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PIMS Users Manual

The document provides step-by-step instructions for creating an account and accessing the PIMS system for both new and existing organizations. It outlines the registration process, how to submit threshold certifications and upload required documents, and the approval workflow for new users. Managers of existing organizations can activate new users registered under their organization from within the PIMS system.

Uploaded by

Anne Domingo
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
407 views25 pages

PIMS Users Manual

The document provides step-by-step instructions for creating an account and accessing the PIMS system for both new and existing organizations. It outlines the registration process, how to submit threshold certifications and upload required documents, and the approval workflow for new users. Managers of existing organizations can activate new users registered under their organization from within the PIMS system.

Uploaded by

Anne Domingo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 25

PIMS – Getting Started Click Here to open the

PIMS website

Step 1 – Click “Create Account”


Business New to PIMS? Existing Business in PIMS?
Business/Agency name not in the drop down? Select your Business/Agency name in drop down
• Select New Account then Skip to page 4
Select Account Type
• Non Profit or
• City, County, or other Public Entity
If you select City, County, or Public Entity Skip to Page 4
Non Profit Questionnaire

All New Account questions must be answered by Non-Profits


All Fields are Required:

Email Address:
Please use a valid email address as this will be used to
finalize the registration process. Once approved the
email address listed here will receive an email with
the users temporary password and link so the user
can set their new password.

Legal Business Name:


Please use the legal business name associated with
the Tax ID entered

After submission, the PIMS Admin will be notified a


new user has registered. NOTE: The PIMS Admin has
two business days to approve a new users account.

If a user registers under an existing business/agency,


the email notification will go to the Manager of the
business/agency for approval. (See pages 22 – 24 for
instructions).
Upon successful submission,
your screen should show the
congratulations message.

If you are a new account, THDA


will approve within 2 business
days.

If you registered under an


existing account, the current
manager for the account will
receive an email to approve you.
Email Example after approval

The “Click Here” link will open


PIMS where you will enter the
temporary password provided
and create a new password.

NOTE: If you copy and paste the temporary password, be sure that you DO NOT copy an extra space after it.
If you do this will cause an invalid error message when setting up your new password.
Enter your temporary password

Create and Confirm your new password

Please follow the password conditions


when setting up your new one.
PIMS Login Screen
After hitting submit on the password screen, you will be redirected to the PIMS login page.
From here you will enter your User ID (email) and the password you have created.
PIMS Home Screen

If you wish to apply for one of your If you are needing to upload PIMS documents,
programs, please click on ‘Threshold please click on ‘Documents’ on the menu.
& Self Certification’ on the menu. (See pages 18 – 21 for instructions)
(See pages 9 – 17 for instructions)
Threshold & Self Certification

Business/Agencies needing pre-approval for a THDA program will need to submit a Threshold & Self Certification.
Click on the menu link to begin.
Select the Program you
wish to apply for then
select all that apply below.

When done, click


Next
The number of threshold
questions are determined by
the selections made on the
previous page. All questions
require a response.

Once you have completed the


threshold questions, please
click Next.
All Capacity Self Certification
questions require an answer.

Once you have completed this


page, please click Review.
Below is s screen shot of the bottom of the Review page.
It consists of all the questions with your answers

If you wish to edit your answers just click the If you are satisfied with your answers, click the
edit button and you will be taken back to the Approve button to continue.
first page with questions.
Electronic Certification and Signature
The first signature line is for the user who has filled out the Threshold & Self Certification questions.
The second signature is for the person who is responsible for the Program you have submitted the questions for.

Please use valid email


addresses. These will
be used for approved
or denied notification
Successful Submission!!!

Upon successful submission, your


screen will redirect to the above. Email Example
The user that submitted the
questions will also receive an email
with a pdf copy of the questions
along with their answers.
After submission, your Threshold & Self Certification will be reviewed by THDA. A response will take no more
than 10 business days and will come by email. An approved email will have instructions on what your next
steps are. A denied email will list the reasons why along with contact info.

NOTE: If you have submitted a Threshold & Self Certification for the HOME Program
and you are Approved, a registration email will be sent to you for the new THDA Grants
Management System. – SEE NEXT SLIDE – Here you will be able to fill out the HOME
Application online.

If you have any questions, please email us at [email protected] or you can call (800) 228-THDA
For HOME applicants who are approved in PIMS
If your Threshold questions are approved, you will receive an email from the
Grants Management System. Below is an example of the email you will receive.

REMINDER: The second email entered on the PIMS Certification page will receive this email

The “Click Here” link will open


the Grants Management System
where you will enter the
temporary password provided.

NOTE: If you copy and paste the temporary password, be sure that you DO NOT copy an extra space after it. If you do this will cause an invalid error
message when setting up your new password.
Documents

To upload a file, click ‘Choose


File’ button on the type and
attach the file. Once the file is
attached, the file name will
appear to the right.

You may attach a file to each type


before hitting the ‘Upload’
button.
Document(s) Uploaded!

Email Example

For each type uploaded, you will see a message stating the upload has
succeeded. You will receive a confirmation email as well.
To View Existing Files

Click ‘View File’ next to the type you wish to view.

Each type will keep a running list of documents you have


uploaded. Click on the link you wish to open to view the file.

The numbers on the file type represent the date and time it was uploaded.
Example Above translates to 1/3/2019 at 11:03:13 am
Documents are restricted to 25MB per upload. If you have a larger file, you may
break it down into sections then upload them. We suggest that you not upload
anything in color since it greatly increases the size of the file.

File types are restricted to pdf’s only!


Please make sure the file extension is lower case “.pdf”
We have seen upload issues if it is capitalized

If a file is too large or is not in the correct format, you will receive an error message.
See example below.
Existing Business/Agency Manager Approval Steps

Managers have the ability to Activate their own users. Any new
users who register under their business/agency in PIMS will
need to click on ‘Maintenance’ on the menu.
Click on ‘Status’ to see the list of managers/users in PIMS for your business/agency.
Click on the user you want to activate. You will see Active and Locked check boxes appear. To activate, click
‘Active’ and hit Submit. The user will receive an email with a link to PIMS and their temporary password.

If you wish to make the new user a Manager, please email [email protected]
If you have any questions, please email us at
[email protected] or you can call (800) 228-THDA

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