Electronic Online Format - screenshots

Procedure to Generate and Submit a
Quarterly Report in the
Healthy Homes Grant Management
System (HHGMS)

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1. Log into the system
https://healthyhomesgms.my.salesforce.com/se
cur/login_portal.jsp?orgId=00D40000000MpHO
&portalId=060400000004hqo

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2. Click the Quarterly Reports Tab

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3. Submitting New Report or
Accessing Previous Report?
• If generating a new
request, click the
“Create New Quarterly
Report” button.
– If accessing a previously
created report, skip to
step 31 (Page 46).

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4. Select Report Quarter

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5. Enter Grant Award Number
• Under the Case
Information section in
the “Grant Award” field,
fill in your grant number
in the format
XXXXX#####-##.

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6. Select Report Period

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7. Enter Year

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8. Save Quarterly Report

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9. Record Quarterly Report Number

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10. Click Edit to Begin Reporting

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11a. Begin Reporting
• You must enter
something in each box.
Enter “0” or “N/A” if
there is no appropriate
response.

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11b. Continue Reporting
• Only enter data and
information for the
quarter that
corresponds to the
report.
• Do not enter cumulative
data for your entire
grant period of
performance.

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12. Information for a report field
• For each field, there is a
small circular button
containing a “?”.
– When you move your
mouse over the “?”
symbol additional
information related to
the field will be
displayed.

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13. Do Not Complete Section C
• “Section C” is for the
Technical Studies grants
and does not need to
be completed by LHRD
or LHC grantees.

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14. Save Report
• Once you have filled in
all of the boxes on the
first page, click the
“Save” button.
• You will be returned to
the quarterly report
summary page.

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15. Enter Unit Information
• Once back on the
quarterly report
summary page, click the
“New Unit” button.

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16. How to Enter Unit Information
• This corresponds to Part 2
of the old system.
– Only enter units completed
for the quarter that
corresponds to this report.
– Do not enter units
completed in previous
quarters.

• Do not change the
“Grantee Report
Number” field.
– This field will auto-fill with
a number generated by the
system.
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16a. Select Type of Unit
• In the “Type of Unit”
section, select the box
for Vacant, Rental, or
Owner Occupied.
– Select all that apply

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16b. Select Age of Unit
• In the “Age of Unit”
section, click on the
drop down menu to
select the appropriate
age range of the unit.

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16c. Enter Occupant Information
• In the “Occupants”
section, fill in the
number of occupants in
each age range and the
number of children with
an EBLL.

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16d. Enter Key Dates
• In the “Key Dates”
section, clicking on the
field with bring up a
calendar which can be
used to fill in the
appropriate date for each
of the requested
milestones.
– You can also enter the
dates in the standard
day/month/year format
(DD/MM/YYYY).

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16e. Select Occupant Income
• In the “Eligible Income”
section, click on the
drop down menu to
select the appropriate
income level for the
family.
– If “Other” is selected,
please use the box
labeled “Other” to
indicate the family’s
income.

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16f. Enter Unit Cost Information
• In the “Costs” section,
fill in the appropriate
amount for each
category.
• If no funds were spent
in any of the categories,
please indicate $0.00.
Indicate the total
project cost in the last
box.
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16g. Enter Unit Where Information
• In the “Where” section,
select the box(es) to
identify where work
was completed in the
unit .
– Select all that apply.

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16h. Enter Type of Work Completed
• In the “Type of Work”
section, select the
box(es) for Abatement
or Interim Control.
– Select all that apply.

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16i. Enter Unit What Information
• This section is for recording which
of the 29 hazards from the HHRS
are identified for this unit.
• The pull down menu for each
hazard gives you 5 choices: None,
Not Assessed, Assessed & No
Hazard, Identified, and Identified
& Addressed. Select the
appropriate response for each
hazard.
– If no hazards were identified in the
unit, check the box at the top of
the section “No Hazard Identified”.

