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Discretionary Grants Information System (DGIS) – Home Visiting (HV)

Discretionary Grants Information System (DGIS) – Home Visiting (HV). Introduction to DGIS-HV and Overview of Data Collection for Home Visiting Form 2. September 12, 2012. EJ Tom Business Analyst, MCHB Information Systems Science Applications International Corporation (SAIC).

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Discretionary Grants Information System (DGIS) – Home Visiting (HV)

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  1. Discretionary Grants Information System (DGIS) – Home Visiting (HV) Introduction to DGIS-HV and Overview of Data Collection for Home Visiting Form 2 September 12, 2012 EJ Tom Business Analyst, MCHB Information Systems Science Applications International Corporation (SAIC)

  2. What is DGIS – Home Visiting (HV)? • DGIS-HV is a new web based system that is currently being developed based on the existing DGIS reporting model. • The purpose of the DGIS-HV is to collect: • Demographic and Service Utilization Data (Home Visiting Form 1) • Benchmark Area-related Data (Home Visiting Form 2) • Inaugural Reporting Period: (10/1/2011-9/30/2012) – X02 and D89 only (does not apply to HV tribes) • DGIS-HV is scheduled to go live in October 2012

  3. How do you access DGIS – Home Visiting (HV)? • DGIS-HV is integrated with the HRSA Electronic Handbooks (EHBs) • X02 & D89: Access via the “Submissions” section under the EHB task tab • EHB Submission will be labeled as: “Demographic, Service Utilization, and Benchmark Area-related Data Reporting” • When are DGIS-HV reports available/due? • X02 & D89 Grantees • Available in EHB annually on October 1 • Report on HV Form 1 and HV Form 2

  4. DGIS-HV Screenshots • Disclaimer • All screen captures and mockups in the following slides are provided to give the audience a general idea of the look and feel and navigation of the DGIS-HV. • Creating performance measures under each construct will be similar to the model used in the Title V Information System (TVIS) for creating State Performance Measures. Therefore, some screen captures are from TVIS for conceptual design. • The look and feel will change. The screen captures and mockups will not reflect the final product to be released in October 2012.

  5. Accessing the DGIS-HV report • The Electronic Handbook (EHB) is HRSA’s grants management monitoring system. • DGIS-HV is integrated with the HRSA EHB. • Grantees access DGIS-HV report seen under the grant submissions section via the EHB task list • The following slides will show you how to access DGIS-HV submission in the new HRSA EHB user interface.

  6. Accessing the DGIS-HV report • HRSA EHB Welcome Screen - Click Task tab.

  7. Accessing the DGIS-HV report • Click “Submissions” link. • Click on “Edit” to access DGIS-HV. You would click “Start” to access the DGIS-HV for the first time.

  8. Accessing the DGIS-HV report • Screenshot of Main Menu

  9. Overview of HV Form 2 Data Entry • Grantees will create performance measures for the constructs under the six benchmark areas, which will be active for three years. • Performance measures will be created under the X02 grant and will be used as the master list of measures for their D89 grant (if applicable). • Performance measures can only be created in the DGIS-HV in Year 1 of the three year lifespan.

  10. Overview of HV Form 2 Data Entry • Screenshot of Performance Measure Master List (TVIS)

  11. Overview of HV Form 2 Data Entry • Click the Add New Measure button on the Master List page. • A blank detail sheet will be displayed.

  12. Overview of HV Form 2 Data Entry • What is the detail sheet? • The detail sheet is a component of HV Form 2 which is the definition of the performance measure. It is completed when the grantee creates the measurein the DGIS-HV. • The detail sheet consists of Form 2 sections 1 through 5. • Benchmark Area • Performance Measure • Operational Definition • Measurement Tool Utilized • Rationale for Measure • The detail sheet is only editable in Year 1 of the three year lifespan of the measure.

  13. Overview of HV Form 2 Data Entry • Mockup of a Detail Sheet to define a measure

  14. Overview of HV Form 2 Data Entry • Creating a Measure – Form 2 Section 1 • Benchmark Area will be a pick list with all six benchmark areas. • Construct will be a pick list that will display only the constructs for the benchmark area selected. • Only one measure can be created per construct, except for benchmark area IV. Domestic Violence or Crime. • For example, if a grantee created measures for the Crime constructs (arrests & convictions), the DGIS-HV will not allow you to create measures for the Domestic Violence constructs. • Once a measure is created, that construct will no longer appear in the Construct pick list.

  15. Overview of HV Form 2 Data Entry • Creating a Measure – Form 2 Section 2 • Name or Brief Description will be a data entry field with a character limit of 200. • Type will be a pick list that with the following selections: • Process • Outcome

  16. Overview of HV Form 2 Data Entry • Creating a Measure – Form 2 Section 3 • The following sections will be data entry fields with a character limit of 1,000: • Definition • Key Terms • Participant Population Involved • Numerator • Denominator • Type of Scoring will be a pick list with the following selections: • Count • Rate • Percentage • Average Score • The numerator and denominator fields are only required for “percentage” and “rate” measures.

  17. Overview of HV Form 2 Data Entry • Creating a Measure – Form 2 Section 4 • Measurement Tools Utilized will be a pick list with Yes/No. • A list of checkboxes with common tools will be displayed based on the construct selected for the measure (select all that apply). • NOTE: There are some constructs that will not have common tools, so there will not be a list. • A data entry box with a character limit of 1,000 will be available to provide additional tools utilized. • If No is selected in the pick list, a data entry text box with a character limit of 2,000 will be available to articulate the types of observation or question(s) posed to capture information.

