3 Getting the Job Done

This section provides instructions for entering, processing, and submitting AOR/SDSPR data through the WRS.  The following is a brief summary of the options offered on the Main Menu. Detailed instructions follow this summary.

Section 3.1	Select Program — for those institutions with more than one reporting program; this describes how to access the correct reporting forms.
Section 3.2	Print/View AOR/SDSPR Report(s)  —  details procedures for printing the AOR and SDSPR forms for user information and files.
Section 3.3	Enter/Edit Data — describes the function of accessing and entering data on the AOR/SDSPR form, and also gives basic data entry instructions that can be used on most WRS data entry pages.
Section 3.4	Edit/Error Messages — describes the messages that are displayed as data is entered or when leaving a page.
Section 3.5	Enter/Edit Comments — provides instructions for entering comments and narrative regarding AOR and SDSPR data.
Section 3.6	Print/View Edit Report — describes the edit report.
Section 3.7	Logging Out — describes the importance of making sure that the user logs out of the WRS when leaving the computer, even if the AOR/SDSPR is not ready for submission.

Upon entering the Main Menu page and before going into the AOR/SDSPR report sections, make sure you have selected the correct program for which you wish to enter data.  On the bottom half of the Main Menu page there is a program information section that describes the program that is currently selected.

NOTE: If you leave your browser window unattended (without performing any actions or tasks) for more than an hour (60 minutes), the WRS will automatically log you out of the system.  Your report will automatically be saved if you are on any of the worksheet pages when your session expires.  After a session ends, you have to re-enter your USER ID and PASSWORD at the login page to resume browsing or performing any tasks on the AOR/SDSPR segment of the WRS.

WRS Navigation

At the top of each AOR/SDSPR WRS web page there is a navigation menu and a toolbar that lets you browse the pages of the WRS.  The navigation menu and the toolbar have the following links:

Figure 4a: WRS Navigation

The AOR Page pull-down menu (on the left side of the Toolbar) allows you to select any AOR page without having to click on the “Next” button to browse to it.  Just select the page from the list and the program will immediately transfer you to that page.  This option is only available in the graphic version of the website.

NOTE: If you see the letter “ i “ inside a circle next to a question on any of the forms you can click on it to access more information.

 

3.1 Select Program

This section is only relevant for institutions with submission of multiple programs.

After logging into the WRS you will be presented with the Select Program page.  This section provides  instructions on how to select programs from this page.

1. Log into the WRS.

2. Select the program from the list that appears on the Select Program page by clicking on the OPSNO number next to the name of the program.

   
   Figure 5: Select Program

The Main Menu page will appear with options for the program you selected.  At the bottom of the Main Menu page you will see the information for the program you selected.

The Select Program page also has the submission “status” of each program and the last date of the status change (i.e. open, submitted, re-opened, re-submitted, approved)

3.2 Print/View AOR/SDSPR Reports(s)

This section provides instructions for printing or displaying the AOR/SDSPR Report(s).  The AOR/SDSPR forms can be printed at any time during or after the data entry process.  The printed forms can be reviewed for accuracy and can also serve as copies for your files.  Do not return these forms; they are for your use only.

To Print/View the AOR/SDSPR Report(s) do the following:

1. Access the AOR/SDSPR WRS Main Menu.

2. If the report is an SDSPR then you will see an option on the Main Menu to Print/View SDSPR Report.  Click on the link and the SDSPR worksheet will load in your browser window.

3. If the report is an AOR then you will see an option on the Main Menu to Print/View AOR Report(s).  Click on the link and the Print Report page will load.

   
   Figure 6: Print Report



4. Click on the pull-down menu down-arrow and select the AOR page to bring up the print window for each individual report page or click on the Print/View All Pages option to print or view the complete report.  The AOR page that you select for printing or viewing will be displayed in a printer-friendly format.
   
   
5. Once the desired AOR form appears on the screen, you can initiate a print request by selecting the print link at the top of the page or as follows:
• Pull down the File menu at the top of your browser window.
• Choose the Print option on the pull-down list.
• Once the Print window pops up, click the OK or Print button to print the chosen AOR page.

You can do the same for each page if you are printing each page separately.  To go back to the Worksheets page just click on the “Back” link at the top of the page.

3.3 Enter/Edit Data

This section provides instructions for accessing the WRS AOR/SDSPR Forms.  You may enter, change, and review data in the AOR/SDSPR forms through this option by following the instructions below:

1. Access the AOR/SDSPR WRS Main Menu.

2. If the program selected is an AOR click on the Enter/Edit AOR Form link on the Main Menu.  Page 1 of the AOR form will be displayed if the program has an “active” status, otherwise Page 2 will be presented if the status of the program is “closing”.  If the program selected is an SDSPR then click on the Enter/Edit SDSPR Form.

To enter/edit data on any AOR/SDSPR WRS form:

Use the mouse to position the cursor on the field where data will be entered or edited.  Type data and press tab to register the data; the cursor will advance to the next field.

NOTE: Data type will be checked by the system to validate correct data entry in every field to guard against typing errors.  You will be notified after leaving the field if you have made an error.

