IND-GEN - Setup

IND-GEN - Excel Upload (optional)

Warning

Do not modify the format. For example: renaming the columns, deleting columns, or renaming worksheets. Users must download and use the file from EHB. The system will not upload/process a different format.

Warning

The ‘Type of Training Program’ (Column 1) and ‘Trainee Unique ID’ are key columns. These columns must be complete for the row to be uploaded and processed into EHB. If one or both of these columns are not complete, then the row of data will not be processed in EHB.

Warning

If you edit your INDGEN data in EHB, you must click the “Generate Template with most recent INDGEN data’ button before downloading the template. If you fail to do so, your Excel template will not reflect the changes you made and may cause issues when you upload/process your data.

You can generate and download the Excel template to enter the trainee information on the INDGEN form. Use of the Excel template is optional. If you plan to use it, please read the instructions carefully.

• You can generate the Excel template by clicking the ‘Generate Template with most recent INDGEN data’ button.
• You can download the Excel template by clicking the ‘Download Template’ button.
• After downloading the file, save the INDGEN template on your local computer. To save in a particular location, click the arrow next to the Save button and select the Save As option.
• Then you can enter the data in the Excel Template file. After completing the file, click the Browse button to locate your completed INDGEN form on the computer. If applicable, add a description in the textbox field. Click the Upload button to attach the completed INDGEN form.
• Click on the ‘Process Data’ button to view the INDGEN data on your screen.
• You can add or modify the data within EHB once it is uploaded. Note that the system will check for errors and prompt you to fix them before you can save and validate the form.

Types of Data Fields:

• Data Entry fields – For these fields, users can copy/paste allowable values and/or enter valid data in the cell or in the formula bar (if required) – e.g., Trainee Unique ID.
• Single-Select dropdown fields – For these fields, users can copy/paste allowable values (note they must match the selection option exactly), select an option from the list of pre-set choices in the dropdown box, and/or enter the valid selection in the cell or in the formula bar – e.g., Select Individual’s Training or Awardee Category.
• Multi-Select dropdown fields – For these fields, users can copy/paste allowable values (note they must match the selection options exactly) and/or select one or more options from the list of pre-set choices in the dropdown box – e.g., Select Individual’s Race. Please do not try to enter data into the cell or the formula bar for this type of field, as it may cause errors.

General Instructions:

• Previously reported training programs (i.e., prior records) will be auto-populated and displayed at the top of the page. Gray cells are not editable. If new rows are added in the IND-GEN form, the Record Status, City, and State columns remain non-editable and empty (see below for additional details).
• To enter a new record, users should start on the next blank row, select the ‘Type of Training Program’, and enter the ‘Trainee Unique ID’. While the Record Status will be new, that column is not editable and will remain empty. Once the template is uploaded and processed, the ‘New Record’ status will be displayed in EHB.
• Training programs with at least one active Fellowship Program, Major Participating Site/Rotation Site, or Residency Program will be populated in the ‘Type of Training Program’ dropdown list in the IND-GEN. The list is derived from the Training Program – Setup form.
• The City and State columns are not editable and will remain empty even if the user enters the Zip Code. Once the template is uploaded and processed, as long as a valid Zip Code is provided, the City and State will be populated in EHB.

Copying and Pasting Data:

• Users can copy and paste data from another source/file into Data Entry, Single-Select Dropdown, and Multi-Select Dropdown fields.
• The values provided for Single-Select or Multi-Select fields must exactly match the values that exist in the system. This includes having the same spelling, spacing, and punctuation (hyphens, etc.). Capitalization does not matter. Values for Multi-Select fields must be separated by a comma and a space.

Multi-Selecting and Unselecting Pre-Set Options:

• For the multi-select fields, users can select one or more pre-set options in the dropdown list. Users will have to select the options one at a time. However, the pre-set options will be concatenated in the field.
• To unselect one or more pre-set options, users can click on the pre-set option(s) a second time. This will remove the option from the field.

Validations:

• Validations are embedded within the Excel template.
• Validations will fire:
• When a required field is missing,
• When there is a conditional validation on two or more columns,
• When a pre-set selection option cannot be combined with other pre-set options (specifically for multi-select fields), and
• When the value of the cell is changed (i.e., a different selection value is selected, the data is deleted, or the text field does not match the data type).
• When a validation fires, the user can correct the field or leave it as is. Users can still upload the template into EHB and fix any remaining validation errors in EHB as long as data has been selected/entered in Column 1 and Column 2.

Uploading the Excel File in EHB:

• Once you have completed the Excel file:
• Log into HRSA EHB,
• Access the Annual Performance Report,
• Navigate to the INDGEN form,
• Click the "Attach File" button,
• Select the completed INDGEN template,
• Upload your Excel file
• Click the ‘Process Data’ button, and
• Confirm that the data transferred successfully, enter missing fields, and fix validation errors.

