Enhancements to the Uniform Data System were made available in the EHBs on 9/13/18.

2018 UDS Enhancements Overview

1.

The 2018 Uniform Data Systems (UDS) Modernization release implemented an overhaul of the UDS Performance Report user interface (UI) and added the Offline Excel feature, the Offline Hyper Text Mark-up Language (HTML) feature, and the Preliminary Reporting Environment (PRE).

2.The new UDS Performance Report UI includes changes to the color scheme, structure, and how UDS Performance Report edits fire.
3.The Offline Excel and Offline HTML features allow health centers to download either an excel file of selected UDS Performance Report tables or an offline HTML version of the UDS Performance Report UI. Both will enable users working on a UDS Performance Report to complete data entry without being connected to the internet and divide data entry work amongst members of a workgroup.
4.The PRE will provide health centers with access to their UDS Performance Reports before January 1st, allowing them to better familiarize themselves with any changes or enhancements made to the UDS Performance Reports before the submission period officially begins on January 1st.

 

 

UDS Performance Report UI Modernization

1.The Status Overview page has been altered significantly and now displayed several new panels
2.At the top of the Status Overview page, the UDS Performance Report due date and the number of days left till the submission period ends are shown.Status Overview page
3.

Several widgets and sections are located on the right side of the Status Overview page:

  • The Forms Overview widget indicates how many tables have not been started, how many are in progress, and how many have been completed.
  • The Report Details section specified the report’s BHCMIS ID and the user that last submitted the report.
  • The Submit and Print section contains widgets that allow to user to print or submit the UDS Performance Report.
Status Overview links and widgets
4.

The Status Overview page status list has changed in appearance:

  • Tables are listed along with associated funding stream forms
  • Status icons have changed and the ‘Validated’ status has been removed
  • A ‘Last Updated By’ column has been added.  This column provides time stamps for when tables were last updated
  • The ‘Options’ column has been removed
UDS Report Status List
5.

At the table level, several enhancements have been made:

  • Field and cross-field validations appear under the relevant fields and fire immediately after data has been entered in a field. Formerly, validations would fire only after the table had been saved and would all appear at the top of the page.
  • Table color scheme and appearance has changed.
Table 3B validation screenshow
6.

The Delete functionality had been added to the Patient By ZIP Code table at the row level. Users can click the 'Delete' link to remove a row.

 

Patients By ZIP Code Delete Functionality Screenshot
7.On all table pages, the Mark as Complete action has been removed, as pages now automatically checks pages for completion, reducing the number of clicks.

Offline Excel Feature

1.

The Offline Excel Feature is a downloadable excel template of the UDS Performance Report forms where users can perform data entry without being connected to the internet and upload the template data to the EHBs.

 

To access the Offline Excel feature, click the Download File link in the left-hand menu. This will open the ‘Download File’ page.

2.On the ‘Download File’ page, scroll down to the ‘Download Template’ section. Select the Offline Excel radio option and check the tables and forms you would like to download. After you have made your selections, click the Download button. This will initiate the download of the offline excel.
3.Open the downloaded file. Each of the tables and associated funding streams are organized in sheets. Complete data entry on each of the table sheets. 
4.To help navigate the excel file, open the Excel Mapping Document by clicking the Excel Mapping Document link in the UDS Report Resources section.
5.The Excel Mapping Document lists the coordinates for all the fields in the offline excel file.

The Offline Excel document is intended to facilitate offline data entry and enable team collaboration for data entry work. Coworkers can share the document and be assigned sheets to complete.

6.Save the excel file locally on your machine and open the ‘Upload File’ page by clicking the Upload File link in the left-hand menu.

Do not change the structure of the Offline Excel file while completing data entry. The excel file must retain its structure for it to be uploaded properly into the EHBs.

7.On the ‘Upload File’ page, scroll down to the Upload File section. Click the Browse button and select the excel file that you just saved. Return to the ‘Upload File’ page and click the Process File button to upload the data in the excel file and generate the Error Summary report.

Uploading the excel file will overwrite any tables on the UDS Report included in the excel file.

As tables are overwritten based on data entered into the Offline Excel file after it has been uploaded, a blank excel template saved to your computer can be used to easily clear data for tables.

8.Once the excel file has been uploaded and processed, the system will assign it a file name that follows a format. As per the format, the file name includes the BHSMIS ID and the version number. The version number will allow you to track the most recent upload.
9.A success message also displays when the system has finished uploading and processing the excel file. In the Error Summary section, the Number of Edits Verified and Number of Edits Failed values will display after the file is processed. The Error Summary Report can be downloaded by clicking the file link in the Download column.