health care and other facilities (hcof) progress reports overview

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Health Resources and Services Administration (HRSA)

Presented To:

Grantees

Health Care and Other Facilities (HCOF) Progress Reports Overview

HCOF Progress Reports Overview

Health Care and Other Facilities (HCOF) Progress Reports Overview

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Agenda

Purpose and GoalsBenefits of Electronic SubmissionProcess OverviewWalkthrough of Electronic FormsResources


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Purpose and Goals

Purpose To provide an overview of the process for completing and submitting HCOF

Progress Reports electronically To visually highlight key steps and procedures in the process To communicate the resources available to grantees for more information To answer any preliminary questions from grantees regarding the new process

Goals Understand grantee roles and responsibilities Understand the information requested in the HCOF Progress Report


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Benefits of Electronic Submission

HRSA EHBs provides a “one-stop shop” for grant-related post award submissions– Progress Reports– Other Submissions required on the Notice of Grant Award

Monitor schedules feature allows users to see upcoming reports or other required submissions

Users registered to the grant handbook can access previously submitted reports HRSA EHBs maintain an action history to provide an audit trail of all actions

performed on a report HRSA EHBs and the HCOF Progress Reporting Module contain validation checks

to ensure that all data is complete before it is submitted to HRSA Electronic submission streamlines the communication between grantees and HRSA by

implementing automated notifications and reporting workflow EHBs generate report tracking numbers to facilitate monitoring of report status and

allow grantees to view the status of their reports online


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Process Overview

1. Register to create a username and password in the HRSA Electronic Handbooks (EHBs)

2. Add the grant to your grants portfolio and obtain access to Progress Reports

3. Monitor the schedule to see upcoming Progress Reporting requirements

4. When report becomes available, start the report, enter all data, complete and submit the report to HRSA by the deadline date


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Prerequisites (All Users) All users who wish to work on the HCOF progress reports must register in the HRSA EHBs

Go to https://grants.hrsa.gov/webexternal/login.asp Help with registration (a number to call and an e-mail address) is available at this location If you are not registered, click the ‘Create an Account’ button 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


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Prerequisites (All Users)

All users must add the HCOF grant to their portfolio 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. You will need the grant number (from box 4b from most recent NGA).

Look for the ‘Add to Portfolio’ link on the left side of the screen on the Welcome page of the grantee handbook


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Prerequisites (Project Director)

Project Director must grant users permission to view, edit or submit the submissions

Open the Grant Handbook for the grant Click the ‘Control How Others Can Work on Submissions’ link to set up

permissions for other users


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Privileges


Project Director (or another user with “Administer Grant User” permissions privileges to the grant handbook) must approve privileges for other users who will need to access the progress reports

There are three levels of access privileges available for progress reports– View Progress Report : Allows users to access a read-only version of the

progress report – Edit Progress Report: Allows users to view and enter and edit data in the

progress report– Submit Progress Report: Allows users to view, enter and edit data, and

submit the progress report to HRSA

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Logging In


Go to https://grants.hrsa.gov/webexternal/login.asp This opens the Login page

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Accessing Progress Reports: Welcome Page I


Users logging into the Electronic Handbooks should check to ensure that the ‘Work on Other Post Award Submissions’ link on the Welcome page is enabled

If it is not enabled, they should ask their Project Director for permission to access progress reports

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Accessing Progress Reports: Welcome Page II


On the Welcome page, click the ‘View Portfolio’ link on the left side menu to view your grant portfolio

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Accessing Progress Reports: Grant Portfolio I


If the relevant grant is not listed in the View Portfolio page, click the ‘Add to Portfolio’ link on the left side menu to add it

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Accessing Progress Reports: Grant Portfolio II


Locate the relevant grant in the Grants List Click the ‘Open Grant Handbook’ link

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Grant Handbook: Monitor Schedules I


Clicking ‘Open Grant Handbook’ opens the Overview page in the Grant Handbook Click the ‘Monitor Schedules’ link on the left side menu to open the Monitor Schedules

page

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Grant Handbook: Monitor Schedules II


