IND-GEN - Setup

Warning
NHSC-SLRP grantees should complete EXP-1 first. Experiential training sites must be created in EXP-1 and marked as "yes" that they were used in the current reporting period before they can be associated with a provider.

To begin providing individual-level data for providers who received BHW-funded financial awards during the reporting period or to provide updates for individuals previously reported on IND-GEN, click "Yes" to the initial setup question. Clicking "Yes" will activate the embedded Excel® form that will allow you to begin data entry.  

Select Yes or No.

Warning
If you are unable to enter data into the INDGEN form, edit prior records, or see drop-down menus despite the question above being answered ‘Yes’, you likely have a browser compatibility problem. Please refer to the Getting Started-Browser Settings page at the beginning of this manual.

Warning
Prior records cannot be deleted.

 

Note
The APR replaces the previous excel Field Strength Report. 

Note
Trainee is a generic term used for Bureau of Health Workforce (BHW) reporting. For NHSC-SLRP, the term trainee is being defined as a provider.

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.

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

Note
If your Discipline does not have an NPI, the Unique Identifier will suffice. In this case, please leave Column 2a blank.

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. 

Note
Column 5 will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted.

IND-GEN - Entering Year of Birth

IND-GEN - Selecting Individual's Ethnicity

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

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 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 APR.

IND-GEN - Selecting Individual's Race

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

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

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 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 APR.

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

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

Note
This column is intended to capture whether a person is from a rural residential background, not whether they work or have worked in a rural residential area.

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted.

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

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

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

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 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 APR.

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

IND-GEN - Selecting Individual's Veteran Status

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

Note
This column will prepopulate for prior records with data submitted in the previous reporting period. Prior data cannot be altered or deleted. 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 APR.

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

IND-GEN - Selecting Whether Individual Received HRSA/BHW Financial Award

IND-GEN - Entering Individual's Financial Award Amount

IND-GEN - Entering Original Qualifying Educational Loan Amount

IND-GEN - Entering Individual's Primary Discipline & Specialty

IND-GEN - Selecting Any Key Services Provided by Individual

IND-GEN - Selecting Whether Individual Graduated/Completed the Program

If the provider completed their service commitment and has not been awarded a continuation award, then they have graduated/completed the program. If the provider has not completed their service commitment OR has been awarded a continuation award, then they have not graduated/completed the program. If the provider completed select “yes”, if not select “no”. 

Note
 The following questions, Questions 80-92, should be reviewed and completed for all providers. Data should reflect provider characteristics for the current reporting period.

IND-GEN - Selecting Whether Individual is a First Time Participant

Note
 First time participants are providers in their INITIAL service commitment.

IND-GEN - Selecting Whether this is a Continuation Award

Note
Continuations are not considered first time participants.

IND-GEN - Selecting Whether Provider is in Default of Service Obligation

Note
 A participant is in default if they are not fulfilling any of the terms of their service commitment. If they are in discussion with the State office to return to full compliance, the participant is considered in breach of contract.

IND-GEN - Entering Service Obligation Dates

Warning
Service obligation end date cannot be earlier than the service obligation start date.

IND-GEN - Selecting Any HRSA/BHW program Individual Participated In Prior to Entering NHSC SLRP

IND-GEN - Selecting Medication Assisted Treatment Services Provided

IND-GEN - Selecting If Individual Holds a Substance Use Disorder License or Certificate

IND-GEN - Selecting Site Name(s)

Warning
Experiential training sites must be created in EXP-1 and marked as "yes" that they were used in the current reporting period before they can be associated with a provider. If you do not see the site name in the dropdown, please return to EXP-1 and make sure the site has been entered and marked "yes".

Note
A site selected as the primary site cannot also be selected as the secondary site.

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.