1 of 64 health resources and services administration (hrsa) presented to: grantees tbd web-based...
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Health Resources and Services Administration (HRSA)
Presented To:
GranteesTBD
Web-Based Uniform Data System (UDS) Overview
UDS Overview
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Agenda
Purpose and Goals
Process Overview
Prerequisites
EHBs Notes
Walkthrough of UDS Forms
Resources
UDS Overview
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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
UDS Overview
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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 BPHC’s UDS 2010 Reporting Manual
UDS Overview
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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.
UDS Overview
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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.asp
UDS Overview
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.
Need help?Get it here
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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.
UDS Overview
Click Add to Portfolio to add a grant to your
portfolio
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Prerequisites (Project Director)
Project Director must grant users permission to view, edit or submit the UDS report
UDS Overview
Click Control How Others Can Work on Submissions to set up permissions for
other users
Open the Grant Handbook for the Health Center Cluster
grant
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Access Privileges
UDS Overview
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
UDSis a “performance report”
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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
UDS Overview
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Logging In
https://grants.hrsa.gov/webexternal/login.asphttps://grants.hrsa.gov/webexternal/login.asp
UDS Overview
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Navigation to UDS Report: Welcome Page
Is this link disabled?
UDS Overview
If it is, ask your Project Director for permission to access
Performance Reports
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Navigation to UDS Report: Welcome Page
ClickView Portfolio
to view your grant portfolio
UDS Overview
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Navigation to UDS Report: Grant Portfolio
Don’t see your grant in the list?
Add it.
UDS Overview
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Navigation to UDS Report: Grant Portfolio (Cont’d)
ClickOpen Grant Handbook
Locate yourHealth Center Cluster grant
in the Grants List
UDS Overview
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Navigation to UDS Report: Grant Handbook
ClickPerformance Reports
This is the handbook for this grant
UDS Overview
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Performance Reports List Page
UDS and other Performance reports are
listed on this page.
UDS Overview
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UDS in Performance Report List
UDS Overview
Search button
*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.
Click the Search button to search for previous year
reports*
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Schedule StatusSchedule Status:
Describes the lifecycle of the UDS report
Schedule Status Denotes Who’s 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
UDS Overview
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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.
UDS Overview
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Start Report
ClickStart Report
UDS Overview
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UDS Report Window
UDS Report opens in a separate window
UDS Overview
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Process Information Page
Click this arrowto show/hide
the side menu
UDS Overview
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Process Information Page
Use the side menu to jump to any
section of the report
UDS Overview
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Process Information Page
Observe your progress through the three steps to completing the report here
Gray = Not StartedBlue = In ProgressGreen = Complete
UDS Overview
508 Compliant!
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Process Information Page
Links to useful resources are provided here.
UDS Overview
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Process Information Page
Click Show Details to display a list of
funding streams and duration of funding.
UDS Overview
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Process Information Page
Click Show Details to display a list of users with permissions to work on the
UDS report.
UDS Overview
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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.
UDS Overview
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Status Overview Page
The Status page shows all the
sections of the report and the completion
status of each section.
UDS Overview
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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.
UDS Overview
508 Compliant!
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UDS Report Status Table
Overall completion status of a table depends on the completion status of the individual reports for that
table.
UDS Overview
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UDS Report Status Table
Status Denotes
Not StartedAll 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 ProgressThe 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
CompletedOnce 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’
UDS Overview
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UDS Report Status Table
Click Updateto 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.’
UDS Overview
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Contact Information
Project Director information is pre-populated from user account information in the
EHBs
Click Add toenter informationfor other contacts
UDS Overview
You must provide a UDS Contact. This is the person to whom the
reviewer will turn if there are questions about the data
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Service Area Information
Click Add to enter zip codes and patients
UDS Overview
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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.
Zip codes that have been entered appear here. Check to ensure there
are no duplicates.
Click this button after you have saved the data
and you are ready to continue.
UDS Overview
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Service Area Information
Check boxes to select one or more rows and then click the appropriate button to update
or delete the data
UDS Overview
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Service Area Information
For these two rows,enter the data here
UDS Overview
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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.
UDS Overview
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Errors
When data entry produces errors, an advisory appears
at the top of the page.
Fields where errors occur are highlighted.
UDS Overview
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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.
UDS Overview
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Table 3A: Patients by Age/Gender
UDS Overview
Helpful instructions that explain what is expected on the page
appear at the top of every table.Click Show Full Instruction.
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Table 3B: Patients by Race/Ethnicity/Language
UDS Overview
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Table 4: Selected Patient Characteristics
UDS Overview
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Table 5: Staff and Utilization
UDS Overview
This is a long form.You can click here to expand
or collapse individual sections.
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Table 6A: Selected Diagnoses and Services Rendered
UDS Overview
This is a long form.You can click here to expand
or collapse individual sections.
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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.
UDS Overview
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Table 7: Health Outcomes and Disparities
Use this dropdown list to access the other
reports for this table.Choose the report from
the list and click Go.
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.
UDS Overview
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Table 7: Health Outcomes and Disparities (Cont’d)
Table 7 starts withDeliveries and Low Birth Weight
By Race (Section A)…
Note: Data entry for Table 7is by Category.
not by alphabetical section!(This may not match the 2008 UDS
Reporting Instructions manual)
UDS Overview
…then By Ethnicity (Section D)…
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Table 7: Health Outcomes and Disparities (Cont’d)
… then moves toHypertension (Sections B/E) and Diabetes (Sections C/F)
categories, again by race and ethnicity.
Note: Data entry for Table 7is by Category.
not by alphabetical section!(This may not match the 2008 UDS
Reporting Instructions manual)
UDS Overview
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Table 8A: Financial Costs
UDS Overview
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Table 9D: Patient Related Revenue
UDS Overview
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Table 9E: Other Revenues
UDS Overview
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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’).
UDS Overview
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Data Audit Report
You can display all edits, only those pending review, or only those that
have been reviewed and explained.
Each edit has a unique code. Use this code for communication with the
reviewer of your report.
Once an edit in the ‘Pending Review’ status is justified, its status changes
to ‘Reviewed-Explained.’
UDS Overview
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Data Audit Status – Error
This is an error.It must be corrected.
Note that the discrepancy exists between Tables 3A
and 4.
Use the link providedto go to either of the tables
to correct the data.
Actual values you have entered in the report are
given in ( ) within the error message.
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Data Audit Status – Exception
This is an exception.It must be corrected or
explained, as appropriate.
Use the link providedto open a text entry field
to explain this item.
UDS Overview
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Review Page
Click View to open a printable (HTML format)
version of any section of the report.
UDS Overview
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Submit Page
Click Submit to access the submit page, where users with permission
sign and submit the UDS report.
UDS Overview
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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.
UDS Overview
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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 BPHC’s UDS 2008 Reporting Manual
Phone: 877-Go4-HRSA/877-464-4772;301-998-7373 (9:00 AM to 5:30 PM ET M-F)
Email: [email protected]
Phone and/orE-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 [email protected]
Or call the BPHC Help Desk at 1-301-443-7356 or email [email protected]
Phone and/orE-mail
Program help by phone or e-mail.
UDS Overview
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In Conclusion…
Submit feedback through your project officer.
We’re here to help every step of the way!
UDS Overview