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Technical Assistance Presentation for Grantee Training

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Title: Technical Assistance Presentation for Grantee Training Author: Daniel D. Maramba Last modified by: kpaddleford Created Date: 10/12/2008 12:36:01 AM – PowerPoint PPT presentation

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Title: Technical Assistance Presentation for Grantee Training


1
Health Resources and Services Administration
(HRSA)
Web-Based Uniform Data System (UDS) Overview
Presented To Grantees TBD
2
Agenda
  • Purpose and Goals
  • Process Overview
  • Prerequisites
  • EHBs Notes
  • Walkthrough of UDS Forms
  • Resources

3
Purpose and Goals
  • Purpose
  • To provide an overview of the process for
    completing and submitting the UDS report
  • To visually highlight key steps and procedures in
    the process
  • To communicate the resources available to
    applicants for more information
  • To answer any preliminary questions from grantees
    regarding the new process
  • Goals
  • To provide technical assistance to grantees
  • To help grantees transition to web-based
    reporting for the CY2008 reporting period

4
Purpose and Goals (Continued)
  • Caveat
  • This presentation does not cover programmatic
    aspects of the Uniform Data Entry system
  • For detailed information on UDS and the data to
    be reported, refer to BPHCs UDS 2010 Reporting
    Manual

5
Process Overview
  • 1. HRSA will make the UDS report available in
    the HRSA Electronic Handbooks (EHBs) on January
    1, 2010.
  • 2. Grantees will login to the EHBs, navigate to
    the UDS report, complete and submit it.
  • 3. Completing the UDS report is a three-step
    process
  • a. Complete and validate tables
  • b. Resolve Data Audit checks
  • c. Review and submit report
  • 4. Once the report is submitted, the reviewing
    process begins. The reviewer (Editor) may
    contact the grantee with questions.
  • 5. The editor may request changes from the
    grantee. If this is the case, the report will be
    made available in the EHBs again and must be
    resubmitted.

6
Prerequisites (All Users)
  • All users who wish to work on the UDS report must
    register in the HRSA EHBs
  • Go to https//grants.hrsa.gov/webexternal/login.as
    p

Need help? Get it here
Start here
Read the guidelines here
If you have registered before, you do not have to
register again. Use the same username and
password. Contact the HRSA Call Center if you do
not remember your username or password.
7
Prerequisites (All Users)
  • All users must add the grant to their portfolio
  • You will need the grant number (from box 4b from
    most recent NGA).
  • If you are the Project Director, you will be
    given immediate access to the grant otherwise,
    you will get access to the grant when the Project
    Director gives it to you.

Click Add to Portfolio to add a grant to your
portfolio
8
Prerequisites (Project Director)
  • Project Director must grant users permission to
    view, edit or submit the UDS report

Open the Grant Handbook for the Health Center
Cluster grant
Click Control How Others Can Work on Submissions
to set up permissions for other users
9
Access Privileges
UDS is a performance report
Privilege Access Level
View Access the read-only version of the entire report for the current year Access the submitted read-only version of the entire report for all previous years
Edit Ability to enter and save the data in the electronic forms for all the report tables Ability to perform edit checks on the data and validate the data in the report Access to view the UDS reviewer change requests and comments In addition, all access associated with the 'View' privilege
Submit Ability to submit the report once the data has been entered and validated In addition, all access associated with the 'View' and 'Edit' privileges
10
HRSA EHBs Notes
  • HRSA EHBs allows you to work on your report in
    parts, save it online and return to complete it
    later
  • Multiple users can work on the report at the same
    time
  • Multiple users can work on different tables at
    the same time
  • Multiple users can work on the same table in
    different reports at the same time (e.g., User A
    can work on Table 3A in the Universal Report
    while User B works on Table 3A in the Migrant
    Health Report)
  • HRSA EHBs have two views one for data entry and
    one for review
  • The view for review appears just like the
    printed form
  • The view for data entry is set up for user
    friendly data entry

