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

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 – https://grants.hrsa.gov/webexternal

• 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

Activity Location

Competing Application Submission **

Grants.gov

Draw down of federal funds www.dpm.psc.gov

Submission of Quarterly FFR to PMS

www.dpm.psc.gov

Changes to Organization Information

www.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 https://grants.hrsa.gov/webexternal/login.asp• 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 ScreenOptions 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 AccountComplete registration form with your information

Step 2: Associate Account to OrganizationSearch using Grant Number to ensure you add your account to the correct instance of the organization

Step 2: Organizations ListSearching using Organization Name may result in multiple results. Click side arrow to view more information.

Step 2: Organization List – Detailed ViewClick Register to add the organization to your account. You can add additional organizations to your account later, if necessary.

Step 3: Choose your RoleThe 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 PageUser 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 PortfolioSelect 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 PrivilegesView, 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 TasksUse search and filter options at the top of the page to facilitate navigation

Submissions SectionNavigating to the Submissions section provides additional features

Submissions – Option MenuOptions menu provides additional features like Request Extension, ability to view authorized users, and other grant related information.

Submissions – Option Menu – Submission LinkUse 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 TabDisplays organizations associated with your account

Organization Folder – Home Home page displays summary information about the organization

Organization Folder – ProfileOrganization 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 PageChanges made to your profile will be reflected throughout the EHBs

ResourcesResource

EHBs Help and Knowledge Base https://help.hrsa.gov/display/EHBSKBFG/

HRSA Tube – EHBs Videos http://www.youtube.com/hrsatube

HRSA Contact Center 877-464-4772CallCenter@hrsa.gov

QUESTIONS