This module has been made available as of April 25, 2024. 

Introduction

This user guide describes the steps Health Center Controlled Networks (HCCN), National Health Center Training and Technical Assistance Partners (NTTAP), and State and Regional Primary Care Association (PCA) award recipients must follow to revise your Project Work Plan (PWP) in response to a PWP modification request from your Project Officer (PO).

Background

HCCN, NTTAP, and PCA Project Work Plans describe the project objectives, how they will be attained by the end of the project period, and the activities to be implemented. The PWP Modification functionality allows HCCN, NTTAP, and PCA Project Officers to initiate PWP modification requests for their assigned award recipients. Awardees can then modify their existing Project Work Plans and return them to HRSA for review and approval.

PWP Modifications are post-award activities and can only be initiated by the PO when there are no active HCCN, PCA, or NTTAP competitive applications or Non-Competing Continuation (NCC) progress reports in progress. Edits to the Project Work Plan when the NCC is open must be made as part of the NCC application submitted to HRSA in EHBs.

Accessing the Project Work Plan from the Grant Folder

Award recipients are able to access their currently approved Project Work Plans at any time from their Grant Folder. 

1.Login into EHBs and from the EHBs homepage, click the Grants tab to view a list of all grants in your portfolio. 

Screenshot of Navigation to Grant Folder

2.

Click Grant Folder under the Options column for the grant that you want to review. 

If you do not see your grant, you will need to add the grant to your EHBs profile. The following video provides instructions on adding grants: Video - How to Add a Grant to the EHBs Portfolio. 

Screenshot of Grant Folder List Page

3.

Under the Others section click on Project Work Plan List to navigate to your Project Work Plans - List page. 



screenshot of a Grant Folder

4.

On the Project Work Plan - List page you can access the following:

  • The status of the latest PWP Modification status
  • The currently approved (most recent) Project Work Plan for each budget period
  • Cumulative modification history for each Project Work Plan
  • Version History, with an option to generate and download a PDF of the Project Work Plan. 

screenshot of Project Work Plan List page

Accessing the Project Work Plan from Pending Tasks

The Project Director (PD) will receive an EHBs email from the Project Officer when there is a new Project Work Plan Modification request. The email will include instructions  to access the Project Work Plan Modification.

1.Login to EHBs and click on the Tasks tab.
2.Search for the pending task "Project Work Plan Modification" and click on the "Start" link on the right to access the task.

Modifying the Project Work Plan

1.

On the "Project Work Plan Modification" page you can view the Budget Period for which modification is requested and navigate to helpful resources.

Screenshot of Grantee Header and Resources

2.
  1.  Click on the "Total Objective Requests", "Total Activity Requests", or "Total Key Factor Requests" tabs to view which Project Work Plan sections needs attention. 
  2. Click on the "Update" link under Options to make edits to the section that needs attention.


  • The "Total Objective Requests" shows the number of objectives or objective sections (i.e., Activities section) that need attention.
  • The "Total Activity Requests" shows the number of activities that need attention.
  • The "Total Key Factor Requests" shows the number of key factors that need attention.


Project Work Plan Modification page

2.

Review the PWP modification request details from your PO in the Comments section.

  • Comments section is available for each PWP section that needs attention. 
  • PO may also include modification instructions in the email sent to PD when PWP modification request was initiated.

screenshot of Update Activity page










PHCs Details Section

Displays a list of all PHCs currently in your network. You can modify attributes of a PHC by clicking Modify under the Options column for a specific PHC and completing the details in the pop-up window.  Don't forget to click Save and Continue once you complete all changes. 

You can also click the drop-down arrow next to Modify to quickly take an action or view supporting documents that are attached to the specific PHC.

1.

Effective Start Date: This is required and must be between HCCN project period start date and present day.


If you change the Effective Start Date, the Average Days in Network on the HCCN Statistics page will automatically update. 