11
Logging In
https//grants.hrsa.gov/webexternal/login.asp
12
Navigation to UDS Report Welcome Page
Is this link disabled?
If it is, ask your Project Director for
permission to access Performance Reports
13
Navigation to UDS Report Welcome Page
Click View Portfolio to view your grant portfolio
14
Navigation to UDS Report Grant Portfolio
Dont see your grant in the list? Add it.
15
Navigation to UDS Report Grant Portfolio (Contd)
Locate your Health Center Cluster grant in the
Grants List
Click Open Grant Handbook
16
Navigation to UDS Report Grant Handbook
This is the handbook for this grant
Click Performance Reports
17
Performance Reports List Page
UDS and other Performance reports are listed on
this page.
18
UDS in Performance Report List
Search button
Click the Search button to search for previous
year reports
Previous year reports will be available for
online viewing starting 2010, when you will have
access to the read-only version of the final
submitted report for 2008. In 2009, however, you
will not have access to the read-only versions of
the reports submitted for the reporting years of
2007 and earlier.
19
Schedule Status
Schedule Status Describes the lifecycle of the
UDS report
Schedule Status Denotes Whos Responsible?
Not Started This indicates that the report has never been worked on. When the new report is available in the grants handbook it will be in the 'Not Started' status. Grantee
In Progress Clicking on the Start Report link changes the status of the report to In Progress. Grantee
Submitted This indicates that the report has been submitted. HRSA
Change Requested After the report has been submitted, it is sent to the UDS reviewer. If the reviewer determines that changes are needed, the report will be made available to the grantee again for changes. The schedule status will move to 'Change Requested. The report will stay in this status while it is being corrected. When the changes are made and the report is re-submitted, the schedule status will revert to Submitted. Grantee
20
Submission Status
Submission Status Describes the status of the
UDS report while it is being prepared, reviewed,
or revised, either originally or in response to a
request for changes.
Submission Status Denotes
Data Entry in Progress The report is in this status before it has been submitted.
Submitted This indicates that the report has been submitted.
Exempted This indicates that the report is exempt.
Note More submission statuses will be added in the future. Note More submission statuses will be added in the future.
21
Start Report
Click Start Report
22
UDS Report Window
UDS Report opens in a separate window
23
Process Information Page
Click this arrow to show/hide the side menu
24
Process Information Page
Use the side menu to jump to any section of the
report
25
Process Information Page
Observe your progress through the three steps to
completing the report here
Gray Not Started Blue In Progress Green
Complete
508 Compliant!
26
Process Information Page
Links to useful resources are provided here.
27
Process Information Page
Click Show Details to display a list of funding
streams and duration of funding.
28
Process Information Page
Click Show Details to display a list of users
with permissions to work on the UDS report.
29
Process Information Page
Use the buttons at the bottom of the page to save
data entered or, in this case, to proceed to the
next screen.
30
Status Overview Page
The Status page shows all the sections of the
report and the completion status of each section.
31
UDS Report Status Table
A or - appears for tables that are in both
the universal and the grant reports (i.e., Tables
3A, 3B, 4, 5 and 6A) and for Table 7, which has
three pages.
508 Compliant!
32
UDS Report Status Table
Overall completion status of a table depends on
the completion status of the individual reports
for that table.
33
UDS Report Status Table
Status Denotes
Not Started All the reports of a Table are initially in the Not Started status. Navigating to the Table from the side menu link or by clicking on the Update link in the report status, will update the status of the page to In Progress
In Progress The page will remain in this status until all the data has been entered and has been saved. The data on the page will be saved as long as there are no errors on the page
Completed Once you have entered all the data within each page and there are no errors on the page, the page status will be changed to Completed
Validated For Tables that have grant specific reports (i.e. Tables 3a, 3b, 4, 5 and 6a), the page will change to Validated if there are no errors between the universal and the grant specific reports. For all other Tables, the pages will move to Validated as soon as its status changes to Completed
34
UDS Report Status Table
Click Update to open a page for editing
You can update any page, even those marked
Completed or Validated. Doing so may cause
the status to revert to In Progress.
35
Contact Information
Project Director information is pre-populated
from user account information in the EHBs
Click Add to enter information for other contacts
You must provide a UDS Contact. This is the
person to whom the reviewer will turn if there
are questions about the data
36
Service Area Information
Click Add to enter zip codes and patients
37
Service Area Information
Enter zip code and patient data. You can enter
up to ten sets of zip code and patient data at a
time. Click Save to save the data.
Click this button after you have saved the
data and you are ready to continue.
Zip codes that have been entered appear here.
Check to ensure there are no duplicates.
38
Service Area Information
Check boxes to select one or more rows and then
click the appropriate button to update or delete
the data
39
Service Area Information
For these two rows, enter the data here
40
Tables in the Universal and Grant Reports
This tab indicates the current report for tables
in both the universal and the grant
reports (i.e., Tables 3A, 3B, 4, 5 and 6A).
Use this dropdown list to access the other
reports for this table. Choose the report from
the list and click Go.
41
Errors
When data entry produces errors, an advisory
appears at the top of the page.
Fields where errors occur are highlighted.
42
Errors
Symbol Denotes
Critical Error. This kind of error must be corrected in order for the system to save your data. If one or more errors of this kind appear on the page and are not corrected, the system will not save the data entered after the last successful save.
Regular Error. This kind of error will let you save the data, but with these errors existing on the page, the system will not change the status of a page to Complete. If these errors occur between the Universal and Grant specific reports, the system will not change the status of the Table to Validated until you correct them.
Exception. This denotes either a discrepancy or an inconsistency in the data entered in the reports. Exceptions in the report will be shown to you when you execute the Data Audit Report. These need to either be corrected or justified.
Information. This is a note to alert you to any important information on your report
Success Message. This denotes that a particular process has been executed successfully. This can appear anytime data is successfully saved or submitted.
43
Table 3A Patients by Age/Gender
Helpful instructions that explain what is
expected on the page appear at the top of every
table. Click Show Full Instruction.
44
Table 3B Patients by Race/Ethnicity/Language
45
Table 4 Selected Patient Characteristics
46
Table 5 Staff and Utilization
This is a long form. You can click here to expand
or collapse individual sections.
47
Table 6A Selected Diagnoses and Services Rendered
This is a long form. You can click here to expand
or collapse individual sections.
48
Table 6B Quality of Care Indicators
Grantees who do not provide perinatal/prenatal
services should check this box and click Update
to disable data entry on the relevant section of
the table.
49
Table 7 Health Outcomes and Disparities
Grantees who do not provide perinatal/prenatal
services should check this box and click Update
to disable data entry on the relevant section of
the table.
Use this dropdown list to access the other
reports for this table. Choose the report from
the list and click Go.
50
Table 7 Health Outcomes and Disparities (Contd)
Note Data entry for Table 7 is by Category. not
by alphabetical section! (This may not match the
2008 UDS Reporting Instructions manual)
Table 7 starts with Deliveries and Low Birth
Weight By Race (Section A)
then By Ethnicity (Section D)
51
Table 7 Health Outcomes and Disparities (Contd)
Note Data entry for Table 7 is by Category. not
by alphabetical section! (This may not match the
2008 UDS Reporting Instructions manual)
then moves to Hypertension (Sections B/E) and
Diabetes (Sections C/F) categories, again by race
and ethnicity.
52
Table 8A Financial Costs
53
Table 9D Patient Related Revenue
54
Table 9E Other Revenues
55
Data Audit Report
  • When data entry is complete and all tables are in
    Validated status, you must run the data audit
    report.
  • The data audit report is a list of errors that
    exist between the pages of the different tables
    in the report and audit exceptions that exist
    either in a particular page or between multiple
    pages of a report.
  • Run the Data Audit Report to generate the list of
    data errors and exceptions (collectively called
    edits).

