How do I obtain an EHBs account?
|You can create a new account through grants.hrsa.gov. Select Applicant/Grantee and then follow the steps to create or verify your Login.gov account. After creating or verifying your Login.gov account you can log into the EHBs and complete your registration. For more information on the registration process, refer to the Registration and User Accounts FAQ page. For more information on Logging into the EHBs and Login.gov, refer to the EHBs Login Process help page.
What if I forget my username or password?
|Beginning May 26, 2023 the EHBs uses Login.gov and two-factor authentication to access your EHBs account. You do not need to use your EHBs username and password. If you forget your Login.gov email and password you can reset your password through the Login.gov site.
Who is able to view the UDS report?
|Only users with appropriate permission may view, edit, or submit the UDS report. The project director has all permissions and can grant permissions to other users. If you need to view, edit, or submit the UDS report but do not have the required permission, please ask for it from the project director.
When is the UDS report available for data entry and submission?
|The UDS report is available for data entry and submission on January 1 each year.
Can you use the UDS tables during the year to enter data?
|You are not able to access and begin entering data for the upcoming UDS reporting cycle until PRE opens in the fall, around the last week of October. You can access your previous year’s reports at any time in a read-only format.
When is the UDS report due?
|The UDS report is due on February 15 each year.
My submission shows as “Late.” What does this mean?
|The UDS report is due on February 15. Any report not submitted by the due date will show as “Late” until it is submitted. Please make your best effort to submit your report as soon as possible. If necessary, work with your reviewer to resolve any issues preventing you from submitting your report.
Where do I find references on what data to report?
|You can refer to the UDS Manual posted by BPHC on the UDS Training and Technical Assistance site (https://bphc.hrsa.gov/data-reporting/uds-training-and-technical-assistance). You can also refer to the UDS Training and Technical Assistance site for further reporting topics, including the UDS tables, manual, tools, reporting fact sheets, and training modules.
How do I identify the assigned reviewer for my UDS report?
|You can find the information for your assigned reviewer in the “References and Tools” section, located at the top of every page in your UDS report.
How do I get started?
From the ‘Welcome" page (the one that opens when you log in to the EHBs), click All under “My Tasks” (or just click the Tasks tab in the Top Navigation panel from anywhere in the EHB). The ‘Pending Tasks - List' page opens. Experienced users should be able to locate their UDS report in the list of pending tasks. If not, click Submissions in the Left Navigation panel to open the ‘Submissions - Incomplete List' page. Users should be able to locate their UDS reports there.
If you have already worked on your UDS report, you should be able to go right back to it as soon as you log in to the EHBs. On the ‘Welcome' page, look under “Recently Accessed” and you should find a link to your report.
What if I do not see anything in my pending tasks?
First, be sure you are on the ‘Not Completed Tasks page.’ If you do not see anything listed, you can reach out to the BPHC Helpline (877-464-4772) for assistance in accessing tasks and ensuring you have the correct access in the EHBs. Choose the requestor type, question type (EHBs), and BPHC subcategory (Uniform Data System).
What color is the live UDS Reporting environment banner and what color is the PRE banner?
|The live reporting system banner is green and the PRE banner is yellow/orange.
Will the data on the tables have to be updated if we use the UDS PRE system since it is before the end of the year and will not include the whole year of data?
|Yes, if there is additional information or corrections/additions to the data after the end of the year, you would need to update the data before submitting the report after January 1st.
If our data will change substantially before the end of the year, how can we use the UDS PRE period effectively?
|If the information will change substantially, you may not want to enter data during the PRE. However, you can go in during the PRE to review the forms and data needed, so you can start gathering your data to help when you are ready to enter information.
Are you able to download the UDS reporting structure into Excel?
The downloadable offline excel sheet will have all the Tables and separate Funding stream sheet (if applicable). This excel will contain all field names and cells where user fills in data.
How do I access the blank UDS Excel template?
