CSA Tracking System Provider User Manual

  1. Updated 1/1/24
  2. Non-Accessible PDF with Screenshots (pdf)
  3. Overview
  4. Provider Access Registration
    1. Step 1: Obtain External Illinois.gov ID
    2. Step Two: Register for CSA Tracking System Access
  5. Walkthrough of the Provider Site
    1. Login
    2. Home Tab
    3. Contracts Tab
    4. Provider Tab
    5. Facilities Tab
    6. CRF Budgets Tab
    7. GATA Budgets Tab
    8. Actuals Tab
    9. My Info Tab
    10. Forms Tab
    11. Help Tab
    12. Logout Tab
  6. CSA Provider User Troubleshooting
    1. LOGIN
    2. GATA BUDGETS
    3. SIGNATURE PAGES
  7. CONTACT INFORMATION

Updated 1/1/24

Non-Accessible PDF with Screenshots (pdf)

Overview

Illinois Department of Human Services (IDHS) Grantee-Providers use the CSA Tracking System to enter and submit Grant Budgets (also referenced as a GATA Budgets), view and print Uniform Grant Agreements (UGAs), and Executive Ethics Commission (EECs) 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.

Please visit our website for Information on the CSA Tracking System - Provider Access. This page is updated often to provide users up-to-date information regarding the CSA Tracking System.

Provider Access Registration

Two steps are involved in registering for the CSA Tracking System:

  1. creating an External Illinois.gov ID and
  2. registering your external Illinois.gov ID for the CSA Tracking System.

If you do not complete both steps, you will not have access to the CSA Tracking System.

Please note: If you are a new IDHS provider, you will need to contact your IDHS division contact person to enter your organization's information in the CSA Tracking System before your registration will be approved. Do not register before contacting your IDHS division contact person to enter your organization's information.

Step 1: Obtain External Illinois.gov ID

Before registering for CSA Tracking System access, you will need a functioning External Illinois.gov ID and password.

If you already have an External Illinois.gov ID, you do not need to create a new one. Please note: A Public ID is different than an External Illinois.gov ID. An External Illinois.gov ID uses firstname.lastname@external.Illinois.gov. A Public ID uses username@public.external.Illinois.gov. You can check the Domain on the email received from Identity Management. IDHS does not have access to External Illinois.gov ID information. If you have questions regarding your External Illinois.gov ID, please contact 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.

If you do not have an External Illinois.gov ID, you can obtain one at the following link Create Illinois.gov Account. Enter your work email address and click "Submit."

DoIT only allows one External Illinois.gov ID per email address. If an External Illinois.gov ID already exists for the email address entered, you will receive an error message.

If you have entered a generic email address, use your individual email address. If you are using your individual email address, you may have already created an External Illinois.gov ID. Search your emails for the confirmation email from IdentityManagement@illinois.gov. You can also 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.

A confirmation email will be sent to the email address you provided. You must click on the link contained in the email to continue. If you can't find the message, check your Spam or Bulk Mail folders. If you do not find the email in these folders, add IdentityManagement@illinois.gov to your address book or the list of allowed addresses on your filter, then try to create an account again.

Enter a password.

Enter your Illinois driver's license information. You will need to enter your information exactly as it is listed on your driver's license.

If you do not have a State of Illinois driver's license or if you continues to receive an error message, please email your request to manually create an External Illinois.gov ID to DHS.DHSOCA@Illinois.gov with the following information: Name, Company, Address, Phone Number, FEIN, UEI and email address.

When it asks you if you are an Active State Employee choose No, even if you are a State of Illinois employee. If you choose Yes, you will be given an Internal ID which does not work with the CSA Tracking System. Enter your Company Name and hit "Submit."

You will receive an email from Identity Management when your External Illinois.gov ID has been created. Please verify your username and domain.

Your Username is: firstname.lastname

The Domain you will select on the Web Authentication Portal is: General Public (Not employed by the State of Illinois) [ EXTERNAL ]

We also suggest that you visit Account Recovery Options to configure the password recovery options for your Account.