  18. Overview of HV Form 2 Data Entry • Creating a Measure – Form 2 Section 5 • A data entry box with a character limit of 1,000 will be available to provide the rationale for the measure. • All data entry fields must be completed for Form 2 sections 1 through 5 in order to create a measure.

  19. Overview of HV Form 2 Data Entry • The Title V Block grant keywords list was used in order to facilitate future analysis of measures between Home Visiting and the Title V Block grant. • Keywords specific to Home Visiting were added, and some keywords were assigned as default keywords for each construct. • Grantees will be able to assign keywords to each performance measure by selecting them from a list of checkboxes in the DGIS-HV.

  20. Overview of HV Form 2 Data Entry • Screenshot of Keyword List (TVIS)

  21. Overview of HV Form 2 Data Entry • What is the multi-year table? • It is accessed by clicking on the measure number on the master list (refer to slide 10). • The multi-year table displays the data from Form 2 section 6 (Value for Reporting Period) for the three year life span of the measure. • Value • Numerator (if applicable) • Denominator (if applicable) • The data collection form can be viewed/accessed for each respective year of the measure by: • Clicking on the “Enter/Edit” link for the reporting period. • Clicking the “View” link for years prior to the reporting period.

  22. Overview of HV Form 2 Data Entry • Multi-Year Table

  23. Overview of HV Form 2 Data Entry • What is the data collection form? • The data collection form is a component of HV Form 2 that is completed for each year of the three year lifespan. • The data collection form consists of Form 2 sections 6 through 8. • Value for Reporting Period • Definition of Improvement • Improvement

  24. Overview of HV Form 2 Data Entry • Form 2 Section 6 – Value for Reporting Period • The numerator and denominator fields will only be applicable for “percentage” or “rate” measures. • The numerator and denominator data entry fields on HV Form 2 accept values 1-99999. The value field accepts 1-100. • The value field will be auto-calculated based on the numerator and denominator values for “percentage” measures. • Reporting period will always be the federal fiscal year (10/1 – 9/30). The inaugural reporting period is 10/1/2011 – 9/30/2012.

  25. Overview of HV Form 2 Data Entry • Form 2 Section 7 – Definition of Improvement • Direction will be a pick list with the following selections: • Increase • Decrease • Maintain an Acceptable Level • Increase or Maintain an Acceptable Level • Decrease or Maintain an Acceptable Level • Type of Comparison will be a pick list with the following selections: • Individual • Cohort • Cross-Sectional • These pick lists are only active in Year 1 of the three year lifespan of the measure.

  26. Overview of HV Form 2 Data Entry • Form 2 Section 7 – Definition of Improvement (cont’d) • Specifying Baseline & Comparison Periods • FROM and TO data entry fields will be available to provide the date ranges (MM/DD/YYYY). • The FROM fields will only be editable in Year 1 of the three year lifespan of the measure. • The Baseline Value, Numerator, and Denominator fields will not be editable until the date range specified has ended. • The Comparison Value, Numerator, and Denominator fields will not be editable until the date range specified has ended.

  27. Overview of HV Form 2 Data Entry • Form 2 Section 7 – Definition of Improvement (cont’d) • Target will be a pick list with Yes/No. • A data entry box with a character limit of 1,000 will be available to specify the target adopted. • A second data entry text box with a character limit of 1,000 will be available to articulate the rationale/source. • These data entry text boxes will not be required if No is selected for the Target pick list.

  28. Overview of HV Form 2 Data Entry • Form 2 Section 8 –Improvement • This section will be read only on the data collection form in Year 1 and Year 2 of the three year lifespan of the measure. • Three-year improvement will be auto-populated with Yes or No by the system in Year 3. • This is determined by the “Direction” selected (i.e., Increase, Decrease, etc.) and the Baseline Value and Comparison Value. • Considerations will be an optional data entry field in Year 3.

  29. Overview of HV Form 2 Data Entry • Mockup of Data Collection Form (Partial)

  30. Overview of HV Form 2 Data Entry • DGIS-HV utilizes validation checks and errors to ensure data quality through a variety of methods • Form Status Checker – Displays validations for HV Form 2 to ensure all measures are completed based on the reporting requirements • Form Validations – Red error messages that are displayed on the top of the form/section that must be addressed in order to save. • Data Field Validations – Error messages that are displayed next to a data entry field if a value is invalid, such as entering letters into a numeric field. These errors must be addressed in order to save.

  31. Overview of HV Form 2 Data Entry • Screenshot of Form Status Checker (Form 2 errors not displayed in this screenshot).

  32. Overview of HV Form 2 Data Entry • Screenshot of Data Field Validation (Form 2 screenshot not available at this time but the concept is the same.)

  33. Summary of DGIS-HV Reporting • In October 2012, X02 & D89 grantees (9/30/2011 start dates) will report on HV Form 1 and HV Form 2 for the first time. (Reporting period: 10/1/2011 – 9/30/2012) • D89 grants (3/31/2012 start dates) will not begin reporting on HV Form 1 and HV Form 2 in the DGIS-HV until October 2013. The inaugural reporting period would be 10/1/2012 – 9/30/2013.

  34. Questions?? • Questions?

  35. Questions? Please Submit a Question. Also: Please take a moment before leaving the webcast to take our survey so that we can continue to improve. An archive of this presentation will be available in approximately two (2) weeks at: www.learning.mchb.hrsa.gov

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