SOW Attachment A4 - EHBs Modules.pdf

Attachment A4 – EHBs Modules

Disclaimer: Below are short descriptions of the most commonly used Electronic Handbooks (EHBs) Modules and Sub systems at HRSA. Table 1, at the end of this attachment, contains a full list of all current EHBs Modules and Sub Systems. Please note that every effort is made to create a comprehensive Module and Sub system list at the time of creation (contained in Table 1), but the EHBs System is routinely updated every 2-weeks and therefore the list is subject to change.

Contact HRSA for any additional details or information needed on any of the EHBs modules/sub systems.

EHB2010

EHB2010 is a web based system that supports HRSA staff in the end to end Grants Management life cycle for grant and loan programs. EHBs system supports a number of key modules across HRSA Internal and External Handbooks that are used on a daily basis such as Planning, Application, Pre-Awards, Awards, Post Awards, and Reports. Each module contains electronic forms to execute relevant business processes in real time. EHBs system guides the user to work on system generated tasks and/or user initiated activities for which he/she is responsible. The data generated through a business process is retrievable through electronic folders and reports.

EHBs Enterprise Portal Services (EPS)

Enterprise Portal Service (EPS) is the EHBs portal that hosts common capabilities required by all the EHBs modules. The core features hosted by EPS include the portal for internal (HRSA staff) and external users, user profile and user organization management (including registration), user authentication, and user access control. In addition to the core features, EPS also provides tools that assist in managing user tasks and workload and productivity tools such as Mail Center and Calendar.

The features within EPS provide an exhaustive platform for all systems integrated with EHBs such that the integration and the user experience is seamless. EPS is the entry point into EHBs for all EHBs module. An internal HRSA user must log in to the HHS Authentication Management System (AMS) to securely authenticate with EHBs. However, EPS is responsible for authenticating all external users like grantees, applicants, FI Reviewers and Free clinics. Once logged in, EPS directs all EHBs users to the EHBs Home Page. EPS maintains all authorizations including roles and permissions required for the user to perform their work in any of the EHBs modules, including the Core EHBs and the program-specific systems.

Through EPS, the EHBs users can access their assigned tasks, re-assign tasks, set up grant assignments and team assignments to manage workload, and set up user back-ups. The users can also search and initiate new actions (activities) within the system; tag frequently accessed EHBs entities (e.g. grants) and reports as favorites; quickly access recently visited actions within EHBs and more.

EPS is fully integrated with the EHBs, utilizes the EHBs new user interface, and complies with the section 508 requirements.

Enterprise Site Repository (ESR) Module

The Enterprise Sites Repository (ESR) is a HRSA level sites repository that provides a framework for all the HRSA bureaus to tightly integrate and share data with each other. Essentially every organization that is registered within EHBs pre-registers their performance locations (sites) within the enterprise Sites repository. At the minimal, the performance sites get a name and an address.

This repository essentially has the list of all the physical addresses where all HRSA activities have ever occurred and/or proposed to occur. The HRSA level activities could be widely varying from grant activities, loan programs, discount programs and/or other such bureau specific programs. The repository allows tracking the various activities that are activated/deactivated at these performance locations, as the individual programs deem necessary. The repository can be extended to provide notifications/alerts about activation/deactivation of activities as a result of individual bureau level business processes. The repository can primarily quickly answer the following two fundamental questions:

• What are the activities performed by the organization at various sites.

• What are the activities performed at a given physical location (across organizations)

Enterprise Site Visits (ESV) Module

HRSA bureaus and offices use site visits as a monitoring mechanism to ensure compliance and program performance by conducting site visits for HRSA organizations over a defined period.

This process includes, developing site visit plans, getting approval from supervisors, making travel arrangements, coordinating with consultants, scheduling site visits, communicating with grantees, conducting the site visit, recording their observations, and following up with grantees to resolve the site visit findings.

The Enterprise Site Visit (ESV) Module is a tool that supports the end-to-end lifecycle of a site visit. This encompasses three sub-modules, namely the Planning, Conduct and Post-Site Visit Monitoring components.

The Planning sub-module supports the planning phase of the site visit lifecycle which occurs annually for most bureaus of offices for the upcoming calendar or fiscal year. HRSA staff can create a site visit plan for a bureau/office, division or program for any given year.

The Conduct sub-module provides capabilities for HRSA staff to document details regarding the site visits and the outcomes of the site visit. It also supports the submission of site visit reports for review and approval. The outcomes of the site visit process may include documented findings based on the evaluation and observations of the site visit.

HRSA staff can then utilizes monitoring features through the Post Site Visit Monitoring capability to monitor these findings to closure through mechanisms like Cases, Conditions or Corrective Action or Improvement Plans, as identified in the site visit report section of the Conduct module.

The entire ESV process is also linked to the Technical Assistance Tracking System (TATS) for any site visits that involve non-HRSA consultants or experts.