You can find steps to download and upload the Offline Excel template on the ‘Wiki help page’: https://help.hrsa.gov/x/MwBVB. See key words: Offline Excel Feature.
What happens to data currently in the system when you upload a new file with data?
When you upload the offline excel file into UDS it will overwrite any data currently on the tables you upload.
What happens when you upload a file to the UDS reporting module in the EHBs with blank tabs? If I choose to use the blank excel file and I am only working on 1 or 2 tables, will my upload overwrite other tables that my co-worker is assigned to?
Any tabs that are left blank will overwrite the data in UDS when uploaded. This is an easy way to delete old data, but should be used with caution so you do not accidentally delete data. If you are only working on 1 or 2 tables, we suggest only downloading those 2 tables. Then you can upload and only overwrite those two tables, and not overwrite what other co-workers are completing.
If you download all the tables, can you upload them one at a time or will the system load them all at once?
If you download all tables, then the system will upload them all at one time. We suggest only downloading the tables you plan to work on so you do not accidentally overwrite other data.
Will the Offline Excel file show Data Match Errors before the final upload?
There are no validation checks for offline Excel. Once you upload the Excel file into UDS, validation checks will run at that time. However, there are checks for offline HTML.
Where can we find our tracking number?
You can find the tracking number on the ‘Status Overview page’ between “Notes and Due date” and it will start with your activity code. Your tracking number includes the grant number and year.
Are the comment fields available in the Offline Excel and HTML files?
Yes, you can enter table level comments on both the Offline Excel and Offline HTML files.
What are the basic steps for completing and submitting the UDS report?
First, collect the data, open the report, and then complete all the tables. Save your work frequently as you go. Take note of any error messages the system displays when you save your work, and address the errors. When you finish data entry for a table, click Save and Continue. Make sure the system moves the table's status to "Complete." (Remember, for tables in the universal and grant reports, this will not happen until the universal and all grant-report tables are marked as complete.)
Next, run the Data Audit report and address any issues (the system calls them "edits") it identifies. Correct errors and correct or explain exceptions. Then run the report again, clearing any new edits it identifies. Repeat until running the Data Audit report generates no edits. Review and submit your report.
Finally, working with your reviewer, complete any change requests and resubmit your report. Repeat these steps as necessary until the report is accepted.
How can I tell where data entry is required?
Data entry is required in fields marked with an asterisk.
Note that data entry is expected in every report table. If you try to mark a table as complete without entering data in all fields, the system will ask you to explain why you left fields empty.
Can I leave my report open for long periods of time while I enter the data?
Yes, but only so long as you save your work at frequent intervals. The system currently does not support “auto save.” Given the length of the UDS tables, you should save your work often, to protect against accidental loss of data. Click the Save button to save changes and remain on the current page, or click the Save and Continue button to save your changes and continue to the next page.
Feel free to keep the report open as long as you need to, but please be advised that the system will log you out – and you will lose any changes you have not saved – after 30 minutes of inactivity. So save your work often.
There are different people in my organization that will be filling out data in the UDS report. Can multiple users enter data in the report at the same time?
Yes, multiple users can enter data simultaneously as long as they are working on different sections of the report. If you and another user are simultaneously making data changes to the same section of the report, then you will receive an error message: “Another user may have changed one or more of the items you are attempting to update. Please try again by going back, refreshing the page and taking the desired action.” If you get this error, please navigate out of the page and try accessing it again. If this error persists over time, then please contact the BPHC Hel Center Program Support line; 1-877-974-HELP (4357); 8:00am to 8:00pm ET, Monday through Friday (except federal holidays); Submit a ticket to the BPC Health Center Support through the BPHC Contact Form.
How can health center staff work collaboratively on the UDS report?
There are a few ways a team can enter data collaboratively.
I did not collect data pertaining to a particular table. What do I do?