Step Two: Register for CSA Tracking System Access

After your External Illinois.gov ID is created, you will need to register for the CSA Tracking System. You will need an Invitation Key Code to register for CSA Tracking System (CSA) access.

If you do not have an Invitation Key Code, you can request an Invitation from the IDHS contact person for your existing IDHS grant or Notice of Funding Opportunity (NOFO). The Invitation Key Code can be used for multiple registrations.

Do not register until you have created your External Illinois.gov ID and ensured your organization is listed as a provider in CSA.

Agreement number is not a required field. If your organization has more than one Resource listed in the CSA, please be sure to include an Agreement Number or Resource ID in the registration. The Resource ID can be found in the My Info tab of a current user already registered in CSA. You do not need to list all agreement numbers in your registration.

The user may select multiple divisions by holding the CTRL button and selecting the appropriate divisions. If you do not know the division, choose Office of Contract Administration.

Please be sure to provide a valid email address in the User Email Account field. Your External Illinois.gov ID is not a valid email address. If you enter your External Illinois.gov ID in the User Email Account field, you will not receive the automated emails regarding your registration.

Notes is not a required field. Notes should be used for Resource ID and/or additional agreement numbers. You cannot request budget signoff authority in the notes.

Click "Apply" when finished.

If you receive a Data Validation Error, correct the information and click "Apply" again.

If you receive "Please verify the input FEIN," please check your FEIN again. If it is correct, please contact the DHS contact person for the grant or Notice of Funding Opportunity to enter your provider information into CSA before you can register.

If you receive "Invitation key is not valid," please check your invitation key again. If it is correct, please make sure the invitation key is for the CSA Tracking System and not the CRV. They are two separate systems and have different invitation keys.

If you receive "A valid User External Illinois Gov ID is required," ensure you are typing in the External Illinois.gov ID provided by DoIT Identity Management. It will need to be in the following format: firstname.lastname@external.illinois.gov.

If you receive "User's Email Account should be a valid email address," go to the User Email Address field and type in your email address. External IDs are not email addresses and are not allowed in this field.

If you receive an error message that you are already registered, please contact DHS.DHSOCA@Illinois.gov and relay your error message. Please provide your Name, Company, FEIN and External Illinois.gov ID.

If you receive an error message that your registration is pending, please contact DHS.DHSOCA@Illinois.gov and relay your error message. Please provide your Name, Company, FEIN and External Illinois.gov ID.

Once your registration is processed, you will receive an email with instructions on how to log into the CSA Tracking System. You will need to use your entire External Illinois.gov ID (firstname.lastname@external.Illinois.gov) as your username when logging in. Do not attempt to access CSA until you receive the email notification that your registration has been approved.

  • The CSA Tracking System only allows access to one Provider. If you need your access switched to a different provider, please request this via email to DHS.DHSOCA@Illinois.gov and provide your External Illinois.gov ID, Provider Name, Provider FEIN and Resource ID (if applicable).
  • If you are a new IDHS provider, there may be a facilities page to enter your facilities information into the CSA Tracking System.
  • 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 Notes section of Registration.
  • 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 link to access the CRV Registration web page: Centralized Repository Vault (CRV)

Walkthrough of the Provider Site

Login

The CSA Tracking System can be accessed using Chrome, Edge or Firefox and the following link: CSA Tracking System. Enter your entire External Illinois.gov ID (firstname.lastname@external.illinois.gov) and password:

Do not save the password. To clear old passwords:

  • Chrome: Tap or click on the three dot icon in the upper right corner of the Chrome browser. Select Settings > Autofill > Passwords. To delete a password, tap or click the three-dot icon next to it and select Remove.
  • Edge: Select Settings and more > Settings. Select Privacy, search, and services. Under Clear browsing data, select Choose what to clear. Select Passwords and then select Clear now.
  • Firefox: Click the Menu. Click Privacy & Security on the left pane. Click the Saved Logins. To delete individual site passwords, select the website, click on Show Passwords, select the one to delete, then click Remove. To delete all saved passwords, select the website, then click Remove All.

