Shortage Designation Management System

Bureau of Health Workforce
SDMS PCO Portal User Guide

Primary Care Office (PCO)
Portal: Shortage
Designation Management
User Guide
Associated Resources:
Provider Management User Guide
Mapping Tool User Guide
Facility Form User Guide

November 2015

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SDMS PCO Portal User Guide

TABLE OF CONTENTS
Shortage Designation Management System Overview .......................................................................................... 5
I. Log In to Portal ................................................................................................................................................... 6
Account Log-In ...............................................................................................................................................................7
Forgot Password ............................................................................................................................................................7
II. Create Account .................................................................................................................................................. 9
III. PCO Portal Landing Page (Overview)............................................................................................................... 10
Account Settings ..........................................................................................................................................................11
IV. Accessing the ASAPS Archive Designations Reports ........................................................................................ 12
ASAPS Archive Designations Report ............................................................................................................................13
ASAPS Archive Designation Component Details ..........................................................................................................15
ASAPS Archive Designation History Report .................................................................................................................16
ASAPS Archive Designation Facility Details Report......................................................................................................17
V. ASAPS Archive Provider Report ....................................................................................................................... 22
User Instructions for ASAPS Archive Provider Reports ................................................................................................22
VI. Accessing the Shortage Designation Main Page .............................................................................................. 25
VII. Searching for Designations ............................................................................................................................ 26
Copying a Designation .................................................................................................................................................29
Deleting an In-Progress Designation ...........................................................................................................................31
VIII. Accessing Designation Profile ....................................................................................................................... 34
Viewing General Information ......................................................................................................................................34

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Viewing Supporting Details..........................................................................................................................................39
RSA details ...........................................................................................................................................................40
CA Analysis ...........................................................................................................................................................42
NND Provider .......................................................................................................................................................44
Supporting Details: OFACS ...........................................................................................................................................47
Provision of Services ............................................................................................................................................48
Insufficent Capacity .............................................................................................................................................49
Providers ..............................................................................................................................................................52
Supporting Documents ........................................................................................................................................53
Correctional Facility .....................................................................................................................................................54
Facility Criteria .....................................................................................................................................................54
State Mental Hospital ..................................................................................................................................................55
Facility Criteria .....................................................................................................................................................55
Providers ..............................................................................................................................................................56
Supporting Documents ........................................................................................................................................56
Viewing Scoring Criteria...............................................................................................................................................57
Viewing Supplemental Information .............................................................................................................................59
RSA Information ...................................................................................................................................................60
CA Analysis ...........................................................................................................................................................61
NND Provider .......................................................................................................................................................62
Adding Additional Documents .....................................................................................................................................62
IX. Inquiries.......................................................................................................................................................... 64
Create New Inquiry ..............................................................................................................................................65
View/Edit an Existing Inquiry .......................................................................................................................................66

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X. Actions............................................................................................................................................................. 68
XI. Updating a Designation .................................................................................................................................. 70
XII. Canceling an update ...................................................................................................................................... 73
XIII. Propose for Withdrawal................................................................................................................................ 74
IX. Propose for Reinstatement ............................................................................................................................. 75

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SHORTAGE DESIGNATION MANAGEMENT SYSTEM OVERVIEW
Goal: The Shortage Designation Management System is used to manage, apply, and update designation
applications. The foundation of the Shortage Designation Management System comes from nationally
sourced data and the policies and procedures of the Division of Shortage Designation and Policy (DPSD).
PCOs are able to complete the following:
• Search for existing designations
• View information about existing designations
• Create and Submit new designations
• Update existing designations
• Copy designations
• Create and Manage inquiries
Roles: The shortage designation role is required to be part of the PCO user account in order to have the
access to the Shortage Designation Management System for Designations for their state. Please refer to
the Create Account Section to gain the role and permission to perform the Designation Management
functions.

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Bureau of Health Workforce
SDMS PCO Portal User Guide

I. LOG IN TO PORTAL

1. Program Portal: Clicking on the Program Portal logo will take the user to the Portal
2. Forgot Password?: The PCO can reset their password by selecting this link. It will ask a series of
few questions and the user will receive an email to reset their password. Please see section
Forgot Password.
3. Login: The PCO can login into the Provider Management by clicking this button after a valid
email and password has been entered in the fields.
4. Create an Account: This section contains a number of resources for the PCO or a Site
Administrator to create an account if an account is not already created for the user. The user
can select the link “click here” on the first line for PCOs. If a PCO already has an account with

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proper roles and permissions, they will be able to use the same credentials and can skip this
section.
5. Questions?: This section contains contact information for any users who might have questions
or need additional support.
ACCOUNT LOG-IN
To log into the account, enter in email address and password. If the PCO forgets their password, they
can reset it by selecting the “Forgot your password?” link described below.

Important Notes:
• The user will be warned after their second failed log in attempt that their account will be locked
on the next failed attempt.
• The account will be locked after the third invalid attempt. The PCO would then have to contact
the BHW Call Center in order to unlock their account.
FORGOT PASSWORD
When a password is forgotten or needs to be reset, please select the (forgot password) link.
Instructions:
1. Select Forgot Password link. This will open another window that will request the user email
address.
2. After selecting the Forgot Password link, the email address associated with the account must be
entered and select “Next”.
3. Upon confirmation that the email address entered is associated with an account that has been
activated for the PCO Portal, it will be required to enter the correct answer for the accounts
security question. Enter in the security question and select “Submit”.
Important Note: The security question and answer are entered during the create account
process. If this is unknown, the Forgot Password process cannot proceed and the Customer Call
Center will need to be contacted at 1-800-221-9393.
4. A Reset Password Email will be sent after submission of the correct security question answer.
The Reset Password Email will have a link that must be used to reset the password.
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Important Note: Passwords must have a minimum length of eight characters; shall not contain
slang, jargon, or personal information; shall not contain all or part of your username; and must
contain: at least one English upper-case character (A-Z), at least one English lower-case
character (a-z), at least one numerical digit (0-9), and at least one special character (e.g. @, !, $,
%). A character may not be repeated more than once in succession.
5. Return to the Portal Login page and enter in account email and new password

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II. CREATE ACCOUNT
The Create Account process begins on the Portal Login page. Primary Care Offices must only use the
create accounts for PCOs.
User Notes:
• PCO Accounts created prior to September 27th, 2014 must follow the create account process.
• The email address to be used as the username, the state, and the role must be communicated
from the PCO to the Project Officer or Customer Call Center prior to creating the account
otherwise the account will not be activated.
• The account will be activated after 24 hours. An account activation email may be sent prior to
this 24 hours but the account will only be activate after 24 hours.

1. Create My Account: The six fields displayed are required to create an account. The user can
select the information icon to get more information about password requirements or additional
information about the field.
Important Notes:
• The email used will serve as email user name for Portal login.
• The Security Question and Answer must be easily remembered in order to be used as
part of the Forgot Password process.
2. Cancel: The PCO can click on this button and be taken to the Portal page.
3. Register: After entering all the required fields, the PCO can click on the “Register” button to
register their account.
4. Login: PCO can login to the account after 24 hours.