Global Search Module

Global Search server is used to load structured and unstructured data in the form of indexes. The data stored in the Global Search server is indexed to provide efficient data retrieval when a user tries to search within a particular index. The Enterprise search architecture is developed to communicate between the Global server and the user search performed within EHBs.

Dashboards Module

The Dashboards module is a data visualization tool that brings together performance metrics and indices for different systems and modules in a simple and easy-to-read manner so that senior HRSA staff and management have a quick and readily available view into the health of the different programs and metrics that need to be monitored on a continual basis. The Dashboards utilize the EHBs data to provide snapshots of performance against pre-defined targets, and trends in both graphical and table formats. Users with appropriate roles can view metrics and visuals reflecting workload, portfolio trends, open tasks and historical performance.

Reports Module

The Reports module is an enterprise wide reporting platform. It is a secure, manageable and intelligent platform for HRSA to host all its reports in a single location and expose them to various users. The objective of this platform is to provide a single point access to all reports for the different application users. The Reporting module also provides access to program and grants management data to meet the growing need for generating reports from data captured in various systems.

Integrating within the Enterprise Reporting Services (ERS), other enterprise systems can access transactional data without conflict with the transactional system resources. The Reports module is fully integrated with EHBs and complies with section 508 requirements.

Financial Assistance Module (FAM)

FAM is a financial tracking module that captures the details of the funds awarded by individual sub programs to the grantee community. It is fully integrated with the EHBs funding memo module and it includes complete support for workflow-based data collection, data review, and the related quality assurance checks. The module captures the grantee funding information in a bottom up manner by collecting the funding source, category and reason for which the grantee is receiving the money.

The module allows for BPHC staff to update and modify the funding distribution across the individual subprograms while maintaining the history of the changes. This information is then used to quantitatively manage and track each individual grantee performance as well as to monitor BPHC’s overall funding commitment for current and future support years. The bureau also relies on the data collected in this module to report the details of the funding amounts to congress and other external stakeholders.

Federal Torts Claims Module (FTCA)

BPHC works with approximately 1,200 Section 330 grantees (Health Centers) and approximately 230 Free Clinics with over 12,000 individuals combined. These Health Centers and Free Clinics are eligible for FTCA coverage.

The Federal Tort Claims Act (FTCA) is a non-grant program that provides the benefit of malpractice insurance coverage. This coverage is an optional benefit for any grantee belonging to the section 330 grants (this currently only includes H80 grants) or any eligible Free Clinics. The H80 grantees’ sub recipients are also eligible for coverage, while contractors are not eligible.

The Health Centers and Free Clinics must explicitly apply for this benefit and must submit applications annually to receive FTCA coverage. Applications are submitted annually for the approximately 1,200 Health Centers and 230 Free Clinics. BPHC reviews each application and either approves or denies FTCA coverage.

The FTCA module supports the submission, review, and deeming of these applications for both Health Centers and Free Clinics. The system leverages the capabilities built for the grant programs in BHCMIS and the EHBs. It includes standard reports that provide BPHC staff access to the system data. Official electronic files are maintained that provide all documentation in one place. The module is fully integrated with the EHBs and complies with the section 508 requirements.

Grants Application and Attachment Module (GAAM)

GAAM supports collection of program specific information for majority of the programs within BPHC and allows the applicant to complete a program specific application and submit to HRSA. It also supports C&E review and pre- funding reviews for those applications. GAAM support the BPHC program analysis and recommendation (PAR) capability as an add-on to the HRSA pre-funding reviews. It supports both competitive and noncompetitive applications. The GAAM is fully integrated with the EHBs and complies with the section 508 requirements.

Generic Review Module Next (GRMN)

GRMN is a module within BHCMIS that supports multiple reviews by grants and program staff on individual grant applications or site visits. This module supports reviews on multiple initiatives funded under the ACA such as New Access Point (NAP) opportunities under the Health Center Program. It makes it very easy for BPHC to perform multiple reviews on each application and projects, as needed. Currently, the National Environmental Policy Act/State Historic Preservation Office (NEPA/HP), Architectural and Engineering (A/E), Grants Administration Reviews (GAR), and Capital Development (C8D) are supported. GRMN is fully integrated with the EHBs and complies with the section 508 requirements.

Federally Qualified Health Center Look-Alike Module (FQHC-LAL)

The FQHC-LAL module provides full lifecycle support for the FQHC-LAL program. This includes application, completeness and eligibility review, pre-designation review, designation and post designation processes. With this capability, existing processes that were previously based on paper documents are replaced with efficient electronic on-line interactions.

The FQHC-LAL module allows BPHC staff to get a comprehensive picture of the entire FQHC- LAL program. Currently there are approximately 61 FQHC-LALs. The system leverages the capabilities built for the grant programs in BHCMIS and the EHBs. It includes standard reports that provide BPHC staff access to the system data. The FQHC-LAL scope and performance data are managed using the Scope module and the UDS module. The FQHC- LAL module is fully integrated with the EHBs and complies with the section 508 requirements.