If you cannot login to the CSA Tracking System, please use the tips below.

Test your password here: Account Recovery Options. Do not include @external.illinois.gov at this link.

If the password does not work at that link, Reset your Password. Do not include @external.illinois.gov at this link.

If you do not know your External Illinois.gov ID, search your emails for the confirmation email from IdentityManagement@illinois.gov.  You can also 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 will need to close out of all instances of your browser before attempting to log back into CSA.

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

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.

If you get the message, "You are now logged in," you are using an old link. Close out of all instances of your browser and use the following link: 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. The items marked with an asterisk are required. Click "Save" when finished entering the facility information.

Home Tab

Upon logging you will see items needing your attention. Please be sure to check your Facilities Tab, Provider Contacts and Provider Staff Access regularly to ensure the information is current.

If you see the following message, your organization needs to register for the Centralized Repository Vault (CRV). The error message contains a link to instructions on How to Register for the Centralized Repository Vault (CRV) as well as the DHS.CRV.Support@illinois.gov email address. You can enter a GATA Budget if you have this message, but you cannot view your contract.

Contracts Tab

To view your contracts, click on the Contracts Tab at the top of the page.

When you click on the Agreement Number link, a PDF version of the contract will open in a new window. You will have the option to save or print the contract.

If you do not see your contract, please contact the IDHS contact person for your contract.

Provider Tab

Under the Provider Info tab, you can update your provider and FFATA information.

To view and update your contacts, click on "Provider Contacts."

You can edit or delete existing contacts.

You can add additional contacts by clicking "Add New Contact."

If the main contact or the address for your organization has changed, contact the IDHS contact person listed in your contract to make the changes in the CSA Tracking System.

If an email address receiving contract publication notifications is not listed in Provider Contacts or in the Facilities tab and needs to be deleted, you can request the deletion by emailing DHS.DHSOCA@illinois.gov.  Be sure to indicate that the email address is receiving contract publication notifications and is not listed in Provider Contacts or the Facilities tab.

Click "Cancel" or "Save" to return to the Provider Info tab.

Click on "Provider Staff Access" to see the registered CSA users.

Please note that April Connolly is an IDHS staff member who assists users with CSA. If you see her name, please disregard.

If you would like CSA access revoked for users, email your request to DHS.DHSOCA@illinois.gov.

To add a new user, please see the following link: How to Register for the CSA Tracking System.

Users with a "Y" in the Budget Signoff column have Budget Signoff Authority. To request Budget Signoff Authority for a user, please see the following link: Process for adding GATA Budget Signoff Authority.

Click "Cancel" to return to the Provider Info tab.

You can update your FFATA information. You will need to check the certification box and click "Save." An official can be added by clicking "Add Official."

The Top 5 highly compensated officials' information is required only if FFATA selection is Yes on question 1 and No on question 2. Enter Name and Salary and click "Save."

Facilities Tab

The Facilities tab is where the providers can list multiple locations and contact information. The information can be edited by clicking the facility name. To add a facility, click "Add Facility."

Click "Cancel" or "Save" to return to the Provider Facility tab.

CRF Budgets Tab

The CFR Budgets tab is no longer used. Providers should enter their budgets in the GATA Budgets tab.

GATA Budgets Tab

All budgets from FY17 to present will be in the GATA Budgets tab. You will need to choose the fiscal year and click "Search" to pull up the GATA Budgets. Click on "View" next to the budget you would like to view.

To add a new budget, click "Add Budget."

For more information, please see the instruction manual in the Help tab. If you have questions, please contact the IDHS contact person listed in your contract or the Notice of Funding Opportunity (NOFO).

Actuals Tab

You can see previous years' actuals in the Actuals tab. Click "View" next to the fiscal year you would like to view. You can also add new actuals by clicking "Add Actual."

Choose Fiscal Year, add Standard Weekly Hours and click "Save."

Click "Add Program" to add a program.

