Health Resources and Services Administration (HRSA)

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

2. Agenda • Purpose and Goals • Process Overview • Prerequisites • EHBs Notes • Walkthrough of UDS Forms • Resources UDS Overview

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 UDS Overview

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 BPHC’s UDS 2010 Reporting Manual UDS Overview

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. UDS Overview

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.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. UDS Overview

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 UDS Overview

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 UDS Overview

9. Access Privileges UDSis a “performance report” UDS Overview

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 UDS Overview

11. Logging In https://grants.hrsa.gov/webexternal/login.asp UDS Overview

12. Navigation to UDS Report: Welcome Page Is this link disabled? If it is, ask your Project Director for permission to accessPerformance Reports UDS Overview

13. Navigation to UDS Report: Welcome Page ClickView Portfolioto view your grant portfolio UDS Overview

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

15. Navigation to UDS Report: Grant Portfolio (Cont’d) Locate yourHealth Center Cluster grant in the Grants List ClickOpen Grant Handbook UDS Overview

16. Navigation to UDS Report: Grant Handbook This is the handbook for this grant ClickPerformance Reports UDS Overview

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

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. UDS Overview

19. Schedule Status Schedule Status: Describes the lifecycle of the UDS report UDS Overview

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. UDS Overview

21. Start Report ClickStart Report UDS Overview

22. UDS Report Window UDS Report opens in a separate window UDS Overview

23. Process Information Page Click this arrowto show/hide the side menu UDS Overview

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

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! UDS Overview

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

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

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

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. UDS Overview

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

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! UDS Overview

32. 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. UDS Report Status Table UDS Overview

34. 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

35. Contact Information Project Director information is pre-populated from user account information in the EHBs Click Add toenter informationfor 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 UDS Overview

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

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 dataand you are ready to continue. Zip codes that have been entered appear here. Check to ensure there are no duplicates. UDS Overview

38. 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. Service Area Information For these two rows,enter the data here UDS Overview

40. Tables in the Universal and Grant Reports This tab indicates the current report for tables in both the universaland 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. Errors When data entry produces errors, an advisory appears at the top of the page. Fields where errors occur are highlighted. UDS Overview

42. Errors UDS Overview

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. UDS Overview

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

45. Table 4: Selected Patient Characteristics UDS Overview

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

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

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. UDS Overview

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. UDS Overview

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