Progressive Actions (PA)

The Program Analysis and Recommendation (PAR) review process and module, implemented in FY 2009 for section 330 grant awards, provides a clear focus on grantee compliance based on the 19 key Health Center program requirements. In support of this focus, grantees identified as being out of compliance during a PAR review and/or at any other point during the year (e.g., based on findings from a site visit, ORO review, etc.) are conditioned for the specific non-compliance issue.

In addition, beginning with FY 2010 PARs and awards, a series of progressive action conditions is available for use in order to assure that grantees that fail to respond appropriately to the initial condition, or require time to implement a plan for coming into compliance, are held to a clear and consistent, Time-phased and action-oriented process that assures compliance is ultimately met and grant funding can continue.

Patient Centered Medical Homes (PCMH)

The Health Resources Services Administration (HRSA) Accreditation and Patient-Centered Medical Home (A/PCMH) Recognition Initiative supports health centers working towards better care and lower costs for patients. HRSA supports health centers seeking to achieve Ambulatory health care accreditation and/or Patient-Centered Medical Home recognition. PCMH recognition assesses a health center’s approach to patient-centered care. Health centers can achieve PCMH recognition by meeting national standards for primary care that emphasize care coordination and on-going quality improvement. Given its focus on primary care, the PCMH is central to HRSA’s strategic goals. PCMH accreditation can be achieved by a health center through the Notice of Intent (NOI) process. The NOI submission, NOI review, and ad hoc reports process are supported by the A/PCMH module in the EHBs.

Project Management Module (PMM)

PMM is a collection of capabilities/functions and reports designed to assist HRSA staff (DGMO and BPHC roles) in the management of BPHC grants from the program perspective. The project management capabilities within the PMM are either closely integrated with several similar post-award tracking capabilities (e.g. conditions, submissions, notes to file, emails, issues) available at the HRSA enterprise level within HRSA EHBs, or are implemented as standalone functions (e.g.

site visits, progressive actions) within the PMM. The capabilities within the PMM are configurable at the program level for various programs within BPHC. The site visit function allows BPHC to track and manage the full lifecycle of site visits conducted in the context of a health center and track compliance actions to closure. The progressive action function allows BPHC to monitor and track all grant conditions to closure and to help grantees comply with the program requirements. PMM provides role-based access to functions and reports for enterprise level roles and to BHCMIS specific roles, and provides project management benefits to more than 200 BPHC staff. For capabilities integrated with EHBs, the PMM uses the review workflow available within EHBs;

however, for stand-alone functions the PMM has its own review workflow. The PMM supports reporting through enterprise level reports and a set of PMM specific reports which are either standalone or cross-cut. In the future PMM will also support program level reports.

The Off-Cycle Conditions (OCC) module was integrated with Site Visit module to help BPHC staff recommend off- cycle conditions from Site Visit. The Site Visit module was also integrated with Technical Assistance Tracking System (TATS) to eliminate redundancies in data entry and streamline data between the two systems. The PMM is fully integrated with the EHBs and complies with the section 508 requirements.

Program Oversight Module (POM)

The BHCMIS Program Oversight Module (POM) system is a collection of grant monitoring tools, processes, and features designed to assist key grant practitioners (PO/PQC/PAO roles) within the BPHC staff to routinely monitor the grants within their portfolio as per the guidance provided by the program. While some of the capabilities within POM are closely integrated with several similar post-award monitoring capabilities (e.g., conditions, submissions, notes to file, emails, documents) available at the HRSA enterprise level within HRSA EHBs, other capabilities in POM are implemented as standalone monitoring features (e.g. grantee calls). POM provides BPHC staff access to the grants related data, essential for grants monitoring from EHBs system and from

BHCMIS sub systems (e.g., PMM, UDS, and CIS). POM is fully integrated with the EHBs and complies with the section 508 requirements.

Quarterly Report Progress Tracking Module (QRPT)

The Quarterly progress reporting modules support the need to collect progress and performance data for legislatively mandated reporting requirements.

The Health Center Quarterly Reporting (HCQR) is an integrated package within BHCMIS that supports quarterly progress reporting for grants funded under the American Recovery and Reinvestment Act (ARRA) and Affordable Care Act (ACA). The module includes full workflow for data collection, providing technical assistance to grantees and data review for multiple initiatives funded under the ARRA, such as:

• Capital Improvement Program (CIP)

• Facility Investment Program (FIP)

• New Access Point (NAP

• Increased Demand for Services (IDS)

QRPT also provides support under ACA initiatives such as School Based Health Center (SBHC) and Capital Development (CD).

Grantees use HCQR to report patient and FTE numbers at the grant level and progress data and EVM at the project levels. National and State level rollups and comparison reports that allow for quarterly trending are available through EHBs to various users that includes the project officers, PCAs and the HRSA partners.

