Technical Assistance Presentation for Grantee Training
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Transcript Technical Assistance Presentation for Grantee Training
Health Resources and Services Administration (HRSA)
Web-Based Uniform Data System (UDS)
Overview
Presented To:
Grantees
TBD
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UDS Overview
Agenda
Purpose and Goals
Process Overview
Prerequisites
EHBs Notes
Walkthrough of UDS Forms
Resources
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UDS Overview
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
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UDS Overview
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
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UDS Overview
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.
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UDS Overview
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
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.
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UDS Overview
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
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UDS Overview
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
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UDS Overview
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*
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
Edit
In addition, all access associated with the 'View' privilege
Ability to submit the report once the data has been entered and validated
Submit
In addition, all access associated with the 'View' and 'Edit' privileges
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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
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UDS Overview
Logging In
https://grants.hrsa.gov/webexternal/login.asp
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Navigation to UDS Report: Welcome Page
Is this link disabled?
If it is, ask your Project Director
for permission to access
Performance Reports
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Navigation to UDS Report: Welcome Page
Click
View Portfolio
to view your grant
portfolio
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Navigation to UDS Report: Grant Portfolio
Don’t see your
grant in the list?
Add it.
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Navigation to UDS Report: Grant Portfolio (Cont’d)
Locate your
Health Center Cluster grant
in the Grants List
Click
Open Grant Handbook
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Navigation to UDS Report: Grant Handbook
This is the handbook
for this grant
Click
Performance Reports
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Performance Reports List Page
UDS and other
Performance reports are
listed on this page.
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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.
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Schedule Status
Schedule Status:
Describes the lifecycle
of the UDS report
Who’s Responsible?
Schedule Status
Denotes
Not Started
This indicates that the report has never been worked on. When the new Grantee
report is available in the grants handbook it will be in the 'Not Started' status.
In Progress
Clicking on the ‘Start Report’ link changes the status of the report to ‘In Grantee
Progress’.
Submitted
This indicates that the report has been submitted.
Change
Requested
After the report has been submitted, it is sent to the UDS reviewer. If the Grantee
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.’
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HRSA
UDS Overview
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.
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Start Report
Click
Start Report
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UDS Report Window
UDS Report opens in
a separate window
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Process Information Page
Click this arrow
to show/hide
the side menu
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Process Information Page
Use the side menu
to jump to any
section of the report
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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!
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Process Information Page
Links to useful
resources are
provided here.
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Process Information Page
Click Show Details to
display a list of
funding streams and
duration of funding.
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Process Information Page
Click Show Details to
display a list of users with
permissions to work on the
UDS report.
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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.
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Status Overview Page
The Status page
shows all the
sections of the report
and the completion
status of each
section.
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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.
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.
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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’
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UDS Overview
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.’
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UDS Overview
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
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Service Area Information
Click Add to enter zip codes
and patients
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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.
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.
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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
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Service Area Information
For these two rows,
enter the data here
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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.
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UDS Overview
Errors
When data entry produces
errors, an advisory appears
at the top of the page.
Fields where errors
occur are highlighted.
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UDS Overview
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.
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UDS Overview
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.
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Table 3B: Patients by Race/Ethnicity/Language
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Table 4: Selected Patient Characteristics
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Table 5: Staff and Utilization
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
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.
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UDS Overview
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.
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Table 7: Health Outcomes and Disparities (Cont’d)
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)…
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UDS Overview
Table 7: Health Outcomes and Disparities (Cont’d)
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.
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Table 8A: Financial Costs
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Table 9D: Patient Related Revenue
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Table 9E: Other Revenues
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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’).
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UDS Overview
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.
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UDS Overview
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.
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UDS Overview
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.
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Review Page
Click View to open a
printable (HTML format)
version of any section of
the report.
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Submit Page
Click Submit to access
the submit page, where
users with permission
sign and submit the UDS
report.
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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.
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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)
Phone
and/or
E-mail
System help by phone or via e-mail.
Do not use this for program
questions.
Phone
and/or
E-mail
Program help by phone or e-mail.
Email: [email protected]
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]
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In Conclusion…
Submit feedback through your project officer.
We’re here to help every step of the way!
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