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III. PCO PORTAL LANDING PAGE (OVERVIEW)
The purpose of the PCO Portal Landing page is to give the PCO access to both the NHSC Site Applications
and Recertifications and the Shortage Designation Program.

1. NHSC Site Applications and Recertifications: This section contains a number of tools for the site
administrator as well as support contact information and a summary of all open requests. If the
site administrator has either submitted an application for a site or is a POC at a site which has an
application pending, those applications will appear here.
2. Program Portal: Clicking on the Program Portal logo will take the user to the Portal
3. Account Settings: The account setting will allow the PCO to manage and update security
information as well as email and password information
4. My Messages: The PCO can view messages. This functionality will not be available in
September 2014 release but will be available in future release.
5. Roles: The PCO can view the roles associated with the user account.
6. Log Out: The PCO can log out of the PCO Portal here.
7. Shortage Designation Program: This section contains information about the Shortage
Designation Provider Management. It allows PCOs to manage, review, and update the provider
information as part of the designation application process.
Important Notes:
• Only PCO with the Shortage Designation Program role will access to this.
• The PCO will see only their designated state.
8. Shortage Designation Reports: There are now 4 reports available:
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a. ASAPS Archive Designations Report: Please see next section for more details on this report.
b. ASAPS Archive Report for Providers by Designation: Please see next section for more details
on this report.
c. NPI Provider Data Report: The NPI Provider Data Report is an exportable file of all the
provider information associated with the PCO state.
d. Designation Demographic and Health Data Export: The Designation Demographic and
Health Data Export is an exportable file for all associated information broken down by
designation for all designations in the PCO state.
ACCOUNT SETTINGS
The Account Settings page allows can be used to update security information as well as email and
password information.

1. Change Email Address: This allows the user to change the email address which they log-in with.
2. Change Password: PCO can change their password on this section
3. Change Security Information: PCO can change the security information through these steps.

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IV. ACCESSING THE ASAPS ARCHIVE DESIGNATIONS REPORTS
The ASAPS Archive Designation Report provides detailed designation information from ASAPS as of
August 31st, 2014. The ASAPS Archive Designation Report is comprised of 4 reports. In order to review
the information that is part of each unique report, there are specific criteria that need to be selected.
The reports will default to the state of the PCO account.

1. User instructions:
Each report requires a different combination of selection to be entered.
a. Designation Report requires a Discipline.
b. Designation Component Details Report requires Designation ID, Discipline, and
Designation Type.
c. Designation Facility Details Report requires Designation ID, Discipline, and Designation
Type.
d. Designation History Report requires Designation ID and Discipline.
2. Criteria values:
a. Designation ID value must be an exact match to the HPSA ID as reported in ASAPS. If a
match cannot be identified, a blank report will be reflected.

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b. Discipline values are a drop down and one value can be selected at a time. These are
values are: HPSA – Primary Care, HPSA – Dental Health, HPSA – Mental Health, and
MUA/P.
c. Designation Type values are a drop down and one value can be selected at a time.
These values are: AK NA, AM IN, AREA, CHC, IHS, LAL, OFAC, POP, PRSN, RHC, SCTY,
SMH, MUA, and MUP. These values are based off the ASAPS Designation Types.
d. Designation Facility Details Report requires one of the following: AK NA, AM IN, CHC,
IHS, LAL, OFAC, PRSN, RHC, and SMH.

3. Report criteria selection:
When starting a new report selection, the PCO must follow the User Instruction to understand
which criteria selection should be entered. If the combination of criterion entered does not
match a report or does not match information from ASAPS, the report will be blank. The report
will open in another window in excel.
ASAPS ARCHIVE DESIGNATIONS REPORT
The Designations Report requires a Discipline, only, to be generated. This report is a detailed report of
all designation types for the discipline selected.

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Example of an Archive Designation Report:

The Designation Report has the following fields that will reflect the information from ASAPS as of August
31st, 2014 for all designations in the state.

Field
ID
Discipline
Previous MUAP ID
Status
Designation Type ID
Service Area Code
Name
Category
Service Area Type
Type
Is High Needs?
Metro
Designation Date
Update Date
Last Update Date
PCFTEs
None Fed PCFTEs
FTE
Population
Pop/PCFTEs Ratio
Score

Discipline:
Primary Care, Dental Health, or Mental
Health
6019990000
Dental Health

Discipline:
MUA / P
1
Primary Care
D

D
6
0115
Low Income - Lane County
POP-LI

Lane County
County
PC
MUA

Pop
Yes
N
09/30/1996
11/06/2013
11/06/2013

C
1/1/1994
1/1/1994

5.1
5.1
41147
8068:1
15

15
46798

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IMU Score
Number Short
Under Served
IMR
LBW Rate
100% Poverty
Travel Distance
Travel Time
Region
State Code
County Name
Census Version

52.9

5.19
20747
8.59
8.47
17202
71
97
4
AL
Lane
2004

AL
Census 2000

Important Notes:
1. Certain fields are specific to the MUA / MUP selection and will be blank when a report is
generated for Primary Care, Mental Health, or Dental Health discipline.
2. The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
3. No changes can be made to this information.
ASAPS ARCHIVE DESIGNATION COMPONENT DETAILS
The Designation Component Details Report and Facility Details require a Designation ID, Discipline, and
Designation Type to be generated. This report is a detailed report for a single designation.

An example of an Archive Designation Component Details Report:

The Designation Component Details Report has the following fields that will reflect the information from
ASAPS as of August 31st, 2014 for a single designation.
Important Notes:
• Certain fields are specific to the different Discipline and Designation Type selections and will be
blank when a report is generated without those values.

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•
•

The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
No changes can be made to this information.
Field
ID
Component ID
Service Area Code
Type
Component Name
Status
FIPS State
Fips County
CT No
MCD
State
County
Live Births Total
Infant Death Total
LBW Rate
IMR
Med Claim
Total Pop
Pop 65
Pop A
Pop I
100% Poverty
200% Poverty
Tourist
Migrant
Designation Descriptor
Region Code
PC FTEs
Pop/ FTEsRatio
Designation Date
Update Date
Last Update Date
Component Description

Example
707001

SCTY
Lane
D
1
7
0
0
AL
Lane

8.93
6.93
0
21723
2759
17
62
3786
8261
0
0
1
4
4
5/20/1978
6/22/2011
3/19/2014
New Component

ASAPS ARCHIVE DESIGNATION HISTORY REPORT
The Designation History Report requires Designation ID and Discipline. This report is a history for a
single designation.

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An example of an ASAPS Archive Designation History Report

The Designation History Report has the following fields that will reflect the information from ASAPS as of
August 31st, 2014 for a single designation.
Important Notes:
• The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
• No changes can be made to this information.
ASAPS ARCHIVE DESIGNATION FACILITY DETAILS REPORT
The Facility Details Report requires a Designation ID, Discipline, and Designation Type to be generated.
This report is a detailed report for a single designation.

An example of a Facility Details Report:

The Facility Details Report has the following fields for Designation TYPE: PRSN that will reflect the
information from ASAPS as of August 31st, 2014 for a single designation.