Scope Module (SM)

The SCOPE module is a data repository that stores data related to the Health Centers awarded scope of project. The scope of project is defined as services, sites and other activities that the total approved section 330 grant- related project budget supports. A health center's scope of project is important because it stipulates the total approved section 330 grant-related project budget, determines the maximum potential scope of coverage of the Federal Tort Claims Act (FTCA). Sites in scope are eligible to participate in the section 340B Drug Pricing Program. Other federal agencies such as the Centers for Medicare and Medicaid Services (CMS) rely on the sites data to determine Medicaid/Medicare benefits to the sites in scope.

The scope module provides full lifecycle support from grant and change in scope applications to 120-day verification of the proposed changes. Grantees are able to update certain attributes using a self-service feature. The scope module serves as the reliable source of community health centers and supplies data to variety of applications through the HRSA data warehouse. It also supports the FQHC-LAL program.

The scope module is fully integrated with the EHBs and complies with the section 508 requirements.

Uniform Data System (UDS) Module

The Uniform Data System (UDS) is an integrated performance reporting system used by all BPHC grantees funded under section 330. It also supports the FQHC-LAL and the Nurse Managed Health Clinics (NMHC). The data collected through this report are analyzed to ensure compliance with legislative mandates, report program accomplishments and justify budget requests to the U.S.

Congress. The data helps to identify trends over time, enabling HRSA to establish or expand targeted programs and identify effective services and interventions to improve the health of underserved communities and vulnerable populations. UDS data are compared with national data to look at differences between the U.S. population at large and those individuals and families who rely on the health care safety net for primary care. UDS data also informs Health Center Program grantees, partners and communities about Health Centers and their patients.

The system has more than 2,500 business validations to cross-check the data provided. Once the data is accepted, more than 900 analytical measures are computed at National, State and Grantee level to help identify outliers and disseminate the collected data and to compute annual trends.

National and State Rollups and several standard summary and comparison reports are available through EHBs to various users that include the project officers, grantees and HRSA partners. The UDS data is made available in multiple formats (e.g., Access, Excel, and XML) for analysis by other Institutions. The UDS module is fully integrated with the EHBs.

BHW Performance Management Handbook (BPMH)

The BHW Performance Management Handbook (BPMH) reflects the overarching goals of the Department of Health and Human Services (DHHS) as well as the Health Resources and Services Administration's (HRSA) goal to strengthen the health care workforce. These goals provide the basis for the BHW performance measures and the following BHW performance goals:

Develop well trained healthcare practitioners - Supply; Enhance the quality of training - Quality;

Diversify the health professions pipeline - Diversity;

Influence practice location of health practitioners - Distribution; and Build capacity with training infrastructure support - Infrastructure.

This system ensures that grantees are collecting data that both meet BHW's statutory requirements and demonstrate the extent to which the priorities and goals of the BHW, HRSA, and DHHS are met. The measurement system includes three levels of measurement: individual trainee-level, program-level, and program cross-cutting.

BPMH Administration

Submissions Management: BPMH administrators use this module to create performance reports, update performance report submission/review due dates and delete performance reports

GPRA Administration: BPMH administrators setup and update the following dates for GPRA and Management reporting; Performance Measures Cut-Off Date, Review Start Date, Review End Date, and Management Cut Off Date.

Program Manual Administration: BPMH administrators use this module to create, update and publish program specific manuals to grantees.

Performance Reports Submission

BHW grantees are required to submit the following performance reports based on their reporting requirements:

Semi-Annual Performance Report 1 (applicable for all programs except PCO, CHGME) Semi-Annual Performance Report 2 (applicable for all programs except PCO, CHGME) Annual Performance Reports (applicable only for PCO and CHGME programs) Final Performance Reports Final Reports

Performance Reports Review: All performance reports (semi-annual performance reports, annual performance reports, final reports and final performance reports) will go through completeness review. This is performed by the Project Officer. The PO can request changes from the grantee.

Data Correction Module: The BPMH admin will perform data corrections for all current reporting year performance reports (annual performance reports, final reports and final performance reports) when submission is in progress, submitted, review in progress and processed (all year round) until the next reporting year deliverable gets created

Technical Overview

The system has more than 1,500 business validations to cross-check the data provided. Once the data is accepted, more than 800 analytical measures are computed at National, State and Grantee level to help identify outliers and disseminate the collected data and to compute annual trends. National and State Rollups and several standard summary and comparison reports are available through EHBs to various users that include the project officers, grantees and HRSA partners. The UDS data is made available in multiple formats (e.g., Access, Excel, and XML) for analysis by other Institutions. The UDS module is fully integrated with the EHBs.

Loans System:

The Loans program is overseen by the Campus Based Branch (CBB) within the Division of Health Careers and Financial Support (DHCFS), Bureau of Health Workforce (BHW). This program is designed to provide loans to full-time, financially needy students to pursue a degree in one of the eligible disciplines.

Participating schools are responsible for selecting loan recipients, making reasonable determinations of need and providing loans to them.

