webbgas system 2016-2017 navigation manual state synar manual state synar.pdfthe webbgas navigation...

WebBGASSystemNavigationManualforStateSynarusers,Version3.0,LastUpdated10/30/2015 1

Web‐basedBlockGrantApplicationSystem(WebBGAS)NavigationManualforStateSynarUsers

TableofContents

Introduction .................................................................................................................................................. 2

1. Accessing WebBGAS ................................................................................................................................. 2

2. The WebBGAS Welcome Page .................................................................................................................. 4

3. The State Profile Page ............................................................................................................................... 7

The State Agency page .......................................................................................................................... 8

The SAMHSA Contacts page .................................................................................................................. 9

4. Creating a New Synar Report .................................................................................................................. 11

For State Supervisors .......................................................................................................................... 12

5. Viewing/Editing an Existing Synar Report ............................................................................................... 14

7. Submitting the Annual Synar Report ...................................................................................................... 23

8. Reports .................................................................................................................................................... 25

9. Getting Help within the WebBGAS System ............................................................................................. 32


Introduction

The WebBGAS navigation manual is a brief reference document designed to assist State Synar users with navigating and using the web-based system. The document is organized into sections by key system functions, and it provides a step-by-step guide for using these functions, including creating, editing, and submitting the Annual Synar Report. Screenshots from the website are included to facilitate your understanding of the process. The sample State “Smoke Test 1” is used to highlight certain features of the website. Important areas are highlighted and helpful tips are included throughout the manual. If you experience other issues not covered in this system navigation manual, please contact the WebBGAS Help Desk at [email protected] or 888-301-2427.

1.AccessingWebBGASEach time you access WebBGAS (Link to website: https://bgas.samhsa.gov) you will need to log in with your username and password as shown below. For the initial login to WebBGAS, you should use the username and temporary password that were provided to you by WebBGAS via secure email exchange.


Following an initial login, you will be automatically directed to the Web page shown below. WebBGAS requires that you change your temporary password to a more secure password of your choosing. To do this, you must enter your temporary password in the box labeled “Current Password” followed by a password of your choosing in the boxes labeled “New Password” and “Confirm Password” as shown below.

You may not use your three most recent passwords. Your new password must be at least 8 characters in length and must contain at least three of the following four requirements:

an upper case letter a number

a lower case letter a special character (e.g., #, @, $, &)

You may not use reuse any of your previous three passwords. Once you enter your new password, click the “Save” button. If your password is valid and meets the requirements, the system will acknowledge that your password has been changed.

Following this acknowledgement, click on the WebBGAS logo in the upper left corner. By clicking this logo, you will be directed to the system’s Welcome Page where you can begin the application process and fully access the system.


2.TheWebBGASWelcomePage Each time you login (subsequent to the initial login) you will be automatically directed to the WebBGAS Welcome Page shown below. The first thing you will see is the important messages window shade which is used to alert users to any important issues or activities within WebBGAS. You must close this window shade (as shown below) to see the full Welcome Page.


From the Welcome Page you can:

View the State Profile page;

Create a new application [designated State Supervisors only];

View an existing application;

Run or request a report [limited to certain system roles];

Change your user password; and

Contact the Help Desk.

A key feature of WebBGAS which first appears on the Welcome page is the menu bar. This menu bar helps you navigate WebBGAS, and it remains visible on every page no matter where you are in the system. At any point in the application process, the menu bar allows you to:

View news or updates [News];

View existing applications or view the timeframe of application submission [Existing Applications];

Check the status of printed documents [Print Queue];

View, run, or request a report [Reports];

View State Contact List [State Profile];

Request support through the Help Desk or access online training materials [Support]; and


Change your user settings such as password or email address [User Management].

We present key features in more detail in subsequent sections of this manual.


3.TheStateProfilePageTo access the State Profile Page, click “State Profile” on the Welcome Page as shown below.

The State Profile Page consists of two parts: (1) The State Agency page and (2) the SAMHSA Contacts page. To access these pages, use the links in the left navigation pane as shown below.


TheStateAgencypage contains…

Addresses and DUNS numbers for the agencies receiving block grant funding.

Contact information for key personnel affiliated with the State’s/Jurisdiction’s block grants.

This information can be edited by authorized users, including both State Supervisors and regular State users, by clicking the “Edit” buttons as shown below.


TheSAMHSAContactspage contains…

Contact information for the current CSAT, CSAP, CMHS, and PATH project officers for the State/Jurisdiction.