Note

Once the excel template has been processed in EHBs, the row numbers in EHBs will not match the row numbers in the excel template.

Note

Please see our new INDGEN Excel Upload Tutorial Video for more information. 

IND-GEN - Entering Trainee Unique ID

Warning
It is the responsibility of each grantee to generate each unique ID and keep a log of all unique IDs used, as these will be required to provide annual updates and 1-year follow-up data for each individual.

Note
This Block will prepopulate for prior records with data submitted in previous reporting periods.

IND-GEN - Entering NPI Number

IND-GEN - Selecting Individual's Training or Awardee Category

Note
This field will prepopulate for prior records with data submitted in previous reporting periods.  It will appear in gray shading and will not be editable.

IND-GEN - Selecting Individual's Enrollment/Employment Status

IND-GEN - Selecting Individuals Gender

Warning
The 'Not Reported' option may not be selected for prior records.

Warning
'Not Reported' cannot be selected in combination with any other options under column 5a.

IND-GEN - Entering Year of Birth

IND-GEN - Selecting Individual's Ethnicity

Note
If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA.

IND-GEN - Selecting Individual's Race

Warning
You may not select "Not Reported" in combination with any other option.

Note
If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA.

IND-GEN - Selecting if Individual is from a Rural Residential Background

Reference
Refer to the glossary for a definition of rural setting.

IND-GEN - Selecting if Individual is from a Disadvantaged Background

Note
If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA.

Reference
Refer to the glossary for a definition of disadvantaged background.

IND-GEN - Selecting Individual's Veteran Status

Note
If "Not Reported" was selected for a record during a previous reporting period, you must provide the appropriate updated information in order to successfully submit your PRGCA.

Reference
Refer to the glossary for a definition of the various types of veteran statuses.

IND-GEN - Entering BHW-Funded Financial Award Information

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

Note
The amount reported under the column labeled "Career Award" should be the total monies from the grant provided to an individual during the current annual reporting period for the purposes of participating in the training program that was selected under the column labeled "Type of Training Program." The total amount reported should account for all BHW dollars including those applied to tuition, fees, and reasonable living expenses, as allowed by federal statutes and regulations. Do not include dollars that came from other sources of funding.

IND-GEN - Entering # of Academic Years the Individual has Received BHW Funding

Note
The number of academic years receiving BHW-funded financial awards does not need to be consecutive; rather, the cumulative total number of years should be reported.

Note
If a faculty member has received money for ½ an academic year, please round up to the nearest whole number. For example, if a faculty member has received a financial award for 1 ½ years, please enter 2 in Column 22 (Block 12).

Note
If a faculty member received a BHW-funded financial award for the first time during the current annual reporting period, select "1" under Column 22 (Block 12).

IND-GEN - Selecting Individual's Academic or Training Year

IND-GEN - Selecting any HHS Priority Topic Area on which an Individual Received Training

IND-GEN - Selecting Profession and Discipline/Specialty

IND-GEN - Selecting Nursing Subspecialty

IND-GEN - Entering Telehealth Training Information

IND-GEN - Entering Training Information in a Primary Care Setting

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

IND-GEN - Entering Training Information in a Medically Underserved Community

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

IND-GEN - Entering Training Information in a Rural Area

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

IND-GEN - Selecting Whether Individual Left the Program Before Completion

IND-GEN - Entering Graduation/Completion Information

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

Warning
None of the above, Not reported, and N/A cannot be selected in combination with any other option.

To Complete the Form: Click on the “Save and Validate” button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform.

IND-GEN - Entering the % FTE Individual Spent in Different Roles

Warning
The sum of these percentages must be 100%.

IND-GEN - Entering # of Articles Published

IND-GEN - Entering # of Peer-Reviewed Conference Presentations

To Complete the Form: Click on the “Save and Validate” button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform.

IND-GEN - Entering # of Grants Awarded by Type & Amount

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

To Complete the Form: Click on the “Save and Validate” button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform.

IND-GEN - Entering Individual's Employment Data

Warning
Multiple steps are required to complete this portion of the subform. Please read instructions carefully.

Warning
For Column 60, None of the above, not reported, and N/A cannot be selected in combination with any other option.

Note

If an individual has completed the program but is not currently employed, please select “Yes” for Column 56 (Select whether employment data is available). Leave the zip code, city, and state blank and select "N/A" for whether you or a partner organization hired the individual (Columns 56a and 56b). Then, select “Not Currently Employed” for Column 60 and N/A for Column 61.

Note

You must also select “N/A” if you indicated that the person is “Not Currently Employed” in Column 60.

 

Note

Leave the zip code blank if you indicated that the person is “Not Currently Employed” in Column 60.

IND-GEN - Selecting Individual's Employment Location Settings

To Complete the Form: Click on the "Save and Validate" button located on the bottom right corner of your screen. If no errors are found, the BPMH system will automatically route you to the next required subform.