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									The HRSA Electronic
Handbooks (EHBs)
  Judy Ceresa
  HRSA - Division of Grants Policy

  Elisa Peet
  HRSA Call Center

  August 27, 2007




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Today’s Goals

   HRSA’s electronic grants submissions
    process
   Applying for competing grants
   Applying for non-competing grants
   EHB Technical Assistance




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Electronic grants submissions
process
    Public Law (PL) 106-107
        Federal Financial Assistance Management Improvement Act
         of 1999
             Improve the effectiveness and performance of Federal financial
              assistance programs
             Simplify Federal financial assistance application and reporting
              requirements
             Improve the delivery of services to the public
    President’s Management Agenda (2002)
        “Agencies to allow applicants for Federal Grants to apply for,
         and ultimately manage, grant funds online through a common
         web site, simplifying grants management and eliminating
         redundancies . . .”



                                                                                3
Electronic grants submissions
process (cont.)
Since January 1, 2006, HRSA :

  Requires electronic submission through
   Grants.gov for all HRSA grant applications
 Transitioned from the PHS 398/6025
   application form to SF424 family of forms
   data set
   SF424 Research and Research-Related
     (SF424 (R&R))
   SF424 Discretionary

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Two Systems Working Together

    Grants.gov – the Federal government’s single
     on-line portal to find and apply for Federal
     grant funding
        Used by all 26 Federal grant-making agencies
    HRSA Electronic Handbooks (EHBs) - allow
     applicant/grantees, program and grants
     management staff to transmit and manage
     application award and performance data



                                                        5
Applying for a competing grant

 All competing grant application must be
  submitted through Grants.gov
 Step 1: Grantee registers in Grants.gov
       All required registrations must be
       completed prior to submission.
 Step 2: Grantee searches for and identifies a grant
   opportunity in Grants.gov




                                                       6
Applying for a competing grant
(cont.)
 Step 3: Grantee downloads and saves grant
       application package to their local
       computer system.

 Step 4: Grantee completes the application making
       sure to save a copy of the application to their
       local computer system.

 Step 5: The Authorized Organizational
       Representative (AOR) submits the application to
       Grants.gov.


                                                         7
Applying for a competing grant
(cont.)
 Step 6: Grantee submits the application, prints off and
   signs the Face Page from the Grants.gov submission
   and submits to HRSA Grant Application Center:
   The Legin Group, Inc.
   Attn: Your Grant Program
   Program Announcement No. HRSA-XX-XXX
   CFDA No. 93.XXX
   910 Clopper Road
   Suite 155 South
   Gaithersburg, MD 20878


                                                           8
Applying for a competing grant
(cont.)
 Step 7: Grantee tracks the status of the submitted
   application package at Grants.gov until they are
   notified via email that HRSA has received it.


 (After verification, EHBs saves the data
   and attachments, and HRSA begins
   processing the application)
 Important: Do not submit your application
   to Grants.gov more than once!

                                                      9
Applying for a non-competing grant

 Step 1: Grantee registers in Grants.gov. All required
   registrations must be completed prior to submission.
   To search for Non-competing applications posted
   on Grants.gov, please select the link “Apply for
   Grants” not the link “Find Grant Opportunities”

 Step 2: Grantee enters funding opportunity number from
   guidance application or information received on
   funding opportunity number from HRSA
   Example of funding opportunity numbers:
       Compete:        HRSA-08-001
       Non-compete: 5-D04-08-001


                                                          10
Applying for a non-competing grant
(cont.)
    Step 3:Grantee downloads and saves guidance and
     grant application package (424 Short Form or 424
     R&R Short Form and 5161 Checklist) to their local
     computer




                                                         11
Applying for a non-competing grant
(cont.)
 Step 4: The Authorized Organizational Representative
   (AOR) submits completed application forms to
   Grants.gov.


