TATS – View/Update Consultant Profile

TATS – View/Update Consultant Profile

Department of Health and Human ServicesHealth Resources and Services

AdministrationBureau of Primary Health Care

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Technical Assistance Tracking System (TATS)

What is TATS?

• TATS=Technical Assistance Tracking System

• TATS was designed to centralize the initiation and tracking of a site visit or other TA into one system within EHB.

• Basically, all of the TA work that is currently done via the MSCG online system and most of the work that is done via email will be done via the TATS modules instead – bringing almost everything “under one roof” in EHB.

• All of HRSA is adopting this EHB platform for the provision of TA.

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Training UnitsThis training will be broken down into the following units:• Unit 1: Access TA Expertise Profile• Unit 2: Completing TA Expertise Profile

• Personal Information• Work Information• Consultant Experience• Preferences

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ACCESS TA EXPERTISE PROFILE

Unit 1

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• Link• Login using the username and password.

Logging into TATS

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On the TATs Home Page.• Click the Task (A) tab in the Top Navigation panel.

Access TA Expertise Profile

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On the Task tab: • In the left-hand side menu, look for the

section labeled as “Technical Assistance”, and click View/Update Profile.

Access TA Expertise Profile

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COMPLETING TA EXPERTISE PROFILE

Unit 2

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Unit 2: Completing TA Expertise ProfileTopics Covered – Section List

Based on the actions a consultant will be required to perform for viewing/updating and completing their TA profile, this unit is divided into the sections listed below:• Section 1: Overview

• Navigation• Top Navigation Panel• Page Action• Page/Tab Status

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Unit 2: Completing TA Expertise ProfileTopics Covered – Section List (contd.)

• Section 2: Completing Personal Information Page• Section 3: Completing Work Information Page• Section 4: Completing Consultant Experience

Page• Section 5: Completing Preferences Page

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Navigation

• Use the tabs to navigate to the sections within the consultant expertise profile.

• An icon next to the section name indicates the completion status of that section.

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Top Navigation Panel

• You can click the Contract/Expand button to show (or hide) the Top Navigation panel (A).

• In TATS, for data entry pages, the top navigation will be collapsed.

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Page Actions

Page Action Denotes

Save This action will allow user to save the information provided on this page.

Save and Continue This action will allow user to save the information provided on this page and navigate to next page/tab.

Mark as Complete This action will allow user to save the information provided on this page and mark the page status as Complete.

• Consultant will be able to perform actions (listed on this slide) on their profile. Selecting the action and clicking the Go button will allow user to complete the corresponding action (A).

• User will not be able to complete the action selected if any critical errors are listed on the page. Critical errors typically have following icon appended to the error message:

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Page/Tab Status

Symbol Status Denotes

In Progress Data entry is in progress. The page remains in this status while data is entered and saved. Data will be saved as long as there are no critical errors.

Complete The page will move to this status when you have marked the page as Complete and it produces no errors.

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Completing View/Update Profile

• Consultant’s TA expertise profile consist of following four tabs:• Personal Information• Work Information• Consultant Experience• Preferences

• When consultant access their profile, system will navigate to the Personal Information tab by default.

• The following slides guides you on how you can complete these tabs. When consultant access they profile for the first time, some of the TA profile details will be prepopulated. User will be able to update information – if needed.

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Completing TA Expertise Profile – Personal Information

This tab collects information for following sections:• User Information• Home Mailing Address • Personal Contact Details• Emergency Contact Details• Emergency Contact Address

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Completing Personal Information Page (1st Tab)User Information - This section displays following user information:• Prefix - System will prep-populate this information from

the user account profile – if available. • First Name - System will prep-populate consultant’s

first name from the user account profile. • Middle Initial - System will prep-populate consultant’s

middle initial from the user account profile – if available.

• Last Name - System will prep-populate consultant’s last name from the user account profile.

• Suffix - System will prep-populate this information from the user account profile – if available.

Note: Consultant will be able to update this information from their account profile. Refer to the note section of this slide on how once can update these details.

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Completing Personal Information Page (1st Tab) (contd.)

• Gender - This field collects the consultant gender (A). If user selects “Transgender”, user will have the option to select transgender type (B). Providing transgender type is optional.

• Ethnicity - This field collects the consultant ethnicity (C). If user selects “Other” option, they will be required to specify other in the text box provided (D).

• Race - This field collects the consultant race (E). If user selects “Other” option, they will be required to specify other in the text box provided (F).

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• Are you a Citizen or National of the United States? - This field allows the user to indicate if the consultant is citizen or national of the United States.

• Are you legally authorized to work in the United States? - This field allows user to indicate if the they are legally authorized to work in the United States.

