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Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview

Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview. Presented To: Grantees and FQHC-LALs. Agenda. Purpose and Goals Process Overview Prerequisites Getting Help EHBs Notes Getting Started Walkthrough of UDS Forms Resources.

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Health Resources and Services Administration (HRSA ) Web-Based Uniform Data System (UDS) Overview

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

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

  3. Purpose and Goals Purpose • To provide an overview of the process for completing and submitting UDS reports. • To visually highlight key steps and procedures in the process. • To introduce the new HRSA EHBs user interface as it has been implemented for UDS. • To inform users of the available resources provided to give additional information. • To answer any questions from grantees and FQHC-LALs regarding the process. Goals • To provide technical assistance to grantees and FQHC-LALs. 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 Reporting Manual. UDS Overview

  5. Process Overview • HRSA will make the UDS report available in the HRSA Electronic Handbooks (EHBs) on January 1. • Grantees and FQHC-LALs will log in to the EHBs, navigate to the UDS report, complete and then submit it. • Completing the UDS report is a three-step process: • Complete and validate tables; • Resolve Data Audit checks; • Review and submit report. • Once the report is submitted, the reviewing process begins. The reviewer (“Editor”) may contact the grantee or FQHC-LAL with questions. • The editor may request changes from the grantee or FQHC-LAL. 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. • If you have registered before, you do not have to register again. Use the same username and password. • Contact the HRSA Contact Center if you do not remember your username or password. • For details, see Registration and User Accounts FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees. UDS Overview

  7. Prerequisites (All Users) • Go to https://grants.hrsa.gov/webexternal/login.asp. UDS Overview

  8. Prerequisites (New Users) • Under New Users, click Create an Account. • If you need help, click Click here to get started and consult Registration and User Accounts FAQsin the Electronic Handbooks Help and Knowledge Base for Grantees … • … or contact the HRSA Contact Center at the phone number or email address under Contact Us. A B C UDS Overview

  9. Prerequisites (New Grantee Users) • All users must add the grant to their portfolio. • Project Director must grant users permission to view, edit or submit the UDS report. • For details, see Grants Access and Registration FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees. UDS Overview

  10. Prerequisites (New FQHC-LAL Users) • All users must add the designation to their portfolio. • Project Director must grant users permission to view, edit or submit the UDS report. • For details, see FQHC-LAL FAQs in the Electronic Handbooks Help and Knowledge Base for Grantees. UDS Overview

  11. Getting Help (All Users) A If you have questions or need more information about the prerequisites for UDS, see the Electronic Handbooks Help and Knowledge Base for Grantees. Here is how to access it: • Under New Users, click Click here to get started. UDS Overview

  12. Getting Help (All Users) • The Electronic Handbooks Help and Knowledge Base for Grantees (and FQHC-LAL) opens in a separate window. UDS Overview

  13. Getting Help (All Users) Choose a help topic from the list. • All users should consult Registration and User Accounts FAQs. • Grantees should consult Grants Access and Registration FAQs. • FQHC-LALs should consult FQHC-LAL FAQs. B A C UDS Overview

  14. HRSA EHBs Notes • HRSA EHBs allows users to work on their 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 “data entry” is set up for user friendly data entry; • The view for “review” appears just like the printed form. UDS Overview

  15. Logging In (Grantees) • Go to https://grants.hrsa.gov/webexternal/login.asp. UDS Overview

  16. Navigating to the UDS Report: Grants Tab A B The Welcome page opens. • Click the Grants tab in the Top Navigation panel. • A user returning to a report in progress can simply click the link under My Recently Accessed on the Welcome page. UDS Overview

  17. Navigating to the UDS Report: My Grant Portfolio A The My Grant Portfolio – List page opens. • Locate the appropriate grant, and then click Grant Folder under Options. UDS Overview

  18. Navigating to the UDS Report: Grant Folder Home A The Grant Home page opens. • Under Submissions, click Performance Report. UDS Overview

  19. Navigating to the UDS Report: Submissions Search A B The Submissions – All page opens, displaying Search Filters. • Enter search parameters to find your UDS report (A), and then click Search (B). UDS Overview

  20. Navigating to the UDS Report: Search Result • UDS Performance Reports are displayed in a list on the Submissions – All page. • In our example, our search found the current UDS report and UDS reports submitted in previous years. UDS Overview

  21. Submissions Page: Expanded View A • Click the Expand button to expand (or contract) the UDS Performance Report record to display additional detail. UDS Overview

  22. Submission Status A • For the UDS report, the Submission Status indicates where the report is in its lifecycle. Submission Statuses are described in the table on the next slide. UDS Overview

  23. Submission Statuses UDS Overview

  24. Program Specific Status A • Program Specific 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. Program Specific Statuses are described in the table on the next slide. UDS Overview

