for other
programs may require partial submission
through EHBs – refer to the program
guidance for detailed submission
instructions
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
EHBs Home Page
-
Easy access to tasks upcoming tasks
Recently accessed section for easy navigation
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
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
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.
Pending Tasks
Use search and filter options at the top of the page to facilitate
navigation
Submissions vs. Prior Approval Requests
• The following items come under “Other Submission”
mechanism:
• Grantees’ responses to Terms and Conditions Of Awards
• Grantees’ responses to PO’s requests for revision on a COA
• Reporting Requirements (A/E Reports)
• The following request types come under Prior Approval
Mechanism:
Carryover of unobligated balances
Re-budgeting (A&R, Transfers etc)
Extension with Funds
Extension without funds (No cost extension)
Administrative Supplements
Request to Draw Down Funds/Draw Down Restriction (DDR)
requests
• Other (Construction, Deviation from Terms, etc)
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Electronic Document Submission Overview
• Reporting requirements or documents
required as a condition of award on the NGA
should be submitted via EHBs
• In some cases, a template will be available for
you to download, complete offline, and upload
into the EHBs
• Available in the Grant Handbook under the
appropriate section
• Progress Report
• Performance Report
• Other Submissions
Electronic Document Submission Process
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Submission will be available in the Grant Handbook on the
date specified by HRSA
An email notification will be sent reminding you to submit the
requested information
Grantees will upload the required documents into the EHBs
and submit to HRSA
Business and validation rules will be enforced on the
captured data to ensure completeness
Once all documents have been uploaded into the EHBs, the
grantee will submit the documents to HRSA
HRSA Program and Grants Office personnel will review the
documents and approve, disapprove, or request more
information
If returned for changes, make the appropriate changes and
re-submit the report/submission
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.
Prior Approval Requests – Process Overview
1. The Project Director or other user with “Administer Grant
Users” privileges in the Grant Handbook will manage user
privileges for Prior Approval Requests
2. Grantee users with privileges to Edit or Submit Prior Approval
requests in the Grant Handbook will login to the EHBs and
begin the request
3. In some cases, templates for the required documents will be
available for download in the EHBs
4. Grantee will complete required fields in the web-forms and
upload completed required documents as attachments in the
EHBs
5. Business and validation rules will be enforced on the captured
data to ensure completeness
Prior Approval Requests
Process Overview Continued…
6. Once all required fields have been completed
and validated and all documents have been
uploaded into the EHBs, the grantee will submit
the request to HRSA
7. HRSA Program and Grants Office personnel will
review the request and approve, disapprove, or
request more information
8. If returned for changes, make the appropriate
changes and re-submit the request
9. Once the request is approved, HRSA will
complete the process and deliver any related
documentation, such as a revised Notice of
Award (NoA)
Creating a Prior Approval Request – Grants Tab
In the Grant Tab, locate the grant for which you want to create the
Prior Approval Request. Click the down arrow to open the options
menu.
Creating a Prior Approval Request – Grants Tab
In the options menu, select the Request Prior Approval option
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. Click the Expand
Arrow to view the Primary AO information. Primary AO is a registered
member of the grantee organization who can manage organization
users.
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]
QUESTIONS