56
Data Audit Report
You can display all edits, only those pending
review, or only those that have been reviewed and
explained.
Once an edit in the Pending Review status is
justified, its status changes to
Reviewed-Explained.
Each edit has a unique code. Use this code for
communication with the reviewer of your report.
57
Data Audit Status Error
This is an error. It must be corrected. Note
that the discrepancy exists between Tables 3A and
4.
Actual values you have entered in the report are
given in ( ) within the error message.
Use the link provided to go to either of the
tables to correct the data.
58
Data Audit Status Exception
This is an exception. It must be corrected or
explained, as appropriate.
Use the link provided to open a text entry
field to explain this item.
59
Review Page
Click View to open a printable (HTML format)
version of any section of the report.
60
Submit Page
Click Submit to access the submit page, where
users with permission sign and submit the UDS
report.
61
Post-Submission
  • All electronic interaction will be via the EHBs
    system!
  • A message will be sent to the 2008 UDS Report
    editor that your 2008 UDS Report is ready for
    review
  • The UDS editor will use both automated and manual
    approaches to review your 2008 UDS submission
  • The UDS review contractor will initially contact
    the Grantee Contact Person with questions and/or
    comments
  • The UDS review contractor will work with you to
    resolve any errors or edit checks in your 2008
    UDS Report. You will use the EHBs system to make
    any changes to your 2008 UDS Report.
  • You will always be able to view your submission
    in read-only format.
  • An export to XML (Extended Markup Language)
    function will be provided.
  • Other enhancements are on the horizon.

62
Resources
Resource Type Purpose
https//grants.hrsa.gov/webexternal/home.asp Website HRSA Electronic Handbooks URL.
https//performance.hrsa.gov/hab/ehbdemo/cadr/ Flash Video Audio/visual presentation for EHBs registration, adding grants to your portfolio, project director registration and accessing the grant handbook.
http//bphc.hrsa.gov/uds/2008manual/default.htm Program guidance Online version of BPHCs UDS 2008 Reporting Manual
Phone 877-Go4-HRSA/877-464-4772 301-998-7373 (900 AM to 530 PM ET M-F) Email callcenter_at_hrsa.gov Phone and/or E-mail System help by phone or via e-mail. Do not use this for program questions.
Call 1-866-UDS-HELP (1-866-837-4357) or email udshelp330_at_bphcdata.net Or call the BPHC Help Desk at 1-301-443-7356 or email BHCMISys_at_hrsa.gov Phone and/or E-mail Program help by phone or e-mail.
63
In Conclusion
  • Submit feedback through your project officer.
  • Were here to help every step of the way!
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