HRSA EHB USER GUIDE
Property Tracking Report
User Guide for Grantees
Last updated on: 10/16/2012 3:30:00 PM
User Guide For Grantees
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Table of Contents
TABLE OF CONTENTS ..................................................................................................................................................... II
TABLE OF FIGURES ........................................................................................................................................................ II
1. INTRODUCTION ..................................................................................................................................................... 4
1.1. DOCUMENT PURPOSE AND SCOPE ................................................................................................................................. 4
1.2. DOCUMENT ORGANIZATION AND VERSION CONTROL ....................................................................................................... 4
2. BEFORE YOU ACCESS A PROPERTY REPORT ........................................................................................................... 5
3. COMPLETING THE PROPERTY REPORT IN HRSA ELECTRONIC HANDBOOKS ........................................................... 6
3.1. LOGIN AND ACCESS THE PROPERTY REPORT .................................................................................................................... 6
3.1.1. Logging Into the HRSA Electronic Handbooks ............................................................................................... 6
3.1.2. Accessing the Property Report ...................................................................................................................... 8
3.1.3. Status Overview Page ................................................................................................................................. 10
3.1.4. Navigating within the Property Report ....................................................................................................... 12
3.2. NAVIGATING TO THE STANDARD FORMS ....................................................................................................................... 12
3.2.1. Basic Information – Update Page ............................................................................................................... 13
3.2.2. SF-428s (Supplemental Sheet) – Update Page ............................................................................................ 18
3.2.3. SF-428 – Update Page ................................................................................................................................. 23
3.2.4. Other Information ....................................................................................................................................... 23
3.3. PROPERTY REPORT – REVIEW PAGE............................................................................................................................. 25
3.3.1. Printing the Property Tracking Report ........................................................................................................ 25
3.3.2. Viewing a Section of the Property Tracking Report .................................................................................... 25
3.4. SUBMIT THE PROPERTY REPORT .................................................................................................................................. 28
3.5. SUBMITTING REVISED PROPERTY REPORTS .................................................................................................................... 30
3.5.1. Edit and Submit Change-Requested Property Reports ................................................................................ 30
4. FAQS ................................................................................................................................................................... 33
4.1. SOFTWARE ............................................................................................................................................................. 33
4.1.1. What are the software requirements for HRSA EHBs? ............................................................................... 33
4.1.2. What are the system requirements for using HRSA EHBs on a Macintosh computer? ............................... 33
4.1.3. What document types can I upload? .......................................................................................................... 33
Table of Figures
Figure 1: EHB Login .................................................................................................................................................................................. 6
Figure 2: View/Update Profile Page ........................................................................................................................................................... 7
Figure 3: HRSA EHB Home (Welcome) Page ............................................................................................................................................ 8
Figure 4: All Entities– Left Navigation Panel .............................................................................................................................................. 9
Figure 5: Submissions – Incomplete List Page........................................................................................................................................... 9
Figure 6: Property Report – Status Overview Page .................................................................................................................................. 10
Figure 7: Property Report – Status Overview Page Left Navigation Panel ............................................................................................... 11
Figure 9: Basic Information Page – Update Page .................................................................................................................................... 13
Figure 10: Contact Information Section – Detailed View .......................................................................................................................... 14
Figure 11: The Primary POC – Add Page (Existing Users) ...................................................................................................................... 14
Figure 12: The Primary POC – Add New User ......................................................................................................................................... 15
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Figure 13: POC Contact Information – Action Options ............................................................................................................................. 15
Figure 14: Primary POC – Update Page .................................................................................................................................................. 16
Figure 15: Primary POC – Change Page ................................................................................................................................................. 16
Figure 16: SF-428s – Left Navigation Panel ............................................................................................................................................. 20
Figure 17: SF-428s (Supplemental Sheet) – Update Page ....................................................................................................................... 20
Figure 18: Property - Add Page ............................................................................................................................................................... 21
Figure 19: Property - Update Page .......................................................................................................................................................... 22
Figure 20: Property - Delete Confirm Page .............................................................................................................................................. 23
Figure 21: SF-428 – Update Page ........................................................................................................................................................... 23
Figure 22: SF-428 – Update Page (Attach File) ....................................................................................................................................... 23
Figure 23: Other Information Page ........................................................................................................................................................... 24
Figure 24: Property Report - Review Page ............................................................................................................................................... 25
Figure 25: Read-Only Report Section (1) ................................................................................................................................................. 26
Figure 26: Read-Only Report Section (2) ................................................................................................................................................. 27
Figure 27: Read-Only Report Section (3) ................................................................................................................................................. 27
Figure 28: Property Report - Submit Page ............................................................................................................................................... 28
Figure 29: Property Report –Submit Confirm Page .................................................................................................................................. 29
Figure 30: Submissions – Completed List Page ....................................................................................................................................... 30
Figure 31: Sample Change-Request Email .............................................................................................................................................. 31
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The purpose of this document is to provide detailed instructions to help grantees complete Property Reports
for their grant within the HRSA Electronic Handbook (EHB). Property Reports in EHBs consist of:
Basic Information
SF-428S
SF-428
Other Information
Note: This user guide can be used to complete Property Report for any grant program.
