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Overview

The Monitoring Grant Activities and Tracking Tool (MGATT) is a comprehensive module for identifying, tracking, monitoring, and providing support to grant awards and the related objectives. The goal of MGATT is to:

  1. Identify and document insight and opportunities for grantee compliance and performance improvement.
  2. Develop, approve, and monitor the Standardized Work Plan (SWP).
  3. Provide consultation support for performance improvement.
  4. Track and monitor the progress of SWP

Key components of this module are:

  1. SWP Review and Finalization process for the Project Officers (POs)
  2. Quarterly Progress Update (QPU) Submission for the Grantees 
  3. Quarterly Progress Update (QPU) Review process for the Project Officers 

This help page will provide step-by-step instructions on component #2, the QPU submission process for Grantees.

On this page

Quarterly Progress Update (QPU) Submission

Navigating to the QPU Task

1

Click on the Tasks tab from the top navigation bar in the EHBs. 

Screenshot of the Tasks tab

2

You will land on the “Pending Tasks - List” page, where you will see a task with a tracking number starting with “MGT####”. This is your QPU submission task. Click on Edit under Options to navigate to the Quarterly Progress Update – Status Overview Page.

Screenshot of the Pending tasks list page
3

This Page will give you key information about your QPU submission.

Screenshot of the Quarterly Progress Update Status Overview page showing page features

A. In the Header section you will see your Grant Information, Due Date for the QPU submission and Number of Days left or Days Past Due.

B. From the Resources links you can access the Prior Quarterly Progress Update (Read Only – if any), the Finalized Standardized Work Plan (Read Only) and the Grant Folder.

C. In the Quarterly Progress Update section you can see links to update your Activities and Partnerships, Status of your updates ( X Not Started, ! In Progress or check mark Completed) and Last Updated dates for each links.

  • Clicking on the Activities link will navigate you to the Quarterly Progress Update - Activities page. 
  • Clicking on the Partnerships link will navigate you to the Partnerships page. 

D. The Forms Overview section will display the Last Updated On with a date & time stamp, and Status of the update.

E. The Submit and Print section will allow you to Submit your Performance Report (QPU) and to Print the QPU as submitted.

F. Clicking on the Return to Previous Page at any time will navigate you back to the Pending Tasks - List page.

Updating Activity Progress Status

4

Click on the Activities link to go to the Quarterly Progress Update – Activities page.

Screenshot of the Quarterly Progress Update section showing Activities

5

The Quarterly Progress Update – Activities page displays the Goals planned out for the Quarter/Reporting Period as per the Standardized Work Plan (SWP).

Screenshot of the Quarterly Progress Update Activities page showing page features

A. The Header section provides Grant and Project Information. 

B. The Resources section has links to any Prior Quarterly Progress Updates (Read Only if any), the finalized Standardized Work Plan and the Grant Folder.

C. The In-Progress Activities tab lists all Goals/Activities that have been marked as “Timing is off track”, “Activity will be missed” or “Activity cannot be achieved” in the previous reporting period. Therefore, the In-Progress tab will not list any Goals/Activities in the first Reporting Period. You must update the activity progress of all Goals (if any) in this tab.

D. The Target Activities tab lists all Goals/Activities that were marked as “Activity is on Schedule” in the previous reporting period and all the other Activities planned for the Quarter/Reporting Period as per the SWP. You must update the activity progress of all Goals in this tab.

E. The Goals section lists Goals/Activities based on the tab selection above. Status for each Goal will be “Not Started” if you have not started updating the status of Activities in them, “In Progress” if you are in the process of updating them, or “Completed” if you have completed updating the status. The Update link under Actions will allow you to navigate to the next page to update the Status of the Activities under each Goal.

F. Clicking on the Return to Previous Page at any time will navigate you back to the QPU – Status Overview page.

6

Click on the Update link in the Goals section. The system will navigate you to the Quarterly Progress Update – Activities Page where you can update the progress status of the Activities for the Reporting Period.
Screenshot of the QPU Activities page showing Objectives section

You will see that the Header and the Resources section is same as in the previous page. Under these sections you will see the following:

A. The selected Goal. 

B. The list of Objectives under the selected Goal in different tabs. Clicking on each Objective tab will display the Sub Objectives and Activities against it.

C. The Sub Objectives and Activities of the selected Objective.

7

You can now start updating the progress status against the activities for the Reporting Period.

Screenshot of Sub Objective section showing status

Against the selected Objective you will see the Sub Objectives, and under each Sub Objective you will see the Activity details such as:

A. Milestone Activity or Activity name.

B. Previous Status is the progress status as updated by you in the previous quarter for the activity.

Note: This will show as N/A for all activities in the first quarter/reporting period.

C. Current Status is where you will update the progress status of the activity for the current quarter/reporting period. Click on the dropdown arrow to see the available options for selection. The options available for selection are as shown in the image below. Make a selection from the dropdown that represents the progress status of the activity.

Note: This is a required filed and you will see an error if a value is not selected in this field.

Screenshot of the Current Status section

D. Under Options you can attach any Deliverable/Accomplishment associated to the activity and add any comments if needed. This step is explained further below.

Adding Deliverables/Accomplishments

8

You can Upload attachments to any Deliverables/Accomplishments associated to the Activity if needed. Click on the Attachment icon under Options.

Screenshot of the Attachment option

9

This will navigate you to the Deliverables/Accomplishments – Upload Page. Click on the Add Deliverables button.

Screenshot of Upload page showing Add Deliverables

10

You will see a popup window appear prompting you to select the Document Type. Choose the Deliverable type from the Dropdown and click on the Add Deliverables button.

