hrsa electronic handbooks noncompeting continuation …(figure 3). note: you cannot submit your ncc...
TRANSCRIPT
HRSA Electronic Handbooks
Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants) Walkthrough of Program Specific Information Forms
Last updated on: August 1, 2018
User Guide For Grant Applicants 2 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Table of Contents 1. INTRODUCTION ...................................................................................................................................................... 4
1.1. DOCUMENT PURPOSE .......................................................................................................................................... 4
1.2. DOCUMENT ORGANIZATION ...................................................................................................................................... 4
2. COMPLETE THE PROGRAM SPECIFIC INFORMATION FORMS ............................................................... 5
2.1. PROJECT OBJECTIVES AND ACCOMPLISHMENTS .................................................................................................. 6
2.2. PROJECT BARRIERS AND RESOLUTIONS ............................................................................................................... 7
2.3. TECHNICAL ASSISTANCE NEEDS ......................................................................................................................... 8
2.4. PROGRAM SPECIFIC FORMS – REVIEW ................................................................................................................. 9
3. SUBMITTING THE NCC PROGRESS REPORT ............................................................................................... 10
3.1. REVIEWING NCC PROGRESS REPORT STATUS ........................................................................................................ 10
3.2. COMPLETE THE REMAINDER OF THE NCC PROGRESS REPORT .......................................................................... 10
3.3. REVIEWING SUBMITTED NCC PROGRESS REPORT ............................................................................................ 12
4. CUSTOMER SUPPORT .......................................................................................................................................... 15
4.1. HRSA CONTACT CENTER ................................................................................................................................. 15
4.2. HRSA PROGRAM SUPPORT ............................................................................................................................... 15
5. FREQUENTLY ASKED QUESTIONS .................................................................................................................. 16
5.1. SOFTWARE ................................................................................................................................................................ 16
5.1.1 What are the software requirements for HRSA EHBs? ............................................................................... 16
5.1.2 Are HRSA EHBs compliant with Section 508? ........................................................................................... 16
5.1.3 What are the system requirements for using HRSA EHBs on a Macintosh computer? ............................... 16
5.1.4 What document types can I upload? ........................................................................................................... 16
User Guide For Grant Applicants 3 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Table of Figures Figure 1: NCC Progress Report – Status Overview ........................................................................................................ 5
Figure 2: Program Specific Information – Status Overview ........................................................................................... 6
Figure 3: Project Objectives and Accomplishments ....................................................................................................... 7
Figure 4: Project Barriers and Resolutions ..................................................................................................................... 8
Figure 5: Technical Assistance Needs ............................................................................................................................ 8
Figure 6: Program Specific Forms - Review .................................................................................................................. 9
Figure 7: NCC Progress Report - Status of Program Specific Information Forms ........................................................ 10
Figure 8: NCC Progress Report - Status Overview ...................................................................................................... 10
Figure 9: Submit NCC Progress Report ....................................................................................................................... 11
Figure 10: Submit to HRSA ......................................................................................................................................... 11
Figure 11: NCC Progress Report Certification ............................................................................................................. 12
Figure 12: NCC Progress Report – Submit Result ....................................................................................................... 12
Figure 13: Submissions List Following NCC Progress Report Submission .................................................................. 12
Figure 14: Submissions - All .............................................................................................................................................. 13
Figure 15: Submissions Search Filters .......................................................................................................................... 13
Figure 16: Submissions Search All Results .................................................................................................................. 14
User Guide For Grant Applicants 4 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
1. Introduction
1.1. Document Purpose
The purpose of this document is to provide grantees with detailed instructions for using the HRSA Electronic Handbook (EHB) to complete the Noncompeting Continuation Progress Report’s Program Specific Information forms for their grant. This document is to be utilized in conjunction with the NCC Progress Report User Guide for Generic Grants, as it contains complete information on the HRSA EHBs and other NCC standard forms.
1.2. Document Organization
This document contains the following sections:
Section Description
Register with the HRSA Electronic Handbooks Describes how to register with the HRSA Electronic Handbooks, log into HRSA Electronic Handbooks, and navigate to the Progress Report.
