Instructions

Welcome to HCCN PIMS Release 2.1tutorials
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 HCCN PIMS................................................................................... 2
1.1
Grantee Login (How to Access and Use HCCN PIMS) ........................................... 2
1.2
New Report ............................................................................................................... 8
1.3
Update Report ......................................................................................................... 16
1.4
Complete Data Form ............................................................................................... 21
1.5
Add Comments to Data Form ................................................................................. 21
1.6
Validate and/or Submit Report ............................................................................... 22
1.7
View Report from EHB .......................................................................................... 26
1.8
View Report for another Collection Period while on current Period...................... 33
1.9
Save Report on Local Machine/ Print PDF............................................................. 33
1.10 Help ......................................................................................................................... 34

1
1.1

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

Grantees will access HCCN 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

Progress Reports

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

This brings up the Progress Report for the Grant.

1.1.5

Select “Progress Report” option

Select one of the first 3 options (Submit Report, Edit Report, and View Report) under “Progress
Report” if the Schedule Status is “In Progress” or Select “Start Report” if Schedule Status is “Not
Started”

1.1.6

You are redirected to HCCN PIMS Welcome/Home page

1.2

New Report

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 “Progress Report” menu. The report status is “Not Started”

You are redirected to HCCN PIMS Welcome/Home page
1.2.3

Launch HCCN PIMS

Click on “Continue” button

This brings up the first not completed form. For a “Not Started” report the first not completed
form is “Grantee Contact Information”. Grantee can select a different form by clicking the
form link under “Report Navigation”

1.2.4

Form Data Entry using “Measures (Accomplishments)” form.

Select “Hit Planning” Type of Grant and 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
select any other form from the “Report Navigation” menu.

1.2.7

Navigate away from a form

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 “Progress Report” menu. The report status is “In Progress”

You are redirected to HCCN PIMS Welcome/Home page
1.3.3

Launch HCCN PIMS

Click on “Continue” button

This brings up the first not completed form or the “Grantee Contact Information” form if all
forms are completed. Grantee can select a different form to edit by clicking the form link
under “Report Navigation”, for example “ Part C Software” form.
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

The system will then verify that the report complies with all form and cross form levels validation rules
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 and cross
validated) 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” 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 Report from EHB
Login to HCCN 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 “Progress Reports”

1.7.4

Search on Progress Reports

Run a Search on Progress 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”

1.7.6.1 If Collection Period is not “Archived”.
The report status will be “In Progress”, “Submitted”, or “Change Requested”. “Submit Report” and
“Edit Report” option will not be available if the report status is “Submitted”.
Select the “View Report” option on the “Progress Report” menu.

You are redirected to HCCN PIMS Home/Welcome page.
Launch HCCN PIMS
From the HCCN PIMS Home/Welcome page click on “Continue” button

This brings up the “Grantee Contact Information” form if all forms. Grantee can select a
different form to view by clicking the form link under “Report Navigation”.
Note that”Save” and “Cancel” buttons are both disabled.

1.7.6.2 If Collection Period is “Archived”
The report status will be “Submitted”. “Submit Report” and “Edit Report” options are no longer
available in this case.
Select the “View Report” option on the “Progress Report” menu

You are redirected to HCCN PIMS Welcome/Home page with a special message for archived reports.

Click the “ViewPrintPDF” link to open the PDF format for the archived report.

1.8

View Report for another Collection Period while on current Period.

At anytime while working on report (regardless of what is being actually done) grantee user
can choose to view the same report for any other available Collection Period by by selecting
that period from the Data Collection Period dropdown under Tools menu.
The system then displays a PDF format of the report for the period selected in a popup screen
(regardless of the status of the selected Collection Period)

1.9

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”

1.10 Help
The HCCN PIMS Web online help can be used to assist users with creating, editing,
and submitting reports.
1.10.1 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.

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