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This document contains four sections in addition to the Introduction. Following is the summary:
Section
Before You Access a Property Report
Completing the Property Report in HRSA Electronic
Handbooks
Customer Support Information
FAQs
Note: None of the screens displayed in this user guide are for real grants.
Revision History
Date
Reason for change(s)
Author(s)
10/10/2012
Original document
REI –Barbara Gould
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To initiate your Property Report, you will have to access the HRSA Electronic Handbooks (EHBs). To do this,
you must register within the EHBs. The purpose of the registration process is to collect consistent information
from all users, avoid collection of redundant information, and allow for the unique identification of each system
user. Note that registration within HRSA EHBs is required only once for each user regardless of the
organizations they represent.
If you already have a user account, you do not need to create another account. Do not create duplicate
user accounts. If you are a new grantee organization user, you need to complete the following two steps to
get appropriate access:
Individual users from an organization who participate in the grants process must create individual accounts in
the system. To get registration guidance, go to https://grants.hrsa.gov/webexternal/home.asp and click
Registration in the left navigation panel.
The user must then associate their account with the specific grantee organization. While searching for your
organization, use your 10 digit grant number from box 4b of the NoA. If you recently received a grant from
HRSA and have not registered before, this step will be applicable to you. Note that EHBs offers these roles –
Project Director, Authorizing Official, Business Official and an Other Employee role. To work on and submit
the progress report within the EHBs, please request the Project Director for the grant to assign you
appropriate access (i.e. Edit Other Submissions, Submit Other Submissions).
For detailed steps on registration information, see HRSA’s Electronic Submission User Guide
(http://www.hrsa.gov/grants/userguide.htm).
For assistance in registering with HRSA EHBs, call 877-GO4-HRSA (877-464-4772) between 9:00 am to 5:30
pm ET or email [email protected]ov.
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The next step is to complete your Property Report in the HRSA Electronic Handbook (HRSA EHB).
Users new to the EHBs should be mindful that the system times-out after 30 minutes of inactivity. Some forms
may take a long time to complete. Users should ensure that they save their work at frequent intervals.
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Point your browser to https://grants.hrsa.gov/webexternal/login.asp.
1. Enter your username and password.
Figure 1: EHB Login
2. Click the Login button. The View/Update Profile page opens.
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Figure 2: View/Update Profile Page
3. Ensure that all required fields are filled and are up to date.
4. Click the Continue button. The View/Update Profile confirm page opens.
5. Click the Confirm button. The View/Update Profile page opens with a green Success banner at the
top of the page
6. Click the Continue button. The HRSA EHB Home (Welcome) page (Figure 3) opens.
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Figure 3: HRSA EHB Home (Welcome) Page
Note: Depending on your program, your HRSA EHB Home (Welcome) page may appear differently, and
may not contain all the items listed in this figure.
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Users who are accessing a progress report should follow these steps:
On the HRSA EHB Home (Welcome) page (Figure 3), click the Tasks tab. The Tasks page opens with the
All Tasks list in the left navigation panel (Figure 4).
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Figure 4: All Entities– Left Navigation Panel
1. Click the Submissions link. The Submissions – Incomplete List page opens (Figure 5).
2. Use the filters (in the red box in Figure 5: Submissions – Incomplete List Page) to find the
submission you’re working on by Tracking #, Submission Name, or Grant #.
