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This topic covers data entry, saving your work, and validating a table. It also includes a list of system-generated messages you are likely to see when saving data following data entry, and a list of table statuses, for reference.

Data Entry

Data entry is performed using keystrokes commonly used for data entry in Web-based systems. For each data-entry field, enter the data, and then press the TAB key to go to the next data-entry field. Use Shift+TAB to go backward. You can also go directly to any field by clicking it with the mouse.

The navigation in each table is set up so that pressing the TAB key takes you to the next field that you are required to report data on. The TAB directions are set based on the logical flow of data.

Saving Your Work

Save, Save and Continue, and Mark as Complete are available from the Select menu that appears in the bottom right corner of every section of the report. (Most sections are very long, so you will probably have to scroll to the bottom of the section to see it.)

Figure 1 shows the bottom of a section of the report. Note the Select menu on the right.

Figure 1: Select Menu

Page Actions - Select Menu Options

You can choose Save (and then click the Go button) at any time to save the data you have entered so far. If the system displays a critical error message at the top of the page (see Table 1 below), you must address the error immediately. If the system displays one or more regular error messages, you may address them or disregard them (for now) and continue data entry. Save and Continue has a similar function as Save; the only difference is that choosing it will also take you to the next table. The status of your page after you choose either Save or Save and Continue will be "In Progress."

You can choose Save (and then click the Go button) at any time to save the data you have entered so far. If the system displays a critical error message at the top of the page (see Table 1 below), you must address the error immediately. If the system displays one or more regular error messages, you may address them or disregard them (for now) and continue data entry. Save and Continue has a similar function as Save; the only difference is that choosing it will also take you to the next table. The status of your page after you choose either Save or Save and Continue will be "In Progress."

Validating a Table

When data entry for a table is complete, you should choose Mark as Complete (and then click the Go button). The system will run a check to see if there are errors. If there are, you should address them now. When clicking Mark as Complete produces no error messages, the page status will move to "Validated" (or "Complete," as described in the next paragraph) and you may proceed to the next table.

If you are working on a table that has grant-specific reports (i.e., Tables 3a, 3b, 4, 5, and 6a), the status of each grant-specific report will move to "Complete" when you mark it as complete. When you mark the last grant-specific report as complete, the system will report errors (if there are any) between your universal and grant-specific reports. When there are no errors between the universal and grant-specific reports, the status of each grant-specific report and the table itself will move to "Validated." (If the tables listed above do not have grant-specific reports, their status will move to "Validated" when you mark them as complete.)

If you are unable to report data on any field(s) in a table, you may leave the field(s) blank. In such cases, choosing Mark as Complete will present you with the list of the fields you have failed to report on and you will have to confirm your decision not to report on them.

If you have no data at all reported on a table, you will still be able to mark it as complete, but you will be required to provide a justification for this.

System-Generated Messages

Table 1 lists the conventions for system-generated messages you are likely to see when saving data following data entry.

Table 1: System Conventions

SymbolDenotes


Critical Error Icon

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.
Example: Entering two in a field where 2 is called for produces a Critical Error.


Regular Error Icon

Regular Error. This kind of error will let you save the data entered until then, but if one or more errors of this kind appear on a page and are not corrected, the system will not change the status of the page to Completed. 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.
Example: Entering no data in a field where data entry is required produces a Regular Error.

Information Icon

Information. These appear as notes to keep you informed of any important information on your report

Success Icon

Success Message. These denote that a particular process has been executed successfully. This can appear anytime data is successfully saved or submitted.

Table Statuses

At any time, a table will be in one of the statuses given in Table 2 below.

Table 2: Table Statuses

SymbolStatusDenotes

Not Started Icon

Not Started

All report tables are initially in "Not Started" status. Navigating to a table causes the status to move to "In Progress."

Not Started Icon

In Progress

Data entry is in progress. The table remains in this status while data is entered and saved. Data will be saved as long as there are no critical errors.

Completed Icon

Complete

This status only applies to the Data Audit page and to tables that have grant-specific reports (i.e., Tables 3a, 3b, 4, 5, and 6a). When you have entered all the data for a grant-specific table and there are no critical or regular errors and you mark the table as complete, the status of that table will move to "Completed." The status of the table overall will remain "In Progress."

Validated Icon

Validated

For tables that have grant specific reports (i.e., Tables 3a, 3b, 4, 5, and 6a), the table will automatically move to "Validated" when you mark the last grant-specific table complete and there are no errors between the universal and the grant-specific reports. For all other tables, when you have entered all the data and there are no critical or regular errors and you mark the table as complete, the status will move to "Validated."


Once a page has been marked "Validated" or "Complete," making any additional changes to the data which produces errors on the page will cause the page status to revert to "In Progress." A page will never revert to the "Not Started" status.

Note that the Data Audit Report page can only have three statuses: "Not Started," "In Progress," and "Complete." The Data Audit Report page never moves to "Validated" status.

If the UDS Reviewer Returns Your Report for Change Request

If the UDS reviewer returns your report for change request, correct the data entry and validate the tables by following the same steps you performed initially. For more information see Working on a Change Request and Resubmitting.


 

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