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GLOSSARY
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Access Grant
Basic privilege to access an organzation's grant. This is granted when a user's request to add the grant to portfolio is approved. All grant level privileges are dependent on this.

See also: Administer Grant Users, Deliverable Coming up Days, Deliverable Reporting Cycle, Deliverable Schedule Status, Deliverable Type , Edit Noncompeting Continuations, Edit Other Reports, Edit Performance Report, Edit Progress Report, Submit Noncompeting Continuations, Submit Other Reports, Submit Performance Report, Submit Progress Report, View Awards, View Noncompeting Continuations, View Other Reports, View Performance Report, View Progress Report
Activity Code
A three digit unique identifier for a program within HRSA. Example: H80, A10.


See also: Program Name
Administer Grant Users
Privilege that determines if a user can approve/disapprove other user requests to add grant to portfolio and administer privileges of other users who have the grant in their portfolio.

See also: Access Grant
Announcement Code
Three to five character unique identifier for each program funded by HRSA. This code is included in the HRSA Preview and is used for communication while requesting application materials.

See also: Announcement Number
Announcement Number
Announcement Number is used to uniquely identify each announcement in the system. This number appears in the HRSA Preview for competitive funding opportunities and is used by applicants for communication with HRSA such as requesting application materials.


For competitive funding opportunities the format is: HRSA-FY-NNN; FY - two digit fiscal year, NNN- sequential number padded with leading zero's. For example HRSA-04-001.


For noncompetitive funding opportunities the format is: 5-XXX-FY-NNN; 5 - indicates noncompetitive, XXX - 3 digit activity code, FY - two digit fiscal year, NNN - sequential number padded with leading zero's. Resets for each activity code. For example, 5-H80-05-001.

See also: Announcement Code
Applicant Identifier
Applicant Idenfitier is a field on FORM PHS-5161-1 cover page. This field can be used by applicants to enter an internal locator number or name. HRSA does not use this field for any internal processing.

See also: Federal Identifier
Application Available Date
Date on which application guidance is expected to be released. Applications can only be submitted electronically if the application available date has elapsed.

Application Package
Set of forms required to be completed as a part of the application process. Currently the system supports four OMB approved standard forms for sevice, training and research programs. They are 5161, 6025, 398 and 2590.

Application Tracking Number
A system generated sequential number to identify each application.

Archive Date
The date on which the funding opportunity is archived. Usually it is 90 days after the application deadline date. After the archive date has elapsed, the funding opportunity is not shown in the results unless explicitly requested.

Authorizing Official (AO)
Functional role for external organization users.

Business Official (BO)
Functional role for external organization users.

Central Registry Sub-system Entity Identification Number (CRSEIN)
It consists of a three-part coding scheme of twelve characters used to identify individual and organizational entities conducting business with DHHS. A "1" in the first position of the CRSEIN identifies the recipient as an organization; a "2" means an individual. The next nine characters are the IRS TIN for organizations or the SSN for individuals. The last two characters will be "A1" through "ZZ" for an organization to identify its various components, or blanks for an individual.


The entities could be subsidiaries, divisions, branches, subdivisions, or other organizational groupings of a major organizational entity. The suffix is assigned by the CRS.


Note that HRSA only deals with organizational entities.

See also: Employer Identification Number
CFDA Number
The Catalog of Federal Domestic Assistance (CFDA) is a Government-wide compendium of Federal programs, projects, services, and activities that provide assistance. Each program in the Catalog is preceded by a five-digit program identification number (CFDA number), for example 93.110. The first two digits identify the Federal department or agency that administers the program, and the last three digits are assigned in numerical sequence.  CFDA Numbers starting with 93 belong to the Department of Health and Human Services.

Communicaton Contact (CC)
The communication contact is a functional role in the HRSA E-Grants process who serves as the single point of contact for an organization.

Competing Continuation Application
A request for funding to renew, by one or more additional budget periods, a project period that would otherwise expire.

