Disaster Recovery Grant Reporting System Training for CDBG ... · System Training for CDBG-DR Users. Release 7.11.1. 1. Admin Action Plans Drawdown QPR Reports Grants . ... Training

Day 1 Session

Admin Action Plans Drawdown QPR Reports Grants

Disaster Recovery Grant Reporting System Training for CDBG-DR Users

Release 7111

1


Session Rules

bull Ask lots of questions

bull Set all cell phones to silent or vibrate

bull Raise your hand if you are having computer problems or fall behind We are here to help

2


Training Objectives

bull Train CDBG-DR grantees on how to use the DRGR system for CDBG-DR reporting

bull Walk through DRGR screens with grantees so they can better understand the basic steps

bull Help prevent common problems with the DRGR system

bull Show grantees how to tell their story to HUD

3


Training Schedule

bull DAY 1 ndash Overview of the System

ndash Detailed Review of DRGR modules and processes

ndashAdmin Action Plans and QPR

bull DAY 2 ndash Review of Day 1 Material


ndashAdmin Drawdown and Reports

ndash How to tell your DR story in DRGR

ndash Common IssuesTroubleshooting 4


The Basics DRGR Modules

Admin

Assign and certifyusers add and track TA and

Monitoring Events

Action Plans

Establish projectsactivities and responsible

organizations

Drawdowns

Obligate fundsfor draws create

approve editvouchers receiptprogram income

QPRs

Summarize drawdowns

expendituresobligations and

achievements for the quarter

Reports

Look at financial reporting and user

account information in an easy-to-read and exportable format

5


Telling Your Story

bull DRGR is THE place to tell your story to ndash Your CPD Representative

ndash HUD Headquarters

ndash Your Citizens

ndash The wider public

ndash Organizations and the media who request information on the programrsquos progress

6


Getting Started

Grantee Access to DRGR DRGR Roles

Testing out the System DRGR Navigation

77


Access to DRGR bull Only grantee users with the lsquoUser Profile

Requestrsquo role will be able to manage other userroles in DRGR

minus Request New DRGR Users

minus Modify Existing DRGR Users

minus Request User Deactivation

Grantee user requests are no longer processed via email to DRGR_Helphudgov Grantee and HUD users must submit

grantee user requests via the DRGR system

8


DRGR Roles Grantee bull Three ldquoBasicrdquo User Roles

ndash Grantee Administrator

ndash Regular Grantee User

ndash View Only

bull Three ldquoAdditionalrdquo Roles ndash Drawdown Roles

bull Drawdown Requester OR

bull Drawdown Approver

ndash Action PlanQPR Roles

bull Submit Action Plan ANDOR

bull Submit QPR

ndash User Profile Request Role 9

Additional Request Draw

Or Drawdown Roles

Approve Draw

Grantee ndash View Only

Regular Grantee User

(Default)

3 Basic Roles Grantee Admin

Additional Action PlanQPR Roles

Additional User Profile Request Role

And Or

Submit QPR

Submit Action Plan

User Profile Request 10


DRGR Roles Grantee

Regular Grantee Grantee Admin View Only Request Draw Approve Draw Submit Action

Plan Submit QPR

User Profile

Request

Certify Regular Grantee

Users X

Assign Users to Grants X

View Action Plans X X X X X X X X

Edit Action Plans X X X X X X X

Submit Action Plans X

View QPRs X X X X X X X X

Edit QPRs X X X X X X X

Submit QPRs X

Request New DRGR Users X

Modify Existing DRGR Users X

Request User Deactivation X

Update Obligations X X

Create Draws X

Approve Draws X

View Receipts X X X X X X X X

CreateEdit Receipts X X

View Program Income

Accounts X X X X X X X X

CreateEdit Program

Income Accounts X X

Block Activities from Draws X

View Microstrategy Reports X X X X X X X X

Admin Action Plans QPR Reports Grants Drawdown

DRGR Roles Grantee

Grantee users can be associated with multiple grantees with different roles for each


Multiple User Profiles Grantee bull DRGR Users can be associated with multiple grants

bull For each grantee account a user has access to they may have unique DRGR roles

bull Each Grantee Account must be

ndash Granted access by HUD per account (same process described on Slide 8)

ndash Assigned to individual grants by each grantee admin user and

ndash (Re) certified by each grantee admin (for regular grantee or view only user accounts) or HUD Rep (for grantee admin accounts)

1

2

One User Two grantees with

different roles for each

12

From the Admin Tab select bull Request New User or bull Manage Existing Users


13

Click ldquoYesrdquo if the New User has an existing USER ID otherwise ClickldquoNordquo


14


Enter information for New User

Select User Roles

15

After clicking ldquoSubmitrdquo the request issubmitted to your HUD Rep for Approval


16


To Manage Existing Users enter User ID or Name then click ldquoSearchrdquo

ldquoUsernamerdquo = ldquoUser IDrdquo

Select user then click Request ldquoEditrdquoor ldquoDeactivationrdquo

17


Edit User Screen ndash Update Information

AddModify Roles

Submit edits to HUD Rep forApproval

18

Deactivate User Screen

Submit request to HUD Rep for Approval


19


DRGR Roles HUD

Basic Roles are bull Regular HUD User bull HUD ndash View Only bull HUD ndash HQ Admin bull HUD ndash HQ Superuser

Additional Roles bull HUD ndash Approve Draw bull CPD Rep Assigned to a Grant bull CPD Field Manager (for User Certification)

20

Basic Roles Additional Roles

Regular HUD User HUD ndash View Only HUD Field Manager HUD Contact Assigned to Grant

