d ivision of external affairs (dea) ambassador program online application user guide bcrs management information system solut

D ivision 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
Table of Contents
Introduction: Ambassador Program Online Application User Guide 3
Section 1: BCRS Portal 4
Section 2: Create Account 5
Section 3: Logging In 8
Section 4: Forgot Your Password 9
Section 5: Ambassador Portal 11
Section 6: My Contact Information 12
Section 7: My Professional Information 13
Section 8: My NHSC Program Information 15
Section 9: Application Submission 17
Section 10: Account Settings 18
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.
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.
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.
S teps:
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
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.
S teps:
1.
Applicant answers each of the required fields.
2.
Applicant selects to register for an account.
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.
*
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
*
System shall not allow user to log into account until account is
activated
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 re-direct him/her to log into the application.

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.
S teps:
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:
*
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
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 (Update
Password), (see Figure 5)


N otes:
*
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 upper-case 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.
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.
Section 6: My Contact Information
=================================
This section is used to capture contact information on the applicant.
S teps:
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
*
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.
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.
S teps:
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
*
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)

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
*
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

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.
.

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.
S teps 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.
Business Rules:
*
System will not allow applicant to change email to one that is in
use by another account.
*
System shall provide functionality for applicant to change
security question and answer.
*
System shall require applicant to log out and log back in upon
changing their username/email or password.
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