HRSA EHBs is designed to support DHCFS's collection and analysis of financial data pertaining to loan programs for students in the health professions. The Loans subsystem in HRSA EHBs provides a solution that supports the following activities:

Loans Annual Operating Report Submission (AOR):

Loan Recipients must submit an Annual Operating Report (AOR) every year. This performance report demonstrates how schools allocate and distribute loan funds to students during a particular academic year. The AOR is required to be completed for the following loan programs: Health Professions Student Loan (HPSL), Primary Care Loan (PCL), Nursing Student Loan (NSL), and Loans for Disadvantaged Students programs (LDS). The AOR is available for annual submissions on July 1, and the report must be submitted by the loan recipients by August 15. Active and Closing schools are required to submit the AOR.

Loans Annual Operating Report (AOR) Review:

The AORs will go through completeness review. This is performed by the Project Officer (PO).

The PQC’s (Program Quality Controller) role is to assign reports from the unassigned pool to a specific PO. The system will provide a checklist for the reviewer to complete review of Loans

AOR.

Abbreviated Default Rate Worksheet Submission:

• Schools participating in the loan program are required to meet a 5% or less default rate performance standard on June 30th of each year.

• Grantees with default rate > 5% are given a certain period of time beyond June 30th to reduce their default rate and submit the Abbreviated default rate worksheet with the new numbers

Abbreviated Default Rate Worksheet Review:

The Project Officer performs the review. Based on the default rate submitted in the worksheet, the PO will send the appropriate default letters to the grantees.

PCL Assessment

• In accordance with Section 723(b) of the Public Health Service Act, PCL grantees are required to annually meet at least one of the PCL assessment criteria with respect to graduates entering primary care

• Based on the AOR data submitted the system derives whether or not the grantee is compliant

• The Project Officer is the designated authority to send the PCL compliance and non-compliance notifications to grantees

Need Analysis (Loans Analytical) Report Review

Need Analysis is performed to determine a school's eligibility to receive loan funds. Using a predetermined formula, the "Need" (amount of funding required) is determined for all the schools that are active (participating in the loan program). This Need Analysis report is reviewed by Project Officer and Program Quality Controller.

Loans Discipline Funds Allocation Loans Discipline Funds Allocation is performed to determine allocation amount for each loan activity code by using aggregate amount from the Need Analysis module and UFMS Collection data. This allocation is reviewed by Project Officer, Program Quality Controller, and Program Approving Official. PQC and PAO have the ability to modify CAN and override allocation amount for each program.

Loans Formula Calculation

The funding method for the loans program is formula based. Eligible schools will be allocated funding according to the formula. The formula takes the following parameters into account:

• Enrollment Information from the Loans AOR.

• Need that is calculated in the need analysis report.

Funding Memo Initiation

The funding amount from the formula module is utilized for funding memo creation. The PO initiates this action. The funding memo will be placed in the PGA's queue.

Loans Closeout

Annual Accounts Closeout:

Annual Accounts Closeout is performed to close out the active document number for an organization by using PMS authorized amount, PMS disbursed amount data from PMS272 report and AOR reported amount from AOR submission. The closeout is initiated by the PO and is reviewed by the LAO and LAS. Notifications will be sent to the grantee after the closeout of the active document number.

Administrative Module:

This module provides functionality for the Project Officer to change the program status from Active to Closing and Closing to Active. The grantees will be notified when the status of the program change is complete.

Termination Closeout:

This module provides functionality for the Project officer to initiate the termination of a program. The termination request is reviewed by the Program Quality Controller and Program Approving Official. The PQC provides the approval for the termination of a program and the grantees will be notified when the program has been terminated.

Termination Appeals:

This module provides functionality for the Program Approving Official to manage the appeals process for terminated institutions.

BHW Application and Review System:

The Bureau of Health Workforce programs help the nation build a health care workforce prepared and eager to improve the public health by expanding access to quality health services and working to achieve health equity. The Bureau of Health Workforce was created in May 2014, integrating HRSA workforce programs previously housed in two bureaus: Health Professions and Clinician Recruitment and Service.

System Modules

The following system modules are a part of the BHPR system:

Teaching Health Center Graduate Medical Education Payment Program (THCGME)

The Graduate Medical Education Branch (GMEB) of the Division of Medicine and Dentistry, Bureau of Health Workforce (BHW), HRSA, administers the Teaching Health Center Graduate Medical Education Payment Program. The objective of GMEB is to provide federal funds to teaching health centers (THC) to expand the number of community trained primary care dentist and physicians.

Scholarships for Disadvantaged Students (SDS)

Scholarships for Disadvantaged Students (SDS) program is a grant program overseen by the Campus Based Branch (CBB) within the Division of Health Careers and Financial Support (DHCFS), Bureau of Health Workforce (BHW). The SDS program promotes diversity among health professions students and practitioners by providing scholarships to full-time, financially needy students from disadvantaged backgrounds, enrolled in health professions and nursing programs. Funding is provided to educational institutions in the form of a one-year grant.