HUD Approve Draw

Certify Grantee Admin Users X X

Certify HUD Field Office Users X

View Action Plans X X X X X

Review Action Plans X X X X

SearchView Vouchers X X X X X

Approve Vouchers over Threshold X

Block Activities from Drawdowns X

View Receipts X X X X X

View Program Income Accounts X X X X X

View QPRs X X X X X

Approve QPRs

View Microstrategy Reports

X

X

X X X

X X X X


DRGR Roles HUD

21


Multiple User Profiles HUD Staff bull HUD users may be associated with multiple field offices

bull Each FO account must gain access per account

bull New user request processed via the Reprsquos Supervisor who submits a request via the CHAMP System at httpuseraccesshudgov

bull Grant(s) assignment request processed via the Reprsquos Supervisor who sends the grant number(s) to DRGR_Helphudgov

bull HUD account edits processed via the Reprsquos Supervisor who sends the request to DRGR_Helphudgov

22


Grantee Administrator Privileges

Grantee Administrators are responsible for

bull Assigning Users to a Grant

ndash When to Use It New User Remove a User New Grant

bull (Re)Certifying Grantees

ndash Every six months

bull Drawdown module functionality

ndash Optional Block draws from being processed internally in the Action Plan (activity level)

23




24


Assigning Users to a Grant

2 Helpful Reports

bull Admin Rept04a USERS - Grantee DRGR Users Account Status

bull Admin Rept04b USERS - Grantee DRGR Users with System Role and Certification Status

25


Grantee Administrator Privileges bull (Re)certifying Users

26

27 Grantee User Sys Admin

Certify Grantee Contact in DRGR

HUD DRGR User CPD Rep

Certify Other HUD Field Staff users in DRGR

HUD DRGR User CPD Field Manager

Assign CPD Managers to Field Office in DRGR

HUD HQ DRGR Super User

CPD rep will certify the identity of the

authorized grantee contact amp the grantee

contact will be contacted by email to

certify their DRGR grantee system administrators

Certify Other Grantee Users in DRGR

HUD FO Managers can certify grantee admins

if CPD Reps are unavailable


Hierarchy of User Certification


Troubleshooting System Roles in DRGR (Admin Rept04b)

28


Subordinate Grantee Access

bull Only Grantee Admin users can authorize restricted access to Subordinate Grantees

bull Subordinate Grantees can only access activities where they are primary responsible organization

bull Subordinate grantees MUST have an existing DRGR user profile

29


Subordinate Grantee Roles

bull Allowable roles for Subordinate Grantees

ndash Edit Action Plan activity

ndash Submit Voucher request

ndash Submit QPR activity data

30


Subordinate Grantee Actions

bull Based on the Subordinate Granteersquos role the following actions are allowable

ndash Edit Activity profiles in the Action Plan

ndash Edit Activity profiles in QPR

ndash CreateModify Receipts

ndash Create Vouchers

ndash Revise Vouchers 31



bull Subordinate Grantees cannot

ndash Modify Estimated PI

ndash Update Obligations

ndash Create PI Accounts

ndash Approve Vouchers

ndash Submit Action Plan

ndash Submit QPR 32


33


Associate Sub Grantee to Activity

34


Assign Subordinate Grantee Roles

35



36


Subordinate Grantee Log-In Screen

37


CPD Plans and System Links

38

Review

Getting Started Review

bull DRGR Roles

bull Getting Access

bull Grantee Administrator

ndash Must assign users to grants

ndash Must re-certify users every six months

bull Subordinate Grantees

bull Links to Other CPD Systems and Plans

39


Session Rules

bull Ask lots of questions

bull Set all cell phones to silent or vibrate

bull Raise your hand if you are having computer problems or fall behind We are here to help

2


Training Objectives





3


Training Schedule











Admin


Monitoring Events

Action Plans


organizations

Drawdowns



QPRs

Summarize drawdowns



Reports



5


Telling Your Story



ndash Your Citizens



6


Getting Started



77









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


Training Objectives





3


Training Schedule











Admin


Monitoring Events

Action Plans


organizations

Drawdowns



QPRs

Summarize drawdowns



Reports



5


Telling Your Story



ndash Your Citizens



6


Getting Started



77









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


Training Schedule











Admin


Monitoring Events

Action Plans


organizations

Drawdowns



QPRs

Summarize drawdowns



Reports



5


Telling Your Story



ndash Your Citizens



6


Getting Started



77









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



Admin


Monitoring Events

Action Plans


organizations

Drawdowns



QPRs

Summarize drawdowns



Reports



5


Telling Your Story



ndash Your Citizens



6


Getting Started



77









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


Telling Your Story



ndash Your Citizens



6


Getting Started



77









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


Getting Started



77









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39









8





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39





ndash View Only






bull Submit QPR



Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


Or Drawdown Roles

Approve Draw



(Default)




And Or

Submit QPR

Submit Action Plan



DRGR Roles Grantee


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


Plan Submit QPR

User Profile

Request


Users X







Submit QPRs X





Create Draws X

Approve Draws X



View Program Income


CreateEdit Program

Income Accounts X X




DRGR Roles Grantee









1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39








1

2



12



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



13



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



14



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



Select User Roles

15



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



16





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39





17



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



AddModify Roles


18




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39




19


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39


DRGR Roles HUD



20



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



HUD Approve Draw










View QPRs X X X X X

Approve QPRs


X

X

X X X

X X X X


DRGR Roles HUD

21







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39







22










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39










23




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39




24



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



2 Helpful Reports



25



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



26



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



















28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39



28






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39






29







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39







30

















ndash Submit QPR 32


33



34



35



36



37



38

Review


bull DRGR Roles

bull Getting Access






39

















ndash Submit QPR 32


33



34



35



36



37



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Documents

Disaster Recovery Grant Reporting System Training for CDBG ... · System Training for CDBG-DR Users. Release 7.11.1. 1. Admin Action Plans Drawdown QPR Reports Grants . ... Training