See also: Federal Identifier, Grant Number, Types of Application
Cost Sharing
Flag to define the cost sharing or matching requirements for a program. Several HRSA programs require a matching amount, or percentage of the total project support, to come from sources other than Federal funds. Matching requirements are generally mandated in the authorizing legislation for specific categories. Also, matching or other cost-sharing requirements may be administratively required by the awarding office.

Create CIS Request
Privilege that determines if a user can create a Change in Scope request for a given the grant. Requires corresponding view and edit privileges

Deliverable Coming up Days
This represents the number of days starting today when a deliverable will become available to be worked upon.

See also: Access Grant, Deliverable Reporting Cycle, Deliverable Schedule Status, Deliverable Type
Deliverable Reporting Cycle
This represents the time period for which the deliverable is applicable.

See also: Access Grant, Deliverable Coming up Days, Deliverable Schedule Status, Deliverable Type
Deliverable Schedule Status
This represents the status of a deliverable within the predefined lifecycle of a deliverable. The lifecycle of a deliverable is comprised of the following states: Not Started, In Progress, Submitted and Change requested.

See also: Access Grant, Deliverable Coming up Days, Deliverable Reporting Cycle, Deliverable Type
Deliverable Type
This represents the type of deliverable. The different deliverable types supported within the HRSA EHB''s are: Noncompeting applications, Performance reports, Progress reports and Other deliverables.

See also: Access Grant, Deliverable Coming up Days, Deliverable Reporting Cycle, Deliverable Schedule Status
Disability Level I
FEV1 80% or greator

Disability Level II
FEV1 60-80% or greator

Disability Level III
FEV1 less than 60% but usually greator greator than 40%

Disability Level IV
FEV1 40% or less of predicted

Disability Level V
FEV1 Homebound

DUNS Number
DUNS number is a unique nine-character identification number provided by the commercial company Dun & Bradstreet.

For more information visit: http://www.dnb.com/US/duns_update



E-Handbook Home
E-Handbook Home takes the user to the home page for the EHB role for which that user is currently logged in. E-Handbook Home link is available in the top left handside of all standard pages. Click on the link to return to your home page.

See also: Tools Menu
Edit CIS Request
Privilege that determines if a user can edit a Change in Scope request for a given the grant. Requires corresponding view privilege

Edit FSR
Privilege that determines if a user can edit the FSR deliverables of the grant. Requires corresponding view privilege.

Edit Noncompeting Continuations
Privilege that determines if a user can edit the noncompeting continuation applications for the grant. Requires corresponding edit privilege.

See also: Access Grant, Submit Noncompeting Continuations, View Noncompeting Continuations
Edit Other Reports
Privilege that determines if a user can edit other deliverables of the grant. Requires corresponding view privilege.

See also: Access Grant
Edit Other Submissions
Privilege that determines if a user can edit other submission deliverables of the grant. Requires corresponding view privilege.

Edit Performance Report
Privilege that determines if a user can edit the performance report deliverables of the grant. Requires corresponding edit privilege.

See also: Access Grant, Submit Performance Report, View Performance Report
Edit Progress Report
Privilege that determines if a user can edit the progess report deliverables of the grant. Requires corresponding view privilege.

See also: Access Grant, Submit Progress Report, View Progress Report
Employee
Functional role for external organization users.

Employer Identification Number (EIN)
9-digit Tax Identification Number (TIN) provided by the Internal Revenue Service (IRS) to organizations.

See also: Central Registry Sub-system Entity Identification Number
Expanded Authority Flag
This flag indicates that the program is covered under expanded authority.

Federal Identifier
Refers to the identifier assigned by the Federal agency to the applicant/grantee. In case of HRSA, this identifier refers to the grant number of the grant. This number/identifier is required in order to apply for a supplemental, competing continuation or noncompeting continuation application.
Note that on FORM HRSA 6025-1, it appears as Grant Number field on the cover page while on FORM PHS 398, it appears as Number field, also on the cover page. On FORM PHS-5161-1 it appears as Federal Identifier on the cover page.

See also: Applicant Identifier, Competing Continuation Application , Grant Number, Noncompeting Continuation Application , Notice of Grant Award, Serial Number, Supplemental Application , Types of Application
Former Grant Number
When one of the components of a grant number changes, a new grant number is assigned to the grant. The existing grant number is then available as the Former Grant Number to enable historical tracking. Grant number can change either due to transfer of grant to another organization or due to internal administrative reasons.


