Form 1 NHSC Ambassador Portal

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

BCRS Management Information System Solution (BMISS)
Division of External Affairs (DEA)
Ambassador Program Online Application User Guide
December 2013

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Table of Contents
Introduction: Ambassador Program Online Application User Guide

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Section 1: BCRS Portal

4

Section 2: Create Account

5

Section 3: Logging In

8

Section 4: Forgot Your Password

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Section 5: Ambassador Portal

11

Section 6: My Contact Information

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Section 7: My Professional Information

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Section 8: My NHSC Program Information

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Section 9: Application Submission

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Section 10: Account Settings

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Introduction: Ambassador Program Online Application User Guide
Purpose: The Ambassador Online Application user guide serves as the main tool for the Customer Care Center to answer questions regarding
issues applicants have when calling for resolution. The primary intent for this user guide is to focus on the functionality developed for the Ambassador
Program Online Application.

Roles: The application will be filled out by external users. The Customer Care Center Analysts need to understand the functionality to support
external users should they encounter any problems with the application.
Precondition: Applicant has a question regarding the Ambassador Program Online Application and contacts the Customer Care Center for help to
resolve an issue.

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 1: BCRS Portal
The BCRS Portal allows applicants to navigate to the Ambassador Program application

Steps:
1. Applicant selects “An Ambassador”
2. System displays log in page (see Section 2 and 3).
3. Applicant can log in and begin his/her application if he/she
has an existing Portal account.

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 2: Create Account
If an Ambassador applicant does not have an exisiting portal account he/she must create an account before beginning an Ambassador application.
Steps:
1. Applicant navigates to the Online Application via the weblink:
https://programportal.hrsa.gov/extranet/landing.seam
2. Applicant selects “An Ambassador”
3. Applicant selects the “Create an Account” link at the bottom
left hand section of the page

Business Rules:
- System shall allow user with an existing portal account from
past cycles to login with their existing login information

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide
The applicant will be prompted to fill in a series of fields in order to create an account. Once the applicant selects “Create,” the system will send an activation email
to the address used to create the account.
Steps:
1. Applicant answers each of the required fields.
2. Applicant selects
account.

to register for an

3. The system will prompt the user at the top of his/her
screen that his/her account is created. The system also
sends an activation email to the applicant’s email address.
4. The email will be from: [email protected] with a subject
of “Activate your Ambassador A account.” The applicant
will open the email and click on the activation link in the
body of the email.
5. The system will re-direct the applicant to the Home page
notifying him/her that his/her account is activated.
Business Rules:
- The email address provided by the applicant will serve as
his/her username.

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The system will not allow the applicant to use an email
that is already attached to an existing participant account

-

Applicants can select the tool tip next to the Password
field for details on password criteria

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System shall not allow user to log into account until
account is activated

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide
Below is the activation email sent to an applicant. Once the applicant selects the link in the body of the email, the system will activate his/her account and redirect him/her to log into the application.

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 3: Logging In
After activating an account, the applicant will be able to log in. The applicant will enter the email address and password used when creating his/her account. If the
applicant forgets his/her password, he/she can reset the password by selecting the “Forgot your password?” link.

Steps:
1. Applicant enters his/her email address and
password.
2. Applicant selects
and the system brings
him/her to the Not Started Home page.

Business Rules:

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The applicant will be warned after his/her
second failed log in attempt that his/her account
will be locked with a third failed log in attempt.

-

The applicant’s account will be locked after the
third failed log in attempt.
 The applicant can select “Forgot your
password?” to reset his/her account, or;
Contact the Customer Care Center to
have his/her account unlocked

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 4: Forgot Your Password
If the applicant forgets his/her password, they can select the

(Forgot Password) link:
Steps:
1. Applicant selects

(forgot your password).

2. Applicant enters his/her email address and selects

(Next) (see Figure 2)

3. The Applicant answers the security question he/she selected when he/she
created his/her account, and selects

(Submit) (see Figure 3)

4. System displays confirmation and sends email to applicant (see Figure 4)
5. Applicant selects Reset Password Link from email
6. Applicant enters new password and selects
Password), (see Figure 5)

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(Update

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide
Notes:
-

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 uppercase 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.