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Important Notes:
1. Designation Facility Details Report requires one of the following: AK NA, AM IN, CHC, IHS, LAL,
OFAC, PRSN, RHC, and SMH.
2. Certain fields are specific to the different Designation Type selections and will be blank when a
report is generated without those values.
3. The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
4. No changes can be made to this information.
5. The Facility Details Report has the following fields for Designation Type: AK NA, AM IN, CHC, HIS,
LAL, OFAC and RHC that will reflect the information from ASAPS as of August 31st, 2014 for a
single designation.
Field
HPSA ID
Facility ID
Facility Name
Facility Type
Address
City
State
Zip
County
County Code
Metropolitan Type
Intersected HPSA
Intersected HPSA ID
Intersected HPSA Score
Type
Security Level
Average Inmates/year ≥ 250
Average Inmates/year
Average Length of Stay (ALOS)
Routine Intake Exams Performed
Average New Inmates per year
Internee Computation Equation
Internees
FTE Practitioners Serving Facility
Internee-to-Provider Ratio
Degree of Shortage
Facility Score

PRSN: Example
2029990167
23
Federal Correctional Institution - Lane
Federal
565 East Froeren Road
Lane
AL
35160
Lane
121
Nonmetropolitan

0
Federal
Medium
Yes
1039
3652
Yes
960
ALOS equal or greater than 365 days; Intake Exams
done and Average New Inmates known.
1327
0
1327:0
1
12

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The Facility Details Report has the following fields for Designation Type: AK NA, AM IN, CHC, HIS, LAL,
OFAC and RHC that will reflect the information from ASAPS as of August 31st, 2014 for a single
designation.
Important Notes:
1. Designation Facility Details Report requires one of the following: AK NA, AM IN, CHC, IHS, LAL,
OFAC, PRSN, RHC, and SMH.
2. Certain fields are specific to the different Designation Type selections and will be blank when a
report is generated without those values.
3. The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
4. No changes can be made to this information.
Field
HPSA ID
Facility ID

Example
7369993616

1304
Woodhull Mental
Health Center

Facility Name
HPSA Type
Clinics at Facility
Address
City
State
Zip
County
Longitude
Latitude
State FIPS
County FIPS
Census Tract
MCD Code
MCD Name
Original Designation Date
Current Designation Date
FTE

760 BROADWAY
BROOKLYN
NY
11206-5317
Kings
-73.94164
40.70052
36
047
028501
10022
Brooklyn borough
7/25/2012
0

The Facility Details Report has the following fields for Designation TYPE: SMH that will reflect the
information from ASAPS as of August 31st, 2014 for a single designation.
Important Notes:
1. Designation Facility Details Report requires one of the following: AK NA, AM IN, CHC, IHS, LAL,
OFAC, PRSN, RHC, and SMH.

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2. Certain fields are specific to the different Designation Type selections and will be blank when a
report is generated without those values.
3. The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
4. No changes can be made to this information.

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Field
HPSA ID
HPSA Status
Facility ID
Facility Name
Facility Type
Clinics at Facility
Address
City
State
Zip
County
County Code
HPSA Facility Serves (Name/ID)
Facility is Public or Non-Profit
Metropolitan Type
Within 30 minutes of HPSA and facility is
accessible to residents of HPSA (i.e, no
socioeconomic differences)
More than 50% of facility’s services are being
provided to residents of a HPSA
To
Distance By
Source
Map Type
Other
Interstate Miles
Interstate Minutes
Primary Miles
Primary Minutes
Secondary Miles
Secondary Minutes
Total Miles
Total Minutes
> 8000 outpatient visits per year per FTE of
physicians
Number of Outpatients
FTE
Outpatients FTE
Excessive usage (> 35%) of emergency room
facilities for routine care
Waiting time for appointments for
established patients (days)
Waiting time for appointments for new
patients (days)
Facility waiting time for patients with
appointments (hours)
Facility waiting time walk-in patients (hours)

Example:AK NA, AM IN, CHC,
IHS, LAL, OFAC and RHC
736999360Z

D
7360000168
Livingston County Mental
OFAC
1
4600-4630 Millennium Drive
Geneseo
NY
14454
Livingston
51
Southern Livingston
Yes
Nonmetropolitan

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Yes
No
Southern Livingston
Auto
Google Maps
Other
Google
16
21
7
12
0
0
23
32
No
3034
0.3
10113
No

0
0
0

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SDMS PCO Portal User Guide

V. ASAPS ARCHIVE PROVIDER REPORT
The ASAPS Archive Report for Providers allows PCOs to search for Providers by a Designation ID, by
Primary Care, Dental Health, Mental Health, or MUA/P, or by First and Last Name.

1. Designation ID value must be an exact match to the HPSA ID as reported in ASAPS. If a match
cannot be identified, a blank report will be reflected
2. Designation Type values are a drop down and one value can be selected at a time. These are
values are: HPSA – Primary Care, HPSA – Dental Health, HPSA – Mental Health, and MUA/P.
3. Provider First Name is a text field.
4. Provider Last Name is a text field.
USER INSTRUCTIONS FOR ASAPS ARCHIVE PROVIDER REPORTS
Each report requires a different combination of selection to be entered.
1. Provider by Designation ID requirements a Designation ID and Designation Type (PC, MH, DH, or
MUA/P).
2. Provider by First and Last name requires Designation Type (PC, MH, DH, or MUA/P) and First and
Last Name.
3. Provider by Designation Type requires Designation Type (PC, MH, DH, or MUA/P).

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Example
8080001
05/20/1978
D
2272378
PCP
Active
JOHN
M
SANSBURY
JR

Field
Designation ID
Designation Date
Designation Status
Provider ID
Provider Type
Provider Status
First Name
Middle Name
Last Name
Suffix
License Number
Specialty Code
Resident/ Intern
J1 Visa Holder
Federal Employee?
NHSC Employee?
MD/DO Type
Does the physician have hospital privileges?
Includes Hospital Time
Sources from which the address was pulled
Address Line 1
Address Line 2
City
State
Zip Code
X-Coordinates, Latitude

277 MIERSON AVE
Lane
AL
35042
-87.1467

Y-Coordinates ,Longitude

32.9487

Office Visits
New Patient Wait Time (Hours)
Current Patient Wait Time (Hours)
New Average Patient Wait (Hours)
Current Patient Average
Homeless %
Medicaid Patient %

0
TRUE
0
0
0
0
0

Migrant Farmworker %
Native American %
Sliding Fee Scale %
Migrant Seasonal Farmworker %
Medicaid Claims
Does physician accept new patients?
Tour hours in direct patient care for this address
Other Population %
FTE for Provider at Address
Provider Address Status
Last Record Update
Comment Field
Age
Number of Dental Auxiliaries
FIPS County
Fips State
CT
MCD Code
DOB
Ref. DOB
Low Income FTE
Prov Addr Info ID
CA Name

0
0
0
0
0
TRUE
40
0
1
Active
5/13/2011 5:12:22 PM
Provider 20001

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FP
No
No
No
No
M
No
No
State

007
01
000000
00000

0
8033139

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SDMS PCO Portal User Guide

Important Notes:
1. The ASAPS Archive Provider report allows the PCO to view provider data by different levels. The
Fields will remain the same for any level generated.
2. The provider may be listed for a designation because it was either in the rational service area or
the contiguous area.
3. Certain fields are specific to the different Discipline and Designation Type selections and will be
blank when a report is generated without those values.
4. The fields will display the information that was in ASAPS as of August 31st, 2014. No edits or
changes have been made.
5. No changes can be made to this information.

