CSA Tracking System

Helping Families. Supporting Communities. Empowering Individuals.

IDHS Grantee-Providers use the CSA Tracking System to enter and submit GATA Budgets, view and print Uniform Grant Agreements/EEC Contracts and enter IDHS Year-end Financial Reporting Actuals (Year-end CFR Actual information).  You  must update the information in CSA any time there is a change in the required information.  All changes shall be made no later than the effective date of the change's occurrence.

Link to the New CSA Tracking System Provider web portal

  1. External Illinois.gov ID Password Reset
  2. How to Register for the CSA Tracking System
  3. CSA Tracking System Troubleshooting
  4. CSA Tracking System Contact Information
  5. Accessibility of OCA Web pages

External Illinois.gov ID Password Reset

  • To reactivate your account automatically, click here to Reset Your Password/Unlock Your Account.
  • To Reset Your Password or Account by Phone: Please call the Illinois Department of Innovation and Technology Service Desk [217-524-DoIT (3648) or 312-814-DoIT (3648)].  After the voice prompts, press #1 for software assistance and then press #1 for password reset.  You need your External Illinois.gov ID reset (not CSA password).
  • Once you have reset your password we also recommend that you use the following web link and set-up several different "Account Recovery Options" for your External Illinois.gov ID: https://www2.illinois.gov/sites/doit/support/Pages/DoITIdentityManagement.aspx

If you are unable to reset your External Illinois.gov ID password using the above options, please send a detailed email to DHS.DHSOCA@Illinois.gov.


How to Register for the CSA Tracking System

Grantee-Providers with Uniform Grant Agreements/EEC Contracts with IDHS are invited to register for the Illinois Department of Human Services CSA Tracking System.

  1. You will need a functioning External Illinois.gov ID and password.  If you do not have an External Illinois.gov ID, you can obtain one at the following web link: Create Illinois.gov Account.
    • Please note: Choose General Public (Not employed by the State of Illinois) [EXTERNAL] even if you are a State of Illinois employee.  Your CSA registration will not be validated if you choose Other Employees [SPS].
    • If you do not have a State of Illinois driver's license, please email your request to DHS.DHSOCA@Illinois.gov with the following information:  Name, Company, Address, Phone #, DUNS #, FEIN # and email address.
  2. You will need an Invitation Key Code in order to submit your request for CSA Tracking System access. If you do not have an Invitation Key Code, send an email to DHS.DHSOCA@Illinois.gov to receive your Invitation Key Code.  The Invitation Key Code can be used for multiple registrations.
  3. The address for the CSA Tracking System Registration Site is: https://csa.dhs.illinois.gov/gtrpublic/gtr.  Your organization's information goes under "Grantee." The user's information goes under "Provider."

Please note: If you are a new DHS provider, you will need to contact your division contact person to ensure your organization's information is in the CSA Tracking System before your registration will be approved.

Once your registration is processed by the Office of Contract Administration, you will receive instructions on how to log into the CSA Tracking System.

  • If you are a new IDHS provider, there may be a facilities page to enter your facilities information into the CSA Tracking System.
  • You should also go to the My Info tab and make sure you have a valid email address listed. Your External Illinois.gov ID is not a valid email address.
  • If you need access to sign off on GATA budgets, please go to the following link: Process for adding GATA Budget Signoff Authority.  Budget Signoff Authority cannot be requested by phone or in the comments section of Registration.
  • In order to access your IDHS Uniform Grant Agreements/EEC Contracts you will also need to ensure your organization has registered for access to the Centralized Repository Vault (CRV).  If your organization has not registered for CRV access you will not be able to view your contracts.  Please use the following web link to access the CRV Registration web page: Central Repository Access (CRV)

Confidentiality Notice - The Grantee-Provider shall comply with applicable State and Federal statutes, Federal regulations and Department administrative rules regarding confidential records or other information obtained by the Provider concerning persons served under this Agreement. The records and information shall be protected by the Provider from unauthorized disclosure.


CSA Tracking System Troubleshooting

Please note: If you were a registered user of the old CSA Tracking System, you were instructed to migrate your access to the new system before 1/31/18. Two steps were involved in the migration process: 1) creating an external ID and 2) logging into the old CSA system and entering your External Illinois.gov ID. If you did not complete both steps, you did not successfully migrate your account and will need to re-register. See instructions above to register. If you previously had Budget Signoff Authority, you will need to resubmit your request. Process for adding GATA Budget Signoff Authority

LOGIN

If you successfully migrated or re-registered and cannot log in, please use the tips below.

  • Use Internet Explorer or Firefox and the following link: New CSA Tracking System Provider web portal with your external ID (firstname.lastname@external.illinois.gov) and password.
  • If you need your password reset, you can do so at the following link: Reset Your Password/Unlock Your Account. Please make sure the last password you set up is different from anything you have used in the past and that it does not exceed 12 characters.
  • Delete your browsing history.

If you are still having problems logging in, please send a screen shot of your error including the entire screen to DHS.DHSOCA@Illinois.gov.

If you receive the message, "User is not associated with any Provider Agency. Please contact Office of Contract Administration to resolve the issue," send an email to DHS.DHSOCA@Illinois.gov and include your error message. This is a common problem that is easily fixed.

If you are logged into CSA and your session times out, you will need to close out of all instances of your browser before you are able to sign in again.

GATA BUDGETS

The system only requires one signature this year. Only the Executive Director or equivalent is required to sign the budget.

If you are trying to approve a budget and your "Executive Director or Equivalent Sign" button is not available, please check the status of your budget. If it says "Work in Progress," you need to click on the "Submit to Executives" button.

An email is not sent to your executives. You will need to let them know the budget is ready for approval.

If you have the message "WARNING: User not authorized to view this page. Please contact Office of Contract Administration for further assistance," you do not have budget signoff authority. Process for adding GATA Budget Signoff Authority.

For additional information regarding the GATA Budgets, go to the following link: IDHS GATA Budgets.

For questions regarding your GATA Budget, please contact your Division contact person.

SIGNATURE PAGES

The signature page is page 2 of an initial contract and page 1 of an amendment.

Please carefully read the email you received and include any additional documentation required for your contract/amendment.

Signature pages and additional documentation should be emailed to DHS.DHSOCA@Illinois.gov or faxed to (217) 524-9587.

Please do not include the entire contract.


CSA Tracking System Contact Information

If you have an error, please describe your error and send a screen shot of the entire screen to DHS.DHSOCA@Illinois.gov or call (217) 785-9260.

Please do not send multiple emails or phone messages. OCA staff will respond to you as soon as possible.


Accessibility of OCA Web pages

If you have questions about this section or require an accessible version of a document posted in this section, please contact the Office of Contract Administration at (217) 785-9260 or by email at DHS.DHSOCA@Illinois.gov.