Get Started with the HRSA Electronic Handbooks Describes how to log in to HRSA Electronic Handbooks and access the Progress Report.
Complete the Program Specific Information Forms Describes the steps necessary to complete the Program Specific Information sections of the Progress Report in the Electronic Handbooks.
Review the NCC Progress Report Describes how to review a Progress Report to ensure that all information is accurate before submitting the Progress Report to HRSA.
Submit the NCC Progress Report Describes the steps necessary to submit the Progress Report to HRSA.
Customer Support Provides contact information to address technical and programmatic questions.
Frequently Asked Questions Provides answers to frequently asked questions by various categories.
User Guide For Grant Applicants 5 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
2. Complete the Program Specific Information Forms
When users first open their NCC Progress Report they will be taken directly to the NCC Progress Report – Status Overview page. From this page users will click the Update link to the right of the section name Program Specific Information (Figure 1) to begin the program specific forms. Users can also get to the forms by clicking the section name in the left side navigation menu, also shown below.
Figure 1: NCC Progress Report – Status Overview
The report will now open up the Program Specific Information - Status Overview page, which shows the three required performance data sections (Figure 2).
Note: For users who wish to gain additional insight on how to access the NCC Progress Report from the HRSA EHBs login screen please refer to the NCC User Guide for Generic Grants. Review the document and follow along with the steps until you are brought to the point of opening up the report. From there you should then follow along with the steps provided below.
User Guide For Grant Applicants 6 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Figure 2: Program Specific Information – Status Overview
This section of the report shows the status of:
• Project Objectives and Accomplishments
• Project Barriers and Resolutions
• Technical Assistance Needs
2.1. Project Objectives and Accomplishments
The first required Performance Data section is the Project Objectives and Accomplishments. Instructions for this section are provided directly below the title of the section. Additional instructions can be found within the Program Instructions link under the Resources menu.
1. If this is the first NCC Progress Report submission you are completing during your project period, begin by creating a project objective by clicking the ‘+’ button. After the objective has been created, enter a Description of Objective and relative Accomplishments for the described objective as indicated below (Figure 3).
Note: You cannot submit your NCC Progress Report until you have completed all forms in all sections.
Note: For the purpose of this document, the left-side menu will be used to access each form. However, as noted above, you can also access any form by returning to the Status Overview Page and clicking the appropriate Update link.
User Guide For Grant Applicants 7 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Figure 3: Project Objectives and Accomplishments
2. Please ensure you save your work periodically by clicking the Save button before navigating to
another objective. Navigating away from this section or the current objective without saving your work will result in the loss of entered information.
3. Each text field allows for a 5000 character limit, the equivalent of three pages.
4. Users can only complete this section when at least one objective has been created and all validation errors have been resolved. There is no limit on the number of objectives that can be created. The Description of Objective field is required.
5. Newly created objectives can be deleted by clicking the Delete Objective button.
6. You can navigate to the next performance data section by clicking Save and Continue when ready.
7. If there were any objectives created in previous NCC Progress Reports, these objectives will prepopulate in the current year Project Objectives and Accomplishments form and cannot be deleted. The Description of Objective field for these objectives will not be editable. Accomplishments may be edited.
2.2. Project Barriers and Resolutions
The second section of the Program Specific Information forms is the Project Barriers and Resolutions performance data section. Users will list barriers/problems that impeded your project’s ability to implement the approved plan during this reporting period. Also, users must describe the activities undertaken to minimize the effect of these barriers/problems (Figure 4).
Similar to the previous section, instructions and resource links can be found at the top of the page.
User Guide For Grant Applicants 8 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Figure 4: Project Barriers and Resolutions
1. Please ensure you save your work periodically by clicking the Save button before navigating to
another barrier. Navigating away from this section or the current barrier without saving your work will result in a loss of entered information.
2. Each text field allows for a 5000 character limit, the equivalent of three pages.
3. Users can complete this form without creating any barriers. There is no limit on the number of barriers that can be created. For newly created barriers, the Description of Barrier field is required.
4. Users can indicate that a barrier has been resolved by checking the Resolved checkbox. You will be required to fill in the Activities Taken to Resolve field if this box has been checked.