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VI. ACCESSING THE SHORTAGE DESIGNATION MAIN PAGE
The purpose of the Shortage Designation Main Page is for the PCO to view important updates, helpful
resources and access designations, provider management, inquiries and report functionalities. The user
can access this page by selecting “Link to the Shortage Designation Main Page” on the main portal
homepage.

1. Navigation Panel: The user may navigate to other sections of the PCO Portal using this toolbar.
2. Updates: This section will provide the user with new information and updates pertaining to
Shortage Designation Management.
3. My Profile: This section will list the name and email address of the user.
4. Helpful Resources: This section will provide the user with resources on the policies and
procedures of the new Shortage Designation Management System.

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VII. SEARCHING FOR DESIGNATIONS
The user will have access to search and see details about all existing designations as well as those in
progress for their specific state. The user can access the search through the extranet homepage by
selecting the “Designations” tab on the navigation panel. The user will be able to search designations
created with the Mapping Tool as well as all designations migrated from ASAPS.
Once on the Designation Search page, the user can search using the following columns:
• Designation Name
• Case ID
• Public ID
• Discipline
• Status
• Year

1. Designation Name: This name is entered by the user on the Mapping Tool Landing page or the
name migrated directly from ASAPS.
2. Case ID: This number is generated once the RSA is saved on the Mapping Tool. This number can
be used to search for a specific designation application.
3. Public ID: This number is the official ID of approved Designations. The IDs of designations
migrated from ASAPS will be now be the Public ID in SDMS.
4. Discipline: User can choose from the following multi-select options
a. Primary Care
b. Mental Health
c. Dental Health
5. Type: User can choose from the following multi-select options
a. HPSA
b. MUA/P
c. Auto-Facility
d. OFAC
e. Correctional Facility
f. State/County Mental Hospital
6. Status: User can choose from the following multi-select options
a. In Progress
b. Submitted-Designation
c. Submitted-Withdrawal
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d. Under Review-Withdrawal
e. Under Review-Designation
f. Not Approved
g. Designated
h. Proposed for Withdrawal
i. Withdrawn
j. Replaced
k. Reinstated
7. Year: This field represents the designation submission year.
Business Rules:
• The user is must choose at least one search criteria in order for the system to display search
results.
• If the user does not complete any search criteria and selects the “Save” button, the following
warning will appear: “You must fill in at least one search field.”
The system will display search results in a table as shown below and will automatically be sorted by Case
ID. The user can sort by any of the column headers by selecting the arrows to the right.

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1. Show # Entries: The user can use this drop down to select the number of search results that
appear per page. The system will automatically default to 10 search results per page. Once the
new number is selected, the system will automatically update the search results. The user can
select from the following options:
a. 10
b. 25
c. 50
d. 100
2. Case ID: This field is hyperlinked and allows the user to access the Designation profile.
3. Public ID: This read only field will display the approved ID of the designation that will be
accessible to the public.
4. Discipline: This read only field will display either the discipline(s) the user has selected in the
search or all disciplines if this search criterion wasn’t completed.
5. Name: This read only field will display the name of the designation.
6. Type: This read only field will display the designation type.
7. Option: This read only field will display the designation option.

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8. Status: This read only field will display the status(s) the user has selected in the search or all
statues if this search criterion wasn’t completed.
9. Submission Year: This read only field will display the user’s selection in the search or all years
applicable if this search criterion wasn’t completed.
10. Delete: This button will only be enabled for a designation with an in-progress status and would
allow users to delete designations that have not been submitted for review. Please see section
6b for more specific details on this action.
11. Copy: This button will be enabled for all HPSA and MUAP designations in all statues, except
Withdrawn, and will allow the user to copy a designation. Please see section 6a for specific
details on this action.
12.

The user can move to the next page by selecting the page number or the next button. If the user
would like to go back to a page, select the page number or the previous button.

COPYING A DESIGNATION
The user has the ability to copy a HPSA or MUAP designation with any status to create a new in progress
using the same RSA and CA geometries and components, Area Names, Total Adjusted Population,
Supplemental Information and Insufficient Capacity associated with the designation being copied. Please
note that the copy functionality does not include Facility Designations or Migrated HPSAs and MUAPs
that are in a Withdrawn Status. Once user selects “Copy” on the designation search page, the user is
directed to the following screen:

1. Current Designation Name: This field is read only and is the name of the designation being
copied.
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2. New Designation Name: This field is required and allows the user to re-name the new in
progress designation, if desired. The system will display the current designations name as a read
only display above this field for user reference.
3. Current Designation Discipline: This field is read only and is the discipline of the designation
being copied.
4. New Designation Discipline: This field is required and allows the user to select a new discipline,
if desired, for the new in-progress designation that will be created from the designation the user
wishes to copy. The user will be provided with the same selections available on the new
Mapping Tool landing page (See Section 5a). The system will display the current designation
discipline as a read only display above this field for user reference.
5. Current Designation Type: This field is read only and is the Designation type of the designation
being copied.
6. New Designation Type: This field is required and allows the user to select a new designation
type, if desired, for the new in-progress designation that will be created from the designation
the user wishes to copy. The user will be provided with the same selections available on the new
Mapping Tool landing page (See Mapping Tool User Guide). The system will display the current
designation type as a read only display above this field for user reference.
7. Current Designation Option: This field is read only and is the Designation option of the
designation being copied.
8. New Designation Option: This field is required and allows the user to select a new designation
option for the new in-progress designation that will be created from the designation the user
wishes to copy. The user will be provided with the same selections available on the new
Mapping Tool landing page (See Mapping Tool User Guide). The system will display the current
designation type as a read only display above this field for user reference.
9. Copy Designation: The user should select this button once they are ready to copy the
designation.
Once the user selects “Copy Designation” button, the system will create a new record and direct the
user to the Mapping Tool.

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Once the user selects the “Continue” button, the system will direct them to the Invalid RSA step. The
user can now edit and work on the new in-progress application using the same guidance and business
rules explained in the Creating a New Designation section of this user guide (Section 5).
Important Information to Note: The CA geometries of the migrated HPSA and MUAPs were not
available for migration into the Shortage Designation Management System. The user will need to create
contiguous areas as part of the application process if these migrated designations are copied.
DELETING AN IN-PROGRESS DESIGNATION
The user has the ability to delete any designation search result with an in-progress status. The delete
button will only be enabled if the designation’s status is in progress. For all other statues the button will
be greyed out and inaccessible.