Children's Hospitals Graduate Medical Education Payment Program (CHGME)

The Graduate Medical Education Branch (GMEB) of the Division of Medicine and Dentistry, Bureau of Health Workforce (BHW), HRSA, administers the Children's Hospitals Graduate Medical Education Payment Program. The objective of GMEB is to provide the assistance that freestanding children's hospitals need to develop a pediatric workforce that will treat children in the United States. The CHGME program is designed to provide the nation's freestanding children's hospitals with federal funds to help them maintain graduate medical education (GME) programs that train resident pediatric physicians.

Advanced Nurse Education Workforce (ANEW)

The Advanced Nursing Education Workforce (T94) Program is being introduced as a combination of AENT (A10) and ANE (D09) programs which aims to provide enhanced training to advanced practice nursing students to increase the number of primary care Nurse Practitioners and Nurse Midwives practicing with rural and underserved populations, thereby improving access to care by improving the distribution of health care providers.

The Advanced Nursing Education Workforce (ANEW) Program provides support to increase the number of primary care providers by providing traineeships to nurses who pursue advanced degrees as primary care nurse practitioners (NP) or nurse-midwives. Eligible applicants are collegiate schools of nursing, academic health centers, and other private or public entities with the required accreditation and may apply.

Application submission for the ANEW program occurs once every two years. The ANEW application submitted to HRSA undergoes a Completeness/Eligibility review by the Program Office and Grants Office. This review determines if the submitted application is complete and meets all basic program requirements for submission to the objective review process. All eligible applicants will go through an objective review process that ranks the eligible institutions as defined by critical indicator parameters.

Nurse Anesthetist Traineeship (NAT)

The Nurse Anesthetist Traineeship (NAT) Program provides traineeship support for licensed registered nurses enrolled as full-time students in a masters or doctoral nurse anesthesia program.

Eligible applicants are collegiate schools of nursing, academic health centers, and other private or public entities with the required accreditation will receive grants.

Application submission for the Nurse Anesthetist Traineeship (NAT) program occurs once during the fiscal year. The Nurse Anesthetist Traineeship (NAT) application submitted to HRSA undergoes a Completeness/Eligibility review by the Program Office and Grants Office.

This review determines if the submitted application is complete and meets all basic program requirements for funding. All eligible applicants will receive funding based on a pre-defined formula that takes into account the two funding factors – 1) the Statutory Funding Preference and Special Consideration and 2) the total FTE nurse anesthesia students at the institution.

Nurse Faculty Loan Program (NFLP)

The Nurse Faculty Loan Program (NFLP) provides funds in the form of Federal Capital Contribution (FCC) to eligible schools of nursing that offer advanced education nursing programs to prepare graduates to serve as faculty in a school of nursing. The schools use the funds to establish distinct NFLP fund accounts or add to existing NFLP fund accounts. The NFLP fund must provide for loans made to students enrolled full-time in an eligible advanced degree program in nursing (master's or doctoral) at the school. Loan recipients must complete the education program and, following graduation, may cancel up to 85% of the NFLP loan over a consecutive 4-year period while serving as full-time nurse faculty at a school of nursing.

BHPR2010 Formula Module

The BHPr2010 formula module has been implemented as part HRSA EHBs BHW program specific system. It was created to place all of the mathematical formula functionality for the other BHPR modules in one location. Providing this functionality in this manner expedites maintenance for formula functionality while following the fund allocation rules and requirements for each BHPR module.

HIV/AIDS Bureau (HAB) Module

HAB formula module automates calculating the Part A and Part B award amounts that are issued to grantees as instructed in program legislation. Multiple steps are conducted in this process including data collection, data validation, executing the formula calculations based on legislative requirements and finally input the data within the Health Resources and Services Administration (HRSA) Electronic Handbooks (EHBs) for the funding and awards processing.

Technical Assistance Tracking System (TATS) Module

HRSA provides a variety of health systems-related services, including supplemental expert assistance and support to health center grantees, those organizations striving to become health center grantees, AIDS service organizations, universities, municipal jurisdictions, states, community based settings and other appropriate recipients of Ryan White HIV/AIDS Program funds in a wide range of areas via onsite visits, document reviews, and/or phone consultations.

When this work involves the consultants or experts outside of HRSA staff, it is managed via the Technical Assistance (TA) Tracking System that allows staff and managers to request and approve TA requests for TA vendors and includes a roster of multiple TA vendors, more than 700 TA consultants, the list of HRSA’s grantee organizations, and the reports and outputs from providing the TA. TATS supports the entire TA lifecycle from the initiation of the TA request, assigning of the TA documents and experts in the TA Packet, upload and review of the TA report as well as evaluations of the TA service provided and the associated data reports.

