CSA Tracking System

Due to the COVID-19 Virus, the IDHS Office of Contract Administration staff are functioning remotely. Please email any questions rather than calling.

CSA/UGA/UIGA/EEC - DHS.DHSOCA@illinois.gov

We ask that you please bear with us as we work to continue to provide support to IDHS grantees and providers.


IDHS Grantee-Providers use the CSA Tracking System (CSA) 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 CSA Tracking System
CSA Provider User Manual - Updated 4/1/21 (.pdf)
GATA Budgets
External Illinois.gov ID Password Reset
How to Register for the CSA Tracking System
CSA Tracking System Troubleshooting
Signature Pages
Provider Contact Information
CSA Tracking System Contact Information


External Illinois.gov ID Password Reset

  • Click here to Reset Your Password/Unlock Your Account.  You do not need to add @external.illinois.gov at this link.
  • To Reset Your Password or Unlock Your 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).
  • 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.
  • 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.

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

PLEASE NOTE: If you are a new IDHS grantee-provider or an existing IDHS grantee-provider, you will need to contact your IDHS division contact person or the IDHS contact person on the posted Notice of Funding Opportunity (NOFO) 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 in the CSA.

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

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.

  1. Create 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 DoIT Identity Management.
    • If you do not have an External Illinois.gov ID, you can obtain one at the following web link Create Illinois.gov Account. Choose General Public (Not employed by the State of Illinois) [EXTERNAL] even if you are a State of Illinois employee. You will receive an email from DoIT Identity Management when your External Illinois.gov ID has been created. If you do not have a State of Illinois driver's license, 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 #, FEIN #, UEI and email address.
  2. Register for CSA Tracking System access:  You will need an Invitation Key Code in order to submit your request for CSA Tracking System (CSA) access. If you do not have an Invitation Key Code, you can request an Invitation Key Code 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. 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. Please be sure to provide a valid email account 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. 

If you receive an error message that you have previously been denied or 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.

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 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: Centralized Repository Vault (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 see the CSA Provider User Manual.  The Manual was updated 4/1/21.

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. See instructions above to register.

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. You do not need to add @external.illinois.gov at this link.  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 in to 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 a screen shot before and after the error, including the entire screen to DHS.DHSOCA@Illinois.gov.

GATA BUDGETS

Please see the GATA Budget Manual in the HELP tab in CSA.  The Manual was updated 2/9/22.

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.

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 in the CSA Tracking System, please contact your DHS Division contact person


Signature Pages

To view your contract, click on the Contracts tab at the top of the page.  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 Exhibit D of 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 indicates that you need to return the 1) Contract Signature Page, 2) Taxpayer Identification Number Page, 3) the Standard 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.  You do not need to send the Forms B Declaration.

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

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

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 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 in Exhibit D of your contract for a status update.

Required fields on Standard Certifications form:

  • Check box in Item 30
  • Check box in Item 32

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

Forms B Certifications are not required with CSA grants and contracts.

For questions regarding your contract, please contact the DHS contact person listed in Exhibit D of your contract.


Provider Contact Information

Changes to the contact information and the distribution list to receive emails regarding your contract can be made in the Provider Info tab in CSA.  If the main contact or the address for your organization has changed, contact the DHS contact person listed in Exhibit D of your contract to make the changes in the CSA Tracking System.

If you would like CSA access revoked for users, email your request to DHS.DHSOCA@Illinois.gov. Please note: Only users with @External.Illinois.gov IDs and an "A" in the Status column are active .  You do not need to request access be revoked for users with email addresses for their ID.


CSA Tracking System Contact Information

If you have an error that is not fixed after following the steps in CSA Tracking System Troubleshooting, please describe your error and send a screen shot of the entire screen before and after the error to DHS.DHSOCA@Illinois.gov.

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 DHS.DHSOCA@Illinois.gov or (217) 785-9260.