AMCHP 2008 Conference DSCH Skills Building Session

1. March 2, 2008 1 AMCHP 2008 ConferenceDSCH Skills Building Session

2. March 2, 2008 2 Overview Interim Year Reporting Again – Are things the same? EHB Process for the Block Grant Application Review of System Key Points Dates for the 2009 Application Accessing the 2009 Application Introduction to DGIS Web Reports

3. March 2, 2008 3 Interim Year Reporting Functioning of most of TVIS remains the same Small number of changes and enhancements to TVIS this year

4. March 2, 2008 4 Interim Year Reporting Functioning of TVIS forms remains the same Multi-year forms are prepopulated with previously submitted data Single year forms are not pre-populated Form Status Check HTML and PDF versions of forms and narrative available Reminder: Application Year 2009 and Annual Report 2007

5. March 2, 2008 5 Interim Year Reporting Functioning of TVIS narrative remains the same Narrative text fields are pre-populated with last year’s narrative text Exception: performance measures narrative sections (past, present, future) are NOT pre-populated You Access to last year’s narrative to cut and paste as necessary Length limitations for the pre-populated sections have increased by 10 percent from last year Updates to pre-populated sections should begin with /2009/ and end with //2009// New tool in the narrative to help put the /2009/…//2009// around your updated text.

6. March 2, 2008 6 Interim Year Reporting New Data and Notes are pre-populated this year CSHCN Survey Data 2005-2006 NPM02-06 has indicator data prepopulated for the 2007 indicator. Prepopulated note for 2007 Data Source Addressing comparability to the 2001 survey Review data – edit data and note as necessary Pacific Basin – Note prepopulated for HSCI04 for 2007 Note discusses using the WHO standard rather than Kotelchuck No data are entered for the indicator Review note – edit as necessary

7. March 2, 2008 7 Title V Block Grant Application 2009 Interim Year Reporting Again – Are things the same? EHB Process for the Block Grant Application Review of System Key Points Dates for the 2009 Application Accessing the 2009 Application Introduction to DGIS Web Reports

8. March 2, 2008 8 EHB Process HRSA’s EHB is HRSA’s grants management and application system Grants and program data are managed through EHB Registration Access to the Data Entry System View Versions of the Data

9. March 2, 2008 9 EHB Process All those working on the application and in TVIS must register as individual users in EHB One person from your State starts the application in EHB Access to TVIS takes place in EHB “Program Specific Information” = TVIS Submission of the application takes place in EHB

10. March 2, 2008 10 EHB Process Registration Anyone working on an application must register Two part registration Individual registration - Defined with a role Link your profile to your State Use your block grant number to identify your organization! If you have already registered in EHB, verify that you are tied to the organization noted on the block grant https://grants.hrsa.gov/webexternal/home.asp

11. March 2, 2008 11 EHB Process MCH Director or designee may start the application Eligibility code will be sent to MCH Director and this code is needed to start the application MCH Block Grant competes as a new application each year Person who starts the application controls peer access to the grant for all others working on it The one who starts the application should be the hands-on manager of the application process Start only one application in EHB

12. March 2, 2008 12 EHB Process

13. March 2, 2008 13 EHB Process Title V Block Grant uses an PHS 5161 Short Form Only collects the data for the SF424 Status on the application menu changes for each section to “Complete” when necessary data are entered You are completing the SF424 as you complete these sections All parts of this menu must be “Complete” before the submit link is activated “Program Specific Information” section is TVIS and this will be where most data entry occurs All status checks on forms must register as “Complete” on the Forms Status Checker in TVIS for the “Program Specific Information” Section on the Application Status Menu to be complete

14. March 2, 2008 14 EHB Process 

15. March 2, 2008 15 EHB Process A State must electronically submit the grant application in EHB The application MUST be submitted by the deadline of July 15, 2008 by 5:00 p.m. EST Your State’s Authorizing Official must submit this application Project director may not submit

16. March 2, 2008 16 Title V Block Grant Application 2008 Interim Year Reporting Again – Are things the same? EHB Process for the Block Grant Application Review of System Key Points Dates for the 2009 Application Accessing the 2009 Application Introduction to DGIS Web Reports

17. March 2, 2008 17 Key Points Access to the Application is via the Internet When you save your data, data are stored on the HRSA server where it may be accessed at your next session You must save your data! If you cancel without saving or close your window, you will lose the data on your form

18. March 2, 2008 18 Key Points Your Browser Use Internet Explorer 6.0 or higher as your browser Firefox works too Coordinate with your State IT department to make sure you are set up properly