See also: Grant Number
GATES Transaction Type (G)
Transactions being sent to GATES are categorized as either INSERT/UPDATE. Award transactions which have never been sent to the accounting system are sent as INSERT transactions; where as awards which were earlier sent to the accounting system and errored, when resent from the EHBs are sent as UPDATE transactions.

Grant Number
Unique identifier assigned by HRSA for each grant. The core grant number consists of 3-digit activity code, 2-digit organization code and a 5-digit serial number padded with leading zeros. This core grant number is always 10-digits.



The full grant number includes additional details to help identify a particular award and consists of award action, 10-digit core grant number, support year padded with leading zero and revision number padded with leading zero. The full grant number is always 18-digits including the space and hypens.

See also: Competing Continuation Application , Federal Identifier, Former Grant Number , Internal Organization Code, Noncompeting Continuation Application , Serial Number, Supplemental Application
Internal Organization Code (Org Code)
2 letter code identifying HRSA''s internal organization responsible for program oversight.

See also: Grant Number
Letter of Intent
To help in planning the application review process, many HRSA programs request a letter of intent from the applicant in advance of the application deadline. Letters of intent are neither binding nor mandatory. Details on where to send letters can be found in the guidance materials contained in the application kit.

New Application
Are subject to an independent objective review process, must compete for available funds, and may also be subject to certain external review requirements by State Single Points of Contact under Executive Order 12372.


See also: Types of Application
Noncompeting Continuation Application
A request for funding for the second or subsequent budget period within an approved project period.

See also: Federal Identifier, Grant Number, Types of Application
Notice of Grant Award (NGA)
The official document signed by the Grants Management Officer that serves as an agreement between the awarding agency and the grantee organization. NGA is delivered electronically or by mail.

See also: Federal Identifier
Other Tracking Number
This is the tracking number assigned to an application by an external system. (i.e. Grants.gov, example: ''GRANT00006443'')

Password
Length between 8 and 20 characters
At least one lower case alphabet (a-z)
At least one upper case alphabet (A-Z)
At least one number (0-9)
At least one special character (for example ~,!,@,#,*)

In addition, please note that while changing your password your new password cannot be identical to any of your previous 5 passwords.

See also: Security Answer, Security Question, Username
Post Date
Date when the agency wants the synopsis (funding opportunity) posted on FedGrants.gov. This field could be used to build delays to allow announcements to appear first in the Federal Register or at the agency Internet site.


If this date has elapsed, then the funding opportunity will qualify for display on the HRSA external site.

Program Name
HRSA defined description of the program. The program name can be different from the announcement name as it appears in the HRSA Preview. While announcement name can change across different funding cycles to focus on a particular initiative, program name typically remains the same.

See also: Activity Code
Project Period
The project period is the total time for which support of a discretionary project has been programmatically approved. The project period usually consists of a series of budget periods of one-year duration. Once approved through initial review, continuation of each successive budget period is subject to satisfactory performance, availability of funds, and program priorities.


Provisional
Funding opportunities not considered final because of pending action such as final congressional appropriation. Applicants are advised to consider these announcements for planning purposes only.

Provisional Announcement
Announcements not yet included in the President''s budget for the fiscal year. They are included for planning purposes only. Potential applicants should consider these announcements provisional until final congressional action on appropriation is taken.

Related Announcements
Sometimes the same announcement includes multiple application deadlines. In this case the same announcement number will return multiple matches, one for each unique application deadline listed on the announcement. Sometimes the same announcement includes multiple program purposes. In this case the same announcement number will return multiple matches with different activity codes.

Request File Generated Date (R)
Date when request file containing award transaction details is generated within the EHBs to be eventually transferred to the GATES ETL process.

Security Answer
The security question and the corresponding answer is a security mechanism that allows you to reset your password in the event that you forget it. With the security question and answer we ensure that only you can reset your password.

