Main Home Page
From the main home page:
A: Select Tasks from the top navigation bar
B: Select Submission from the Drop down menu.
This allows you to view your Annual Performance Reports (APR).
On the Submissions - Incomplete List page, find the report that you want to work on, go to the right side of the screen under the "Options" column and find the option of your report.
Select the down arrow dropdown and select Start/Edit to begin your process.
Note: The first time you access the report, the option will show Start. Every time after will show Edit.
A new window/page appears that leads you to the Performance Reports – Status Overview Page.
Before the INDGEN form can be accessed, you must complete the Grant Purpose Form, Training Program Form, and Faculty Development Setup Form, located on the left side of the screen. Your program may not have all (or any) of these forms. This example includes only the Grant Purpose form.
Select Grant Purpose from the left navigation menu.
Grant Purpose – Setup
From the Grant Purpose – Setup screen, select the Grant Purposes that apply to the Grant.
After selecting all that apply, click the Save and Validate button at the bottom right of the screen.
You are taken to the Training Program – Set up Page, where a Success Message is displayed at the top of the screen, confirming the information saved successfully on the previous page.
You have the option to Add a Record to this Training Program, but it is not required. To do so, select the Add Record button and upload your file.
If you choose to delete the file after adding it, select Delete under the Options column on the right side of the screen.
When you are done, select Save and Validate at the bottom right of the screen.
IND-GEN: Individual Characteristics Page
You now navigate to the IND-GEN: Individual Characteristics Page.
Here, answer the required question, as pointed out by the asterisk.
If you select No, click Save and Validate at the bottom right of the screen.
If you select Yes, you are taken to the form to complete.
NOTE: If you selected "Yes" in prior years, you do not need to answer this question again.
Follow the "Notes" at the top of the page for instructions.
Click the Generate Template with the most recent INDGEN Data. During this time, the Download Template button is disabled.
NOTE: You receive an email when the template is generated and ready to download.
HELPFUL TIP: While waiting for the email, you can work on other forms, switch around, and return to this page when the template is ready.
The Download Template button is disabled when a template generation is in progress. It remains enabled at all other times. If there is a change to the setup forms or if new data was added directly to the IND-GEN form below, generate a new template and download the template to get the latest changes in the Excel download.
A Success message lets you know the template generation has successfully started.
The Download Template button is now enabled.
Click Download Template.
NOTE: This downloads an Excel to your local drive. This allows you to work offline and upload your most up-to-date information back into the system.
Important Note: Make sure the downloaded template is saved to your C Drive (Local Disk) and not to the Downloads folder. If the file is saved in the Downloads folder some features of the spreadsheet may not work.
|IND-GEN Excel Spreadsheet|
Opening the Template, you see advisory messages about the spreadsheet’s status, signatures, and save status. Click Edit Anyway, View Signatures, OK when prompted about the signature, and Enable Content if you wish to continue.
Be sure to click all three buttons (Edit Anyway, View Signatures, and Enable Content). If you do not, some features of the spreadsheet may not work.
Review the "Instructions" tab on the spreadsheet for important information about entering your IND-GEN data.
Continue to the second tab of the spreadsheet, labeled "IND-GEN," to enter data.
Enter your information in the columns.
Do not modify the format on the spreadsheet. Any changes to the format will cause errors when you upload the file back into the EHBs.
NOTE: Not all Columns need to be filled out to save the spreadsheet.
Helpful tips while completing the IND-GEN spreadsheet
If there is data on the form from a previous year, it is prepopulated on the spreadsheet.
Grayed out fields are not editable. If the grayed out field is prepopulated with data from a previous year, you cannot change it.
If the grayed out field is empty, such as Record Status or City/State, it will auto-populate after you upload your data into the EHBs, save, and validate.
To enter a new record, use the next blank row.
You must select the Type of Training Program and enter the Trainee Unique ID, or the data for that row will not be uploaded into the EHBs.
If you enter data manually (or copy and paste) in a field with a drop-down menu, be sure the data matches exactly as it is displayed on the drop-down menu. This includes having the same spelling, spacing and punctuation. Please note, capitalization does not need to match.
If the data does not match, a validation error message appears for you to correct the data.
Some fields, such as Individual’s Race, allow you to select more than one option from the drop-down menu. However, the drop-down menu only allows you to select one option at a time. If you need to select more than one option, reopen the drop-down and select another option. All selected options are displayed in the field.
Note: If the multi-select option is not working, please return to the first INDGEN Excel Spreadsheet step above and click “Enable Content.”
To remove a selection, click on the option from the drop-down menu again.
If a required field is left blank, a validation error displays to complete the field.
Validations are embedded within the Excel template and display in the following scenarios:
A. When there is a conditional validation on two or more columns.
B. When a pre-set selection option cannot be combined with other pre-set options (specifically for multi-select fields).
C. When the value of the cell is changed (i.e. a different selection value is selected, the data is deleted, or text field does not match the data type).
When a validation displays, you can correct the field or leave it as is. You can still upload the template into EHBs, however you must make all corrections once uploaded into the EHBs.
Uploading Excel Spreadsheet
Back to the browser and APR, there is an option to Attach File on the right side of the screen.
Click Attach File.
Important Note: Only one spreadsheet can be uploaded at a time.
A section appears to Choose File for upload.
An optional Description text box is available. This field is not required.
When ready, click Upload to upload your Excel Spreadsheet.
When the spreadsheet is loaded, click Process Data for the data to populate on the table in the EHBs.
A Success Banner appears at the top of the screen, and the system auto-fills the data into INDGEN the table on the APR. Scroll down to confirm you can see the data in the online form.
NOTE: If you need to make additional changes to the spreadsheet, click Generate Template with most recent INDGEN Data again to get the most up-to-date data and spreadsheet.
When finished with your latest changes, you will need to delete the previously uploaded spreadsheet and upload and process the updated version.
When you are done adding information, click Save and Validate at the bottom right of the screen.
If there are any validation errors, you must correct those before proceeding.