Enter Program Name, Program Code, Funding Agency and Program Description. Click either "Save" or "Save & Add Another Program."

Enter your Program Costs using the drop down at the top right-hand corner of the page.

Hit "Save & Recalculate." Do the same for Revenue, Unit, Personnel and Contractual. When complete, click the "Year End Main Page" link to display the Year-End screen.

Hit "Submit."

For more information, contact DHS.OCA.FinancialReporting@Illinois.gov.

My Info Tab

You can change your name, phone number and email address in the "My Info" tab. Make sure you have a valid email address listed. Your External Illinois.gov ID is not a valid email address.

You can also see your "Resource ID." The Resource ID is used to identify the correct account for those entities which are listed as a provider more than once.

Forms Tab

The "Forms" tab contains the following forms needed for certain agreements:

  • DHS Financial Disclosures and Conflicts of Interest
  • DHS Standard Illinois Certifications

The forms are updated every year.

The contract notification email will specify the forms needed to process your contract.

Help Tab

If you click on the Help tab, the following screen will appear. Click on the link for the document you would like to review.

Logout Tab

If you click "Logout," the following screen will appear.

You will need to exit out of all instances of your browser before attempting to log back into CSA. If you fail to close out of your browser, you will receive an error.

CSA Provider User Troubleshooting

For the most up-to-date troubleshooting, please see the website: CSA Tracking System Troubleshooting.

LOGIN

Please note: Two steps are involved in registering for the CSA Tracking System: 1) creating an External Illinois.gov ID and 2) registering your external Illinois.gov ID for the CSA Tracking System. If you do not complete both steps, you will not have access to the CSA Tracking System.

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

If you cannot log in to the CSA Tracking System, please use the tips below.

  • Test your password here: Account Recovery Options. If your password does not work at that link, you will need to Reset Your Password/Unlock Your Account. When you are setting up a new password, make sure it is completely unique from previous passwords. If you are using the same beginning and only changing the ending character or two, i.e., previous as Password1 and new as Password2, your new password will be accepted in Identity Management but can fail to authenticate at login. Also, passwords over 12 characters will also be accepted in Identity Management but can fail to authenticate at login.
  • Close out of all instances of your browser before attempting to log back into CSA. Use Edge, Chrome or Firefox and the following link: CSA Tracking System. Enter your entire External Illinois.gov ID (firstname.lastname@external.illinois.gov) and password.
  • Delete your browsing history (including passwords), close out of your browser and to attempt to log back in.
  • Open a New Session of your browser and attempt to log in with the new session.
  • Attempt to log in using a different browser.

If you are still having problems logging in, please send detailed description of your error as well as a screen shot of the entire screen before and after the error to DHS.DHSOCA@Illinois.gov.

GATA BUDGETS

Please see the GATA Budget Manual in the HELP tab in CSA.

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

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

If you are trying to approve a budget and the "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. Error messages will be listed at the top of the screen.

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. Please see 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 IDHS Division contact person.

SIGNATURE PAGES

To see updated signature page guidelines, see the following website: Signature Pages.

To view your contract, click on the Contracts tab in the CSA Tracking System. Click on the Agreement Number link, and a PDF file of the contract will open in a new window. You will have the option to save or print the contract.

The signature page is page 2 of an initial contract and page 1 of an amendment. Please do not email the entire agreement, only the signature page and any additional forms listed in the notification email.

Sign under your organization's name. Do not sign in the Department of Human Services' space.

Date your agreement.

Fill out the Printed Name and Printed Title.

If you do not date your agreement or fill out the Printed Name and Printed Title, the signature page may not be accepted.

If there are changes in the contact information, you can write in the changes on the signature page. You will also need to inform the DHS contact person listed in your contract to make the changes in the CSA Tracking System. You can make any changes to the distribution list to receive emails regarding your contract in the Provider Info tab in CSA.

Please be sure to follow the instructions in the contract notification email to avoid delays in processing your contract. The notification email will let you know if you need to send additional forms.

