Native Hawaiian Health Scholarship Program Application

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

BCRS Management Information System Solution
(BMISS)
Native Hawaiian Health Scholarship Program
Applicant Information Screen User Guide
June 2012

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Table of Contents
Introduction: NHHSP Applicant Information Screen User Guide

3

Section 1: NHHSP Applicant to Participant Process Flow

4

Section 2: Navigate to NHHSP Screen

5

Section 3: Upload Required Supporting Documents

6

Section 4: Applicant Personal Information

8

Section 5: Applicant Financial Information

9

Section 6: Award Information

10

Section 7: Submitting Applicant Information

11

Section 8: Creation of Participant Profile

12

Section 9: Resolving Issues

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Introduction: NHHSP Applicant Information Screen User Guide
Goal: The goal of the NHHSP Applicant Information Screen User Guide is to provide guidance on entering NHHSP applicant information into BMISS.

Roles: NHHSP Analysts.

Preconditions:
- Applicant has applied to the NHHSP.
- Applicant is deemed eligible.
Postconditions:
- Applicant information has been saved in BMISS.
- Applicant is converted to Participant.

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 1: NHHSP Applicant to Participant Process Flow
The process flow for NHHSP applicants is below.

Applicant
Completes
Application

Analyst Fills Out
NHHSP Applicant
Information Screen

YES

NHHSP Applicant Is
Batched Through All
Approval Levels

NHHSP
Participant
Profile Is
Created in
BMISS

Analyst Submits
Applicant
Information
Screen

NHHSP Applicant Is
Sent to Obligation
Module

Applicant Is
Converted to
Participant

Applicant Is
Awarded?

END

NO

Participant
Profile Is
Deleted From
BMISS

NOTE: If the NHHSP Applicant is not awarded during obligation, in order for their participant profile to be deleted, the analyst will need to notify the BMISS Team.

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 2: Navigate to NHHSP Screen
After an NHHSP applicant has submitted all application materials and has been deemed eligible for the NHHSP award, the NHHSP analyst will navigate to the
Applicant Information Screen.

Steps:
1. User navigates to BMISS via the link:
https://bmiss.hrsa.gov/intranet/index.seam
2. User scrolls over the Programs tab and scrolls
down to NHHSP.
3. User selects New Award.
4. System directs user to the NHHSP Applicant
Information Screen.

Business Rules:
-

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User must have the NHHSP Reviewer role to
navigate to the NHHSP Applicant Information
Screen.

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 3: Upload Required Supporting Documents
Once the analyst has navigated to the NHHSP Applicant Information Screen, the first section at the top of the page will request that the analyst upload the required
supporting documents.

Steps:
1. User selects Browse under the document they wish
to upload.
2. User selects the appropriate document.
3. User selects

Upload

4. System displays the date, time, document, and
document type at the top of the page (see
screenshot on the next page).
5. User repeats these steps for all four documents.
6. User scrolls down to the next section: Personal
Information.

Business Rules:
-

System shall only accept document in .pdf
format.

-

System shall require all four documents to be
uploaded in order for user to submit:





-

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Participant Award Worksheet
Contract
Award Letter
W-4 Form

System shall allow user to view the uploaded
documents by clicking on the document name.

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen
-

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System shall open the documents in a new
window.

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 4: Applicant Personal Information
After uploading the required supporting documents, the analyst will enter in the applicant’s personal information. This is divided into four sections of Full Name,
Home Address, Phone and Email, and School Information. This information is needed for creating the participant profile in BMISS.
Steps:
1. User enters all required fields.
2. User scrolls down to the next section: Financial Information.
Business Rules:
-

System shall require user to enter all required fields (fields with an *).

-

The Funding Start Date and Funding End Date range should include all years that the applicant will be funded.

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 5: Applicant Financial Information
After the analyst enters in the applicant’s personal information, they will need to enter the applicant’s financial information.

Steps:
1. User enters all required fields.
2. User scrolls down to the next section: Award Information.

Business Rules:
-

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System shall require user to enter all required fields (fields
with an *).

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 6: Award Information
After the analyst enters in the applicant’s financial information, they will need to enter the applicant’s award information.

Steps:
1. User enters all required fields.

Business Rules:

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-

System shall require user to enter all required fields
(fields with an *).

-

System shall show the available budget once user
selects Fiscal Year and Funding Type.

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 7: Submitting Applicant Information
When the analyst is ready to submit the NHHSP Applicant Information Screen, they will be required to enter in comments, select submit, and confirm.

Submitting

Steps:
1. User enters in comments.
2. User selects

Submit

3. System will ask user to confirm the information entered on the page.

4. User reviews the information and selects

Confirm Award

5. User is directed to the participant’s profile page in BMISS.
Confirming (after submitting)

Business Rules:
-

User must enter comments to Submit.

-

Before selecting Submit, user can select Clear Information
the information entered on the page and start over.

-

After user selects Submit, system shall ask user to Confirm Award.

-

When confirming, system shall display all information as “Read Only.”

-

When confirming after selecting Submit, user can select Back
to go
back and edit any information. User will need to then Submit again.

-

User must select Confirm Award in order for the applicant information
to be saved in BMISS.

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to clear all

Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 8: Creation of Participant Profile
Once all NHHSP Applicant information has been submitted and confirmed, a participant profile will automatically be created for the person based on the information
that was entered. The user will be automatically taken to the person’s participant profile page upon submission of the applicant information. The applicant will not
have been awarded and converted to participant at this point, although their participant profile will have been created. The applicant will be ready for batching after
submission of applicant information, and if for any reason they are not awarded during the batching process, their participant profile account will be deleted from
BMISS.
Steps:
1

1. System directs user to the person’s participant profile page.
2. System sends applicant to obligation module.
Business Rules:
2

-

Basic participant information will be captured at the top of the
page (See Screenshot 1)
System will pre-populate the person’s information on their
participant profile page based on the information that was
entered on the NHHSP Applicant Information Screen.




Personal Information (See Screenshot 2)
Education Information (See Screenshot 3 on page 13)
Financial Information (See Screenshot 4 on page 13)

-

All fields are editable.

-

System will notify user that the person is ready for batching.

NOTES:
- Only the Graduation Date, Funding Start Date, and Funding
End Date will be shown on the education tab. The user will
need to update the school information after the applicant is
converted to a participant. This can be done on their participant
profile page.

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen
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Financial information will show the
Participant Award Worksheet, Contract,
and Award Letter on the Award
documents tab under Financial Information.

-

The participant’s payment schedule will
automatically be created.

-

Participant Profile will be removed from
BMISS if applicant is not awarded during
batching.

3

NOTE: If the NHHSP Applicant is not awarded
during obligation, in order for their participant profile
to be deleted, the analyst will need to notify the
BMISS Team.

4

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Bureau of Clinician Recruitment and Service
NHHSP Applicant Information Screen

Section 9: Resolving Issues
Please follow the instructions to resolve any problems a NHHSP Analyst might have:

1. For Technical Issues:
•

When a technical issue is encountered, e.g. Analyst cannot upload the supporting documents, the issue should be logged in TTPro with a detailed
description of the problem. At this point, the BMISS HyperCare Support Team would define and resolve the issue as well as notify the analyst of the
resolution.

Logging Issues:
• When logging issues into TTPro:
– Log issues as “Production Support” under Version.
– Attach a screenshot to the issue (if applicable)
– Include the following details in the Summary section:
• The page that the issue was found on = NHHSP Applicant Information Screen
• Applicant information: Full name, last four of SSN, email, phone number
• The Web Browser the analyst was using
• The frequency of the issue

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