 (Applications are downloaded to EHBs
   from Grants.gov)




                                                        12
Applying for a non-competing grant
(cont.)
 Step 5: HRSA notifies Project Director, Authorizing
   Official, Point of Contact and Business Official listed in
   the Grants.gov application that their application is
   available in EHBs for entry of program specific and
   other application information to complete the
   application process. (This will happen about three
   days after the grantee receives notification from
   Grants.gov that their application has been accepted)




                                                                13
Applying for a non-competing grant
(cont.)
 Step 6: Applicant reviews and enters additional
   information for non-competing continuations in EHBs.
 Step 7: Grantee submits the application, prints off and
   signs the Face Page from the EHB submission




                                                           14
Applying for a non-competing grant
(cont.)
 Step 8: Applicant sends signed Face Page to the HRSA
   Grant Application Center:

   The Legin Group, Inc.
   Attn: Your Grant Program
   Program Announcement No. HRSA-XX-XXX
   CFDA No. 93.XXX
   910 Clopper Rd., Suite 155 South
   Gaithersburg, MD 20878

                                                        15
Approval of Waivers and Extensions

    Competitive Opportunities:
     Grantees must request waivers by submitting a
     written request to: DGPWAIVERS@HRSA.gov
     Include in request: Organization name and contact
     information and opportunity number

    Non-Competing Continuations:
     Grantees must request extensions by submitting a
     written request to: DGPWAIVER@HRSA.gov
     Include in request: Organization name, opportunity
     number, grant number, name of organization’s project
     director


                                                            16
COMING SOON: EHBs New
Submissions Module

Will allow grantees direct electronic
  interface with their HRSA Project
  Officers and Grants Management
  Specialists
(All grantees registered in EHBs will have
  access to the new Submissions Module)




                                             17
    EHBs Technical Assistance
   The Electronic Handbook is a web-based
    system that existing grantees use to
    complete non-competing continuation
    applications as well as specific post
    award reports that are required as part of
    the terms and conditions of the grant.




                                             18
Registration

  Register a new account ONLY if you do
   not already have an account.
  Never register more than once.




                                           19
Registration – 2 Steps

  Create a user account.
  Associate yourself with an organization.




                                              20
Step 1
Create User Account
  Individual users from an organization who
   participate in the grants process such as
   applying for non-competing continuations must
   create individual system accounts.
  Username: must be 6-20 characters (not case
   sensitive).
  Password: must be at least 8 characters
   consisting of at least one upper case, one
   lower case, one number, and one special
   character (case sensitive).

                                               21
Step 2
Organization Association
    Choose the correct role:
         Authorizing Official: authorized individual who
          does the final submission to HRSA for new
          grants and signs the face page for all grant
          applications.
         Business Official: individual authorized to handle
          the finances.
         Other Employee: any individual not classified as
          one of the above (i.e.: project director,
          coordinator, data submitter).


                                                               22
Step 2
Organization Association
  Search for your organization by the grant
   number. Note that since all existing
   grantee organization records already
   exist within the EHB, there is no need to
   create a new one.
  Make sure to add yourself to the
   organization.


                                           23
Grant Portfolio/ Handbook

  Provides the appropriate individuals a means
   to perform various post award activities (i.e..
   CADR, ADAP, CPMS, non-competing
   continuation applications).
  Ensures that only the right individuals from the
   organization have access to grant data.
  Allows the project director to control the
   privileges of various users and delegate
   certain responsibilities to other users from the
   same organization.

                                                      24
Grant Portfolio/ Project Director

   Once the Project Director adds the grant
    to their portfolio, they automatically will
    have all privileges.
   They must have their most recent Notice
    of Grant Award (NGA) in order to verify
    their identity when adding the grant to
    their portfolio.


                                                  25
Grant Portfolio/ Data Submitter

  All other users from the organization must add
   the grant to their portfolio to request access to
   the grant.
  The Project Director can then approve the
   request and grant necessary access rights so
   that the users can view relevant information.
  The Project Director can determine which
   privileges they would like to grant the user.



                                                       26
Email Notifications – Through EHB

  Project Directors will receive an email
   notification every time a user adds the grant to
   their portfolio/requests access.
  Users in which the Project Director approves
   or disapproves the request will receive an
   email.
  Actions are not dependent on email
   notifications.
  All emails are generated through the system.
   No one needs to initiate the email.


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Where to Go for Help

 HRSA Call Center
  Hours of Operation: Mon – Fri 9:00am –
   5:30pm
  Phone: (877) 464 - 4772
  Phone: (301) 998 - 7373
  Email: callcenter@hrsa.gov




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Questions?




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