Screenshot of Select deliverable document type

11

You will be navigated back to the Deliverables/Accomplishments – Upload Page and you will be able to attach any document to the selected Deliverable type and add in details associated to it.

Screenshot of Deliverables and Accomplishments page showing upload

A. You will see the Activity the Deliverable is being uploaded for. You will see the Document Type as selected in the popup window earlier. You can change the Deliverable at this point if needed by clicking on the Change Deliverables

B. Clicking on the Select Files will allow you to browse and select an attachment file that you wish to upload.

C. You can then provide a description to this file/deliverable if needed.

D. Finally click on the Add Deliverables button to save all the information entered.

12

You will then be navigated back to the “Deliverables/Accomplishments Upload” page where you can see the Deliverable that you added.

Screenshot of View uploaded deliverable and update

You can click on Update to make changes to the information entered. Clicking on the Return to Previous Page will take you back to the “Quarterly Progress Update – Activities” Page.

13

On the Quarterly Progress Update – Activities Page you can see the deliverable you attached to the Activity.

Screenshot of View attachment option

Adding Comments

14

You can add comments to an Activity if needed. Click on the Comments icon under Options.

Screenshot of Comments option

15

This will navigate you to the Comments page. Click on the Add Comments button.

Screenshot of Add comment button

16

You will see a popup window where you can add your comment. Click on the Add Comment button to save the comment and navigate back to the Comments page.

Screenshot of the Add Comment page

17

On the Comments page you can see your comment listed in the Review Comments section. In the Options column, you can click the delete button to delete the comment.

You can also click on Return to Previous Page to go back to “Quarterly Progress Update – Activities” page, and you can see that a comment has been added to the Activity.

Screenshot of the Review Comments page

18

Back on the Quarterly Progress Update – Activities page you can see the comment added as indicated in the comment section.

Screenshot of View added comments option

Updating Activity status across all Objectives and Goals

19

Continue updating the status of each Activity within the Objective. Once all Activities under the selected Objective are updated, click on Save to save the information.

Screenshot of Save option for Activities

20

You will receive a popup message that the Objective is successfully saved.

Screenshot of Objective saved message

21

You can move on to updating the next Objective and Activities within the Goal. Once all the Objectives within a Goal have been updated, you can move on to the next Goal for the reporting Period.

22

Follow the same steps to complete updating the progress status of all Activities, Deliverables and Comments. Once all the Goals are updated navigate back to the “Quarterly Progress Update – Activities” Page where all the Goals are listed.

Screenshot of the Completed Goals and comments section

A. You will notice that the Status of all the Goals has changed to Completed.

B. You can Add a Comment in this page if needed. This will be a comment for the entire reporting period that the PO will be able to view at the time of your QPU review.

C. Clicking on the Return to Previous Page button will navigate you to the “QPU – Status Overview” Page.

23

On the Status Overview page you can see that the Status of your Activities has changed to “Complete”. You will also see details of the last updates made to this form in the Form Overview section.

Screenshot of the Status Overview page showing completed Activities

Adding Partnership Information

24

Click on the Partnerships link in the Quarterly Progress Update section of the Status Overview page to update your Partner Information.

Screenshot of the Quarterly Progress Update section showing Partnerships option

25

You will land in Partnerships Page where you can update your partner information if needed.

This is not required information. If you do not have any information to enter on this page, click on Continue to mark the Partnership status as ”Complete” and then you can submit the QPU.

Screenshot of the Partnerships page

26

If you have Partnership information to enter for this reporting period, click on the Add Partner Information button.

Screenshot of the Add Partner Information button

27

After clicking on the Add Partner Information button, you will land on the Partnerships page.

Screenshot of the Partnership page showing Information sections to complete

On this page you will see the following:

A. Partner Organization Information where you can enter the Partner’s Organization Name, Organization type, and associate the Partner to the Supporting Goal within the reporting period.

Note: These are all required fields and you will see an error message if they are not all completed.

B. Partner Contact Information where you can enter the Partner’s Name, Email Address and Phone Number.

C. Partner Mailing Address where you can enter the Partner’s address.

Note: These are required fields and the system will not allow you to proceed if not entered.

28

When you enter the address, the system will show you the Standardized address as per the US postal service in a popup window. You have the option to save the Standardized address or the address as you entered. Click on Confirm once you have selected the address you want to save.

Screenshot of the Suggested Addresses section

29

Clicking on confirm will bring you back to the Partnerships page.

Screenshot of the Partnerships page showing an added organization

On this page you will see the following:

A. New Partner Information listed which includes the Partner’s Organization Name, Type and Address.

B. Options to Edit and Delete the partner information under Actions.

C. Continue button that will navigate you to the “QPU - Status Overview” page.

You can add multiple Partners if you need to for the reporting period. Click on the Add Partner Information button to add more Partners.

Submitting your QPU

30

Once the Activities and Partnership sections are complete, you are now ready to Submit your QPU.

Screenshot of the Status Overview page showing completed Partnerships

On this page you will see the following. 

A. The Status of Partnerships has changed to Complete.

B. The last updated information in the Forms Overview

C. Submit Performance Report link that will allow you to submit your QPU.

D. Print Report link that will allow you to print the QPU.

31

When you are ready to submit the QPU, click Submit Performance Report and you will land on the Confirmation page.

Verify that all the QPU information shown here is accurate. Click on Confirm to submit your QPU. An email notification will also be sent about your submission to the HRSA PO.

Screenshot of the Submit report confirmation page

32

This completes the QPU submission process.



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