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

Learn how to register, navigate, and understand the roles within the HRSA Electronic Handbooks system for grants and program management. This overview covers essential information and steps for users. Access the system at https://grants.hrsa.gov/webexternal for efficient grant-related tasks.

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

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

  2. Agenda • Objectives • EHBs Overview • Registration • EHBs Roles • Navigating the EHBs • Resources • Questions

  3. 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.

  4. 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

  5. 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

  6. Grantee Tasks and Activities NOTAvailable in the EHBs

  7. 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

  8. EHBs System Requirements – Test Your Settings

  9. 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

  10. New User Registration Screen Options are available to guide you through the registration process or locating your username

  11. 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

  12. Step 1: Create an Account Complete registration form with your information

  13. Step 2: Associate Account to Organization Search using Grant Number to ensure you add your account to the correct instance of the organization

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

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

  16. Step 3: Choose your Role The organization role can be changed later, if necessary.

  17. 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

  18. EHBs Home Page User will not have access to organization information until account is validated by Adding Grant to Portfolio

  19. Grants Tab Grants tab will display all grants a user has been given privileges to access.

  20. Add Grant to Portfolio Select your role for the grant

  21. 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

  22. Grant Level Privileges View, Create/Edit, Submit, and Administer Privileges are available for each of the types of submissions in the EHBs

  23. EHBs Home Page with Tasks Easy access to tasks upcoming tasks Recently accessed section for easy navigation

  24. 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

  25. Pending Tasks Use search and filter options at the top of the page to facilitate navigation

  26. Submissions Section Navigating to the Submissions section provides additional features

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

  28. Submissions – Option Menu – Submission Link Use 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.

  29. Organizations Tab Overview • The Organizations Tab will list all organizations you are associated • Provides access to organization information • Associated Users • Organization Profile • Awarded Grants

  30. Organizations Tab Displays organizations associated with your account

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

  32. Organization Folder – Profile Organization 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

  33. Organization Folder – Users Users with the “Primary Authorizing Official” role at the organization level can manage users associated with the organization.

  34. Updating Contact Information • If any of your contact information changes, you must update your profile • Click the View/Update Profile link

  35. View/Update Profile Page Changes made to your profile will be reflected throughout the EHBs

  36. Resources

  37. Questions

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