Figure 5: Submissions – Incomplete List Page
3. Choose the appropriate Grant (Entity) and click the Start or Edit link. The Property Report – Status
Overview page opens (Status Overview Page
4. Figure 6).
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Figure 6: Property Report – Status Overview Page
The Property Report – Status Overview page lists the status of each form making up the Property Report,
links to read-only versions of the forms, and links to editable versions of the forms that need to be completed
or updated.
The Header section contains all identifying information about the Submission.
Under the Resources section View tab, there are sub-tabs that open read-only versions of the documents
they represent.
The Download Guidance section contains a link to download a guidance document for your Property Report.
The fourth section, when expanded, lists the Users with permissions on Other Submissions.
The Property Report Status section lists all forms required for the report and their completion status: Not
Complete or Complete.
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Figure 7: Property Report – Status Overview Page Left Navigation Panel
The Property Report – Status Overview page lists each section of the property report and its status: Not
Complete, or Complete.
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Figure 8: Side Menu in Grantee Handbook
A navigation panel (Figure 8) appears on the left side of
every screen in the Electronic Handbook. Use this panel
to access the various pages of your Property Report.
You can always click Status under Overview go to the
Property Report – Status Overview page to check your
progress toward completing your entire submission.
The Property Report – Status Overview page shows
the status of each Basic Information form (i.e., the SF-
428 forms) and Other Information forms.
Note: You cannot submit your Property Report until all
forms in all sections are complete.
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Note: For the purpose of this document, the left
navigation panel will be used to access each form.
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To get to any of the forms used in the Property Report, click the appropriate link in the left navigation panel,
or click the Update link for that form on the Property Report – Status Overview (Figure 6).
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The Basic Information – Update (Figure 9) page gathers or contains basic information about the property
purchased with your Grant money, your Point of Contact (POC), and your Project Director. All fields with red
asterisks (*) are required.
Figure 9: Basic Information Page – Update Page
1. Answer question 1 by clicking the appropriate radio button. If the answer is No, you must enter an
explanation in the space provided.
Note: If you select “No” and click the Save button, the system will auto-complete section SF-428S and the
Other Information section. You will not have to enter any information in these two pages. The default values
for the two Other Information questions will be N/A.
2. If you want to view the details of the Contact Information section, click the Show Details link. The
Contact Information section will expand as shown in (Figure 10).
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Figure 10: Contact Information Section – Detailed View
3. If there is no POC listed, click the Add button under Options. The Primary POC – Add page opens.
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The Primary POC – Add page gives you two different methods for selecting a POC. You can select from
Existing Users, as shown in Figure 11, or you can expand the Add New Contact Information section and
add a User to the list of Existing Users, as shown in Figure 12.
Figure 11: The Primary POC – Add Page (Existing Users)
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Figure 12: The Primary POC – Add New User
Note: In the Add New Contact Information section, all fields except the Title of the position field are
required.
4. Click the Continue button after you have selected and existing user or click the Save and Continue
button after you have created a new user to be returned to the Basic Information – Update page.
5. When all information has been entered on the Basic Information – Update page, click the Save and
Continue button to proceed to the next form.
After a POC has been entered on the Basic Information – Update form, the Add link becomes the Update
drop-down with three links, Update, Change, and Delete, as shown in Figure 13.
Figure 13: POC Contact Information – Action Options
Options:
UPDATE the POC information
CHANGE the POC. This Option includes adding a new POC.
DELETE the POC
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1. On the Basic Information – Update page (Figure 9Error! Reference source not found.), click the
Update drop-down for POC and then select Update from the drop-down. The Primary POC –
Update page opens (Figure 14), and is populated with the information for the selected POC.
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Figure 14: Primary POC – Update Page
2. Verify and revise the contact information, as necessary.
3. Click the Save and Continue button to save your information and return to the Basic Information –
Update page (Figure 9).
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1. Click the Update link for a POC and then select Change from the drop-down. The Primary POC –
Change page opens (Figure 15), and is populated with all the POCs registered for the grant.
Figure 15: Primary POC – Change Page
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2. To change from the current POC to an existing user, select the user to be designated as the POC, if
more than one user is listed, and click the Continue button to be returned to the Basic Information –
Update page (Figure 9) with a green Success banner at the top of the page.