Data should be submitted for all sections of the UDS report. Note that some of the UDS tables have a data correlation with other tables in the report, and that you will need to complete all correlated tables and sections before you can resolve associated edit checks. Please work with your reviewer to resolve any unreported data.
If there is a large difference between data from one year to the next, can we enter a comment in the report to explain to the reviewer/auditor?
Yes, if there is helpful information, explanations, or justifications you want to add for the reviewer/auditor to see, use the ‘Report Comments’ field (from the left menu) to add your comments.
There are some edits on the Data Audit Report that can be explained, while others don’t have that option. Why?
There are two types of edits: errors and exceptions. Errors represent problems in data entry, normally triggered when the data audit detects that numbers don't add up from table to table. You can't explain an error; you can only correct it, so the system doesn't give you the option to explain.
The other type of edit is an exception. Exceptions represent questionable data, such as numbers that are unusually high or low, or significantly at variance with what you may have reported previously. This may be due to a data entry error, or it may be that the numbers reflect a change in the program activity. In the latter case, the reviewer would want to know why. For this reason, you have the option to correct or explain an exception, whichever is appropriate.
How do I enter an explanation for a data audit exception?
In the Data Audit Report, the screen is laid out in a tabular format, with the edits displayed in rows under a set of column headings. See the figures that accompany the article Executing the Data Audit Report and Clearing an Edit. The last column to the right is “Action,” and it displays the action the system believes you would most likely want to take. That is always “Fix Table.” In the case of a data audit exception, if you want to enter an explanation, you would click the Down Arrow next to the default action in the Options column. That pulls down the Context menu, and on the Context menu, you would choose Add/Edit Explanation.
I have entered all the data on a particular table, but when I go to the Data Audit Report, I do not see any edits related to that table. What do I do?
In this case, either the table is not in the “Completed” status or there are no edits pertaining to the table that apply to your report. Check that the status is “Completed” on the ‘Status Overview' page.
I have entered all the right data on my table but am still getting an edit and cannot complete the table. What do I do?
There are several types of edits, as described in the answer to another question on this page. Edits may appear for mathematical errors or data integrity issues across tables, grants, and reporting years. Please ensure that you have entered the data correctly as per instructions in the edit message. Provide clear explanations where appropriate. If you are still unable to resolve the edit, then please contact the UDS Support Center (firstname.lastname@example.org or 1-877-464-4772).
I have cleared all Pending edits on the Data Audit report, but whenever I go back to it there seem to be more edits. Why?
There could be multiple reasons why you see edits on the Data Audit report:
When can you compare annual UDS report versions to see the differences in data?
Before submitting your report you can compare data from previous years (ex: for the 2021 report you can compare to 2020 or earlier). Once you have submitted your data, you will be able to compare between different versions for that year (ex: other versions of the 2021 report).
I have entered data for all the tables in my report but am not able to submit. What do I do?
You will be able to submit the report when Contact Information, Patients by ZIP Code, and all the tables in the report, EHR Information and Report Comments are in “Complete” status. The status of all sections is located on the ‘Status Overview' page in the report.
You must also run the Data Audit report and clear all edits.
If you still cannot submit, please get in touch with the BPHC Helpline; 1-877-974-4772; 7:00am to 8:00pm ET, Monday through Friday; Submit Web Request Form.
How can I track the status of my submission from the EHBs?
Status information is displayed on the 'Submissions - All' page. Click the Expand button to the left of the Submission Name to view the Program Specific Status for the report.
How will I know my report was submitted?
When your report is submitted successfully, it will no longer appear as a pending task in the EHBs. You can track your report through the ‘Submissions – All' page or your grant portfolio, where its status will have moved to “Submitted” and you will not be able to edit it anymore. Also, during the submission process, you will be taken to a ‘Confirmation' page, which displays a tracking number. You can use this tracking number as a reference for any future communication with BPHC or your reviewer.
How will I know that my report was reviewed and accepted by HRSA?