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Once the user selects the delete button on the search results page, the user will be directed to the
following page:

1. “No, Return to Designation”: The user should select this button if they do not want to delete
the in-progress designation. Upon selecting this button, the user will be directed back to the
general information section of the Designation Profile.
2. “Yes, Delete Designation”: The user should select this button if they would like to delete the in
progress designation. Once selected, the system will then direct the user back to the
Designation Search page.
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Important Information to Note: Once the user deletes an in-progress designation, that record
will no longer be accessible in the search results. However, the delete is a “soft delete” and the
information for that designation can be recovered.

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VIII. ACCESSING DESIGNATION PROFILE
In order to access the designation profile, the user should select the Case ID hyperlink in the search
results. The Designation Profile consists of the following sections:
• General Information
• Supporting Details
• Scoring Criteria
• Supplemental Information (only applicable for HPSAs and MUAPs)
• Additional Documents
• Inquiries
• Actions
VIEWING GENERAL INFORMATION
Once the user selects the Case ID hyperlink, the system will automatically direct the user to the General
Information Section. All fields under the General Information section are read only and are information
pulled from the HPSA and MUAP Mapping Tool as well as all designations migrated from ASAPS.
HPSAS and MUAPS:

1. PCO Submission Date: The field represents the date the designation is submitted for review.

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2. Initial Designation Date: This field represents the date the designation was initially designated.
3. Last Approved Designation Date: This field represents when the designation was last approved
by a SDB Analyst.
4. Is High Needs: This field represents if the designation is Geographic High Needs.
5. Designation Population: This field represents the total resident civilian population of the area
selected for the RSA.
6. Adjusted Population: This field represents the user adjusted population for the RSA that is
entered upon saving an RSA on the Mapping Tool.
7. Provider FTE: This field represents the FTE for all providers that serve the RSA.
8. Population: Provider FTE: This field represents the population to provider ratio of the RSA.
9. RSA Type: This field represents the type of RSA that was selected. The options include FullCounty or Sub-County.

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Other Facilities (OFACS):
All fields under the General Information section are read only and are information pulled from the OFAC
Facility application as well as all designations migrated from ASAPS. Some of the fields are the same as
HPSAs and MUAPs profiles, please see below for the additional fields for OFACs.

1. Is Facility: This field indicates to the user if the designation is a facility or not.
2. PCO Entered Address: This field will display the facility address entered by the PCO on the
application.
3. Geocoded Address: This field will display the standardized address of the facility.
4. Geocoded County Name: This field indicates the County the facility is located in.
5. Geocoded County ID: This field indicates the County ID that the facility is located in
6. Geocoded MCD ID: This field indicates the MCD ID that the facility is located in.
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7.
8.
9.
10.
11.

Geocoded Census Tract ID: This field indicates the CT ID that the facility is located in.
Geocoded Latitude: This field indicates the latitude coordinate of the facility.
Geocoded Longitude: This field indicates the longitude coordinate of the facility.
Public ID Facility Serves: This field will display the ID of the designation the OFAC is tied to.
Designation Name Facility Serves: This field will display the Name of the designation that the
OFAC is tied to.

Important Information to Note: If the OFAC’s address has not been geocoded, items 3-9 will not appear
on the profile.
Correctional Facilities:
All fields under the General Information section are read only and are information pulled from the
Correctional Facility application as well as all designations migrated from ASAPS Some of the fields are
the same as HPSAs, MUAPs and OFAC profiles, please see below for the additional fields for Correctional
Facilities.

1. Intersected Geographic Public ID: This field will display the Public ID of a Geographic
Designation if the correctional facility falls within an active Geographic Designation.
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2. Intersected Geographic Designation Name: This field will display a Designation Name of a
Geographic Designation if the correctional facility falls within an active Geographic Designation.
State/ County Mental Hospitals:
All fields under the General Information section are read only and are information pulled from the
State/County Mental Hospital application as well as all designations migrated from ASAPS. Please see
below for the fields that are unique to State/County Mental Hospitals

1. Psych FTE: This field represents the FTE for all psychiatrists that work at the facility
2. Core Mental Health FTE: This field represents the FTE for all core mental health providers that
work at the facility.

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VIEWING SUPPORTING DETAILS
Once the user selects the Supporting Details tab on the left panel of the designation profile, they will be
directed to the Supporting Details section. All fields under the Supporting Details section are read only
and are information pulled from the HPSA/MUAP Mapping Tool, Facility application and all designations
migrated from ASAPS. Depending on the type of Designation, different information will be displayed
under the Supporting Details section.
HPSAS and MUA/Ps:
The supporting details section for HPSAs is divided into three read only sections:
• RSA Details
• CA Analysis
• NND Provider
The RSA details section will appear automatically when the user selects on the Supporting Details
section. This is the only section that will appear for MUAP designations.
Important Information to Note: The Supporting Details tab is dynamic based on what has been
completed for a specific designation on the Mapping Tool. If the user has not reached or completed a
certain step in the Mapping Tool, that section will not display any information on the Designation
Profile.

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RSA DETAILS

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1. Default Population Center: This field represents the system produced population center on the
Mapping Tool for the specific designation.
2. User Selected Population Center: This field represents the user selected population center on
the Mapping Tool for the specific designation. This field will not display if the user has not
moved the population center on the Mapping Tool.
3. Transportation Type: This field represents the mode of transportation selected for the travel
polygon on the Mapping Tool for the specific designation.
4. RSA Providers: The user will be able to click on the “RSA Provider Report” link to access a report
on a separate screen with all the providers tied to the RSA.
5. RSA Data: This section will display all of the health and demographic data points for the RSA that
were available on the data panel of the Mapping Tool upon saving the RSA.
6. Insufficient Capacity Data: This section will display any information entered by the user on the
insufficient capacity tab before saving an RSA on the Mapping Tool for a Geographic High Needs
application.
7. RSA Component ID: This twirl down field will list a component ID of the RSA selected on the
Mapping Tool and will display the following information for each component of the RSA:
• Geo ID: This field represents the geo ID of the RSA component.
• State FIPS: This field represents the FIPS code for the state of the specific RSA
component.
• County FIPS: This field represents the FIPS code for the county of the specific RSA
component.
• Name of Component: This field represents the name of the specific RSA component.
• Total Resident Civilian Population: This field represents the total resident civilian
population of the specific RSA component.
• Percent Population at 100% FPL: This field represents the percent of the population that
is at 100% of the federal poverty level for the specific RSA component.
• Percent Population at 200% FPL: This field represents the percent of the population that
is at 200% of the federal poverty level for the specific RSA component.

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CA ANALYSIS
The CA Analysis section will appear once the tab is clicked upon. This section displays all Contiguous
Areas that the user created in the Mapping Tool for the specific designation. Each Contiguous Area will
be identified by the name and will have the same type of information.

