HRSAs Electronic Handbooks and MCHB Program Reporting

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HRSAs Electronic Handbooksand MCHB Program
Reporting
Navigating HRSAs Electronic Handbooks
Applying for Your Healthy Start Grant and
Reporting Your Data Online

• Jill Robey and Christopher Dykton, SAIC

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Outline

• HRSAs Electronic Handbooks What is it?
• Managing Your Grant Application and Program
  Activity The Workflow
• Registering in the Electronic Handbooks
• Non-Competing Continuation Application
• Reporting Data and Performance Measures EHB
  Program Specific Information
• Taking a Look
• Getting Help

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HRSA Electronic Handbooks What is it?

• HRSA Electronic Handbooks is HRSAs grants
  management and application system
• Known as EHBs
• Supports all of HRSAs Bureaus and Offices
• Search for grant opportunities and apply online
• Integrates with data and performance collection
  systems within the Bureaus
• https//grants.hrsa.gov/webexternal/home.asp

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Outline

• HRSAs Electronic Handbooks What is it?
• Managing Your Grant Application and Program
  Activity The Workflow
• Registering in the Electronic Handbooks
• Non-Competing Continuation Application
• Reporting Data and Performance Measures EHB
  Program Specific Information
• Taking a Look
• Getting Help

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Managing Your Grant

• Allows you to apply for future funding online
• Allows you to report data and performance
  measures online
• Stores your grant data and information in one
  place
• Helps you manage your grants workflow
• Take a look at the workflow of a sample grant
  cycle

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Life of a MCHB Grant
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Life of a MCHB Grant

• Adding Grant Application Activity

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Life of a MCHB Grant

• Adding Post-Award Reporting

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Managing Your Grant

• Workflow is key in working in EHBs
• Three times for entering grant / data reporting
  in the EHBs
• Applying for a new award / competing continuation
• Applying for continued funding as a non-competing
  continuation (Progress Report)
• Reporting final data after a grant year is
  completed (Post-Award Reporting)

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Workflow in the EHBs Non-Competing Continuations

• Applying for continued funding as a non-competing
  continuation
• Completing Grant Application (PHS 5161)
• Attaching Required Documents (e.g., Narrative)
• Completing Program Specific Information
• Provide application year and future year budgets
• Write Abstract, providing experience to date
• Provide/revise objectives for PMs for future
  grant propose grant years
• Report provisional indicator data for current year

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Workflow in the EHBs Post-Award Reporting

• Reporting final data after a grant year is
  completed (Post-Award Reporting)
• Revise Program Specific Information based on
  grant award
• Revise budgets if needed
• Provide expenditures for the recently completed
  grant year
• Edit abstract if needed
• Revise objectives for PMs for future grant
  propose grant years if needed
• Report final indicator data for recently
  completed grant year

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Outline

• HRSAs Electronic Handbooks What is it?
• Managing Your Grant Application and Program
  Activity The Workflow
• Registering in the Electronic Handbooks
• Non-Competing Continuation Application
• Reporting Data and Performance Measures EHB
  Program Specific Information
• Taking a Look
• Getting Help

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Registering in the EHBs

• Access to EHBs
• Anyone can search new funding opportunities
• To apply and report, registration is required
• All working on an application must register
• Individual registration
• Defined with a role
• Those registered are linked to an organization

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Registering in the EHBs

• Register yourself as a user in this system
• When applying for continued funding as a
  non-competing continuation
• Register as a user linked to your specific MCHB
  grant and grantee organization
• Use your grant number to identify your
  organization!
• If you have already registered in EHB, use that
  username and password
• Only register once call the HRSA Call Center to
  check on your registration if unsure

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Outline

• HRSAs Electronic Handbooks What is it?
• Managing Your Grant Application and Program
  Activity The Workflow
• Registering in the Electronic Handbooks
• Non-Competing Continuation Application
• Reporting Data and Performance Measures EHB
  Program Specific Information
• Taking a Look at the EHBs
• Getting Help

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Non-Competing Continuation

• So now that weve registered, lets look at
  applying for our non-competing continuation
• Reviewing roles during the non-competing
  continuation
• Completing the application providing grant
  information and MCH performance data.
• Non-competing Continuation Progress Report

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Non-Competing Continuation Roles

• The project director must add the grant to his or
  her portfolio
• Project director must approve requests for access
  to the grant portfolio and assign privileges to
  other members of your organization
• Project directors will need their most recent
  Notice of Grant Award in order to add the grant
  to their portfolio

