Submission Status December 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 * 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). Click Start Report

Process Information Screen December Click this arrow to 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 Started Blue = In Progress Green = Complete

Process Information Screen December 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 Last NGA Related 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 Last NGA Related Documents (2009 UDS Users Guide and TA materials) Reports (2009 UDS data)

Status Overview Screen: Action Links December Set Preferences (navigation options) Request Exemption (pull-down list provided for reason for exemption)

Status Overview Screen December The Status page shows all the sections of the report and the completion status of each section.

UDS Report Status Table December 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 StatusDenotes 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’ 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 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

Service Area Information December 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 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 For these two rows, enter the data here Check 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 Importing ZIP Codes December 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 and Grant Reports December 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 When data entry produces errors, an advisory appears at the top of the page. Fields where errors occur are highlighted.

Error Message Symbols December 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 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 UDS: Table 3B December ABC CHC, Inc 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 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

2009 UDS: Table 5 December Click to hide data ABC CHC, Inc Reduces the Medical 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 Visits and Patients by Primary Diagnosis Categories Visits and Patients by Selected Service Categories ABC CHC, Inc

2009 UDS: Table 6B December 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

2009 UDS: Table 7 December 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 Section B: Hypertension by Race/Ethnicity

2009 UDS: Table 7 (completed) December Section C: Diabetes by Race/Ethnicity

2009 UDS: Table 8A December

2009 UDS: Table 9D December

2009 UDS: Table 9E December

Report Comments Screen December “… if you want to share any information with the reviewer of your report …” Reviewer comments will appear here Add comments here

Data Audit Report Screen and Report December Print Edits button produces a printed report of the errors found in the UDS Table Reports

Data Audit Report Screen December Explaining why reported data does not satisfy the system edit checks

Data Audit Report Screen December Example of the ‘Explained’ view Example of the ‘Show All view

Data Audit Report Screen December Your goal is to achieve a UDS Report with “no Edits”

Review Screen December Use this button to print all your UDS Tables Use these View links to view/print individual UDS Tables

Submit Screen December

Submit Screen December View Report link takes you back to the Review Screen

Final Submission Verification Screen December Print this page button

Resources December ResourceTypePurpose Electronic Handbooks URL. Video Audio/visual presentation for EHBs registration, adding grants to your portfolio, project director registration and accessing the grant handbook. guidance Online version of BPHC’s UDS 2009 Reporting Manual Phone: 877-Go4-HRSA/ ; (9:00 AM to 5:30 PM ET M-F) Phone and/or System help by phone or via . Do not use this for program questions. Call UDS-HELP ( ) or Or call the BPHC Help Desk at or Phone and/or Program help by phone or .