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1. CA Provider: The user will be able to click on the “Link to CA Providers” link to access a report on
a separate screen with all the providers tied to the Contiguous Areas.
2. Component Name: This twirl down will display the name of each CA component entered by the
user on the Mapping Tool for a specific designation. The user may collapse or expand a
component by selecting the arrow to the left of the Component.
3. Validity: This field will display the results of the validity test run by the system on the CA
Analysis step on the Mapping Tool. If this check doesn’t pass the CA doesn’t qualify. Please see
the Contiguous Area section of the Mapping Tool User Guide for more information.
4. Analysis: This field will display the results of the analysis run by the system on the CA Analysis
step on the Mapping Tool. If this check doesn’t pass the user can force pass which will be
captured on the profile. Please see the Contiguous Area section of the Mapping Tool User Guide
for more information.
5. Component/Geo ID: This field will list the Geo ID of the specific component in each contiguous
area. Each component will display the same information as the RSA components. If a contiguous
area has more than one component, that will also be displayed and accessible through a scroll
bar.

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NND PROVIDER
The NND Provider section will appear once the tab is clicked upon. This section will display the Default
NND and if applicable, the user selected NND, manually entered NND, or that the user has chosen no
NND.
1. Saved Provider NND: This field represents the user selected NND on the Mapping Tool.
Important Information to Note: The Saved NND Provider tab will only display if the user has
manually selected the NND on the Mapping Tool. The Default NND Provider information will
always appear on the profile if one is found by the system.
2. Default NND Provider: This field represents the NND found by the system on the Mapping Tool.
Important Information to Note: The Default NND Provider information will always appear on the
profile if one is found by the system.
a. User Selected NND: In certain cases, the system may be unable to identify a suitable
provider to serve as the NND, or the user may wish to select an alternate NND.
b. Manually Entered NND: If the system does not have up-to-date road data or no road
data, the user can select Manually Entered NND.
c. User Continued with no NND: If the system cannot identify any usable providers that
serve the RSA population or the provider is well outside of the miles and minutes radius
for the discipline, the user can continue with no NND.
3. NPI: This field represents the provider’s National Practitioner ID.
4. Distance (Default): This field represents the system calculated distance from the provider to the
population center of the RSA.
5. Distance (User): This field represents the user entered distance from the provider to the
population center of the RSA. The user can update this information on the supplemental
information form of the Mapping Tool. If the user does not update the distance, the field will
appear as N/A.
6. Travel Time (Default): This field represents the system calculated time from the provider to the
population center of the RSA.
7. Travel Time (User): This field represents the user entered time from the provider to the
population center of the RSA. The user can update this information on the supplemental
information form of the Mapping Tool. If the user does not update the time, the field will appear
as N/A.

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USER SELECTED NND

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MANUALLY ENTERED NND

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USER CONTINUED WITH NO NND

SUPPORTING DETAILS: OFACS
The supporting details section for OFACs is divided into four read only sections:
• Provision of Services
• Insufficient Capacity
• Providers
• Supporting Documents
Important Information to Note: The Supporting Details tab is dynamic based on what has been
completed for a specific OFAC on the facility application. If the user has not reached or completed a
certain step in the Facility application, that section will not display any information on the Designation
Profile. This section will also available for all the information that was migrated from ASAPS.

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PROVISION OF SERVICES

1. Transportation Type: This field represents the user selected transportation type used to
determine travel time between the OFAC and the designation that it is serving.
2. Population Center: This field represents the population center coordinates of the designation
that the OFAC is serving.
3. Travel Distance (System): This field represents the system calculated travel distance, in miles,
from Facility location to the Designation Population Center. If Public transportation is selected
or the distance cannot be calculated the field will display as N/A.
4. Travel Time (System): This field represents the system calculated travel time, in minutes, from
the Facility location to the Designation Population Center. If Public transportation is selected or
the time cannot be calculated the field will display as N/A.
5. Travel Distance (User): This field represents the user entered distance from the facility location
to the Designation Population Center. The user can update this information on the Provision of
Services page of the facility application.
6. Travel Time (User): This field represents the user entered time from the facility location to the
Designation Population Center. The user can update this information on the Provision of
Services page of the facility application.
7. Travel Time Explanation: This field represents the user entered explanation that is required on
the application if the user selects to edit the system calculated travel distance and time fields. If
the user doesn’t change the system generated travel time and distance, the field will appear as
N/A
8. Provision of Services: This field represents the justification that is selected on the application of
how the facility serves the designation it is tied to.

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INSUFFICENT CAPACITY
The Insufficient Capacity section will appear once the tab is clicked upon. This section displays all
insufficient capacity information that the user completed in the Facility application. The Insufficient
Capacity section is different based on discipline of the OFAC application.
PRIMARY CARE

1. More than 8,000 outpatient visits per year per FTE of primary care physicians: This field
represents if the user selected this option on the OFAC application.
2. Number of Outpatients: This field will appear if the user has entered a value on the OFAC
application.
3. Provider FTE: This field will appear if the user has selected providers on the OFAC application.
4. Outpatient/FTE Ratio: This field will appear if the user has selected providers on the OFAC
application.
5. Excessive use (greater than 35%) of emergency room facilities for routine primary care: This
field represents if the user selected this option on the OFAC application.
6. Waiting time for appointments is greater than 7 day for established patients or 14 days for
new patients for routine health services: This field represents if the user selected this option on
the OFAC application.

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7. Established Patients: This field will reflect what the user entered in the OFAC application, if
applicable.
8. New Patients: This field will reflect what the user entered in the OFAC application, if applicable.
9. Facility Waiting time is greater than 1 hour for patients with appointments or 2 hours for walk
in patients: This field represents if the user selected this option on the OFAC application.
DENTAL HEALTH

1. More than 5,000 outpatient visits per year per FTE Dentists: This field represents if the user
selected this option on the OFAC application.
2. Number of Outpatients: This field will appear if the user has entered a value on the OFAC
application.
3. Provider FTE: This field will appear if the user has selected providers on the OFAC application.
4. Outpatient/FTE Ratio: This field will appear if the user has selected providers on the OFAC
application.
5. Waiting time for routine dental health services is greater than 6 weeks: This field represents if
the user selected this option on the OFAC application.

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MENTAL HEALTH

1. Number of Outpatients: This field will appear if the user has entered a value on the OFAC
application.
2. More than 1,000 outpatient visits per year per FTE of core mental health providers: This field
represents if the user selected this option on the OFAC application.
3. More than 3,000 outpatient visits per year per FTE of psychiatrist providers: This field
represents if the user selected this option on the OFAC application.
4. Provider FTE: This field will appear if the user has selected providers on the OFAC application.
5. Outpatients/FTE Ratio: This field will appear if the user has selected providers on the OFAC
application.
6. No psychiatrists are on staff and this facility is the only facility providing mental health
services to the designation area or population: This field represents if the user selected this
option on the OFAC application.

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PROVIDERS
The Providers section will appear once the tab is clicked upon. This section displays all the provider
information that the user completed in the Facility application. The information on this tab might not be
applicable.

1.
2.
3.
4.
5.
6.
7.
8.
9.

NPI: This field represents the provider’s National Practitioner ID.
Discipline: This field represents the provider’s discipline.
Specialty: This field represents the provider’s specialty.
Last Name: This field represents the provider’s last name.
First Name: This field represents the provider’s first name.
FTE: This field represents the provider’s FTE
Address: This field represents the provider’s work address.
City: This field represents the provider’s work city.
State: This field represents the provider’s work state.