• If you are not completing the
HHRS in units, you should still
select a response for the “Leadbased paint” item.
• Do not use “None” as a response
for any hazard in this section.
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17. Save Unit Information
• Click the “Save & New”
button to save the
information and begin a
report for another unit,
or click the “Save”
button if you are
finished entering unit
data.

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18. Finish Entering Unit Information
• When finished adding
units, click the “Save”
button then go back to
the top of the page and
click the underlined
number in the “Grantee
Report” field.
– This will take you back to
the summary page for
the quarterly report.
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19. Enter Financial Information
• Scroll down toward the
bottom of the page to
the “Financials” section
and click the “New
Financial” button.
– This section corresponds
to the Part 3 in the old
system.

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20. Do Not Change Grantee Report
• The first field is
“Grantee Report”.
• Do not change this
number.
– This field will auto-fill
with a number
generated by the system.

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21. Enter Budget Item Category Costs
• Fill in the appropriate
amount expended
during the quarter for
each budget item. If no
funds were expended
enter 0 (zero).
– Each budget item
corresponds to the line
items in your Part 3
report and HUD CBW424 budget worksheet.

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22. Enter Administrative Category
Costs
• Once you have reported
all expenditures in
“Budget Items”, repeat
the process in step 21 to
report costs for the
“Administrative Costs”
category. If no funds were
expended enter 0 (zero).
– Each administrative cost
item corresponds to the
administrative line items in
your Part 3 report.

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23. Enter Match Commitment
Category Costs
• On you have reported all
expenditures in “Budget
Items” and “Administrative
Costs”, enter the
information for “Match
Commitment”. If no match
funds were committed
enter 0 (zero).
– Fill in the 3 boxes with the
appropriate information. Each
match commitment item
corresponds to the match
summary items in your Part 3
report.

• Click the “Save” button.
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24. Return to Report Summary
• Once you have
completed the Financial
Reporting section, click
the underlined number
in the “Grant Report”
field at the top of the
page.

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25. Add Attachments to Report
• If you have a document
to attach with the
report, click the “Attach
File” button under the
“Notes & Attachments”
section.
• If you do not have any
attachments to add to
the report, skip to step
28.
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26. Start Adding Attachments
• Click the “Browse” button
to identify the document
you would like to attach,
and then click the “Attach
File” button to attach the
document to the report.
(Please note: There is a
5MB size limit for each
file attached to your
report.)
– Repeat process for each
additional document you
would like to attach to the
report.
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27. Finish Adding Attachments
• Click the “Done” button
when finished adding
attachments to return
to report summary
screen.

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28. Submit Report
• Click the “Submit”
button at the top of the
report.
• You will receive a
message indicating the
report has been
submitted.

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29. Verify Report Status Change
• After the report has been
submitted, the “Status”
field on the first page
should indicate “Under
Review”.
• Be sure the report is
complete before
submitting to HUD.
• Once you have submitted
the report, you will not be
able to edit any of the
entries.

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30. Log Out of HHGMS

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Procedure to Access a Previously
Created Quarterly Report in the
Healthy Homes Grant Management
System (HHGMS)

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31. Log into the system
https://na2.salesforce.com/home/home.jsp

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32. Click the Quarterly Reports Tab

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33. Select Report from List
• Identify the specific
Grantee Request you
would like to access,
click on the underlined
“Case Number” and a
summary of the request
will open.

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34. Edit Report as Needed
• Click the “Edit” button
to change or update any
fields in the request
using the instructions
above.

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35. Submit Report
• Click the “Submit”
button at the top of the
report.
• You will receive a
message indicating the
report has been
submitted.

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36. Verify Report Status Change
• After the report has been
submitted, the “Status”
field on the first page
should indicate “Under
Review”.
• Be sure the report is
complete before
submitting to HUD.
• Once you have submitted
the report, you will not be
able to edit any of the
entries.

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37. Log Out of HHGMS

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