Health Center Controlled Network Grantee Progress Report (HGPR) Reporting Period 3/1/2011- 8/31/2011

1. Health Center Controlled Network Grantee Progress Report (HGPR) Reporting Period3/1/2011- 8/31/2011 Technical Assistance Call October 6, 2011

2. Agenda • System Transition Overview • Electronic Handbook (EHB) Submission Instructions • HCCN Grantee Progress Report (HGPR) Deadlines • HGPR Overview • Close Out Report • Federal Financial Report (FFR) Reminder • ARRA Section 1512 Federal Reporting Reminder

3. SYSTEM TRANSITION OVERVIEW

4. System Transition Overview PIMS EHB/HGPR The progress report function in the Performance Improvement and Measurement System (PIMS) has been transitioned to the Electronic Handbook (EHB) module as of 9/23/2011. Grantees will no longer submit progress reports through PIMS, but through the “other submissions” module in EHB through the HCCN Grantee Progress Report (HGPR) file. All reports in the former PIMS are available in read-only format so grantees will still have access to all of their prior reports.

5. Electronic handbook (EHB) submission instructions

6. Prerequisites All users who will work with the HCCN Grantee Progress Report in the HRSA EHBs must: • Register in the EHBs and associate their account with the grantee organization. • Register with the grant. • Have appropriate permissions from the Project Director for the grant. For assistance with EHBs, please contact the HRSA Call Center at 877-Go4-HRSA/877-464-4772;301-998-7373 or email CallCenter@HRSA.GOV

7. Prerequisites (All Users) • All users who will work on the HCCN report in the HRSA EHBs must register in the HRSA EHBs • Go to https://grants.hrsa.gov/webexternal/registration.asp • If you have registered before, you do not have to register again. Use the same username and password. • Contact the HRSA Call Center if you do not remember your username or password. Need help?Get it here Start here Read the guidelines here HCCN Overview

8. Prerequisites (All Users) • All users must add the grant to their portfolio • You will need the grant number (from box 4b from most recent NGA). • If you are the Project Director, you will be given immediate access to the grant; otherwise, you will get access to the grant when the Project Director gives it to you. Click Add to Portfolio to add a grant to your portfolio HCCN Overview

9. Prerequisites (Project Director) • Project Director must grant users permission to view, edit or submit the HCCN report Open the Grant Handbook for the relevant grant Click Control How Others Can Work on Submissions to set up permissions for other users HCCN Overview

10. Access Privileges HCCN Grantee Progress Reportis an “Other Submission” HCCN Overview

11. Logging In https://grants.hrsa.gov/webexternal/login.asp HCCN Overview

12. Navigation to HCCN Grantee Progress Report: Welcome Page Is this link disabled? If it is, ask your Project Director for permission to accessOther Submissions HCCN Overview

13. Navigation to HCCN Grantee Progress Report: Welcome Page ClickView Portfolioto view your grant portfolio HCCN Overview

14. Navigation to HCCN Report: Grant Portfolio Don’t see your grant in the list? Add it. HCCN Overview

15. Navigation to HCCN Report: Grant Portfolio (Cont’d) Locate the appropriate grant in the Grants List ClickOpen Grant Handbook HCCN Overview

16. Navigation to HCCN Report: Grant Handbook This is the handbook for this grant ClickOther Submissions HCCN Overview

17. Other Submissions Page HCCN Grantee Progress Report is on the Other Submissions page. HCCN Overview

18. Start Report Click Start Submission(or Edit Submission to return to a report in progress) HCCN Overview

19. HCCN Grantee Progress Report Page This is the report submission page. HCCN Overview

20. HCCN Grantee Progress Report Page Click View to view or download the guidance. HCCN Overview

21. HCCN Grantee Progress Report Page Click Download to download the reporting forms. This is a Microsoft Excel spreadsheet file. HCCN Overview

22. HCCN Grantee Progress Report Page Choose Save and Continue, and then click Go, to close the report while you complete the reporting forms. HCCN Overview

23. HCCN Grantee Progress Report The template is a Microsoft Excel spreadsheet. You must have Microsoft Excel 97 or later in order to download this spreadsheet. All fields marked with an asterisk * are required fields. Please make sure they are filled, to avoid change request from your project officer. Do not provide any data outside the specified fields in the template and do not exceed character limits while providing narratives. Doing so may result in loss of information. The template will not function properly if using a MAC computer. You must use a PC when entering data and saving the template. When saving the document, you must save it as a Microsoft Excel file and not as a PDF or any other type of file. Please do not include any images in this spreadsheet. It is recommended that you save the template in .xls format (and not .xlsx) before uploading it. HCCN Overview

24. HCCN Grantee Progress Report Page When you have completed the reporting forms, return to the report. Click Attach to upload the Excel file. HCCN Overview

25. HCCN Grantee Progress Report Page Choose Submit to HRSA, and then click Go, to submit the report. HCCN Overview

26. After Submission Search button Click the Search button and set search parameters to find submitted reports HCCN Overview

27. After Submission Choose “Submitted” under Schedule Status, and then click Search. HCCN Overview

28. After Submission Submitted reports are displayed. Click View Submission to view the submission. HCCN Overview

29. Resources HCCN Overview

30. hcCN GRANTEE PROGRESS REPORT (HGpR) OVERVIEW

31. HGPR Reporting Deadlines HGPR Reporting Deadlines for 3/1/2011-8/31/2011 Reporting Period

32. HCCN Grantee Progress Report Overview • Grantees can now access reports through the “other submissions” module in EHB. • Files will only be downloaded and uploaded in Microsoft Excel (.xlsx or .xls) only. • The system will allow up to a 8000 character limit for each free formed element. • The table will not be pre-populated so each element will need to be re-entered into the fresh form.