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 5: Ambassador Portal
Once the Ambassador logs in, he/she will be directed to the Ambassador Portal. From the Ambassador portal, the applicant can start the Ambassador application.
Steps:
1. Applicant reads through the information displayed on
the Home Page.
2. Applicant selects
(Start My
Ambassador Application).

Business Rules:
- An applicant can not save the application and must
complete the application in one session.

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 6: My Contact Information
This section is used to capture contact information on the applicant.
Steps:
1. Applicant answers all required questions.
a. Required questions are denoted with an
asterisk (*)
2. Applicant selects
(Next Step) once they
have answered all the required questions
3. Applicant will be directed to the My Professional
Information section

Business Rules:
- City, State, Zip/Postal Code, Daytime Phone Number
and Email Address are required fields

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-

System will automatically populate portal account
email in the “Email Address” field.
 Applicant can enter an alternate email
address in this field.
 Entering an email in this field will not
change the email used to log into the
portal.

-

Information entered in this section will be made public
on the Ambassador Directory. Applicants should only
enter his/her work contact information.

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 7: My Professional Information
This section captures information about the applicants professional work experience. Additionally applicants will have an opportunity to detail his/her sphere of
influence and who they will be connecting with as NHSC Ambassadors.
Steps:
1. Applicant answers required fields.
 Required fields denoted with an (*)
2. Applicant selects
(Next Step) once
he/she have answered all the required fields.
3. Applicant will be directed to the My Program
Information section
Business Rules:
- If an applicant does not have a Clinical Discipline,
he/she can leave that field blank

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The “Your Role” field is filtered by the “Primary
Organization Type” answer
 There is no role selection if the “Primary
Organization Type” is National
Professional Trade Organization

-

If an applicant has an Academic “Primary
Organization Type” he/she will have to select a
“State” then a “School” (See screen shot 2 on next
page)

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 8: My NHSC Program Information
In this section, applicants indicate if they are current or a previous participant in one of the NHSC Loan Repayment or Scholarship Programs. Applicants also have
the opportunity to indicate why he/she wants to be an NHSC Ambassador.
Steps:
1. Applicant answers required fields.
 Required fields denoted with an (*)

2. Applicant selects
(Submit) once they
have answered all the required fields.
 Applicant can also navigate back to previous
sections to review application before
submission
3. Applicant is directed to Portal landing page.
Business Rule:
– An applicant is restricted to 1000 characters on
why he/she wants to become an NHSC
Ambassador

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–

If an applicant is a current or former NHSC
participantand the applicant logs into the
Ambassador application with his/her exisiting
portal account, his/her alumni status will be
automatically populated and can not be
changed.

–

If an applicant indicates that he/she is a current
pariticpant or an alumni, he/she will have to
indicate which program and his/her obligation
end year. (see screenshot 3)

–

An applicant can not edit his/her application after
he/she submits the application

Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 9: Application Submission
Once an applicant has submitted his/her application, he/she will be directed to the Ambassador Portal Page. The applicant’s status will be “Inactive” until a DEA
analyst approves his /her application.
.

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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide

Section 10: Account Settings
Once an applicant has created a portal account, the applicant can change his/her password, email and security question via the Account Setting page. The Account
Settings link is located at the bottom of the Ambassador Portal Page.
Steps to reset password:
1. Applicant creates new password.
2. Applicant confirms new password.
3. Applicant enters current password.
4. Applicant clicks

(Change Password)

5. System displays confirmation that password has been successfully
updated.
Steps to change email:
1. Applicant enters a new email address.
2. Applicant confirms the new email address.
3. Applicant enters current email address.
4. Applicant enters current password.
5. Applicant clicks

(Change Email)

6. A verification email will be sent to the new email address.
7. Applicant clicks on link in the email to verify his/her new email
address.
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Division of External Affairs (DEA)
Ambassador Program Online Application User Guide
Business Rules:
-

System will not allow applicant to change email to one that is in use by another account.

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System shall provide functionality for applicant to change security question and answer.

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System shall require applicant to log out and log back in upon changing their username/email or password.

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