19. March 2, 2008 19 Key Points Security Time outs are a security requirement If there is no communication with the server within 30 minutes, you will time out of the system Turn off your pop-up blocker as messages will appear in pop-up windows

20. March 2, 2008 20 Key Points Security At the 29 minute mark, you receive a warning that you will time out and you must click the “OK” button to continue your session You have 1 minute to respond Be careful about having multiple windows open – your warning could appear in an open window behind your active window

21. March 2, 2008 21 Key Points Data Entry Save your data as you work Use the ‘Notes’ icon to enter notes at both the form and the field level Use the ‘Instruction’ link to access the user’s guide for the form that you are in Use the ‘Guidance’ link to review the content of the guidance for that form

22. March 2, 2008 22 Key Points Forms Numeric fields cannot have commas entered Text fields have character limitations Only one person from your State can access a single form at any one time Multiple users from your State can work on different forms at the same time

23. March 2, 2008 23 Key Points Notes Note fields are not pre-populated Historical notes are available for you to cut and paste notes from last year’s application, should they apply to this year’s application Be careful when copying notes – some PMs/HSCIs have migrated this year but the historical notes are tied to the numbering in a previous year’s application

24. March 2, 2008 24 Key Points Narrative Text fields have character limitations Compose your copy in Word or WordPerfect for a section and note your character count including spaces. This count should be under the section limit Then copy and paste into the section Do not use bullets or other special characters Hard returns do not count toward the character limits Use the character counter on the page to monitor character use

25. March 2, 2008 25 Key Points Narrative Attachments - one attachment per section Combine multiple attachments into one document for a section Be consistent in the naming of your attachments Name it by Section, Subsection and Subsection Title: Example: IA_TransmittalLetter Do not use attachments to work around length limitations

26. March 2, 2008 26 Key Points: Data Validations Completing PMs, HSCIs and HSIs: Provide actual or estimated data or, in lieu of data, a note is acceptable for the reporting year Completing OMs: Recommended but optional Reporting PMs and HSCIs for the Territories: Notes are acceptable in lieu of any data for the PMs, HSCIs and HSIs that may not apply to the Territories

27. March 2, 2008 27 Title V Block Grant Application 2009 Interim Year Reporting Again – Are things the same? EHB Process for the Block Grant Application Review of System Key Points Dates for the 2009 Application Accessing the 2009 Application Introduction to DGIS Web Reports

28. March 2, 2008 28 Key Dates for the 2009 Application ASAP: Register in HRSA’s EHB using last year’s grant number to select your organization March 17, 2008: MCH Directors send the list of staff that have registered in EHB and their usernames. Send to Chris Dykton You will not be able to access TVIS if we do not know your user name April 1, 2008: The funding announcement for the 2009 Application and 2007 Annual Report will go live. MCH Directors or designee can begin the application and give access to other State users Eligibility code is needed to start - code will be sent to MCH Directors July 15, 2008 at 5 p.m. EST: Deadline for the 2009 Title V Block Grant Application and 2007 Annual Report. State Authorizing Official must submit the completed application by this time

29. March 2, 2008 29 Accessing the 2009 Application The URL is at: https://grants.hrsa.gov/webexternal/Login.asp Register today Once, there – bookmark it for direct access!

30. March 2, 2008 30 Title V Block Grant Application 2008 Interim Year Reporting Again – Are things the same? EHB Process for the Block Grant Application Review of System Key Points Dates for the 2009 Application Accessing the 2009 Application Introduction to DGIS Web Reports

31. March 2, 2008 31 DGIS Web Reports Discretionary Grant Information System (DGIS) Companion information system to TVIS Tracks performance measurement and program data for MCHB’s discretionary grants Financial data – similar to TVIS in structure 37 national performance measures PMs are assigned as necessary Not all PMs are collected from grantees Abstracts Other program data Began collection of data in October 2004 Two years of nearly complete data collected

32. March 2, 2008 32 DGIS Web Reports Developing DGIS Web Reports Gathering of requirements for Web Reports started in September 2006 - DGIS Web Report Workgroup TVIS Web Reports served as model Paper mockups were created and distributed internally and with selected grantees for feedback Requirements for initial reports were approved by October 2007 Financial Reports Performance Measure Abstracts Development of the reports took place October–December 2007 MCHB is reviewing and testing reports First reports to be released in Spring 2008

33. March 2, 2008 33 DGIS Web Reports

34. March 2, 2008 34 DGIS Web Reports

35. March 2, 2008 35 Contact Information Technical Assistance: Christopher Dykton, Project Manager Science Applications International Corporation 12530 Parklawn Drive, Suite 350 Rockville, MD 20852 Email:  dyktonc@saic.com Office:  301-230-4715 Fax:  301-468-0166