1. U.S. Department of Health and Human Services Health Resources and Services Administration APPLICATION REVIEW MODULE (ARM) Chairperson Manual

2. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration A BOUT ARM 2 About ARM ARM is a web-based computer system used to assist the Federal grant application reviewing process. It provides a user-friendly environment to facilitate the grant review process while allowing reviewers to participate from remote locations.  The primary users for ARM are the Reviewer, SSO, Federal Program Area Manager (PAM) and the Chairperson.  The Chairperson has the responsibility of certifying a review session. The certification will mark a review session as complete.

3. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration A CCESSING ARM 3 1.Enter your username and password in the appropriate boxes and click the button. Accessing ARM You will be provided a Username and Password as well as the link to the website prior to your review. 2a. Select Your Session If you are participating in multiple reviews, you will need to the select the session you would like to work on. Click on the link to select your session.

4. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration S TARTING THE R EVIEW 4 Accessing Your Applications 2b. Select Your Panel Click on the number of your panel which is a link to select your panel. Note: Most users will NOT see this screen. 2c. Select Your Role On the rare occasion that you are serving dual roles, you will have to select the panel associated with the Chairperson role.

5. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration A PPLICATION S ELECTION S CREEN 5 Application Selection Screen This screen displays three major identifiers of the application:  Application ID  Certification Status  Application Name  View Application PDF File (optional)  The Chairperson will need to identify those applications in the “Certification Pending” status to begin their work.

6. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration 6 Application Selection Screen 3.Click on the hyperlinked Application Name to advance to the Application Certification Screen and begin your certification process. A PPLICATION S ELECTION S CREEN

7. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration 7 Application PDF File (optional) A PPLICATION PDF F ILE ( OPTIONAL )  If the review session was setup with the PDF visibility option turned “On”, you may view the Application PDF File from the Application Selection Screen. If the link reads Open PDF, click on the link to open the application file in PDF format. Most often, this will be the case. You may view and/or save the file.  If the link reads Retrieve PDF, the file has not been brought over into the ARM system. Click on the link to retrieve the PDF application file from the database. Once the PDF file has been retrieved, the link will change from Retrieve PDF to Open PDF.  If this function is not being used for the review session, the last column titled “Application PDF File” will not be present.

8. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration A PPLICATION C ERTIFICATION S CREEN This screen serves as the primary control panel for working with an individual application. Application Certification Screen  Application Information  This section lists the application ID, application name, certification status, and the city/state of the applicant.  Reviewer Voting and Scoring Summary  This section gives a visual of who scored and voted (if applicable) in the review session.  Chairperson’s Voting Summary  The number of votes, number of recused and number absent.  Control Panel  These buttons will allow you to enter information, view the Final Summary Report, view the Certification Report and ultimately certify the review. 8

9. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration A DD /E DIT C OMMENT, V OTING & S CORING Add/Edit Comment, Voting & Scoring This screen is the starting point to evaluating the review session and certifying it as complete.  Note: If the voting option was turned off during session creation, the “Voted?” column will not be shown. Also, the “Add/Edit Comment & Scoring” button will read “Add/Edit Comment and Scoring”. 4.Click on the button to start the certification process. 9

10. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration Add/Edit Comment, Voting & Scoring 5.Check off which Reviewers scored and voted in the review session. Next, type in the number of votes taken, the number of recused, and the number of Reviewers absent. 6.As the Chairperson, you may enter a comment that will be included in the Certification Report. When all of the fields have been entered, click the button. A DD /E DIT C OMMENT, V OTING & S CORING 10

11. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration 11 Add/Edit Comment, Voting & Scoring All of the entries made for the Comment, Scoring and Voting will automatically populate the Application Certification Screen. You can always make changes to the entries when the status reads “Certification Pending”. A DD /E DIT C OMMENT, V OTING & S CORING

12. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration V IEW F INAL S UMMARY R EPORT 12 View Final Summary Report 7.The Chairperson has the ability to read the Final Summary Report the panelists have created. Click on the button to bring up the Final Summary Report in PDF format.

13. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration 13  Your Final Summary Report will be a multi- page PDF document. This includes your panel’s scores, all of the comments the SSO has selected, the final budget data, recommendations, preference questions, priority points questions and voting decisions. The comments are grouped by criterion and organized by category. The strengths are listed first followed by the weaknesses for each within their respective category. Comments are ordered by the numerical page entry first, then alphabetically. View Final Summary Report V IEW F INAL S UMMARY R EPORT

14. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration V IEW C ERTIFICATION R EPORT View the Certification Report 8.Before you certify the application, review the certification report to make sure it is accurate and complete. Click on the button to bring up a copy of the report. 14

15. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration 15 View the Certification Report  The Certification Report will be in PDF format. Some of the fields will be pre-populated with the Reviewers’ and SSO’s entries and some will be populated based on your input.  Pre-Populated Fields  Total Reviewers  Voting Decision (if applicable)  Voting Comment (if applicable)  Budget Amounts  Budget Recommendation  Recommendations to HRSA  Populated Based on your Input  Reviewers Recused  Reviewers Voting  Reviewers Absent  Additional Chairperson Comment  Voting and Scoring Summary (Table)  Note: Signature lines will not be shown until the status reads “Certification Complete” V IEW C ERTIFICATION R EPORT

16. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration C ERTIFY A PPLICATION 16 Certify the Application Once you have reviewed the Certification Report and you are satisfied with it, you will need to certify the session. 9.In the Application Certification screen, click the button. A confirmation box will appear, click “OK”.

17. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration Certify the Application Once the application is certified, the status will change to Certification Complete. Clicking on the status link will open a new window and will inform the user when the certification was completed and by which Chairperson. C ERTIFY A PPLICATION 17

18. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration Accessing the Signature Sheet S IGNATURE S HEET Once the status changes to Certification Complete, you may access the Certification Report and the signature lines will be present. 18

19. © 2011 U.S. Department of Health and Human Services Health Resources and Services Administration E ND 19 If your application’s status reads “Certification Complete” you are ready to move on to the next application. Please use the same steps as outlined in this manual to process the remaining applications on your panel. Thank you.