Upcoming reports and other required post award submissions are listed in a table on the Monitor Schedules page

The monitor schedules table lists the due date and status of each submission

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Grant Handbook: Progress Reports


Click the ‘Progress Reports’ link on the left side menu in the Grant Handbook

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Progress Reports List Page


The Progress Reports List page lists pending progress reports

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Progress Report Record on Progress Report List Page


Each pending progress report is a separate record on the Progress Reports list page Reports that have already been submitted are not displayed by default on this page Use the Search button at the upper right to access a search screen (not shown) that

enables you to search for progress reports that match criteria you enter

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Available Date/Due Date


Each progress report has a record on the Progress Reports list page The record shows high-level information for the report For pending reports, the available date (date report appears in handbook) and due

date are given in the record HCOF progress reports are available five days prior to the reporting period end date They are due five days after the reporting period end date

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Schedule Status


The Schedule Status is part of the high-level information given for each report It describes the overall lifecycle of the report. There are four possible schedule status:

– Not Started: indicates that the report has never been worked on(Grantee takes action). – In Progress: a member of the grantee organization has clicked “Start Report” (Grantee

takes action)– Submitted: The Report has been Submitted to HRSA (HRSA takes action)– Change Requested: After the report has been submitted, it is reviewed by HRSA. If the

reviewer determines that changes are needed, the report will be made available to the grantee again for changes. The schedule status will move to 'Change Requested.’ (Grantee takes action).

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Submission Status


The Submission Status is part of the high-level information given for each report It describes the stages the report passes through as you work on and submit it There are five possible submission statuses

– Not Started: The report for the current cycle has not been started. The report will be “Not Started” either during the first cycle when the Schedule Status is “Not Started” or in subsequent cycles when the Schedule Status is “Change Requested (Grantee takes action).

– Submission in Progress: The Status of the report once a user clicks “Start Report” (Grantee takes action)

– Review in Progress: The report has been submitted to HRSA, either during the first submission or any subsequent resubmissions (HRSA takes action)

– Processed : Program office has completed and concurred with the submission– HRSA Requested Changes: The Program Office has sent the submission back to the grantee for

changes (Grantee takes action)

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Start Report


On the Progress Reports list page, click the ‘Start Report’ link for the report you want to work on

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HCOF Progress Report Window


Clicking ‘Start Report’ opens the HCOF Progress Report The report opens in a separate window

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Status Page: Show/Hide Left Side Menu


The HCOF Progress Report opens to the Status Page Click the arrow at the top of the left side menu to show or hide the menu

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Status Page: Left Side Menu Navigation


You can use the left side menu to jump to any section of the report

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Status Page: Instructions for User


Instructions for the user can be found at the top of every page of the report

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Status Page: Links to Resources


Links to Related NGA and Last NGA are available as resources on the Status Page

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Status Page: Users with Permissions Table


The table titled “Users with Permissions on HCOF Request” displays a list of users who can work on the report

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Status Page: Report Status Table


The table titled “HCOF Report Status” is located at the bottom of the Status page

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Status Table: Completion Status


The HCOF Report Status table shows all sections of the report and the completion status of each section There are three possible states:

– Not Started: All the sections of the report are initially in the ‘Not Started’ status. Navigating to the section from the side menu link or by clicking on the ‘Update’ link in the report status, will update the status of the page to ‘In Progress’

– In Progress: The page will remain in this status until all the data has been entered and has been saved. The data on the page will be saved as long as there are no critical errors on the page– Completed: Once you have entered all the data within each page and there are no errors on the page, the page status will be changed to ‘Completed’

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Status Table: Update Link


Click the ‘Update’ link to open a section of the report for editing You can update any section, even those marked ‘Completed’ Doing so may cause the status to revert to ‘In Progress’

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System Messages I


The system displays messages, where appropriate, at the top of the page

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System Messages II


There are four types of system messages:– Critical Error. This kind of error must be corrected in order for the system to save

your data. If one or more errors of this kind appear on the page and are not corrected, the system will not save the data entered after the last successful save. (Example: Letter in a numeric field)

– Regular Error. This kind of error will let you save the data, but with these errors existing on the page, the system will not change the status of a page to ‘Complete.’