OR
To change from the current POC to a new user, expand the Add New Contact Information section, enter
the required information, and click the Save and Continue button to be returned to the Basic Information –
Update page (Figure 9). with a green Success banner at the top of the page.
Note: New HRSA employee users must register with the EHB. After the new users are registered within the
EHB, you must return to the Primary POC - Add page to select the newly registered HRSA employee as a
POC.
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1. On the Basic Information – Update page (Figure 9), click the Update drop-down for a POC and
then select Delete from the drop-down. The Primary POC – Delete Confirm page opens.
2. Click the Confirm button. The Basic Information – Update page re-opens and the POC that you
deleted has been removed as the Primary POC. (However it will still be listed in the Primary POC –
Add (Figure 15).
If you are satisfied with the information on the Basic Information – Update page, click the Save and
Continue button to save your work and proceed to the next form.
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User Guide For Grantees
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Figure 16: SF-428 – Update Page
The SF-428 – Update page allows you to attach up to 20 documents to update the descriptions of the
property purchased with your grant for the period covered by the Property Report.
1. To open a read-only view of Items 1 – 7 from the SF-428 form, click on the Expand or Collapse icon,
as shown in .
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2. Item 8. Comments is a required field for entering any explanations or additional information regarding
your SF-428 – Update page updates or attachments.
3. To attach a file to the page, click the Attach File button. The Other Supporting Documents section
expands, as shown in .
User Guide For Grantees
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Property Tracking Report
Figure 17: SF-428 – Update Page (Attach File)
4. In the Document field, enter the file name or click the Browse button to select the file you wish to
attach.
5. Enter a Description, if appropriate.
6. Click the Attach button. The SF-428 – Update page refreshes, listing the document you just
attached.
7. When you have completed your entries, changes, and attachment, click the Save and Continue
button to proceed to the next form.
You can perform the following functions on this screen related to SF-428 – Update documents:
Options:
Attach a document
Update a document description
Delete a document
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To attach a supporting document to the SF-428 – Update page, follow steps 3 through 6 of section 1.1.1.
Note: You are not required to attach any documents, but you may attach up to 20 files.
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When at least one document has been attached, you can perform the following:
1. On the SF-428 – Update page, in the expanded Other Supporting Documents section, click the
Update Description drop-down.
2. Click the Update Description link.
3. Enter any changes you need to the Description of the attachment.
4. Click the Save button The SF-428 – Update page refreshes showing modified description.
5. Click the Save and Continue button. The next form opens with a green Success banner at the top of
the page.
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1. On the SF-428 – Update page, in the expanded Other Supporting Documents section, click the
Update Description drop-down.
2. Click the Delete link.
3. The SF-428 – Update page refreshes without the file you just deleted.
Property Tracking Report
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User Guide For Grantees
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The SF-428s (Supplemental Sheet) – Update page contains information about the property for which you
are creating or updating the Property Report.
1. Click the SF-428S link on the left navigation panel (Figure 16) to access the SF-428s (Supplemental
Sheet) – Update page (Figure 19), if it is not already displayed.
Figure 18: SF-428s – Left Navigation Panel
Figure 19: SF-428s (Supplemental Sheet) – Update Page
Use the filters for the Description of Item, Identification Number, Acquisition Date, Condition Code, or
Acquisition Cost to help you find the item you wish to update. After a property has been added, you can
update or delete it from this screen.
User Guide For Grantees
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Property Tracking Report
You can perform the following functions on the screen:
Options:
Add Property
Update Property
Delete Property
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1. On the SF-428s (Supplemental Sheet) – Update page, click the Add Property button. The Property
– Add page opens.
Figure 20: Property - Add Page
Note: If you hover your mouse over one of the Information icons , a pop-up will appear to explain or
describe the information that belongs in the related field.
2. Click the Property Ownership (ACQ) drop-down to select the ownership code.
3. Enter a Description of the item.
4. Enter the Identification Number.
5. Enter or select the Acquisition Date from the calendar icon.
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User Guide For Grantees
6. Click the Condition Code drop-down to select the condition code that best describes the current
condition of the equipment (as of reporting date).
7. Enter the Acquisition Cost (just numbers – the system will add the dollar sign).
8. Click the Save and Add New Property button to stay on this page and add more property.
9. Click the Save and Continue button to return to the SF-428s (Supplemental Sheet) – Update page
(Figure 19).