5. Newly created barriers can be deleted by clicking the Delete Barrier button.
6. If a barrier is related to one of your project objectives, use the Associate with Objective multi-select dropdown menu to select one or more objectives that the barrier pertains to.
7. If there were any barriers created in previous NCC Progress Reports, these barriers will prepopulate in the current year Project Barriers and Resolutions form and cannot be deleted. The Description of Barrier field for these barriers will not be editable. Activities Taken to Resolve may be edited
8. You can navigate to the next performance data section by clicking Save and Continue when ready. This section can only be completed after all validation errors have been resolved.
2.3. Technical Assistance Needs
The final section of the Program Specific Information forms is the Technical Assistance Needs performance data section. In this portion of the required forms users will describe any technical assistance needs that will assist their organization in meeting project objectives and/or improve performance (Figure 5).
User Guide For Grant Applicants 9 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Figure 5: Technical Assistance Needs
User Guide For Grant Applicants 10 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
1. Please ensure you save your work periodically by clicking the Save button before navigating to another section of the report. To navigate away from this section without saving your work will result in a loss of entered information.
2. To create new technical assistance needs, click the ‘+’ button. There is no limit on the number of technical assistance needs that can be created.
3. Newly created technical assistance needs can be deleted by clicking the Delete Technical Assistance Needs button
4. If a technical assistance need is related to one of your project objectives, use the Associate with Objective multi-select dropdown menu to select one or more objectives that the technical assistance need pertains to.
5. The displayed text field allows for a 5000 character limit, the equivalent of 3 pages.
6. Users can complete this section without creating any technical assistance needs. The Description of Technical Assistance Need field is required for newly created technical assistance needs.
7. You can navigate to the review section of the Program Specific Forms by clicking Save and Continue button at the bottom right of the page.
2.4. Program Specific Forms – Review
With all three sections of the Program Specific Forms completed it is advisable to now review your entered information on the Program Specific Forms – Review page. Users can navigate here by clicking Save and Continue from the previous page or by clicking the Program Specific Forms link under the Review section in the left side menu.
This page provides a read only version of your entered information for this portion of the report. If any information is inaccurate or needs editing, simply navigate back to the appropriate section and make the updates as necessary. Please remember to continually save your work before navigating away from any page or section of the report to avoid losing your work.
Users can print these forms if they choose to do so by clicking the Print All Forms button as indicated in the image below (Figure 6).
Figure 6: Program Specific Forms - Review
1. When ready, please return to the Status Overview of this section of the report by clicking the
User Guide For Grant Applicants 11 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Status link in the left side navigation menu as shown above.
User Guide For Grant Applicants 12 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
3. Submitting the NCC Progress Report
3.1. Reviewing NCC Progress Report Status
Returning to the Program Specific Information - Status Overview page, click the Complete Status link in the left side navigation menu (Figure 7). This will direct you back to the overall NCC Progress Report – Status Overview screen.
Figure 7: NCC Progress Report - Status of Program Specific Information Forms
3.2. Complete the Remainder of the NCC Progress Report 1. When returned to the NCC Progress Report – Status Overview page you will now see a
Complete status next to the Program Specific Forms section. Users can only submit their report to HRSA for review once all other sections of the report have been completed and also reflect a Complete status from this screen (Figure 8)
Figure 8: NCC Progress Report - Status Overview
User Guide For Grant Applicants 13 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
2. In the image below you can see how your report status will be shown once all sections are completed as required. This means you are ready to submit your NCC Progress Report to HRSA for review. To do so, click the Submit link in the left side navigation menu (Figure 9).
Figure 9: Submit NCC Progress Report
3. Upon selecting the Submit link, you will be directed to the NCC Progress Report – Submit page. Click the Submit to HRSA button that appears to the bottom right corner of the page (Figure 10).
Figure 10: Submit to HRSA
1. By clicking the Submit to HRSA action button you will be directed to the final step of completing and submitting your NCC Progress Report.
2. The final page is the NCC Progress Report Certification statement (Figure 11).
3. Please read the statement and, if necessary, click the View Report button for your final opportunity to review the report before submitting to HRSA for review.
