1 of 64 Health Resources and Services Administration (HRSA) Presented To: Grantees TBD Web-Based Uniform Data System (UDS) Overview UDS Overview

2 of 64 Agenda  Purpose and Goals  Process Overview  Prerequisites  EHBs Notes  Walkthrough of UDS Forms  Resources UDS Overview

3 of 64 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

4 of 64 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

5 of 64 Process Overview 1. HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on January 1, 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

6 of 64 Prerequisites (All Users)  All users who wish to work on the UDS report must register in the HRSA EHBs  Go to 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

7 of 64 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

8 of 64 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

9 of 64 Access Privileges UDS Overview PrivilegeAccess 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 UDS is a “performance report”

10 of 64 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

11 of 64 Logging In UDS Overview

12 of 64 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

13 of 64 Navigation to UDS Report: Welcome Page Click View Portfolio to view your grant portfolio UDS Overview

14 of 64 Navigation to UDS Report: Grant Portfolio Don’t see your grant in the list? Add it. UDS Overview

15 of 64 Navigation to UDS Report: Grant Portfolio (Cont’d) Click Open Grant Handbook Locate your Health Center Cluster grant in the Grants List UDS Overview

16 of 64 Navigation to UDS Report: Grant Handbook Click Performance Reports This is the handbook for this grant UDS Overview

17 of 64 Performance Reports List Page UDS and other Performance reports are listed on this page. UDS Overview

18 of 64 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 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*

19 of 64 Schedule Status Schedule 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 SubmittedThis 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

20 of 64 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

21 of 64 Start Report Click Start Report UDS Overview

22 of 64 UDS Report Window UDS Report opens in a separate window UDS Overview

23 of 64 Process Information Page Click this arrow to show/hide the side menu UDS Overview

24 of 64 Process Information Page Use the side menu to jump to any section of the report UDS Overview

25 of 64 Process Information Page Observe your progress through the three steps to completing the report here Gray = Not Started Blue = In Progress Green = Complete UDS Overview 508 Compliant!

26 of 64 Process Information Page Links to useful resources are provided here. UDS Overview

27 of 64 Process Information Page Click Show Details to display a list of funding streams and duration of funding. UDS Overview

28 of 64 Process Information Page Click Show Details to display a list of users with permissions to work on the UDS report. UDS Overview

29 of 64 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

30 of 64 Status Overview Page The Status page shows all the sections of the report and the completion status of each section. UDS Overview

31 of 64 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!

32 of 64 UDS Report Status Table Overall completion status of a table depends on the completion status of the individual reports for that table. UDS Overview

33 of 64 UDS Report Status Table StatusDenotes 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’ UDS Overview

34 of 64 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.’ UDS Overview

35 of 64 Contact Information Project Director information is pre-populated from user account information in the EHBs Click Add to enter information for 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

36 of 64 Service Area Information Click Add to enter zip codes and patients UDS Overview

37 of 64 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

38 of 64 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

39 of 64 Service Area Information For these two rows, enter the data here UDS Overview

40 of 64 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

41 of 64 Errors When data entry produces errors, an advisory appears at the top of the page. Fields where errors occur are highlighted. UDS Overview

42 of 64 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

43 of 64 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.

44 of 64 Table 3B: Patients by Race/Ethnicity/Language UDS Overview

45 of 64 Table 4: Selected Patient Characteristics UDS Overview

46 of 64 Table 5: Staff and Utilization UDS Overview This is a long form. You can click here to expand or collapse individual sections.

47 of 64 Table 6A: Selected Diagnoses and Services Rendered UDS Overview This is a long form. You can click here to expand or collapse individual sections.

48 of 64 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

49 of 64 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

50 of 64 Table 7: Health Outcomes and Disparities (Cont’d) Table 7 starts with Deliveries and Low Birth Weight By Race (Section A)… Note: Data entry for Table 7 is by Category. not by alphabetical section! (This may not match the 2008 UDS Reporting Instructions manual) UDS Overview …then By Ethnicity (Section D)…

51 of 64 Table 7: Health Outcomes and Disparities (Cont’d) … then moves to Hypertension (Sections B/E) and Diabetes (Sections C/F) categories, again by race and ethnicity. Note: Data entry for Table 7 is by Category. not by alphabetical section! (This may not match the 2008 UDS Reporting Instructions manual) UDS Overview

52 of 64 Table 8A: Financial Costs UDS Overview

53 of 64 Table 9D: Patient Related Revenue UDS Overview

54 of 64 Table 9E: Other Revenues UDS Overview

55 of 64 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

56 of 64 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

57 of 64 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 provided to 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. UDS Overview

58 of 64 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. UDS Overview

59 of 64 Review Page Click View to open a printable (HTML format) version of any section of the report. UDS Overview

60 of 64 Submit Page Click Submit to access the submit page, where users with permission sign and submit the UDS report. UDS Overview

61 of 64 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

62 of 64 Resources ResourceTypePurpose Electronic Handbooks URL. Video Audio/visual presentation for EHBs registration, adding grants to your portfolio, project director registration and accessing the grant handbook. guidance Online version of BPHC’s UDS 2008 Reporting Manual Phone: 877-Go4-HRSA/ ; (9:00 AM to 5:30 PM ET M-F) Phone and/or System help by phone or via . Do not use this for program questions. Call UDS-HELP ( ) or Or call the BPHC Help Desk at or Phone and/or Program help by phone or . UDS Overview

63 of 64 In Conclusion…  Submit feedback through your project officer.  We’re here to help every step of the way! UDS Overview