• Languages - This field collects the language consultant is able to communicate in. User will have the option to select multiple languages (A). If user selects “Other” option, they will be required to specify other in the text box provided (B).

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Home Mailing Address section collect consultant’s home address. Following fields are collected in this section:• Mailstop (Internal Routing) - This field collects the consultant’s Mailstop

(Internal Routing) information.• Division/Department Name - This field collects the Division/Department

name to which consultant belong to.

Note: Do not provide work address under home address; fill Work Information section to provide home office address.

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• Address - This field collects consultant home mailing address. This is a required field.

• City - This field collects city. This field is required if the zip code is not provided.• Urbanization - This field collects Urbanization. User will be required to provide

urbanization if they select Puerto Rico (PR) as the state.• State - This field collects state of home mailing address. This field is required if

the city is specified.• Zip code - This field collects zip code. This field is required if city is not specified.

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Completing personal Information Page (1st Tab) (contd.)

Personal Contact Details section collected following fields:• Email Address - This field collects the consultant email address. This is a required field.Quick Tip: User will be able to provide only one email address for this field. • Phone Number - This field collects consultant’s personal phone number. This is a

required field.• Fax Number - This field collects consultant personal fax number. User is not required to

provide this information.• Cell Number - This field collects consultant personal cell number. User is not required to

provide this information.

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This section collects the address of the consultant’s emergency contact. Following fields are collected in this section:• Address - This field collects mailing address of emergency contact. This is a required field.• City - This field collects city. This field is required if zip code is not provided.• Urbanization - This field collects Urbanization. Provide urbanization if user selects Puerto

Rico (PR) as the state.• State - This field collects state of mailing address. This field is required if city is specified.• Zip code - This field collects zip code. This field is required if city is not specified.

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Marking Personal Information Page as Complete

• Select Mark as Complete action from the drop down list provided (A) and click Go (B) to mark the tab as complete and move to the next tab i.e. Work Experience page (2nd Tab).

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Completing TA Expertise Profile – Work Information

This tab collects information for following sections:• Employee Information • Work Mailing Address • Work Contact Details• Other Mailing Address• Other Contact Address

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Completing Work Information Page (2nd Tab) (contd.)

• Employment status - This field collects employment status of the consultant.• Current/Last Organization Name - This field collects current or the last

organization name where the consultant was last employed.• Title - This field collects current title of the consultant.• Profession - This field collects the current profession of the consultant.• Is your Employer a HRSA Grantee or network? - This field indicates whether

the consultant employer is a HRSA grantee or belongs to HRSA network.

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Work Mailing Address section collects mailing address of the consultant:• Mailstop (Internal Routing) - This field collects the consultant’s work

Mailstop (Internal Routing) information.• Division / Department Name - This field collects the

Division/Department Name to which consultant belongs to.

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• Address - This field collects consultant work mailing address. This is a required field.

• City - This field collects city. This field is required if the zip code is not provided.• Urbanization - This field collects Urbanization. User will be required to provide

urbanization if they select Puerto Rico (PR) as the state.• State - This field collects state of work mailing address. This field is required if

the city is specified.• Zip code - This field collects zip code. This field is required if city is not specified.

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• Email Address - This field collects the consultant email address. This is a required field.

Quick Tip: User will be able to provide only one email address for this field. • Phone Number - This field collects consultant’s personal phone number. This is a

required field.• Fax Number - This field collects consultant personal fax number. User is not

required to provide this information.• Cell Number - This field collects consultant personal cell number. User is not

required to provide this information.

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Other Mailing Address section will collect following fields:

• Mailstop (Internal Routing) - This field collects the consultant’s alternative Mailstop (Internal Routing) information.

• Division / Department Name - This field collects the consultant’s alternative Division/Department Name

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• Address - This field collects consultant alternative address. This is a optional field.• City - This field collects other city. This field is required if the zip code is not

provided.• Urbanization - This field collects Urbanization. User will be required to provide

urbanization if they select Puerto Rico (PR) as the state.• State - This field collects state of other address. This field is required if the city is

specified.• Zip code - This field collects zip code. This field is required if city is not specified.

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This section collects following fields related to other contact details:• Email Address - This field collects the consultant’s alternative email address – if

available. Quick Tip: User will be able to provide only one email address for this field. • Phone Number - This field collects consultant’s alternative phone number – if

available.• Fax Number - This field collects consultant’s alternative fax number – if available.• Cell Number - This field collects consultant’s alternative personal cell number – if

available.

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Marking Work Information Page as Complete

• Select Mark as Complete action from the drop down list provided (A) and click Go (B) to mark the tab as complete and move to the next tab i.e. Consultant Experience page (3rd Tab).

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Completing TA Expertise Profile – Consultant Experience

This tab collects information for following sections:• User Information• Degrees• Credentials• Area(s) of Expertise• Community Background• Nominee Details• Other Supporting Documents

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Completing Consultant Experience Page (3rd Tab) (contd.)

