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 – 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 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 ActivityLocation Competing Application Submission **Grants.gov Draw down of federal fundswww.dpm.psc.gov Submission of Quarterly FFR to PMSwww.dpm.psc.gov Changes to Organization Informationwww.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 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)

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 1.Submission will be available in the Grant Handbook on the date specified by HRSA 2.An notification will be sent reminding you to submit the requested information 3.Grantees will upload the required documents into the EHBs and submit to HRSA 4.Business and validation rules will be enforced on the captured data to ensure completeness 5.Once all documents have been uploaded into the EHBs, the grantee will submit the documents to HRSA 6.HRSA Program and Grants Office personnel will review the documents and approve, disapprove, or request more information 7.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 Basehttps://help.hrsa.gov/display/EHBSKBFG/ HRSA Tube – EHBs Videoshttp:// HRSA Contact Center

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