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Non-Competing Continuation Roles

• Recommended that project director register early
  in order to grant access to others
• Project directors will have access to Notice of
  Grant Awards for the past five years
• Once registered or granted access by your project
  director, to access your MCHB progress report,
  click on Noncompeting Continuations link on left
  sidebar

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Non-Competing Continuation Application Forms
Status

• The deadline, announcement information, assigned
  Authorizing Official appear on the status page
• Access the Guidance from this page
• Click Update or the name of the section in the
  menu on the left to access the section
• As you complete these sections, you are
  completing PHS Form 5161, Grant Application
• All sections of an application must appear as
  Complete in the status column before you can
  submit

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Look at Application Forms Status

• Menu for Application Forms Status

Click on Update to access this section for data
entry
Section Status is noted. If all data entry is
done, it will say Complete
This is the section and link for MCHBs Program
Specific Information and Forms
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Outline

• HRSAs Electronic Handbooks What is it?
• Managing Your Grant Application and Program
  Activity The Workflow
• Registering in the Electronic Handbooks
• Non-Competing Continuation Application
• Reporting Data and Performance Measures EHB
  Program Specific Information
• Taking a Look at the EHBs
• Getting Help

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Program Specific Information An Overview

• Developed a set of forms and performance measures
  to monitor MCHB discretionary grant programs
• OMB approved
• Used in part by all MCHB grantees during the life
  of a grant when both applying and reporting

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Program Specific Information Overview

• Begin collecting program and performance data at
  the time of the grant application and continue to
  collect through the life of the grant and
  closeout
• Provide data for grant review, program analysis
  and public information
• MCHBs program and performance measurement data
  Program Specific Information in the EHBs

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Program Specific Forms Information Menu A Sample

• Part of the Menu for Program Specific Information

Click on Update link to go to this section to
enter data
Section Status is noted. If all required data is
entered, it will say Complete
Click on Details link to go to the Status Checker
which gives you more information on why the form
is not complete
Program Sections and Forms required to complete
are noted.
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Program Specific Information Forms

• Standard data for all programs are collected
• Project office selects PMs for a program.
• Healthy Start Forms 1, 2, 3, 4, 5, 6, 7
  (including worksheets for Form 3 and 5)
• Healthy Start National PMs 07, 10, 14, 17, 20,
  21, 22, 35, 36
• Healthy Start Program PMs 50, 51, 52, 53, 54, 55
• Additional Data Element Division of Healthy
  Start and Perinatal Services Data Sheet

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Program Specific Information Financial Data
Elements

• Healthy Start reports on all four Program
  Specific Financial Forms
• Form 1, MCHB Project Budget Details for a Fiscal
  Year
• Form 2, Project Funding Profile
• Form 3, Budget Details by Types of Individuals
  Served
• Form 4, Project Budget and Expenditures by Types
  of Services

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Program Specific Information Financial Data
Elements

• Form 1, MCHB Project Budget Details for Fiscal
  Year __
• Budget detail sheet for the application year
• Includes Federal request as well as other project
  funds that contribute to the project
• PHS financial data fields must be completed
  before entering data on Form 1 because these
  financial data populate this form
• Must be completed before completing Forms 2, and
  4

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Program Specific Information Financial Data
Elements

• Form 2, Project Funding Profile
• Tracks budgets and expenditures across the life
  of the grant by source of funding
• Data from Form 1 populates this form for the
  application year
• Data for future year budgets for MCHB grant award
  is from PHS data fields.
• Must be completed before completing Form 4

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Program Specific Information Financial Data
Elements

• Form 2, Project Funding Profile
• Tracks budgets and expenditures across the life
  of the grant by source of funding
• Data from Form 1 populates this form for the
  application year
• Data for future year budgets for MCHB grant award
  is from PHS data fields.
• Must be completed before completing Form 4

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Program Specific Information Financial Data
Elements

• Form 3, Budget Details by Types of Individuals
  Served and Form 3W
• Tracks budgets and expenditures across the life
  of the grant by individuals served
• Budget and expenditure totals for each year must
  match the corresponding totals for each year on
  Form 2
• Form 3W is a worksheet that breaks down the
  financial figures provided on Form 3 in further
  detail (e.g., more specific age ranges)

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Program Specific Information Financial Data
Elements

• Form 4, Project Budget and Expenditures by Types
  of Services
• Breaks down the budgets and expenditure by four
  types of services provided for all grant years
• Direct Health Care, Enabling Services,
  Population-based Services, Infrastructure
  Building Services
• Budget and expenditure totals for each year must
  match the corresponding totals for each year on
  Form 2