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SUPPORTING DOCUMENTS
The Supporting Documents section will appear once the tab is clicked upon. This section displays all the
documents and comments that the user completed in the Facility application.

1. Document Name: This field represents the name of the document uploaded on the OFAC
application. In order to view the document, the user should select the hyperlinked document
name.
2. Document Type: This field represents the type of document uploaded on the OFAC application.
3. Uploaded Date: This field represents the date and time the document was uploaded on the
OFAC application.
4. User: This field represents the user name PCO who entered a comment on the OFAC application
as well as the date the comment was entered.
5. Comment: This field represents the comment that was entered on the OFAC application.

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CORRECTIONAL FACILITY
Correctional Facilities:
The supporting details section for Correctional Facilities is divided into three read only sections:
• Facility Criteria
• Providers
• Supporting Documents
FACILITY CRITERIA
The Supporting Details tab is dynamic based on what has been completed for a specific Correctional
facility on the application. If the user has not reached or completed a certain step in the Facility
application, that section will not display any information on the Designation Profile. This section also has
available all of the information that was migrated from ASAPS.
The Providers and Supporting Documents section displays all the provider information and supporting
document information that the user completed in the Facility application. The fields displayed are the
same as in the providers and supporting documents section of the OFAC supporting details profile.

1.
2.
3.
4.

Correctional Facility Type: This field represents the value selected on the application.
Security Level: This field represents the value selected on the application, if applicable.
Mean Inmates/Year: This field represents the value entered on the application.
Mean New Inmates/Year: This field represents the value entered on the application, if
applicable.
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5.
6.
7.
8.
9.

Mean Length of Stay: This field represents the value entered on the application, if applicable.
Routine Intake Exams Performed?: This field represents the value selected on the application.
Number of Internees: This field represents the value calculated on the application.
Provider FTE: This field represents the value calculated on the application, if applicable.
Internee/Provider FTE Ratio: This field represents the value calculated on the application, if
applicable.

STATE MENTAL HOSPITAL
State Mental Hospitals:
The supporting details section for State/County Mental Hospitals is divided into four read only sections:
• Facility Criteria
• Providers
• Supporting Documents
FACILITY CRITERIA
Important Information to Note: The Supporting Details tab is dynamic based on what has been
completed for a specific State/County Mental Hospital on the facility application. If the user has not
reached or completed a certain step in the Facility application, that section will not display any
information on the Designation Profile. This section will also available for all the information that was
migrated from ASAPS.

1. Mean Daily Inpatient Census: This field represents the number entered on the application.
2. Number of Inpatient Admissions/year: This field represents the number entered on the
application.
3. Number of Admissions to Day Care and Outpatient Services/Year: This field represents the
number entered on the application
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4. Total Workload Units: This field represents the number populated on the application.
5. Number of Psychiatrist FTE: This field value will appear after the user selects psychiatrist on the
application, if applicable.
6. Total Workload Units/Psychiatrist FTE: This field value will appear after the user selects
psychiatrists on the application, if applicable.
PROVIDERS
The Providers section will appear once the tab is clicked upon. This section displays all the provider
information that the user completed in the Facility application. The fields displayed are the same as in
the providers section of the OFAC supporting details profile.

SUPPORTING DOCUMENTS
The Supporting Documents section will appear once the tab is clicked upon. This section displays all the
documents and comments that the user completed in the Facility application.

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VIEWING SCORING CRITERIA
In order to access the Scoring Criteria section of the designation profile, the user should select that tab
on the left hand side of the profile. All fields under the Scoring Criteria section are read only and are
information pulled from the HPSA/MUAP Mapping Tool, Facility application and all designations
migrated from ASAPS. All migrated designation types will have the following fields in this section:

1. Designation Score: This field represents the score of the designation. The score is determined
on the mapping tool, Facility application, or has been migrated directly from ASAPS.
2. Physician Shortage: This field represents how many physician FTEs are required in order for the
designation to no longer be deemed to have a shortage of physicians.
3. Degree of Shortage: This field represents a group a designation is assigned based on the ratio of
the designation population to the number of the Physician FTE. Please refer to the Shortage
Designation Management System Manual for Policies and Procedures for more detailed
information about the Degree of Shortage.
The scoring criteria section for all HPSA and MUAPs created with the mapping tool will reflect the same
scoring tables on the Mapping Tool. The screen shots below represent an example for each discipline.

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Primary Care:

Dental Health:

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Mental Health:

MUA/P:

VIEWING SUPPLEMENTAL INFORMATION
In order to access the Supplemental Information section of the designation profile, the user should
select that tab on the left hand side of the profile. All fields under the Supplemental Information section
are read only and are information pulled from the HPSA and MUAP Mapping Tool.
The Supplemental Information section will be blank for all migrated HPSAs and MUAPs from ASAPS and
is not applicable to facility designations.

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The Supplemental Information section for the Designation profile displays dynamically and mirrors the
information on the supplemental information form of the mapping tool. Like the mapping tool, the
supplemental information section on the profile is divided into the following sections:
• RSA Information (only section applicable to MUAPs)
• CA Analysis
• NND Provider
RSA INFORMATION

1. RSA Validity: This section will be completed if the user needs to justify why the saved area is
rational.
2. RSA Population: This section will include the system sourced population, any user adjusted
population and documented evidence if the population is adjusted by the user.
3. Population Center: This section will always display the default population center and if
applicable, the user adjusted population center with the required explanation and document.
4. Transportation Type: This section will only display information if the user has chosen public
transit and provided a justification on the mapping tool.
Important to Note: The user can collapse or expand any and all sections by selecting the arrow to the
left. The user can also view documents by selecting the document hyperlink if applicable.

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CA ANALYSIS

The user will see the above message if all contiguous areas in the mapping application have passed the
system analysis and no additional evidence is required.

The user will see the above content if a contiguous area (s) does not pass the system analysis. The
section will display the name of the component, the user selected reason, user entered explanation and
document evidence that the user can view.

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NND PROVIDER
If the user has chosen a non-Default NND on the Mapping Tool, the justification and document provided
on the Supplemental information form will appear to the user under this NND Provider section. The user
can also view the NND travel time and Distance from the NND selected.

ADDING ADDITIONAL DOCUMENTS
In order to access the Additional Documents section of the designation profile, the user should select
that tab on the left hand side of the profile. The user can use this section to upload additional
documents applicable to the designation.

1. “Choose File”: This button should be selected if the user would like to upload a new document.
2. Description: The user has the option to input a short description about the document being
uploaded.
3. “Upload”: This button should be selected once the user is ready to upload a document.

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Business Rules:
•
•

A document must be selected before the user clicks the upload button or the user will receive a
system error.
The description text field is alpha numeric and cannot exceed 50 characters.

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IX. INQUIRIES
The inquiry section of the portal provides an easy and streamlined process for the PCO user to
communicate with their respective Project Officer. Inquiries may be created from the Designation
Profile in the PCO Portal by navigating to the Designation Profile of the designation which is the subject
of the inquiry. Clicking on the “Inquiries” tab on the designation profile will allow the PCO to create an
inquiry for the designation.