  25. Program Specific Statuses UDS Overview

  26. Submissions Page: Options B A • The default action for the UDS Submission is displayed under Options. • You can click the down arrow under Options to display additional actions. UDS Overview

  27. Submissions Page: Context Menu A The Context menu lists actions that can be taken and resources to be viewed. • Click Start (or Edit, if the report is in progress) to open the report. UDS Overview

  28. UDS Report Window • The UDS report opens in a separate window. • The report opens to the Status Overview page. UDS Overview

  29. Logging In (FQHC-LALs) • Go to https://grants.hrsa.gov/webexternal/login.asp. UDS Overview

  30. Navigating to the UDS Report: FQHC-LAL Tab A The Welcome page opens. • Click the FQHC-LALs tab in the Top Navigation panel. UDS Overview

  31. Navigating to the UDS Report:My Registered Organizations page A The My Registered Organizations – List page opens • Locate the appropriate organization, and then click FQHC-LAL Home under Options. UDS Overview

  32. Navigating to the UDS Report:FQHC-LAL Home Page B A The FQHC-LAL Home page opens • Click View Portfolio in the Options left side menu … • … or click View designation in my portfolio under Manage Post Designation Submissions. UDS Overview

  33. Navigating to the UDS Report:View Portfolio Page A The View Portfolio page opens. • For the FQHC-LAL designation, click Open Designation Handbook. UDS Overview

  34. Navigating to the UDS Report: Designation Handbook A The Overview page in the designation handbook opens. • Click Performance Reports in the left side menu. UDS Overview

  35. Navigating to the UDS Report:Performance Reports Page A B The Performance Reports page opens. • Locate your FQHC Look-Alike Annual UDS Report on this page. • Click Start Report (or Edit Report, if the report is in progress), under Action. UDS Overview

  36. Navigating to the UDS Report:UDS Report Window The UDS report opens in a separate window, to the Status Overview page. UDS Overview

  37. Status Overview Page (All Users) • The Status Overview page is the “Home” page for the UDS report, for all users. UDS Overview

  38. Status Overview Page • Notes (A) appear at the top of the Status Overview page and can appear at the top of any page. • Pay careful attention to notes; they contain useful information and helpful hints. A UDS Overview

  39. Status Overview Page • The page header (A) and Resources (B) sections appear on every page. • You can expand or collapse the page header and/or Resources sections. • Under Resources, find links to useful materials. • All links under Resources open in separate windows. A B UDS Overview

  40. Status Overview Page: Report Navigation • Use the Left Navigation panel to navigate the sections of the report. • The Left Navigation panel lists all sections in the report. • An icon next to the section name indicates the completion status of that section. UDS Overview

  41. Status Overview Page: Left Navigation Panel • The Left Navigation panel is displayed by default on the Status Overview Page. • It is available from all pages, even when it is not displayed. • To show (or hide) the Left Navigation panel, click the arrow button. A UDS Overview

  42. Status Overview Page: Top Navigation Panel A • In the same way, you can click the Contract/Expand button to show (or hide) the Top Navigation panel. UDS Overview

  43. Status Overview Page: UDS Report Status Table • The UDS Report Status table on the Status Overview page shows all sections of the report and the completion status of each section. UDS Overview

  44. Status Overview Page: UDS Report Status Table • For tables with both universal and grant reports (i.e., Tables 3A, 3B, 4, 5, and 6A), each report will have a separate line in the UDS Report Status table. • NOTE: FQHC-LAL UDS report has only the Universal Report. UDS Overview

  45. Status Overview Page: UDS Report Status Table • The overall completion status of a table depends on the completion status of the individual reports for that table. • In our example, the Universal Report for Table 3B is complete, while the Migrant Report is in progress, so Table 3B is in progress overall. • A summary of completion statuses is given on the next slide. UDS Overview

  46. UDS Report Status Table: Completion Statuses UDS Overview

  47. UDS Report Status Table: Updating Sections • Click Update under Options to open a section for editing. • You can update any section, even those marked as “Complete” or “Validated.” (Doing so may cause the status to revert to “In Progress.”) UDS Overview

  48. Contact Information: Navigation • We have opened the Contact Information page. • Remember, in all report sections, you can click the Left Navigation button (A) to show (or hide) the Left Navigation panel. • You can use the Left Navigation panel to navigate to any section of the report, or to return to the Status Overview page. A UDS Overview

  49. Contact Information This is the Contact Information form. • You must provide a UDS Contact. This is the person to whom the reviewer will turn if there are questions about the data. • Project Director information is pre-populated from user account information in the EHBs. A B UDS Overview

  50. Contact Information: Add or Update Contacts A • Click Addto enter information for contacts, or click Update to update existing contact information. UDS Overview

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