Names of previous project officers for the State/Jurisdiction.

Once logged in to WebBGAS, all users, including citizen users, can view the information on the SAMHSA Contacts page. Only authorized SAMHSA users can add a new State Project Officer.


By clicking “View History,” a window appears like the one shown below. The “History” window displays the start and end dates for the project officer assignment to this State/Jurisdiction over the past two years.


4.CreatingaNewSynarReportTo create an application within the WebBGAS, a designated State Supervisor must click the link located on the Welcome Page entitled “Create a New Grant Application.” If you have just logged in, you will automatically be directed to the Welcome Page. If you are in another part of the system, click on the WebBGAS logo in the upper left corner to return to the Welcome Page.

HELPFUL TIP:

Only a designated State Supervisor can create a new block grant application. For other State users, this function is not available.


ForStateSupervisors

By clicking “Create a New Grant Application,” you will be directed to a web page containing a list of applications that may be created at the current time (as shown below). Click the hyperlink for the Annual Synar Report to create the Synar Report. The list provided here is just an example. Not all of the applications shown below may be available to your State/Jurisdiction.


A new web page will open asking you to confirm your selection. Click “Yes” to create the Synar report. You will be directed to that application’s Home Page where you can begin the reporting process. The Synar report will become available to other State users after it has been created by the State Supervisor. Details on the Synar report Home Page and the reporting process are provided in the next section of this system navigation manual.


5.Viewing/EditinganExistingSynarReport

To view an already existing Synar report, click “View an Existing Application” located on the left side of the Welcome Page or click “Existing Applications” in the menu bar at the top of the page. Both State Users and State Supervisors can view and edit existing Synar reports.

HELPFUL TIP:

By clicking “Existing Applications” on the menu bar you can navigate to existing applications from any point in WebBGAS.


Once you choose to view an existing application, you will be directed to the “Existing Applications” page (shown below). On this page, you can select an application to review or edit by clicking on the appropriate hyperlink. To access the 2016 Synar report click “2016 Annual Synar Report.”

Important Reminder: For a Synar report to appear on this list, it must first be created by a designated State Supervisor following the instructions provided in Section 4 of this manual.

HELPFUL TIP:

The “View Application” button will become available in the menu bar after you have selected an application from the “Existing Applications” page.


After selecting the Synar report, you will be directed to the Synar report’s Home Page (shown below). From the Home Page you can:

Check your recent activity for this report (highlighted in yellow);

View related documents or statutes and regulations (highlighted in black);

Check notifications, recent news, and related links (highlighted in blue); and

Seek assistance by contacting the WebBGAS Help Desk (highlighted in green).

To enter the Synar report, click the “View Application” button. By clicking “View Application” you will be directed to the Annual Synar Report Application Overview (shown below). The Overview page provides access to the Synar report as well as the progress status of the report.


State users can upload the required documents for the annual Synar report from the Synar page shown below. The documents to be uploaded are:

Annual Synar Report;

Governor's Designation Letter;

Youth Access Law (if law has changed since last FFY);

Synar Survey Results;

Synar Inspection Form; and

Synar Inspection Protocol.

WebBGAS provides State users with supporting documents for the Synar Report. These documents can be downloaded from the Synar page (shown above) and include


Annual Synar Report (template);

Forms 1-5 Spreadsheets [for states that do not use SSES];

ASR Instructions; and

ASR checklist.

It is recommended that State users download these documents and review them before uploading any documents for the Annual Synar Report.


To upload a document to the Annual Synar Report:

1. Locate the relevant location for the document under Submission Uploads (e.g., FFY 2016 Annual Synar Report)

2. Click the “Browse” button to the right of the form name to find and select the file to attach

3. Click “Upload” to attach the file.

HELPFUL TIP:

State users cannot delete a document after it has been uploaded to the Annual Synar Report or edit it from the website. Users can upload an updated version of the document which will appear as the most recent version.


Uploaded documents will appear underneath the relevant section along with the version number and date added.

WebBGAS standardizes the file names of uploaded documents. For example, when a State user uploads the FFY 2016 Annual Synar Report for the first time the file will be renamed “(ST) FFY 2016 - Annual Synar Report v1.docx.” The version number is indicated by “v1” at the end of the file name and stands for “version 1.”


A State user may need to upload an updated version of a document. This can be done by following the steps listed above. Note that the updated document does not replace the previous version nor can a State user delete a previous version. The updated document will have “v2” at the end of its name to indicate it is the second version of the document (full name: “(ST) FFY 2016 - Annual Synar Report v2.docx”).