HRSA project officers (PO) are able to complete TA request forms using TATS and HRSA managers are able to review and approve the requests. Each TA request contains information related to the grantee organization, location, tasks to be performed, estimated completion date and period of the assigned tasks and the names of the recommended experts who is/are able to complete the work or a request for a consultant search based on the specified area of expertise. The HRSA managers with appropriate access are able to review and approve or disapprove the request.

Once a TA request is approved, the Technical Assistance Coordinator (TAC) from the vendor staff is responsible for preparing the TA packet. The TA packet includes the vendor specific documents meant for the expert and provides detailed instructions to perform the TA and the vendor specific back office activities required to complete all the logistics and invoicing functions successfully. The TAC will also identify an expert with the needed skills to provide the appropriate service on HRSA’s behalf. A HRSA PO must review and acknowledge the information in the TA packet.

Once the consultant or expert has conducted the TA, they must include a TA report in TATS which is approved by a TA Reviewer (TAR) who is also a vendor staff member. HRSA staff will then finalize the report once is sent to them for review.

TATS also makes evaluation forms available to both POs and grantees for each expert or consultant and allows for the provided TA service to be rated.

Audit Tracking and Analysis (ATA) Module

HRSA requires all H80 grantees to submit copies of their annual financial audits to Federal Audit Clearing house (FAC). The Audit Report is an important post-award submission that grantees must submit at intervals to demonstrate the appropriate use of federally authorized funds. Grantees of the Health Center Program are required to submit an annual independent financial audit performed in accordance with Federal audit requirements and address all reportable/material weaknesses in the Audit Report. Division of Financial Integrity (DFI) use the Audit Reports submitted to perform the Audit Review and Modified Audit Summary (MAS).

Division of Financial Integrity (DFI) Module

DFI is responsible for developing and maintaining the Financial Assessment document for institutions that get funding from HRSA. Financial Assessment reviews ascertain whether an institution is able to use HRSA funds in accordance with federal rules and regulations.

Recommendations from the Financial Assessment review are used by Division of Grants Management (DGMO) to impose conditions and restrictions on institutions to use the granted funds.

The DFI module provides functionality for:

• Preparing Financial Assessment (FA) for Grantee organizations

• Review and publish the Financial Assessment

• Program, Grants and other EHBs stakeholders to view the published Financial Assessment from relevant touch points in EHBs

• Update Financial Assessment periodically, based on monitoring of watch lists and changes to an organizations

Division of Independent Review (DIR) Module

The DIR module helps the DIR Staff to manage Reviewer Information (validate, nominate and update profiles of reviewers), Export & Import Review Information with ARM (an External System to manage application reviews) and manage Reviewer-Announcement association.

The Structured Technical Assistance Report (STAR)

The Structured Technical Assistance Report (STAR) module improves the site visit TA Report documentation and review process. STAR enables Experts, Vendors and BPHC staff to document Operational Site Visit (OSV) TA Report findings directly within a structured electronic report template in the EHBs. Prior to the STAR module, OSV TA Reports were manually created by Experts in an MS Word document, reviewed by Vendor roles offline, uploaded manually by Experts into EHBs, and then reviewed by HRSA staff as an attachment within the EHBs.

With EHBs STAR module, Experts, Vendors and HRSA staff can collaborate and document OSV TA Report findings directly within the EHBs, eliminating the need to manually upload OSV TA Reports into the EHBs system and making it easier to capture data for report trend analyses. The STAR module also eliminates the need to convert a report into a PDF, because the STAR module automatically creates a PDF version of the report once the report has been approved by the PQC.

External Correspondence (EC)

The Bureau of Primary Health Care (BPHC) within HRSA helps various health organizations across US states and territories to provide primary and preventive care to the people with the help of federal grants via various funding opportunities. Grants Application and Attachment Module (GAAM) is the program specific system for BPHC, which is tightly integrated with Electronic Handbooks (EHBs) and its sub systems.

Uniform Data System Pre Collection (UDSPC)

This system enable the grantee to upload/download the data prior to actual data collection starts in UDS systems. Using this capability Health Centers will report and validate data ahead of time to publish the same to UDS Reporting Site when it is made available on January 1st every year.

Business value with this system is to improve the system usability and making functions more user friendly to capture the information before hand and validate the data prior to submitting on to the actual system.

Home Visiting Systems (HIVS)

The Maternal Child Health Bureau (MCHB) of the Health Resources and Services Administration (HRSA) provides national leadership and works in partnership with states, communities, public-private partners, and families to improve the safety, health and well-being of all mothers and children in the United States. One of the program, Maternal, Infant, and Early Childhood Home Visiting Program (MIECHV) supports voluntary, evidence-based home visiting services for at-risk pregnant women and parents with young children up to kindergarten entry. States, territories, and tribal entities receive funding through the Home Visiting Program, and have the flexibility to tailor services to the needs of the communities selected for participation.

As part of HVIS, MCHB modernized the existing 7-year-old legacy HVIS (performance reporting system). One of the objectives of modernizing the legacy system is to ensure that the capabilities included in the new system will reduce the existing process inefficiencies and support MCHB’s existing reporting related business needs and processes.