If the notification email does not indicate additional forms are needed, please only send the signed signature page.

If the notification email indicates that you need to return the 1) Contract Signature Page (page 2 of your contract), 2) Taxpayer Identification Number Page (last page of your contract), 3) the Standard Illinois Certifications Form and 4) the Financial Disclosures & Conflicts of Interest Form, you must include all 4 items in your email for your contract to be processed. Forms are in the FORMS tab in CSA. Required fields on the two forms are listed at the end of this section. Please return every page of the forms. There should be 15 pages plus any additional pages needed for Table X, Y or Z.

If you have more than one contract that requires the Standard Illinois Certification Form and the Financial Disclosures & Conflicts of Interest Form, please include the forms with each of your contracts.

Please note that the Standard Illinois Certifications Form has changed. Make sure you are using V.23.1. The new form is in the Forms tab in CSA.

Signature pages and additional documentation should be emailed to DHS.DHSOCA@Illinois.gov or faxed to (217) 524-9587. Please include your agreement number in the subject of the email. Please do not email the entire agreement, only the signature page and any additional forms listed in the notification email. You do not need to return page 1 of the initial contract.

The Office of Contract Administration no longer accepts encrypted message links for signature pages after receiving several viruses. Please either fax or send a PDF attachment of your signature page.

If you have additional questions or concerns, please send them in a separate email from your signature page.

Please do not request an email confirming we received your signature page. The DHS contact person for your contract will let you know if we have not received the signature page. If you would like additional confirmation that your signature page has been received, please request a Read Receipt on your email. For Outlook, choose "Options" and click on "Request a Read Receipt."

The Office of Contract Administration does not send signed copies of agreements to providers. The signature pages are uploaded to the CSA Tracking System. If the signature page is not uploaded to CSA, you will need to contact the DHS contact person listed your contract for a status update.

Required fields on Standard Illinois Certifications form:

* Check box in Item 30

Required fields on Financial Disclosures & Conflicts of Interest form:

  • Page 1
    • Disclosure submitted for - Check one of the 4 boxes. Most of the time you should mark Vendor. If the vendor is owned by a parent company or uses subcontractors, the parent company and/or subcontractor also need to complete and return the form.
    • Project (Grant) Name - This is the program name
    • Contract Number - This is the Agreement number listed at the top right-hand corner of the contract
    • Vendor Name - This is the name of your company
    • Instrument of Ownership - Choose one of the following: Sole Proprietorship, Corporate Stock, Limited Liability Company, Partnership Agreement, Not-For-Profit Corporation, Other and Trust Agreement
  • Step 1
    • Check one of the six options - If you are a school district or governmental entity, choose Option 5
  • Step 2
    • Complete one of the three tables according to your choice in Step 1. Option 5 (Non-for-Profit) complete Table Z on page 4. Options 1, 2, 3, 4 & 6 complete either X or Y on page 3 and check yes or no in two statements on page 4. If you are a school district, your School Board is your Board of Directors.
  • Step 3
    • Disclosure of Lobbyist - Did you use a lobbyist to secure this grant/contract?
  • Steps 4, 5, 6, 7, 8
    • Complete if Options 1, 2, 3, 4 or 6 are chosen in Step 1. Do not complete if Option 5 (Non-for-Profit).
  • Step 9
    • Name of Disclosing Entity - This is the name of your company
    • Signature
    • Date
    • Printed Name
    • Title
    • Phone Number
    • Email Address

CONTACT INFORMATION

For questions regarding your contract or your budget, please contact your IDHS contact person. The contact person can be found in your contract or on the Notice of Funding Opportunity.

If you have an error in CSA, please provide a detailed description of your error and send a screen shot of the entire screen to DHS.DHSOCA@Illinois.gov.

To Reset Your External Illinois.gov ID Password: Reset Your Password/Unlock Your Account or 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.

DHS-For Providers website

CSA Tracking System website

CSA Tracking System

Centralized Repository Vault (CRV) website

Centralized Repository Vault (CRV)

GATA Budget website