Office for the Advancement of Telehealth Outcome Measures

OMB # 0915-0311
Expires 10/31/2010
Public Burden Statement: An agency may not conduct or sponsor, and a person is not required to
respond to, a collection of information unless it displays a currently valid OMB control number. The
OMB control number for this project is 0915-0311. Public reporting burden for this collection of
information is estimated to average 7 hours per response, including the time for reviewing
instructions, searching existing data sources, and completing and reviewing the collection of
information. Send comments regarding this burden estimate or any other aspect of this collection of
information, including suggestions for reducing this burden, to HRSA Reports Clearance Officer,
5600 Fishers Lane, Room 10-33, Rockville, Maryland, 20857.

Welcome to OAT PIMS tutorials
These are detailed step-by-step procedures to help Grantees to get the best from
their new system.

TABLE OF CONTENTS
1

Grantee Functions in OAT PIMS ..................................................................................... 2
1.1
Grantee Login (How to Access and Use OAT PIMS) .............................................. 2
1.2
New Report Data Collection ..................................................................................... 8
1.3
Update Report ......................................................................................................... 17
1.4
Complete Data Form ............................................................................................... 20
1.5
Add Comments to Data Form ................................................................................. 20
1.6
Validate and/or Submit Report ............................................................................... 21
1.7
View Submitted Report........................................................................................... 24
1.8
Save Report on Local Machine/ Print PDF............................................................. 30
1.9
Help ......................................................................................................................... 31

1
1.1

Grantee Functions in OAT PIMS
Grantee Login (How to Access and Use OAT PIMS)

Grantees will access OAT PIMS through EHB
Be registered with EHB
Type the following URL on your browser and hit “Enter”:
https://grants.hrsa.gov/webexternal/login.asp

This brings up the EHB logon screen

1.1.1

Username and Password

Enter your username and password and click “Login”

1.1.2

View Portfolio

From the EHB Welcome page click ‘View Portfolio” on the “Home” left hand side menu

This brings up the Grants List for the grantee

1.1.3

Open Grant Handbook

Select a grant by clicking on the “Open Grant Handbook” link on the last column of the Grants list.

This brings up the selected Grant menu.

1.1.4

Performance Reports

Choose to work on Performance Reports by clicking the link on the Grant menu.

This brings up the Performance Report for the Grant.

1.1.5

Select “Performance Report” option

Select one of the first 3 options (Submit Report, Edit Report, and View Report) under “Performance
Report”.

1.1.6

You are redirected to OAT PIMS Welcome/Home page

1.2

New Report Data Collection

1.2.1

Repeat Instructions 1.1.1 to 1.1.4.

1.2.2

Select the “Start Report”

Select the “Start Report” option on the “Performance Report” menu. The report status is “Not Started”

You are redirected to OAT PIMS Welcome/Home page
1.2.3

Launch OAT PIMS

Click on “Continue” button

The first “Setup Options” form is brought up. Provide and save all required information on
all 4 forms on this Tab then move to “Reports” Tab.

This brings up the first not completed form. For a “Not Started” report the first not completed
form is “Volume of Specialties and Services, by Setting”. Grantee can select a different form
by clicking the form link under “Report Navigation”
1.2.4

Form Data Entry

Enter data in form fields. If all required information is provided Grantee can choose to complete the
form.

1.2.5

Save Error

Click “Save” at the bottom of the form to write the provided information to the database. The form will
not save if errors are found in the information provided, or if the grantee chooses to complete when all
required information is not provided. An error message will be generated.

1.2.6

Successful Save

If the “Save” function is successful in either case ( non-completed form or completed form) the
grantee is prompted to either work on the next not completed form by clicking “Next” button, or to
selected any other form from the “Report Navigation” menu.

The system will prompt to save or discard changes made on a form whenever the grantee
attempts to navigate away from the form without saving in the following cases:
 Grantee user selects another link in the system
 Grantee user selects to navigate to another URL on the browser.
 Grantee user simply decides to close the browser.
If Grantee user chooses to save the changes he will have to select the “Cancel” button to stay
on the form, then the “Save” button on the form to launch the saving process. The system
will bring up the page Grantee user is trying to navigate to at the end of this process.
If Grantee user chooses not to save by selecting the “ok” button all changes on the form will
be lost when the page Grantee user is trying to navigate to comes up.

