1. HRSA Grants Technical Assistance Workshop Electronic Handbooks Overview (EHBs) Melissa Amin DHHS, HRSA, OFAM Division of Grants Management Operations

2. Agenda What is HRSA EHBs? Accessing HRSA EHBs EHBs Registration Roles Grant Portfolio General Navigation Prior Approval Requests

3. What is HRSA EHBs? One-stop Grants Management online Funding Opportunities Grant Applications Notices of Grant Award Non-Competing Continuations, Financial Reports, and other Post- Award Reports https://grants.hrsa.gov/webexternal

4. EHBs Post Award Overview EHBs Grantee Handbook allows grantees to: View award history and past Notice of Awards Administer user access to grant Monitor Post-Award activity schedule Access Post-Award requirements such as Non- Competing Continuations and Financial Reports

5. Accessing HRSA EHBs https://grants.hrsa.gov/webexternal All Grantees must register with HRSA EHBs Who within the Grantee organization should register? Project Directors Financial Reporting Administrators Data Submitters for Post-Award reports

6. EHBs Registration Registration is a two part process: STEP 1: Create a User Account STEP 2: Associate Your Account with Your Organization Only register if you do not already have an account. If you have forgotten your password, please select the “forgot password” link on the login page to have your password reset. You will need your Grant Number to locate your organization in the EHB

7. EHBs Registration Step 1: Create User Account Username: Must be 6-20 characters in length. Note: This field is NOT case sensitive. Password: Must be at least 8 characters consisting of at least one uppercase, one lower case, one number, and one special character. Note: This field IS case sensitive. Password examples: Melissa#1 #Daniels1 Mailing and physical addresses are not required.

8. EHBs Registration Step 2: Associate Account with Organization Choose your role: Business Official: This individual usually works with the finance office within the organization. He/she usually completes the Financial Reports. Authorizing Official: This individual is responsible for submitting new applications to HRSA. Other: This individual is someone other than the Business Official or Authorizing Official (e.g.: Project Director or Data Submitter). Choose the role that best describes your purposes for using the EHBs.

9. EHBs Registration Step 2: Associate Account with Organization Important: Failure to add yourself to the organization may result in the inability to access a report or application. If any organization information is incorrect, please communicate this to your Authorizing Official. Your Authorizing Official is the only one who has the ability to update the organization information in the EHB. If you are not sure who the registered Authorizing Official is, please contact the HRSA Call Center.

10. Grant Portfolio The Grant Portfolio is the list of HRSA grants to which a user has access through the EHBs. After registering a user account in the EHBs, the user must find their grant and add it to the Grant Portfolio.

11. Grant Portfolio If a grantee organization has multiple HRSA grants, a user may add one or more of these grants to their portfolio. The Project Director must register and explicitly assign permission before you can work on non-financial reports. The Financial Reporting Administrator (FRA) must register and assign permission before you can work on the Federal Financial Report (FFR).

12. Grant Portfolio “How to” – Data Submitter Steps Register and/or Login to the EHBs Select “Add to Portfolio” Enter your grant number and identify your role You would choose “I support the non financial grant reporting” option if you are not working on the FFR You would choose “I support the financial grant reporting” option if you are working on the FFR but are not the FRA Request access from Project Director or FRA Please note you will have to request access twice if you will be working on both financial and non-financial reports Access your Grant Portfolio

13. Grant Portfolio “How to” – Project Director Steps Register and/or Login to the EHBs Select “Add to Portfolio” Choose the first option “I am a project director for a grant” Enter your grant number Verify the Project Director identity Manage the user privileges for your organization

14. Grant Portfolio Verifying Project Director Identity Verifying the Project Director identity ensures that the correct person is registering as the Project Director. Project Directors will need items 1(issue date) and 18 (CRSEIN) from the Notice of Award (NoA) in order to add the grant to their portfolio. Information in the Project Director’s personal profile must match the Project Director information from the last NoA.

15. Grant Portfolio “How to” – Financial Reporting Administrator Steps Register and/or Login to the EHBs Select “Add to Portfolio” Choose the “I am the official responsible for approving/submitting Financial Grant Reporting for this organization” option. Please note that you will have to be a registered Authorizing or Business Official for the organization Enter the Pin from the Payment Management System Manage user privileges for users that are working on the FFR

16. General Navigation The links to access various reports in the EHB can be accessed on the left side menu, once you are in your grant portfolio and include: Financial Reports NonCompeting Continuations Performance Reports Progress Reports Other Submissions Prior Approval Requests If you do not see any of the links, please contact the HRSA Call Center to troubleshoot the issue.

17. General Navigation Keep in Mind The EHB system will time out after 30 minutes of inactivity. The system does not recognize typing as activity The EHBs are filled with confirmation pages. Once you complete your information on a page and select “save and continue”, if you are brought to a confirmation page, please make sure that you also select the appropriate button(“confirm” or “save and continue”). If you do not select the appropriate button, your information will not be saved.

18. Search for a Submitted Report By default, the EHBs only shows the user the reports that are “not started” or “in progress”. In order to view a submitted report: Select the “Search” button from your grant portfolio to open a search criteria screen. Select “Submitted” as the selection criteria in the drop-down menu for “Schedule Status”. Select the “Search” button at the bottom of the search criteria screen. You will then see your submitted report and can then select “View Report”.

19. Prior Approval Request Prior Approval Requests can be submitted for the following reasons: Administrative Supplements Approval to Draw-Down Funds Carryover of Unobligated Balances Extension with Funds Extension without Funds (No Cost Extension) Other (e.g. Name Change, Construction, Deviation from Terms, etc) Project Director (PD) Change Rebudgeting (e.g. A&R, Transfers, etc)

20. Prior Approval Request Once a Prior Approval Request has been started, a confirmation number will be generated. Please note, the confirmation number does NOT mean the request has been submitted. Prior Approval Requests include a “General Information” and “Details” section that must be “Complete” before it can be submitted.

21. Questions HRSA Call Center Monday – Friday 9:00am – 5:30pm EST (877) 464-4772 Callcenter@hrsa.gov