Once your report is reviewed, your report will remain in “Submitted” status until all the reports for the year have been processed. Reports are typically processed by mid-May, after which the Program Specific Status of the reports processed successfully move to “Accepted.” You may also receive a notice from your reviewer after the review is complete.
What UDS data do I have access to once I have submitted the report?
You will have access, in read-only (HTML) format, to all UDS reports you submitted through the EHBs, going back to the 2007 reporting year. You will also have access to a series of reports that HRSA issues each year based on the data collected through UDS.
If you are a Health Center Program grantee, you can access your reports by going through your grant portfolio. After logging in to the HRSA EHBs, click the Grants tab in the Top Navigation panel to open your grant portfolio. Locate the grant for which you submitted your UDS report, and then click Grant Folder. When the ‘Grant Home' page opens, click Performance Reports. On the ‘Performance Reports - List' page, scroll down until you see your UDS report (you should see all the UDS reports you've submitted through the EHBs, going back to the 2007 reporting year). To view the report, click Performance Report under “Options.”
For the 2008 and subsequent reporting years, you have access to your UDS data in XML format and the following reports based on UDS data: UDS Health Center, State, National Summary Report, UDS National and State Rollups, UDS Health Center Trend Report, and UDS Health Center Performance Comparison Report. For the 2018 and subsequent reporting years, you also have access to your UDS data in Excel format.
After navigating to your UDS reports as described above, find the UDS report you submitted for the corresponding reporting period. Click Performance Report under “Options.” The report will open in a separate window. For 2018 and subsequent reporting years, the UDS data reports are available on same window. For 2017 and prior reporting years, click the Access reports and data related to your UDS submission link at the top to open the landing page for the UDS data reports.
If you are a Health Center Program look-alike, you can access your reports by going through your designation portfolio. After logging in to the HRSA EHBs, click the FQHC-LALs tab in the Top Navigation panel to open your list of registered organizations. Locate the organization for which you submitted your UDS report, and then click Look-Alike Folder link under the Options column. When the ‘Look-alike Home page’ opens, go to the left side menu and click View Portfolio. On the ‘Portfolio page,’ click Work on Performance Report under Submissions to open the list of all submissions. On the ‘Submissions-All page,’ use search filters to find the LAL submissions. You should see all the UDS reports you've submitted through the EHBs. To view the report, click Performance Reports under “Options” column.
For more information on UDS data reports, see the quick reference sheet Accessing Standard UDS Reports. You will find it under the Training Material link under References and Tools in the page header in your UDS report.
Is there a way to access the UDS reviewer questions from previous years?
You will have access to your own latest comments in the final version, but not reviewer comments from previous year.
What happens after February 15?
The UDS system is available for your aggregate data input and review starting January 1. The report is due by February 15, after which the reviewer will work with you to clarify and refine your data. This process may require revisions by the health center and may require time through the end of March, at which time the data must be finalized. During the month of April, the analysis of data reporting is done centrally. If any issue is identified during this month, your reviewer may contact you to address it. By mid-May, all the reports are processed and data is finalized. Reports are generated through the summer, starting with rollup reports in June.
How do I access past UDS submissions to generate our health center’s trend report?
You can find steps on accessing reports at the end of the year on the UDS pages through the QRS (under “Training Materials” in the “Resource” section).
How can I access a recorded webinar about the Preliminary Reporting Environment (PRE)?
Visit the UDS Resources page for the presentation slides and webinar recording.
What resources are available if I need help?
The following resources are available:
If you need technical system assistance, including on-screen errors (other than edits), and general system issues, please get in touch with the BPHC Helpline; 1-877-464-4772; 8:00 am to 8:00 pm ET, Monday through Friday; Submit a BPHC Contact Form Request.
If you need help with content-related questions, including reporting definitions, edit review, and interpreting UDS data and reports, please get in touch with the UDS Support Center (email@example.com or 1-877-464-4772).