– Information. This is a note to alert you to any important information on your report– Success Message. This denotes that a particular process has been executed

successfully. This can appear anytime data is successfully saved or submitted.

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Basic Information Page


The Basic Information page asks for contact information Contact information applies to this report only The Project Director is listed as the Primary Point of Contact by default Use the links under Action column to add a new contact, delete an existing one, or

update the information that has been entered

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Basic Information Page: Action Buttons


Click the Save button to save changes made to a report section and remain in that section

Click Save and Continue to save changes and proceed to the next section

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Status Information Page


The Status Information page is the main section of the report Some information on this page is pre-populated from the database Help for this section is available via the ‘More Information’ link

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Status Information Page: Project Completion information


On the Status Information page, enter cost incurred to date in the appropriate block Click the Calculate button to calculate percentage Clicking Calculate will not save the page

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Status Information Page: Drawdown Percentage


On the Status Information page, enter drawdown to date in the appropriate block Click the Calculate button to calculate percentage Clicking Calculate will not save the page

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Status Information Page: Start Date Information


On the Status Information page, enter start date information in the appropriate block Data on this page will be pre-populated with responses from prior progress report

submissions Update responses if there have been changes since previous report submission

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Status Information Page: Completion Date Information


On the Status Information page, enter completion date information in the appropriate block

Data on this page will be pre-populated with responses from prior progress report submissions

Update responses if there have been changes since previous report submission

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Status Information Page: Current Status


On the Status Information page, enter current status information in the text box Click Save to save changes and remain on the page or Save and Continue to

proceed to the next section

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Data Audit Status Page I


The Data Audit Status page displays data exceptions found in the Status Information page

An exception might occur as a result of a data entry error or the violation of a business rule

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Data Audit Status Page II


For each data exception, you must take appropriate action– Click Edit Data to edit the data, or– Click Explain to provide an explanation

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Data Audit Explanation Page


On the Edit Justification page, enter a justification for the exception noted on the Data Audit Status page

Click Save and Continue to return to the Data Audit Status page

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Data Audit Status Page III


The Data Audit Status Page will remain In Progress until explanations are entered for any exceptions, or the data has been corrected

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Supporting Documents Section


Attach supporting documents in the Supporting Documents section Supporting documents, such as construction pictures, are required for construction-type

projects Click the Attach button

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Attaching Documents I


Click the Browse button to navigate to the drive and directory on your computer where the document is stored

Allowable file types include: .jpg, .jpeg, .xfd, .wpd, .txt, .doc, docx, .rtf, .xls and .xslx

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Attaching Documents II


In the Choose File dialog, select the file and click the Open button

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Attaching Documents III


Enter a description for the document Click the Attach Document button

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Attaching Documents IV


Once all the documents/pictures are attached, click on the Finished Attaching button

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Attaching Documents V


The file is uploaded Use the buttons “Attach”, “Update Description” or “Delete” to attach another file,

update the description, or delete the file respectively.

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Review Page


On the Review page, click View to open a printable (HTML format) version of any section of the report

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Print Report Page


The printable version of the page will open in a separate window

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Submit Page


Click the Submit button

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Submission Certification


Type “I agree” in the certification text box Click the Submit Report button

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Resources


EHBs URL: https://grants.hrsa.gov/webexternal/login.asp HRSA Call Center (Technical Assistance)

– Available Monday – Friday (9:00 am – 5:30 pm ET)– Toll Free Number: 877-Go4-HRSA (877-464-4772)– Email: [email protected]

HCOF Program Support– Website: http://www.hrsa.gov/hcofconstruction/– Phone: 301-443-3665 – Email: [email protected]

EHB Registration Online Training (Flash Video)– https://performance.hrsa.gov/hab/ehbdemo/cadr

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Feedback

Submit feedback to the program office at [email protected] or 301-443-3665

We’re here to help every step of the way!


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In Conclusion…

This is a transition year. With a little bit of patience we’ll get through it!
