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Submission Status
December 2009 1
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.
Start Report
December 2009 2
* The UDS Report for 01/01/2009 – 12/31/2009 will appear as the first of the UDS Reports in the list. Scroll down the list of Performance Reports to view and/or print UDS Reports for previous years (e.g., 2007 and 2008).
ClickStart Report
Process Information Screen
December 2009 3
Click this arrowto show/hide
the side menu
Use the side menu to jump to any
section of the report
Observe your progress through the three steps to completing the report here
Gray = Not StartedBlue = In ProgressGreen = Complete
Process Information Screen
December 2009 4
Funded Activities(View Details)
shows your program funding
streams
Users with Permissions on
UDS Request(View Details)
shows staff that can view, edit, and/or submit on your
UDS report
Status Overview Screen
December 2009 5
Last NGARelated Documents
Reports
View Links:
Action:Set Preferences
Request Exemption
Report Comments
Comments from your Reviewer/Editor will
appear hear
Status Overview Screen: View Links
December 2009 6
Last NGA
Related Documents(2009 UDS Users
Guide and TA materials)
Reports(2009 UDS data)
Status Overview Screen: Action Links
December 2009 7
Set Preferences(navigation options)
Request Exemption(pull-down list
provided for reason for exemption)
Status Overview Screen
December 2009 8
The Status page shows all the
sections of the report and the completion
status of each section.
UDS Report Status Table
December 2009 9
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 Report Status Table
December 2009 10
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’
Overall completion status of a table depends on the completion status of the individual reports
for that 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.’
Contact Information Screen
December 2009 11
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
Service Area Information
December 2009 12
Click Add to enter zip codes and patients
Note that each UDS Table has a Table Comments section that allows you to explain unique situations associated with the data reported.
Service Area Information
December 2009 13
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.
Service Area Information
December 2009 14
For these two rows,enter the data hereCheck boxes to select one or more
rows and then click the appropriate button to update or delete the data
Options to Import Zip Codes
Options for ImportingZIP Codes
December 2009 15
Importing ZIP Code data from your prior UDS Year
Service Area Information
Importing ZIP Code data from your
Change in Scope data
Tables in the Universal andGrant Reports
December 2009 16
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.
Table Error Messages
December 2009 17
When data entry produces errors, an advisory appears
at the top of the page.
Fields where errors occur are highlighted.
Error Message Symbols
December 2009 18
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.
2009 UDS: Table 3A
December 2009 19
ABC CHC, Inc.
When you click the Mark as Complete button, the screen will list fields that are missing data.
This screen will have a Confirm Mark as Complete button which when clicked will run the data validation checks on the data entered on this table including comparisons between grant level reports and universal reports (e.g., if you report more patients on your grant level report than your universal UDS Table report, it will indicate a validation error). If there are no validation
errors, the system will mark the Table as Validated on the Status Overview Screen.
Example of Providing a Reason for Not Reporting
December 2009 20
2009 UDS: Table 3B
December 2009 21
ABC CHC, Inc. 012340
Note changes to Table 3B layout
for 2009
System calculates this subtotal
Many of the UDS Tables have Save buttons that allow you to save the data entered
in a section of the table
2009 UDS: Table 4
December 2009 22
Patients by Income as Percent of Poverty Level
Patients by Principle Third Party Medical Insurance
Source
Managed Care Utilization
Special Population Patients
ABC CHC, Inc. 012340
2009 UDS: Table 5
December 2009 23
Click to hide data
ABC CHC, Inc. 012340
Reduces theMedical Care Services category to one line to provide more space on
the screen
Click to enter data
Expands the Medical Care Services category to show its data fields
2009 UDS: Table 6A
December 2009 24
Visits and Patients by Primary Diagnosis
Categories
Visits and Patients by Selected Service
Categories
ABC CHC, Inc. 012340
2009 UDS: Table 6B
December 2009 25
Section A – Age Categories for Prenatal Patients
“We do not currently provide perinatal/prenatal services”
Section B – Trimester of Entry into Prenatal Care
Section C – Childhood Immunizations
Section D – Pap Test
ABC CHC, Inc. 012340
2009 UDS: Table 7
December 2009 26
This report has 3 Sections:
Section A: Deliveries and Birth Weight by Race/Ethnicity
Section B: Hypertension by Race/Ethnicity
Section C: Diabetes by Race/Ethnicity
2009 UDS: Table 7 (continued)
December 2009 27
Section B: Hypertension by Race/Ethnicity
2009 UDS: Table 7 (completed)
December 2009 28
Section C: Diabetes by Race/Ethnicity
2009 UDS: Table 8A
December 2009 29
2009 UDS: Table 9D
December 2009 30
2009 UDS: Table 9E
December 2009 31
Report Comments Screen
December 2009 32
“… if you want to share any information with the
reviewer of your report …”
Reviewer comments will appear here
Add comments here
Data Audit Report Screenand Report
December 2009 33
Print Edits buttonproduces a printed reportof the errors found in the
UDS Table Reports
Data Audit Report Screen
December 2009 34
Explaining why reported data does not satisfy the
system edit checks
Data Audit Report Screen
December 2009 35
Example of the‘Explained’ view
Example of the‘Show All view
Data Audit Report Screen
December 2009 36
Your goal is to achieve a UDS Report with
“no Edits”
Review Screen
December 2009 37
Use this button to print all yourUDS Tables
Use these View links to view/print individual
UDS Tables
Submit Screen
December 2009 38
Submit Screen
December 2009 39
View Report linktakes you back to the
Review Screen
Final Submission Verification Screen
December 2009 40
Print this page button
Resources
December 2009 41
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/2009manual/default.htm Program guidance
Online version of BPHC’s UDS 2009 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.