Do not type commas or $ signs as you type your numbers.

Do not type decimal points or cents in any figures.  Your figures must be rounded to the nearest dollar — adding cents to your figure will cause errors in the data.

To enter a negative number, type a dash (minus sign) and the number, then press tab.

To change any numeric data, use the mouse to position the cursor in the desired field, use the backspace or delete keys to erase the incorrect figures, type the new data into the field, and press tab.  The “ENTER” key cannot be used to go from field to field on a web form.

The form fields that have a blue border are automatically calculated by the WRS.  Values entered into these fields are not saved. The system recalculates the correct entry.

To navigate to another page use the top navigation toolbar.  Selecting Previous sends you to the previous page of the report; selecting Next sends you to the next page of the report.  If you are on the last page of a report and you select the Next button or the Save & Continue button on the bottom of the page the report will automatically be saved.  The WRS will then notify you of any incomplete report that needs to be submitted jointly with the current report.  You can complete any report by selecting the OPS_NO of the program.  If all reports that require joint submission are complete you will be given the option to Submit Report(s).

3.4 Edit/Error Messages

1. Edit/error messages are displayed only after data are entered.  The message appears in a dialog window that pops up on your screen.

2. Edit/error messages indicate erroneous or inconsistent data and may signal the need for correction.  In most cases, the correction is desirable, but not required.  One exception is the message ENTRY MUST BE ZERO OR GREATER.  This means a negative value was entered in a field relating to the number of borrowers and correction is required before the user may continue.

3. If you need additional information on a particular page, click the HELP button on the navigation toolbar.  If it becomes necessary to consult WRS technical support, refer to Appendix Afor contact information.

4. If you find that an edit message alerts you to a problem(s) that cannot be corrected prior to the reporting deadline, complete the AOR/SDSPR and submit it by the due date.  Please contact CBB or WRS Tech Support to resolve the problem immediately (See Appendix A).
   
   *NOTE: Edit message 2.2, 2.3, and 2.11 and negative cumulative amounts (except other costs - page 2 line D.14) must be corrected before the report can be submitted.

3.5 Enter/Edit Comments

This section instructs the user on how to enter/edit comments for the AOR or SDSPR report(s).   The comments form may be used for noting problems regarding AOR/SDSPR figures. Please do not use this section for reporting technical problems.  All technical problems should be sent to WRS Tech Support at wrssupport@hrsa.gov. This section should be used to comment on why your institution entered particular figures or have particular edits in their report.  Comments entered and saved will be submitted with your report.

The Enter/Edit Comment section can be accessed the following way for the AOR and SDSPR report:

SDSPR:
For the SDSPR report, the comment section can be accessed by opening the SDSPR report.  The comment section can be found at the bottom of the SDSPR report.   Use the comments field at the bottom of the SDSPR report to enter any SDSPR related comments.  

AOR:
For the AOR report, the comment section can be accessed by opening the AOR report.  The WRS will present the Enter/Edit Comments page after the user selects the Next or Save & Continue button on the last page of the AOR report.

The Enter/Edit Comments section can also be accessed for the SDSPR and AOR at anytime while the report is OPEN or RE-OPENED by following the steps below:

1. Access the WRS Main Menu.

2. Select the option Enter/Edit Comments by using the mouse to position the cursor over the option and click on the link.  The Comments page will be displayed.

3. Type your comments in the text box provided.  You may scroll down while entering text if you need more space for your comments.  The comments field has unlimited storage, so you may enter as many comments as needed.

3.6 Print/View Edit Report

The Edit Report is accessible from the Main Menu and from the navigation menu at the top of each data entry page.  An Edit Report will contain entries if the WRS finds erroneous or inconsistent data that has been entered. This report highlights data that will be accepted for submission by the system, but is likely to be evaluated for accuracy by HRSA staff.  The messages in the Edit Report explain how to identify the fields in question.

3.7 Logging Out

The WRS is a restricted Internet site.  You have to log in before you are allowed to enter the site and perform any of the tasks described in the previous sections.  The WRS Internet site uses session tracking mechanisms to allow you to browse throughout the site without having to be authenticated every time you click on a link on the WRS web pages.

A session is a period of time during which you can browse the Internet site to process or perform any operations for the AOR/SDSPR report while being tracked by the WRS secured environment. You can end a working session by logging out of the WRS by clicking on the “Logout” link which is located at the top of each page on the navigation menu.  The WRS will save the report data on the current form prior to logging you out of the system.  You will know that you have safely exited the system when you are notified that you have been logged out successfully.

If you leave your browser window unattended (without performing any actions or tasks) for more than an hour (60 minutes), the WRS will automatically log you out of the system.  Your report will automatically be saved if you are on  any of the worksheet pages when your session expires.  After a session ends, you have to re-enter your USER ID and PASSWORD at the login page to continue browsing or performing any tasks on the AOR/SDSPR segment of the WRS.

Please log out from the WRS whenever you need to stop using the system.  You can always go back to it and continue your work at any time, provided that you have not made a final submission of the AOR/SDSPR report.  Submission will prevent an unauthorized person from making any changes to your AOR/SDSPR report data.