TATS – TA Report Submission

Department of Health and Human ServicesHealth Resources and Services

AdministrationHIV/AIDS Bureau

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Uploading Site Visit Reports Into TATS

• Applies to all Site visit reports for site visits with end dates On or After October 1, 2014

TATS and MSCG

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Units – Topics Covered

This training will be broken down into the following units:

• Unit 1: Roles Involved• Unit 2: Activities Performed by Each Role• Unit 3: Access TA Report

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ROLES INVOLVEDUnit 1

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Roles Involved

• Following roles participate in the TA Report module:• Consultant

• Vendor Staff: Technical Assistance Reviewer (TAR)

• HRSA Staff: Project Officer (PO)

• HRSA Staff: Branch Chief / Program Quality Controller (PQC)

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ACTIVITIES PERFORMED BY EACH ROLE

Unit 2

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Activities Performed by Each Role• Consultant can:

• Access TA Report

• Start/Edit TA Report

• Submit TA Report

• Technical Assistance Reviewer (TAR) can:• Assign TA Report

• Access TA Report

• Review TA Report

• Provide Recommendation

• Only the TAR can forward the report to the project officer for approval

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Activities Performed by Each Role• PO can:

• Access TA Report

• Review TA Report

• Provide Recommendation

• PQC can:

• Access TA Report

• Review TA Report

• Provide Recommendation

• PO Contributor can:

• Access TA Report Contribution

• Start/Edit TA Report Contribution

• Submit TA Report Contribution

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ACCESS TA REPORT/CONTRIBUTION FROM PENDING TASK LIST

Unit 3

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Unit 3: Access TA Report/Contribution From Pending Task List

Topics Covered – Section ListThis unit is divided into the section listed below:

• Section 1: Accessing TA Report Task From Pending Task • For Consultant

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The Prepare TA Report - List page opens.• Locate the appropriate task, and then click Edit/Start TA Report under

Options (B).• Click the Expand button to expand (or contract) the record to display

additional detail (A).• The task Status (C) indicates where the task is in its lifecycle. Task

statuses are described in the table on the next slide.

Access TA Report From Pending Task List – for Consultant

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Resources – Consultant• TA Report will open a pop-up

window which displays the latest TA report and the review comments – if any.

• Action History will open the a pop-up window which will display all the actions taken on the task so far. It will list the individual who took the action and the date when the action was taken.

Quick Tip: If consultant is accessing the TA report for which revision(s) was requested; the latest TA report can be accessed by clicking Last TA Report link.

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Top Navigation Panel

• You can click the Contract/Expand button to show (or hide) the Top Navigation panel (A).

• In TATS, for data entry pages the top navigation will be collapsed.

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Page Actions – Consultant

Page Action Denotes

Save This action will allow user to save the information provided on this page.

Save and Continue This action will allow user to save the information provided on this page and navigate to the Prepare TA Report list page.

Submit This action will allow user to save the information provided on this page and submit the task. User will be able to submit the task only when all the required information is saved on this page and no errors are listed on the page.

• Consultant role will be able to perform actions (listed on this slide) on the TA report tasks assigned to them. Selecting the action and clicking the Go button will allow user to complete the corresponding action (A).

• User will not be able to complete the action selected if any critical errors are listed on the page. Critical errors typically have following icon appended to the error message:

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Complete TA Report - Consultant

• Under TA Report Template section - click on the report template (if available). • Download and save the TA report template on your laptop/computer.

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Complete TA Report – Consultant (contd.)

• Fill the TA report using the template and upload it using the Attach button listed under Latest TA Report section.

Quick Tip: Once the TA report is uploaded, you can remove it using the remove button. Additionally, you can update the description for the uploaded TA report – if applicable. • Provide comments under Consultant Comments section – if needed. • Select Save action from the drop down list provided (A) and click Go (B) to

save the information provided.

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Submit TA Report

Once the TA Report is uploaded, and it is ready for TAR approval, select Submit from the drop down option (A) and click Go (B). The system will display the notification page. NOTE: If you do not select submit you will not be able to proceed with the final steps to upload the report into TATS . “Save and “Save and Continue” do not result in the report being uploaded into TATS.

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Submit TA ReportTA Report – Submit page opens.

A. The “To” field will list all the TARs belonging to the vendor who provides the TA services to the HRSA Unit (to which the entity belongs to).

B. The CC list will include the default assignees for this entity and all the individuals who worked on the TA report task. Verify the individuals listed on the CC field. You can add/update the email addresses.

C. Verify the information in the email body.

D. If you want to go back to update the TA report details click “Cancel”. Provide additional comments – if needed.

E. Click Confirm to approve the task. NOTE: You must do confirm or the report will not be uploaded into TATS.

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For questions, please contact:

George Ersek

Project Manager

TATS