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1. On the SF-428s (Supplemental Sheet) – Update page, click the Update drop-down for and
equipment item and then select Update from the drop-down. The Property - Update page (Figure
21) will open.
2. Verify or revise the contact information, as necessary.
3. Click the Save and Continue button to save your information. The SF-428s (Supplemental Sheet) –
Update page re-opens with a green Success banner, showing the changes you made to equipment
entries.
Figure 21: Property - Update Page
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4. On the SF-428s (Supplemental Sheet) – Update page, click the Update drop-down for an
equipment item and then select Delete from the drop-down. The Property – Delete Confirm page
(Figure 22) opens.
User Guide For Grantees
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Property Tracking Report
Figure 22: Property - Delete Confirm Page
5. Click the Confirm button. The SF-428s (Supplemental Sheet) – Update page re-opens with a green
Success banner, and the equipment that you deleted is no longer listed.
6. If you are satisfied with the information on the SF-428s (Supplemental Sheet) – Update, click the
Save and Continue button to save your work and proceed to the next form.
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The Other Information page (Figure 23) relates to continued use of the equipment purchased and whether
the equipment listed in the Property Report is part of your current, approved budget.
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User Guide For Grantees
Figure 23: Other Information Page
1. Answer questions 1 and 2 by clicking the appropriate radio button.
2. If the answer to either question is “No,” then enter explanations in the appropriate areas.
3. Click the Save and Continue button to proceed to the next form.
User Guide For Grantees
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Property Tracking Report
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Figure 24: Property Report - Review Page
The Property Report - Review provides a means to view or print read-only versions of each section of the
Tangible Personal Property Report, or to print the entire report. All forms must be complete before you can
submit your Tangible Personal Property Report.
1. To open the Property Report – Review page, click the Review link in the left navigation panel.
2. When you are satisfied that all information for your Property Report has been entered, is accurate,
and is up-to-date, click the Continue button at the bottom right corner of the Property Report -
Review page. The Property Report – Submit page opens. See section 3.4, Submit the Property
Report for details concerning the submission of the Property Report.
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1. To print the entire Property Tracking Report, click the Print Property Tracking button. A PDF
version of the Property Tracking Report opens in Adobe Acrobat.
2. Click on the Adobe Print icon to print the Property Tracking Report.
3. Close the window to return to the Property Report – Review page.
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1. To view any Property Report form, click the View drop-down for the section you want to view.
2. Click the View link. A read-only version of the related online form opens. Figure 25 shows a read-only
version of the Property Report – Basic Information page.
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3. To view any Property Report form, click the View drop-down for the section you want to view.
4. Click the Print link. A read-only version of the related online form opens. Figure 25 shows a read-only
version of the Property Report – Basic Information page. You can print a copy of the HTML form
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User Guide For Grantees
Figure 25: Read-Only Report Section (1)
The read-only pages of the Property Report sections provide you with several navigation options:
Click one of the tabs to open a pop-up of a read-only version of the form it represents (1).
Use the Table of Contents drop-down and then the Go button return to the Property
Report – Review page or to go to read-only pages for any of the other sections.
On the Property Report – Basic Information page, click the Return to TOC button to
return to the Property Report – Review page (Figure 25).
On the Property Report - SF-428S – Supplemental Sheet and the Property Report – SF-
428, you can navigate to the previous or next page in the Table of Contents using the
Previous Section and Next Section buttons, as seen in Figure 26.
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Property Tracking Report
Figure 26: Read-Only Report Section (2)
On the Property Report – Other Information Page, you can navigate to the previous page
in the Table of Contents using the Previous Section button and go directly to the Table of
Contents using the Proceed to TOC button, as seen in Figure 27.
Figure 27: Read-Only Report Section (3)
When you have finished your review and all sections are complete, click the Proceed to Submit button to go
to the Property Report – Submit page (Figure 28) to initiate the Submit Property Report process.
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User Guide For Grantees
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Once all forms are complete, the Property Report can be submitted to HRSA.
To submit the Property Report, you must have the “Submit” privilege.
1. Under Review and Submit on the Property Report’s left navigation panel, click the Submit link to
access the Property Report - Submit page (Figure 28) if it is not already displayed.