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Program Specific Information Program Data
Elements

• Healthy Start reports on three Program/Demographic
  Forms
• Form 5, Number of Individuals Served By Type and
  Source of Primary Insurance Coverage
• Form 6, MCH Discretionary Grant Project Abstract
• Form 7, Discretionary Grant Project Summary Data

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Program Specific Information Program Data
Elements

• Form 5, Number of Individuals Served By Type and
  Source of Primary Insurance Coverage
• Breaks down the number of individuals served by
  type and age range for a reporting year
• Pregnant Women, Children, Infants, CSHCN, Others
• Indicates primary source of coverage individuals
  served
• Form 5W is a worksheet that breaks down the
  population figures provided on Form 5 in further
  detail (e.g., more specific age ranges)

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Program Specific Information Program Data
Elements

• Form 6, MCH Discretionary Grant Project Abstract
• Synopsis of the grant
• Populates data from other forms for easy viewing
• Allows data entry of text describing the project
• Problem, Goals Objectives, Activities/Methodolog
  y, Coordination, Evaluation, Keywords, Annotation
• Completed for each application year

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Program Specific Information Program Data
Elements

• Form 7, Discretionary Grant Project Summary Data
• Collects other summary data
• Project service focus, geographic project scope
  and infrastructure focus
• Grantee organization type
• Other data for certain types of grants, such
  number of products developed by type

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Program Specific Information Performance
Measures

• MCHB programs select performance measures for its
  projects
• Healthy Start has reports on 15 measures both
  national and program
• Healthy Start National PMs 07, 10, 14, 17, 20,
  21, 22, 35, 36
• Healthy Start Program PMs 50, 51, 52, 53, 54, 55

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Program Specific Information Performance
Measures

• Consist of detail sheet and tracking form
• Detail Sheet
• Defines the measure, including scale of
  measurement
• Provides background on the purpose of the measure
• Tracking Form
• Objectives
• Targets for accomplishing performance
• Entered for each year of the proposed grant
• Indicators
• Numerical value measuring progress toward
  accomplishing the objective
• Provided after grant activity occurs

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Program Specific Information Performance
Measures

• National Performance Measures 07, 10, 14
• PM07 The degree to which MCHB supported programs
  ensure family participation in program and policy
  activities.
• PM10 The degree to which MCHB supported programs
  have incorporated cultural competence elements
  into their policies, guidelines, contracts, and
  training.
• PM 14 The degree to which States and communities
  use morbidity/mortality review processes in MCH
  needs assessment, quality improvement, and/or
  data capacity building.
• These are scale-based measures.

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Program Specific Information Performance
Measures

• National Performance Measures 22, 35
• PM22 The degree to which MCHB supported programs
  facilitate health providers screening of women
  participants for risk factors.
• PM35 The degree to which States and Communities
  have implemented comprehensive systems for
  womens health services.
• These are scale-based measures

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Program Specific Information Performance
Measures

• Scale-based Measures
• Titled The degree to which.
• Example PM07 The degree to MCHB supported
  programs ensure family participation in program
  and policy activities
• Scale is provided for a measure.
• Example PM 07 is measured on a scale of 0-18,
  where grantee annually assesses its progress on
  six elements, each of which is scored on a scale
  to 0-3
• Uses a data collection form to calculate an
  indicator for a reporting year

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Program Specific Information Form 9
Scale-based PM

• Example of a Scale-based PM

Enter or edit future objectives
Click on Enter/Edit to complete data collection
form for reporting year
Score is entered automatically by completing data
collection form
Click Cancel to leave form without saving data
Save data when complete
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Program Specific Information Data Collection
Form

• Data Collection Form for a Scale-based PM

Scale is provided
Score each element by selecting a value from the
pick list
Mark data as final or provisional
Total score is automatically calculated by
completing score for each element
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Program Specific Information Performance
Measures

• National Performance Measures 17, 20, 21, 36
• PM17 The percent of all children from birth to
  age 18 participating in MCHB supported programs
  who have a medical home.
• PM20 The percent of women participating in MCHB
  supported programs who have an ongoing source of
  primary and preventive care services for women.
• PM 21 The percentage of women participating in
  MCHB supported programs requiring a referral, who
  receive a completed referral.
• PM 36 The percent of pregnant participants of
  MCHB supported programs who have a prenatal care
  visit in the first trimester of pregnancy
• These are percentage-based measures.