See also: Password, Security Question, Username
Security Question
The security question and the corresponding answer is a security mechanism that allows you to reset your password in the event that you forget it. With the security question and answer we ensure that only you can reset your password.

See also: Password, Security Answer, Username
Serial Number
System generated sequential number to identify each grant in the HRSA EHB system. Previously, serial numbers could be reused across activity codes, but in the EHB system serial numbers cannot be shared across activity codes. It is a 5-digit number padded with leading zeros.

See also: Federal Identifier, Grant Number
Static Grant Number (S)
This is a new number which has been added in the EHBs. This number is associated with each grant and does not change during the life the grant. This number will be used to identify award transactions, which a DHMO designated staff will have to certify within GATES.

Submit CIS Request
Privilege that determines if a user can submit a Change in Scope request for a given the grant. Requires corresponding view and edit privileges

Submit FSR
Privilege that determines if a user can submit the FSR deliverables of the grant. Requires corresponding view and edit privileges.

Submit Noncompeting Continuations
Privilege that determines if a user can submit the noncompeting continuation applications for the grant. Requires corresponding view and edit privileges.

See also: Access Grant, Edit Noncompeting Continuations, View Noncompeting Continuations
Submit Other Reports
Privilege that determines if a user can submit other deliverables of the grant. Requires corresponding view and edit privileges.

See also: Access Grant
Submit Other Submissions
Privilege that determines if a user can submit other submission deliverables of the grant. Requires corresponding view and edit privileges.

Submit Performance Report
Privilege that determines if a user can submit the performance report deliverables of the grant. Requires corresponding view and edit privileges.

See also: Access Grant, Edit Performance Report, View Performance Report
Submit Progress Report
Privilege that determines if a user can submit the progess report deliverables of the grant. Requires corresponding view and edit privileges.

See also: Access Grant, Edit Progress Report, View Progress Report
Supplemental Application
A request for an increase in support in a current budget period for expansion of the project''s approved scope.

See also: Federal Identifier, Grant Number, Types of Application
Tools Menu
Tools menu consists of links to relevant information. They are context sensitive and may change depending on your EHB role.

See also: E-Handbook Home
Types of Application
Kind of application submitted to request financial support. It can be new, competing continuation, supplemental or noncompeting continuation.


See also: Competing Continuation Application , Federal Identifier, New Application, Noncompeting Continuation Application , Supplemental Application
UDS Number
The UDS Number is a unique number that represents the Uniform Data System number as identified by a grantee organization to HRSA .



If a site ID number ends in a zero (0) it is considered to be a ""Parent"" site and any sites with the same number with the exception of the last number that was zero and is replaced by an alpha character is consider to be a satellite under that ""mother"" (Note: the Site ID must be the same length). An example would be:
022030 (Parent)
02203A (Child)
02203B (Child))
0220300 (This is considered a new parent; not part of the first as it is 7 characters)


Username
Length between 6 and 20 characters
Spaces are not allowed
Usernames are not case sensitive
You cannot change the username after registration

See also: Password, Security Answer, Security Question
View Awards
Privilege that determines if a user can view the awards of a grant.

See also: Access Grant
View CIS Request
Privilege that determines if a user can view the Change in Scope request for a given the grant.

View FSR
Privilege that determines if a user can view the FSR deliverables of the grant.

View Noncompeting Continuations
Privilege that determines if a user can view the noncompeting continuation application for the grant. Requires corresponding view privileges.

See also: Access Grant, Edit Noncompeting Continuations, Submit Noncompeting Continuations
View Other Reports
Privilege that determines if a user can view other deliverables of the grant. Other category includes all deliverables that do not fall in the standard categories of performance, progress and noncompeting continuations.

See also: Access Grant
View Other Submissions
Privilege that determines if a user can view other submission deliverables of the grant.

View Performance Report
Privilege that determines if a user can view the performance report deliverables of the grant. Requires corresponding view privileges.

See also: Access Grant, Edit Performance Report, Submit Performance Report
View Progress Report
Privilege that determines if a user can view the progess report deliverables of the grant.

See also: Access Grant, Edit Progress Report, Submit Progress Report