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2	Agenda Purpose and Goals What’s New Change in Scope (CIS) Process Overview System Requirements Pre-Requisites Evaluation of CIS Need Preparation and Submission Follow Up Communication of Decision Resources
3	Purpose and Goals Purpose To provide an overview of the changes in the CIS application process To visually highlight key steps and procedures in the process To communicate the resources available to grantees for more information To answer any preliminary questions from grantees regarding the new process Goals To provide technical assistance to the grantees on the new CIS process To prepare the grantees for the forthcoming changes
4	What is New? Beginning 1^st August 2007, BPHC will be accepting CIS requests for the Health Center Program electronically through the HRSA Electronic Handbooks (EHBs) CIS requests will no longer be accepted through the email or by hardcopy through the regular mail Note: The email address where CIS requests are currently submitted will be disabled and you will get a pre-programmed response After August 1, 2007, CIS requests submitted by other methods will no longer be acted upon by HRSA
5	CIS Process Overview The project director and authorizing official must register with HRSA EHBs (if not already registered). Read all documentation related to the CIS process including PIN and Submission Guide Complete the evaluation questionnaire in HRSA EHBs to determine if a CIS request is needed. Discuss this with the project officer, if necessary If a CIS request is necessary, prepare the CIS application through HRSA EHBs. Application consists of a cover page, assurances, change impact analysis, project impact analysis and other supporting information. Once the CIS request is complete, submit it electronically through the HRSA EHBs. HRSA Project Officer (PO) will receive the CIS request and validate it for completeness. If the CIS request is deemed incomplete, HRSA may request a change from the grantee. When HRSA has completed its internal processing, the grantee will either receive a Notice of Grant Award (NGA) or a disapproval email depending on the decision. These notifications are sent to the project director and the point of contact for the CIS request.
6	Diagram of Change in Scope Process
7	System Requirements 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. HRSA EHBs will provide you with downloadable templates in Microsoft Word. These are forms with your grant and tracking number pre-filled. Download them, complete them offline on your machine and upload them when complete. Refer to the CIS submission guide for more information.
8	Pre-Requisites (Needed once for each user) HRSA EHBs Registration – All users who participate in the CIS application process must have their own username and password. This step gives you access to HRSA EHBs. Grant Registration - All users must “Add the Grant to their Portfolio” to ensure that they get access to the grant handbook that allows grantees to conduct various activities electronically. This step gives you access to your Health Center Grant. Grant Handbook Permissions – All users who need to work with the CIS requests need appropriate privileges in the grant handbook. To begin with project directors have full access and they can delegate necessary privileges. This step gives you access to various CIS functions.
9	Pre-Requisites – HRSA EHBs Registration HRSA EHBs registration is a two step process Create an account for yourself Associate your account to your grant organization Note the following You can associate the same user account with multiple organization records (This is New) You must use the 10 digit grant number to search for your organization record. There may be some records with same organization name. System will not allow you to create a new organization record Use the resources (provided in a slide in this presentation) to learn more about this process
10	Pre-Requisites – Grant Registration After registering within HRSA EHBs, you must add the grant to your portfolio to be able to work on the grant. You need to know the 10 digit grant number (box 4b from NGA) Project Directors (PD) have full access to the grant and they can get this access on their own. You will need the award issue date and the CRS-EIN from the last issued NGA for verification The name on the PD profile must exactly match the name displayed on the NGA All other users must be registered to the SAME organization (use grant number for registration) and can either request permissions or PD can search and give them the permissions
11	Pre-Requisites – Grant Portfolio Registration
12	Pre-Requisites – Grant Handbook Permissions Permissions allow finer control over who can do what within the grant handbook Four permissions are available for CIS function: Create CIS Request – users with this privilege can create a CIS request for the grant. View CIS Request – users with this privilege can view all CIS requests for the grant Edit CIS Request – users with this privilege can edit any CIS request that is not submitted Submit CIS Request – users with this privilege can submit all complete CIS requests to HRSA through the system CIS Requests must be submitted by the Authorizing Official of the Organization. Ensure that the Authorizing Official(s) have the necessary privileges including ‘Administering Grant Users’
13	Grant Handbook Permissions
14	Evaluation of CIS Need Before creating a CIS request, ensure that you have reviewed PINs 2002-07 and 2007-14 and have verified that CIS request is in fact needed System will require you to acknowledge that you have read the PIN System provides an evaluation questionnaire that has pre-programmed responses. Use this for guidance. You can email the evaluation results to self or other members of your organization or to your project officer. Use this for discussion as appropriate. You can skip the evaluation step but this is not recommended
15	Evaluation of CIS Need
16	Evaluation of CIS Need
17	Evaluation of CIS Need Results
18	Preparation and Submission Application package consists of two fillable forms: Cover page and Assurances Several attachments Note – unlike in past you must prepare separate attachments for requested information. For example, Form 5A, 5B and 5C will be three separate attachments. System will ensure that all required forms are completed. System cannot verify the “content” of the attachments. Please ensure that you carefully review the attachments. We recommend that you download all required forms and save them on your computer with an easy to remember filename in an easy to remember folder. You can start your application, work on it in parts, save it and return to complete at a later time Multiple people can work on the same application – Use the privileges to control Ensure that the Authorizing Official is assigned and has the submit privilege DO NOT SUBMIT DUPLICATE PAPER copies to Division of Grants Management Operations
19	CIS Application Package
20	Type of CIS Request
21	Templates to Help You
22	Complete CIS Request
23	Follow up After your initial submission the project officer will perform a completeness review on the application. If your application is found incomplete, the project officer will request additional information. You will be notified by email. Refer to the submission guide to know who all are notified and when Project officer comments are available over email as well as online You must provide additional information through the HRSA EHBs. The process for completion and submission remains the same. Unless you resubmit your application, it cannot be processed further. You must resubmit information within 30 days as specified in the PIN You can check the status of the application within EHBs EHBs will maintain all CIS requests that you have submitted in the past. But you can download and save CIS requests for your record.
24	CIS List Page
25	Results – Communication of Decision CIS requests can result in one of the following end states: Approved Disapproved Withdrawn If Approved, a new NGA will be issued for your grant. Refer to the NGA for the details on the approval and any associated conditions or remarks. If Disapproved, you will get an email from the GMO. Refer to the submission guide for who gets which emails. Your request can also be withdrawn upon request from you. You can submit withdrawal requests online. If a request has not been submitted, you can always delete it. Deleted requests cannot be retrieved and are removed permanently from the system.
26	Resources