• Click Add Degree (A) button provided on the left top, to add the consultant degree. User will be navigated to “Consultant - Add Degree” page.

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For each degree added, the following information will be collected:• Degree - This field collects the consultant degree (A). If user selects

“Other” option, they will be required to specify “Other” in the text box provided (B).

• Field of study - This field collects the consultant field of study (C). If user selects “Other” option, they will be required to specify Other in the text box provided (D).

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• Institution - This field will collect the name of the institution where the consultant earned the degree in context. This is a required field.

• City - This field collects the name of the city where the institution is located.• State - This field collects the state where the institution is located. • Year Awarded - This field collects the year when the degree was awarded. • Once you have provided all the consultant information click Save and

Continue to return to the page listing all consultants degree.

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This is the page lists the consultants degree added. • For each degree record added, user will be able to perform Update and Delete

actions.• Update - User navigates to Add degree page which will display the

information last provided. User will be able to update the information listed on this page (A).

• Delete - User navigates to Delete degree page which will display the information last provided. User will be able to delete the degree listed on this page (A).

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This section collects following information:• Credentials - This field will allow consultant to provide their TA credentials.• HRSA Training(s) - This field will be prepopulated with the trainings consultant has taken

once validated by HRSA.• Training(s) - This field will allow consultant to indicate the training(s) they have taken – if

any.• License(s) - This field will allow consultant to list the license(s) they have – if any.Note: If the user wants to specify more than one credentials/trainings/licenses they can provide those in a comma separated list.

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• Area(s) of Expertise section will list the bureau(s) to whom the consultant can provide TA services to. Consultant will be required to provide expertise they can provide to the related bureau.

• For each bureau record , user will be able to add/update the expertise by clicking Update Expertise link (A). You will be navigated to Add Expertise page.

• Expertise once provided can be viewed by clicking the Expertise link (B).

Quick Tip: User can update the expertise once provided, by clicking Update Expertise link.

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Completing Consultant Experience Page(3rd Tab) (contd.)Add Expertise page will collect following:• Primary - This field collects three unique

primary expertise related to the HRSA unit for which the consultant is providing expertise. This is a required field.

• Secondary - This field collects three unique secondary expertise related to the HRSA unit for which the consultant is providing expertise. This is a required field.

• Optional - This field collects three unique optional expertise related to the HRSA unit for which the consultant is providing expertise.

• Click Save and Continue to add/update the expertise and navigates to the Consultant Experience tab.

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If you do not see any HRSA Unit listed under the “Areas of Expertise” section, please contact the vendor(s) you are associated with for assistance.

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Under Community Background section:• Select the communities you have working experience with (A) • Indicate the number of years you have working experience with, for the selected

community (B). Quick Tip: For number of years, user will be required to provide a three digit positive number up to 2 decimal places e.g. 123.45

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Nominee Details section will collect consultant responses for questions as listed below:• Consultant should select the

organization type for which user have working experience with (A). If user selects “Other” option, they will be required to specify “Other” in the text box provided (B).

• User will be able to indicate if they have more than 1 year of experience working with the organization(s) selected.

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• Consultant is provided an option of selecting answers for questions as listed in the above screen shot.

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• Consultant will be able to upload supporting documents – if needed, using the Attach button listed under Other Supporting documents section (A).

Quick Tip: Once the supporting documents are uploaded, you can remove it using the remove button. Additionally, you can update the description for the uploaded– if applicable.

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Marking Consultant Experience Page as Complete

• Select Mark as Complete action from the drop down list provided (A) and click Go (B) to mark the tab as complete and move to the next tab i.e. Preferences (4th Tab).

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Completing TA Expertise Profile – Preferences

This tab collects information for following sections:• User Preferences• Preferred Technical Assistance

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Complete Preferences Page (4th Tab)

• Indicate the number of minimum and maximum number of TA assignments consultant can perform per year (A). Consultant is not required to provide this information.

• Indicate the timeframe when you generally are not available for service - This fields collects the dates when the consultant is not available for service (B).

Note: If you do not have a preference, do not respond to these fields.

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Complete Preferences Page (4th Tab) (contd.)

Indicate the state(s) where you can provide Technical Assistance - This field collects the list of the states where the consultant can provide TA services.

Note: If you do not have a preference, do not respond to this field.

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Marking Preferences Page as Complete

• Select Mark as Complete action from the drop down list provided (A) and click Go (B) to mark the tab as complete and move to the first tab i.e. Personal Information page (1st Tab).

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For questions, please contact:

Ellen CzehSpecial Assistant on Contract Coordination

Office of National Assistance and Special Populations

[email protected]

TATS