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

Agenda 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 – 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

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

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 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 -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 Basehttps://help.hrsa.gov/display/EHBSKBFG/ HRSA Tube – EHBs Videoshttp:// HRSA Contact Center

QUESTIONS