Discretionary Grant Information System (DGIS)

The Maternal Child Health Bureau (MCHB) of the Health Resources and Services Administration (HRSA) has a mission to provide national leadership and to work in partnership with States, communities, public- private partners, and families to strengthen the maternal and child health (MCH) infrastructure, to assure the availability and use of medical homes, and build knowledge and human resources to assure continued improvement in the health, safety, and well-being of the MCH population. The Bureau currently administers a web-based electronic information system – the Discretionary Grants Information System (DGIS) that supports both data entry components and Web-based reporting components.

As part of DGIS, MCHB is seeking to modernize the existing 10+ years old legacy DGIS (performance reporting system). One of the objectives of modernizing the legacy system is to ensure that the capabilities included in the new system will reduce the existing process inefficiencies and support MCHB’s existing reporting related business needs and processes.

Title V Information Systems (TVIS)

The major legislation guiding the mission of MCHB is the Title V of the Social Security Act. Enacted in 1935, the Title V Maternal and Child Health Program has provided a foundation for ensuring the health of the Nation’s mothers, women, children and youth, including children and youth with special health care needs and their families. State Maternal and Child Health agencies (which are usually located within a State health department) apply for and receive a formula block grant each year. MCHB currently administers two web-based electronic information systems to support these efforts – the Title V Information System (TVIS) and the Discretionary Grants Information System (DGIS)-Home Visiting (HV). The TVIS platform provides a mechanism for the state agencies to apply for the block grant and submit their annual report. The TVIS system consists of two components:

TVIS Data Entry: Provide an online, web-accessible method for the 59 Title V Block Grant recipients (States and Jurisdictions) to complete and submit their program specific forms and performance measures as a part of their annual Block Grant application/annual report. The interface provides the “forms” of the application as well as a rich text editor function for the narrative descriptions that can be completed online. TVIS Data Entry is only accessible to the Title V grantees through the HRSA EHBs. TVIS Data Entry is open to the Title V Block grantees every year from April 1st – July 15th for preparation and submittal of the draft application/annual report via the HRSA EHBs. From July 15th – August 31st, MCHB reviewers and project officers review the application/annual report and provide feedback to grantees. From August 1st – September 30th, grantees can access their application/annual report via EHBs and make updates based on the feedback received. On September 30th, final applications are submitted. From October 1st to March 31st, TVIS Data Entry is not accessible.

TVIS Web Reports: Take the data submitted by the States and displays the data on publicly accessible web pages so public users are able to search, view and generate graphs and reports from Title V data. TVIS Web Reports are refreshed with the new data that was submitted on September 30th as part of the grantees final application/annual report. Typically, the refreshed data are available on November 1st.

Action Plan (AP)

HRSA staff is being provided with the ability to prepare an action plan, review an action plan prepared and submitted by the grantee and ability to monitor findings as and when they are resolved by the grantee. To assist HRSA staff in conducting these various action plan business processes, key features such as optional workflow to send an action plan for further review to supervisory roles, ability to view and record on-going progress on the grantee using progress notes and ability to upload supporting documents are available to the HRSA staff. HRSA staff will also conduct a final closeout on the action plan, once the grantee has resolved all findings within an action plan.

Grantees are provided with the ability to prepare an action plan and send to HRSA Staff for review and approval. Grantees are resolve the individual findings within an action plan (once HRSA staff has approved an action plan prepared by grantee). In order to resolve individual findings within an action plan, grantees can document progress notes and/or upload supporting documents, so that PO can monitor grantee’s on-going progress on resolving the action plan.

Site Improvement through Monitoring System (SIMS)

The Site Improvement through Monitoring System (SIMS) is a quality assurance methodology used to increase the impact of PEPFAR programs on the HIV epidemic through standardized monitoring of the quality of services at the site. SIMS uses a set of quality standards against which performance can be assessed and issues identified for improvement through remediation. Providing quality services advances the PEPFAR goal of sustained HIV epidemic control. The SIMS system will provide functionality for the PQC to upload coversheet for a plan period (quarter) and POs to download/upload the assessments (CEEs) used for site visits.

Global Post Award Reporting System (GPRS)

HRSA supports PEPFAR to deliver on its goal of an AIDS-free generation. HAB/OTCDs Global HIV/AIDS Program implements the agency’s PEPFAR activities. HRSA has been a significant contributor to PEPFAR’s achievements. HRSA’s work builds on the agency’s domestic and international experience and expertise by improving outcomes along the treatment and prevention cascade for people living with HIV. HRSA works with host countries and other key partners to assess the needs of each country and design a customized program of assistance that fits within the host country’s strategic plan for HIV/AIDS and/or the health sector.

Trainee Information Portal (TRIP)

Trainee Information Portal (TRIP) that will allow grantees to collect the individual general data, including demographic information, directly from trainees via online individualized forms.