Figure 28: Property Report - Submit Page
2. If all the forms are marked Complete, click the Submit to HRSA button. The Property Report –
Submit Confirm page (Figure 29) will open.
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Property Tracking Report
Figure 29: Property Report –Submit Confirm Page
3. Check the box to electronically sign the Property Report.
4. Click the Submit Report button to submit your Property Report to HRSA. The Submissions –
Incomplete List page will be displayed.
5. Click the Recently Completed tab. The Submissions – Completed List page (Figure 30) will be
displayed.
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User Guide For Grantees
Figure 30: Submissions – Completed List Page
6. Use the Submission drop-down to open links to read-only versions of the following:
Under the Current Document heading:
Submission – Opens the Property Report – Review page
Action History – Opens the Action History page, listing the actions performed on this electronic
submission, who performed them and when they were performed
Under the Grant heading:
NoA Condition Added – Opens the View NoA page. Click the Terms and Conditions tab to read
the Terms and Conditions connected with the Grant.
Last NoA - Opens the View NoA page to the most recent NoA issued for this Grant.
Related Condition/Reporting Requirement – Opens the Related Conditions/Reporting
Requirement page. This page lists any related condition or reporting requirement associates with
this Grant, its Type, whether it is a recurring requirement, its Due Date, the NoA number in which
it is contained, and the text of the Condition itself.
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Sometimes, after you submit a Property Report, a HRSA reviewer may request that you revise the contents
provided in the Property Report.
If your Property Report is Change-Requested, you will receive a Change-Request Email, similar to the one
displayed below asking you to make specific revisions in the report:
User Guide For Grantees
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Property Tracking Report
Figure 31: Sample Change-Request Email
After you receive the email you will need to edit and re-submit the Property Report noted in the email
message.
1. On the HRSA EHB Home (Welcome) page (Figure 3), click the Tasks tab. The Pending Tasks -
List page opens with the All Entities list in the left navigation panel (Figure 4).
2. In the left navigation panel, click the Submissions link. The Submissions – Incomplete List page
opens.
3. Find the submission for which you wish to make changes and click the Edit drop-down.
4. Click the Edit link. The Property Report – Status Overview page for that submission opens.
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User Guide For Grantees
Figure 32: Property Report – Status Overview Page
1. Click the Update link for the section that was noted in the Change-Request Email.
2. Follow the Update instructions for that section.
3. Click the Review link on the left navigation panel. The Property Report – Review page opens.
4. Review your entries.
5. Click the Submit link in the left navigation panel. The Property Report – Submit page opens.
6. If all the forms are marked Complete, click the Submit to HRSA button. The Property Report –
Confirm Submit page (Figure 29) will open.
7. Click the check box to electronically sign the Property Report.
8. Click the Submit Report button.
User Guide For Grantees
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Property Tracking Report
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HRSA EHBs can be accessed over the Internet using Internet Explorer (IE) v5.0 and above and Netscape
4.72 and above. HRSA EHBs are 508 compliant.
IE 6.0 and above is the recommended browser.
HRSA EHBs use pop-up screens to allow users to view or work on multiple screens. Ensure that your
browser settings allow for pop-ups.
In addition, to view attachments such as Word and PDF, you will need appropriate viewers.
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Mac users are requested to download the latest version of Netscape for their OS version. It is recommended
that Safari v1.2.4 and above or Netscape v7.2 and above be used.
Note that Internet Explorer (IE) for Mac has known issues with SSL and Microsoft is no longer supporting IE
for Mac. HRSA EHBs do not work on IE for Mac.
In addition, to view attachments such as Word and PDF, you will need appropriate viewers.
4
4
.
.
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1
.
.
3
3
.
.
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n
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p
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I
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l
l
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The following document types are supported in HRSA EHBs:
.DOC - Microsoft Word
.DOCX - Microsoft Word
.JPEG – Graphics Format
.JPG - Graphics Format
.MSG – Microsoft Mail Document
.PDF - Adobe Portable Document Format
.PPT – Power Point
.TIF - Graphics Format
.RTF - Rich Text Format
.TXT - Text
.WPD - Word Perfect Document
.XFD - Extensible Forms Description Language files
.XLS - Microsoft Excel
.XLSX - Microsoft Excel