33. HGPR Sections The HGPR questions mirror the questions in the former PIMS, however in the new reporting process, grantees will only be required to submit specified elements. Reporting Sections include: • Basic Contact Information • Program Information • Software • Health Information Exchange (if applicable) • Implementation Status • Measures • Narrative • Close Out (if applicable)

34. Basic Contact Information • Enter HCCN Grantee Contact Information • Enter Network information if • different from Grantee information • If Mulit-site grant select ‘yes’ • If your grant ended 8/31/2011, select ‘yes’ for close out report and complete close out report tab • Jobs section is provided but not required because it is captured in ARRA 1512 Reporting

35. Program Information • Select grant type • If your HCCN is engaged in Health Information Exchange (HIE), select ‘yes’ and complete HIE section tab. • Depending on grant type, enter specified information • Quality Improvement and HIT Planning grants can enter program information in the comments section below

36. Software • Enter software and vendor information • Enter type of service information • Provide any additional comments or this section

37. Health Information Exchange • Select applicable HIE Partners • Select types of information exchanged • Select Method of Data Exchange • Describe lessons learned in HIE or • any other information you would like • to share in this section

38. Implementation Status • Enter each member name in your network • Enter the dates for each go live or anticipated go-live • Enter the # of sites in project scope, # of sites implemented, UDS #, State, Zip, # of Patients Impacted in Project Scope, # Patients Impacted to Date, # Medical provider FTEs in Project Scope, Date MOA signed, and comments if there are changes to participants

39. Measures • Enter your outcome measures for diabetes control and child immunization • Enter baseline, current progress, and if method for calculating measures is • consistent with UDS • At least three measures are required in this section in order to submit the report. If the child immunization and diabetes do not apply as required to your grant then please provide comments in the comment field

40. Narrative • The narrative section has • been combined into one essay format tab. • Each field has an 8000 character limit • All of the fields are required • Narrative topics include: • Accomplishments • Lessons Learned • Network Customer Service • to members • Sustainability • Contingency Planning • Additional Comments

41. CLOSE OUT reports

42. Close Out Reports • If your project period ended August 31, 2011, you must complete the close out tab of the report • The evaluation and close out narrative is required, and all other fields are optional • The close out process is as follows: • Submit 6 Month Progress Report (HGPR) • Complete the Close Out Report in HGPR • Submit last ARRA 1512 Report • Submit last Federal Financial Report in EHB (FFR) • Schedule a Close Out Phone Call with Project Officer • The close out call will be an opportunity to share accomplishments with your PO and sustainability plans moving forward

43. FEDERAL FINANCIAL REPORT (ffr) REMINDER

44. Federal Financial Report (FFR) • Grantees whose grant period ended August 31, 2011, must submit their Federal Financial Report 90 days after the budget period end date, which is November 29, 2011 • The report should reflect cumulative reporting within the project period and must be submitted using the EHB • In the submission module in EHB, select your Financial Report with tracking number starting with FFR___ • Keep note of the 11/29/2011 deadline and submit prior to the deadline to avoid a grant condition

45. ARRA SECTION 1512 REPORTING REMINDER

46. ARRA Federal Reporting Timeline

47. ARRA Federal Reporting Who must submit reports? • All recipients of ARRA grants are required by law to submit reports to the Federal government-wide reporting system (www.FederalReporting.gov) • This reporting is SEPARATE from HGPR • Federal Reporting is based on each grant received • Submit ONE report for each ARRA grant received – please do not combine information from multiple grants into one report or include H80 grants What data will recipients submit? • Number of Jobs • $$ Spent/Obligated • Percentage of Project Completed • Narrative Update • Payments to Vendors

48. ARRA Federal Reporting How will recipients submit reports? • Recipients will register at and submit reports through the Federal Reporting website at www.federalreporting.gov Three methods to submit data: • Data Entry Form (on Federal Reporting website) • Excel Spreadsheet (download from www.federalreporting.gov) • XML Schema (download from www.federalreporting.gov) Note: Please ensure that the report has been submitted and not merely saved as a draft or uploaded successfully. You should receive a confirmation that the report was submitted successfully.

49. Questions HGPR Reporting Questions Natassja Manzanero nmanzanero@hrsa.gov or 301-443-2077 Technical or Systems Issues HRSA Call Center: 877-Go4-HRSA (877-464-4772) or CallCenter@hrsa.gov BPHC Helpline: 877-974-BPHC (877-974-2742) or bphchelpline@hrsa.gov Programmatic Questions Your HCCN Project Officer or BPHC_HIT@hrsa.gov