1.3

Update Report

1.3.1

Repeat Instructions 1.1.1 to 1.1.4.

1.3.2

Select “Edit Report”

Select the “Edit Report” option on the “Performance Report” menu. The report status is “In Progress”

You are redirected to OAT PIMS Welcome/Home page
1.3.3

Launch OAT PIMS

Click on “Continue” button

This brings up the first not completed form or the “Volume of Specialties and Services, by
Setting” form if all forms are completed. Grantee can select a different form to edit by
clicking the form link under “Report Navigation”.
1.3.4

Enter or modify data in form fields and “Save”.

Click “Save” at the bottom of the form to write the provided information to the database. The
form will not save if errors are found in the information provided, or if the grantee chooses to
complete when all required information is not provided. An error message will be generated.
If the “Save” function is successful the grantee is prompted to either work on the next not
completed form by clicking “Next” button, or to selected any other form from the “Report
Navigation” menu.
The system will prompt to save or discard changes made on a form whenever the grantee
attempts to navigate away from the form without saving in the following cases:

 Grantee user selects another link in the system
 Grantee user selects to navigate to another URL on the browser.
 Grantee user simply decides to close the browser.
If Grantee user chooses to save the changes he will have to select the “Cancel” button to stay
on the form, then the “Save” button on the form to launch the saving process. The system
will bring up the page Grantee user is trying to navigate to at the end of this process.
If Grantee user chooses not to save by selecting the “ok” button all changes on the form will
be lost when the page Grantee user is trying to navigate to comes up.

1.4

Complete Data Form

“Is This Form Complete” The Grantee is asked to respond by “Yes” or “No” to this question
at the bottom of each form.
Select “Yes” only when all required information is provided. “No” is the default value.

1.5

Add Comments to Data Form

A text area is provided at the bottom section of each from where Grantee can actually type
comments up to 5000 characters. This information will be saved in the database for further
use.

1.6
1.6.1

Validate and/or Submit Report
Validate Report

At any time Grantee can choose to run validation rules against the already provided information by
clicking the “Validate/Submit Report” link under Tools menu if already logged in the system, or by
selecting the “Submit Report” link from EHB.

1.6.2

Validation Error

If there are validation issues a message with the list of errors and warnings is generated. Those have
to be fixed in order to successfully validate the report.

1.6.3

Successful Validation

If the report is successfully validated (this happens only when all forms are completed) a report
submission screen is brought up giving grantee the option to submit the report.
Click “Cancel” to not submit the validated report.

1.6.4

Submit Report

Click “Submit” or “Save” after selecting the Certification check box and adding a message to be
emailed to the project officer to complete the submission.

1.6.5

Report Submission Confirmation

A confirmation message is generated with a confirmation number for the submission.

1.7
1.7.1

View Submitted Report
Login to OAT PIMS

1.7.2

View Portfolio

From the EHB Welcome page click ‘View Portfolio” on the “Home” left hand side menu

1.7.3

Select “Performance Reports”

1.7.4

Search on Performance Reports

Run a Search on Performance Reports by clicking the “Search” button

1.7.5

Search Criteria

Select “Submitted” status on the Schedule status search parameter and click “Search button”

1.7.6

Select “View Report” link

You are redirected to OAT PIMS Home/Welcome page.
1.7.7

Launch OAT PIMS

From the OAT PIMS Home/Welcome page click on “Continue” button

This brings up a read-only version of the first completed form, in this case “Volume of
Specialties and Services, by Setting”.

1.7.8

View Report

You can select a different form to view by clicking the form link under “Report Navigation” menu.
Notice that “Save” and “Cancel” buttons are both disabled.

Submitted

1.8

Save Report on Local Machine/ Print PDF

At any time Grantees can generate a PDF version of their report by clicking “PDF Print” link
from Tools menu.
From the Adobe “File” menu select “Save a copy”

1.9

Help

The OAT PIMS Web online help can be used to assist users with creating, editing,
and submitting reports.
1.9.1

Help on Current Page

At any step of any process click “Instructions” link at the top right of the page. A popup screen comes
up with information on the active page.

1.9.2

Help on Other pages or topics

User can also navigate within the Help looking for information on other pages or other processes.