EHBs OverviewRyan White Part A

Administrative Reverse Site Visit Meeting

Jillian Gregory, REI SystemsDepartment of Health and Human Services

Health Resources and Services AdministrationOffice 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 grant-related 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 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 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

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

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

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.

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.

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

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.

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

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

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)

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

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:• 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 ApprovalClick Request

Prior Approval

Acknowledge Documentation Review

Review HHS Grant Policy Document

Review HHS Grant Policy Document

Click Acknowledgment check box

Click Acknowledgment check box

Click Continue

Click Continue

Select Prior Approval Type

Click CreateClick Create

Prior Approval Status Overview

General Information and Details Section must be complete before Prior Approval Request can be submitted to HRSA

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

Click the Update option to complete

the section

Navigation Features

Click Add to enter POC and AO information

Click Add to enter POC and AO information

Side Menu has been collapsed. Click the >> icon to expand the side

menu

Side Menu has been collapsed. Click the >> icon to expand the side

menu

Navigation Features

Side Menu has been expanded. Click the << icon to collapse the side

menu

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

Click Add to enter POC and AO information

Prior Approval – Add POC

Enter contact information in the form provided, or…Enter contact information in the form provided, or…

Prior Approval – Add POC

… select from a list of users who are registered with your organization

… 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

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

Click Browse to locate the

file

Locate File

Click OpenClick Open

Locate and select the file to be

attached

Locate and select the file to be

attached

Complete Attachment

Enter an Optional

Description

Enter an Optional

Description

Click AttachClick Attach

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 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.

Search and Filter OptionsUse search and filter options at the top of the page to facilitate navigation

Submissions SectionNavigating to the Submissions section provides additional features.

Submissions – Option MenuOptions menu provides additional features like Request Extension, ability to view authorized users, and other grant related information.

Submissions – Option Menu – Submission LinkUse 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 TabDisplays organizations associated with your user account

Organization Folder – Home Home page displays summary information about the organization

Organization Folder – ProfileOrganization 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.

ResourcesResource

EHBs Help and Knowledge Base https://help.hrsa.gov/display/EHBSKBFG/

HRSA Tube – EHBs Videos http://www.youtube.com/hrsatube

HRSA Contact Center 877-464-4772CallCenter@hrsa.gov

Contact Information:

HRSA Contact Center877-Go4-HRSA/877-464-4772 9:00 a.m. to 5:30 p.m. Eastern Time (E.T.) Monday through Friday CallCenter@HRSA.GOV

QUESTIONS