The Inquiries page displays upon selection of the “Inquiries” tab from the designation profile. The
Inquiries page will display existing inquiries for the designation in a table within the page. From this
page, the user may choose to create a new inquiry or view an existing inquiry to provide more
information or view follow-up information provided by the Project Officer.

1. “Create New Inquiry”: This button should be selected if the user would like to create a new
inquiry.
2. Inquiry ID: The user has the option to view an existing inquiry by selecting the Inquiry ID.
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CREATE NEW INQUIRY
The Create New Inquiry page displays when the user selects the Create New Inquiry button from the
Inquiries page.

1. Document Description: The user must provide a description of the uploaded document prior to
selecting Upload.
2. “Choose File”: To select a file for upload, the Choose File button must be initiated.
3. Message: The user has the option to provide comments to the Project Officer via the Message
field. The comments sent to the Project Officer as well as the Project Officer responses will
display in the table within the Comments section.
4. “Submit”: This button should be selected when the user is ready to submit the Inquiry.
5. “Cancel”: This button will cancel the inquiry creation and return the user to the Inquiries page.
Business Rules:
• The Submit button must be initiated for the message to be transmitted to the Project Officer.
• The Document Description must be entered for the file to upload successfully.
• The inquiry will be created upon the user hitting the Submit button and be visible from the
Inquiries page.

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VIEW/EDIT AN EXISTING INQUIRY
An inquiry may be accessed via the Inquiry Tab on the Designation Profile. Additionally, a user may view
all open inquiries for their respective state by navigating to the Inquiries Tab at the top of the navigation
panel.

The Inquiry Details display when the user selects the Inquiry ID to view an existing inquiry.

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1. Message: The user has the option to provide additional comments to the Project Officer via the
Message field. The comments sent to the Project Officer as well as the Project Officer responses
will display in the table within the Comments section.
2. “Send Message”: The user must select the Send Message button after entering in desired
comments to the Project Officer to provide information for the inquiry.
3. Document Description: The user must provide a description of the uploaded document prior to
selecting Upload.
4. “Upload”: This button should be selected once the user would like to upload a document.
Business Rules:
• The “Send Message” button must be initiated for the message to be transmitted to the Project
Officer.
• The Document Description must be entered for the file to upload successfully.

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X. ACTIONS
The Actions section of the Designation profile is dynamic based on the status the designation is in. The
following actions will be available for an in progress HPSA or MUAP designation:

1. Resume Mapping Application: This link will direct the user back to the mapping tool to
complete the in progress designation. The user will be taken to the exact step of where the
application was previously saved. All work completed before exiting the mapping tool will be
saved and displayed on the map.
2. Copy: This link will direct the user through the same process as the copy link located on the
Designation search page discussed in section 6A.
3. Delete: This link will direct the user through the same process as the delete link location on the
Designation Search page discussed in section 6B.
The following actions will be available for a HPSA or MUAP with a status of designated:

1. Update this Designation: This link will direct the user to the mapping tool to complete an
updated application for the designation.
2. Propose for Withdrawal: This link will direct the user to propose to withdrawal a current
designation.
3. Copy: This link will direct the user through the same process as the copy link located on the
Designation search page discussed in section 6A.
4. View on Map: This link will launch the mapping application to a zoomed-in view of the
associated RSA with no information panels open. While the user can select a basemap, enable
layers, and view data for the associated area. Note that while the map is viewable, the status of
the designation is not affected.
See the Mapping Tool User Guide for more information on the tool’s functionality.
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Important Information to Note: No actions will be available for a Withdrawn migrated HPSA or MUAP
from ASAPS as the geometries were not available for migration into the Shortage Designation
Management System. Designations in all other statues not mentioned above will only have Copy as an
action selection.
The following actions will be available for an in progress Facility designation:
The following actions will be available for a Designated Facility:

1. Update this Designation: This link will direct the user to the facility application to complete an
updated application for the designation.
2. Propose for Withdrawal: This link will direct the user to propose to withdrawal a current
designation.
The following action will be available for a withdrawn Facility designation:

1. Propose for Reinstatement: This link will direct the user to the facility application to complete a
application for reinstatement.

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XI. UPDATING A DESIGNATION
All designations, whether migrated or new, that have a status of designated have the ability to be
updated by the user. Updating designations will follow the same business rules and functionality as
creating a new application with the Mapping Tool, please reference section 5.

1. “Update the Designation”: The user will be directed to the page above once this button is
clicked on during any portion of the Designation Profile.
2. “No, Return to Designation Home”: Upon selecting this button, the user will be directed back to
the general information section of the Designation Profile.
3. “Yes, Continue Map Update”: Upon selecting this button, the user will be directed to the
mapping tool to complete an update for the specific designation.

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Once the user selects “Yes, Continue Map Update”, the system will direct the user to the following
image:

The system will direct the user back to the RSA step of the Mapping tool. The original RSA geometry will
be visible and once the user selects the “Continue” button, the user will be directed to the Mapping Tool
to complete the updated application.
Important Information to Note: For all migrated Designations from ASAPS, only the RSA geometries
were available for migration. The Contiguous Area geometries from ASAPS were unavailable to be
migrated into the Shortage Designation Management System. This means that the user will have to
create the Contiguous Areas with the Mapping Tool for all migrated designations.

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The first step of updating a designation is to save and validate the RSA. The user should select the “Edit”
link to save the RSA or add and delete components as desired, as displayed below. Once the RSA is
saved, the user should continue with the application just like explained in section 5 of the user guide.

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XII. CANCELING AN UPDATE
If the user would like to cancel an update of a current designation, the user will need to navigate to the
designation profile of the update application.

1.

Cancel Update: The user should select this action to cancel the update. Once canceled, the user will be
able to complete a new update, if desired. Important Information to Note: The delete button on the
search results will not be applicable for update applications.

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XIII. PROPOSE FOR WITHDRAWAL
The user has the ability to propose for withdrawal any HPSA, MUAP, OFAC or State/County Mental
Hospital designation with a status of Designated.

1. “Propose for Withdrawal”: The user will be directed to the page above once this button is
clicked on during any portion of the Designation Profile.
2. “No, Return to Designation Home”: Upon selecting this button, the user will be directed back to
the general information section of the Designation Profile.
3. “Yes, Propose for Withdrawal”: Upon selecting this button, the system will submit the
designation to review for proposed for withdrawal.
Important Information to Note: The user must enter an explanation in the text box on this page in order
to submit the designation for proposed for withdrawal.

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IX. PROPOSE FOR REINSTATEMENT
The user has the ability to propose for withdrawal OFAC or State/County Mental Hospital designation
with a status of Designated.

1. “Propose for Reinstatement”: The user will be directed to the page above once this button is
clicked on during any portion of the Designation Profile.
2. “No, Return to Designation Home”: Upon selecting this button, the user will be directed back to
the general information section of the Designation Profile.
3. “Yes, Propose for Reinstatement”: Upon selecting this button, the system will direct the user to
the facility application. Please see the Facility Form User Guide for more information.

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