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Program Specific Information Performance
Measures

• Program Performance Measures 50, 51, 52, 53, 54,
  55
• PM 50 Percent of very low birth weight infants
  among all live births to program participants.
• PM 51 The percent of live singleton births
  weighing less than 2,500 grams among all
  singleton births to program participants.
• PM 52 The infant mortality rate per 1,000 live
  births.
• PM 53 The neonatal mortality rate per 1,000 live
  births.
• PM 54 The post-neonatal mortality rate per
  1,000 live births.
• PM 55 The perinatal mortality rate per 1,000
  live births plus fetal deaths.
• All these PPMs are percentage-based measures.

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Program Specific Information Performance
Measures

• Percentage-based Measures
• Titled The percent of .
• Example PM20 - The percent of women
  participating in MCHB supported programs who have
  an ongoing source of primary and preventive care
  services for women
• Require a numerator and denominator to calculate
  the indicator value for a reporting year
• PM20 numerator Number of women participating in
  MCHB supported projects who have an ongoing
  source of primary and preventive care services
  during the reporting period
• PM20 denominator Number of women participating
  in MCHB supported projects during the reporting
  period

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Program Specific Information Form 9
Percentage-Based PM

• Example of a Percentage-based PM

Enter or edit future objectives
Enter numerator and denominator for reporting year
Mark data as final or provisional
Click Cancel to leave form without saving data
Save data when complete
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Program Specific Information Additional Data
Element

• Division of Healthy Start and Perinatal Services
  Health Data Sheet
• Healthy Start is one of the programs that has
  developed a form for reporting on data unique to
  its program
• Only completed by grantees at the time of
  noncompeting continuation or post-award reporting
  
• Captures data on characteristics of participants,
  risk reduction/prevention services, and healthy
  start services.

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General Information about Program Specific Forms

• Errors
• Notes
• Instructions
• Status Checker
• System Timeouts

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General Information about Program Specific Forms

• Errors
• Popup boxes
• Error for a specific field. Correct immediately.
• Red warnings
• Problem with validations between forms
• Correct the red warning or you cannot save the
  form

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General Information about Program Specific Forms

• Notes
• To explain or interpret the data on a form
• Access by clicking the red note icon to the
  upper left, next to the form number
• Enter your note and save
• Edit your note as necessary

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General Information about Program Specific Forms

• Instructions
• Guide to data entry on the form
• Access by clicking the Instructions link to the
  upper right
• Hyperlinked topics take you to a specific section
  of the form
• Print complete instructions for the form by using
  the right click of your mouse

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Program Specific Information Partial View of a
Form

• Partial View of a Form

Click on icon to access notes
Click link for instructions
Some fields are pre-populated with data entered
on other forms to avoid duplicate entry and
errors. These budget figures are taken from data
entered on PHS forms. These fields are read only.
Editable fields appear as boxes
Side menu allows navigation to other forms in the
application
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General Information about Program Specific Forms

• Status Checker
• Detailed summary of outstanding issues on a
  specific form
• Shows a form as completed when all required
  fields have data
• As forms are completed, status checker is updated
• Access from both the sidebar and the main menu
  (Click on the main menu link, Details)

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General Information about Program Specific Forms

• System Timeouts
• Timeouts are a security requirement
• You will time out if there is no communication
  with the server within 30 minutes
• You will lose all unsaved data if you time out
• Be careful about having multiple windows open
• Warning could appear behind your active window
• Turn off pop-up blocker software so that the
  warning message appears

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Outline

• HRSAs Electronic Handbooks What is it?
• Managing Your Grant Application and Program
  Activity The Workflow
• Registering in the Electronic Handbooks
• Non-Competing Continuation Application
• MCHBs Data and Performance Measures EHB Program
  Specific Information
• Taking a Look at the EHBs
• Getting Help

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Taking a Look at the EHBs

• So, lets take a look at the EHBs
• and the data reporting.

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Where to Go to Begin Your Application Online

• HRSAs Electronic Handbooks are located at
• https//grants.hrsa.gov/webexternal/
• To access critical highlights about the system,
  go to
• https//performance.hrsa.gov/mchb/mchreports/criti
  calhighlights.asp

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Getting Help

• This is a lot of information
• to take in and learn.
• Dont hesitate to call for help!

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Getting Help

• If you need assistance
• as you work on your application, contact
• HRSA Call Center
• 1 (877) Go4-HRSA or CallCenter_at_HRSA.GOV
• M-F, 9 a.m. 530 p.m. EST
• Were here to help you if you need us.
• Call sooner rather than later!