4. Once ready, check the box and click Submit Report.
User Guide For Grant Applicants 14 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Figure 11: NCC Progress Report Certification
5. After submitting you will be shown a successful submission confirmation page (Figure 12).
Figure 12: NCC Progress Report – Submit Result
3.3. Reviewing Submitted NCC Progress Report Return to the Tasks tab of the EHBs. From the Task page click Submissions in the left navigation panel. You will now see that the NCC Progress Report is no longer displayed for you to edit for it has now been submitted to HRSA for review (Figure 13).
Figure 13: Submissions List Following NCC Progress Report Submission
User Guide For Grant Applicants 15 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
1. To locate your submitted report for review click the All tab above the list of pending submissions (Figure 14).
Figure 14: Submissions - All
2. Within the Search Filters options you have the ability to specify the report you are attempting to locate. There are Basic Search Parameters and Advanced Search Parameters. Specify your search criteria as needed and when ready click the Search button (Figure 15).
Figure 15: Submissions Search Filters
3. From the results page (Figure 16) you can review all submitted reports which will now include your recently submitted NCC Progress Report.
4. Users can export this information to Excel for their records, print the report in its entirety, or both by opening the completed report and then selecting the Print NCC Progress Report button.
Note: For guidance on how to navigate back to the Tasks tab of the HRSA EHBs please refer to the NCC Progress Report User Guide for Generic Grants which contains details on navigating the system.
User Guide For Grant Applicants 16 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
Figure 16: Submissions Search All Results
User Guide For Grant Applicants 17 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
4. Customer Support
4.1. HRSA Contact Center For assistance with registering in HRSA EHBs, or access/password related issues, call the HRSA Contact Center:
By Phone: 877-GO4-HRSA (877-464-4772) between 9:00 am to 5:30 pm ET
OR
By Email: [email protected]
Visit HRSA EHBs for additional online help:
Go to: HRSA EHBs Home Page
Click on “Help” under the “Other Links” options
4.2. HRSA Program Support For any programmatic questions that you might have when completing your NCC Progress Report, contact your assigned Project Officer within the Bureau of Health Workforce Office.
Note: Use your NCC Progress Report Tracking Number for all correspondence.
Note: DO NOT call the HRSA Contact Center for any programmatic questions that you might have when completing your NCC Progress Report.
User Guide For Grant Applicants 18 of 16 Noncompeting Continuation (NCC) Progress Report User Guide (for BHW Grants)
5. Frequently Asked Questions
5.1. Software
5.1.1 What are the software requirements for HRSA EHBs? System Requirements:
• Microsoft Internet Explorer 8.0 and higher or Mozilla Firefox 3.6 and higher
• Cookies, Javascript, and Popup Blocker enabled
• Screen Resolution of 1024 x 768 and above
• Viewers for Microsoft Word and Adobe PDF
5.1.2 Are HRSA EHBs compliant with Section 508? HRSA EHBs are compliant with Section 508 requirements for the visually impaired.
5.1.3 What are the system requirements for using HRSA EHBs on a Macintosh
computer? Mac users are requested to download the latest version of Netscape for their operating system version. It is recommended that Safari 1.2.4 and later or Netscape v7.2 and above be used.
Note that Internet Explorer (IE) for Mac has known issues with SSL and Microsoft is no longer supporting IE for Mac. HRSA EHBs do not work on IE for Mac.
In addition, to view attachments such as Word and PDF, you will need appropriate viewers.
5.1.4 What document types can I upload? The following document types are supported in HRSA EHBs:
• .DOC - Microsoft Word
• .DOCX - Microsoft Word
• .JPEG – Graphics Format
• .JPG - Graphics Format
• .MSG – Microsoft Mail Document
• .PDF - Adobe Portable Document Format
• .PPT – Power Point
• .RTF - Rich Text Format
• .TIF - Graphics Format
• .TXT - Text
• .WPD - Word Perfect Document
• .XFD - Extensible Forms Description Language files
• .XLS - Microsoft Excel
• .XLSX - Microsoft Excel