2.Signed Memorandum of Agreement (MOA) Letter: This is optional for current PHCs, but is required when adding new PHCs.
3.Signed Cover Letter: This is optional for current PHCs, but is required when adding new PHCs.
4.Other Attachments: This is for any other relevant documentation you want to provide.

Update HCCN PHCs Request Section

You can request modifications (Add new PHCs or Rescind existing PHCs) through the Update HCCN PHCs Request section. Once created, the tracking number will be displayed here as well. 

Once a request is submitted, you are not able to submit a new request until HRSA has either approved or disapproved the initial request. Therefore you will not see the Add or Rescind PHC buttons while the initial request is under review.

Adding a new PHC

1.Click the Add PHC button.


2.

The Add Participating Health Centers (PHCs) page will display all of the PHCs and Look-Alike PHCs that are active (project period has not ended). Click Add under the Action column for the specific PHC you are interested in adding to your network. 

You can only add a PHC if the PHC Status is Available. This means the PHC is active, not currently in another network, and not already added to your request or any other submitted request.

3.

Close the pop-up window after you receive the banner confirming the PHC has been moved to your request tracking list.


4.

In the Request Tracking section, click Update under the Options column to complete the details for the new PHC. The Modify Participating Health Centers (PHCs) pop-up will then be available for you to complete the details for the PHC. The detail areas you need to complete are explained in the PHCs Details section above. Don't forget to click Save and Continue once you have made all changes. 


5.

You can also click the drop-down arrow next to Update to quickly take an action or view documents. 

Rescinding a PHC

1.Click the Rescind PHC button.

2.

The Rescind Existing Participating Health Centers (PHCs) page will display a list of your PHCs and Look-Alike PHCs. Click Rescind under the Action column for the PHC you would like to rescind.


If you accidentally select the wrong PHC, you can delete the item from the Request Tracking list before submitting it to HRSA for review. 

3.Close the pop-up window after you receive the banner confirming the PHC has been moved to your request tracking list.

4.

Click Update under the the Options column to complete the details for the PHC you are rescinding. 

5.You can also click the drop-down arrow next to Update to quickly take an action or view documents. 

6.

The Modify Participating Health Centers (PHCs) pop-up will then be available for you to complete the details for the PHC. Don't forget to click Save and Continue once you have made all changes. 


7.Effective End Date: This field only populates when you Rescind a PHC, and is required.
6.Signed Rescind Letter: This field only populates when you Rescind a PHC, and is required.

Reviewing and Submitting the Update HCCN PHCs Request Section

Once the PHC Details Status column shows Complete for all PHCs you are working on, you are able to review and submit the request to HRSA. 

Click the Review button on the bottom of the screen to view the PHC details. 

This will bring you to the Update HCCN PHCs - Confirm page.

1.Header: Lists important attributes related to the HCCN grant.
2.Resources: Lists the applicable links related to the funding opportunity for the HCCN grant and the prior Update HCCN PHCs Request(s).
3.Request-Tracking #: Lists all the PHCs added to the request in a read-only mode.
4.Health Center Controlled Nework (HCCN) Details: Displays the Current (As-Is) statistics of the network and the Proposed (To-Be) statistics if the request is approved by HRSA.
5.Grantee Comments: This is an optional text field (maximum of 5,000 characters) used to provide additional details regarding the request, if any.
6.

Cancel Button: This will take you back to the Manage Health Center Controlled Network (HCCN) - Participating Health Centers (PHCs) page.

7.Confirm Button: This submits the ‘Update HCCN PHC(s) Request’ to HRSA.
After reviewing the information, click the Confirm button to submit the request to HRSA. Once submitted, you are not able to make any changes. 
You will receive a confirmation message alerting you that the submission is in process.

Once HRSA has approved or disapproved the submission, you will receive an email notification. 
To access and resubmit the request after a change has been requested by HRSA, navigate back to the Manage Health Center Controlled Network (HCCN) - Participating Health Centers (PHCs) page (by following the steps in the Accessing the Module section above).