7.SubmittingtheAnnualSynarReport

All documents related to the Annual Synar Report must be uploaded and the Report designated as complete within the system before the report can be submitted.

In the example shown below, the status of the Annual Synar Report is “In Progress.” Click the “Complete” button to change the status to “Complete”.

Once the “Complete” button is clicked the report’s status is changed to “Complete” and a new link appears in the menu bar for “State Supervisor Review”.


When you are ready to submit the Annual Synar Report to your designated State Supervisor for review, click the “State Supervisor Review” link in the menu bar and then click “State Supervisor Review” button as shown in the screenshot below. An email will be sent to your State Supervisor notifying them that the application is ready for their review. You will also receive an email confirming that the State Supervisor was notified.


Similarly, when the report is ready for submission to SAMHSA, the State Supervisor can click the tab called “Submit to SAMHSA” in the left navigation pane (where the “State Supervisor Review” tab was previously) and then click the “Submit to SAMHSA” button in the center of the screen. The application will then be submitted to SAMHSA and your State Project Officer will receive an email notifying him/her that the application is ready for her/her review. The State Supervisor will also receive an email confirming the application was submitted to SAMHSA.

These HELPFUL TIP:

The “Submit to SAMHSA” tab is only available to State Supervisors and only after the application has been marked “Ready for Review.”


8.Reports

A key feature of WebBGAS site is the report catalog which contains standard reports for specific sections of the Block Grant application. These reports allow States to easily access data from their current and previous applications and compare it to other States and Jurisdictions (once finalized) or by region. All the reports can be found in the report catalog where they are organized into nine domains:

Summary Reports;

Maintenance of Effort;

Expenditures (Planned and Reported);

Persons Served (SA Treatment, SA Prevention, and MH Treatment);

Performance Measures (SA Treatment, SA Prevention, and Mental Health);

Priorities;

Contact Information;

PATH; and

Miscellaneous (e.g., State Synar Challenges).

Each domain contains multiple reports. Click the “+” symbol next to the domain to see the list of available reports.


The example below shows how to run one of the Miscellaneous Reports (“State Synar Challenges”).

Clicking on the first report listed under Miscellaneous (“State Synar Challenges”) will take you to the report’s page which is shown in the next screenshot.


The standard reports give you some options on the type of data to include, how the report should be sorted, and to what format the report will output. The options available will depend on the report. For the “State Synar Challenges” report you can select

1) General Options

a. Year: The year of data in the report. The year “2013” is selected in the screenshot.

b. Output: The report can be shown on the website, or downloaded as a PDF file or Excel file. “PDF” is selected in the screenshot.

c. Sort Order: The order in which the States/Jurisdictions are listed in the report. The options are Alphabetically, Region #, and State-Jurisdictions. The “Alphabetically” is selected in the screenshot.


2) State/Jurisdiction Selection: All States/Jurisdictions that are checked will be listed individually in the report. You can also select entire regions by clicking the dropdown box and changing it from “State/Jurisdiction” to “Region”. All States/Jurisdictions are selected in the screenshot.

3) Run Report button: Once you have selected what to include in the report click the “Run Report” button to generate the report.

If you have questions about the reports please contact the WebBGAS Help Desk which is described in the next section.


9.GettingHelpwithintheWebBGASSystem

To get help with WebBGAS, you can click "Support" in the menu bar to access the Support section of the system or you can contact the WebBGAS Help Desk directly via the toll-free number and email address provided at the bottom of the Welcome page.

The “Support” section of WebBGAS allows you to create a support ticket to submit to the Help Desk and provides access to materials such as frequently asked questions (FAQs) and posted training materials. You can access these sections of the Support page by clicking the tabs in the left navigation pane (circled in red below).


Clicking “Create Support Ticket” directs you to the web page shown below. You can enter your information and a detailed explanation of the problem and then click “Submit.” The support ticket will be sent directly to the WebBGAS Help Desk staff who will respond to your question in a timely manner. You will also receive an email confirming the ticket has been submitted to the helpdesk.


Clicking “FAQs” directs you to a list of questions that are frequently asked by users of the WebBGAS. If you see a question listed you want answered, simply click on that question and the answer will be displayed.


Any training materials that have been posted to the system will be found in the “Training” section. Documents such as the system navigation manual as well as online demonstrations can be found here.