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.

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Uniform Data System (UDS) 2018 Enhancements Video

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Thumbnail to Uniform Data System (UDS) 2018 Enhancements Video

UDS Performance Report User Interface 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:

  • Table color scheme and appearance has changed.
  • You will have fewer clicks to make while entering data, as form completion is now automatically verified and the Mark as Complete action is no longer necessary.
  • 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 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.Bottom of page screenshot

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.

Download file button

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.Download file page
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. Offline Excel screenshot
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.Excel Mapping Document Resource section link
5.The Excel Mapping Document lists the coordinates for all the fields in the offline excel file.Excel Mapping Document screenshot

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.Upload file button

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.Upload file page

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 table data when uploaded.

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. Successful upload screenshot
10.The Error Summary Report file shows the edit codes, error messages, and the tables and funding streams where the errors fired.Error Summary Report screenshot
11.To access previously uploaded Offline Excel files, open the Upload History popup by clicking the Upload History link in the UDS Reports Resources section.Upload History Resource section link
12.Once the popup has opened, click the link in the Document Name column to download an offline excel file.Upload history popup
13.To view the history of file uploads, open the Action History popup by clicking the Action History link in the UDS Report Resources section.Action History Resource section link
14.The list of uploads will display in the list, along with other actions.Action History popup

Offline HTML Feature

1.

The Offline HTML Feature is a downloadable HTML application that includes the UDS Report UI, basic table functionalities, and field edits. Users can perform data entry on this application, save their data, and export data entered in an excel file.

 

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

Download file button

2.On the ‘Download File’ page, scroll down to the ‘Download Template’ section. Select the Offline HTML 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 HTML ZIP file.Download file page
3.Extract the content of the ZIP file and choose a file location for the extracted content. You will be prompted to enter a password, which is your assigned BHCMIS ID. After extracting the ZIP file, open the UDS-Submission Chrome HTML Document.Offline HTML ZIP file

The UDS-Submission file will only open if you have Google Chrome installed and does not require an internet connection to operate.

4.The Offline HTML site retains the UI of the EHBs and will include all the tables that you had selected on the ‘Download File’ page. Data can be entered directly into this site and saved just as in the EHBs. Edits will also fire on the Offline HTML site.Offline HTML UI
5.

Offline Excel files can be uploaded to the Offline HTML on the Import File page. This allows users to exchange data between the Offline Excel and Offline HTML functionalities.

 

To access the Import File page, click the Import File button in the left-hand menu. 		Import File button
6.Choose the excel file you would like to upload and click the Import File button.Import file page
7.Once data has been entered directly into the Offline HTML or imported from an Offline Excel file, the data can be exported from the Offline HTML data as an excel file. To do this, open the ‘Export File’ page by clicking the Export File button on the left-hand menu. Export file button

Exporting Offline HTML data as an excel file is the only way to upload Offline HTML data into the EHBs.

8.On the ‘Export File’ page, click the Export File button. This will export the Offline HTML data that has been saved as an excel file. This file can be uploaded into the main UDS Performance Report on the Upload File page.Export file page

Since Offline Excel files can be uploaded to the Offline HTML site, any colleagues that have been entering data in an Offline Excel file can upload them to the Offline HTML and validate the data, as edits fire in the Offline HTML.

Preliminary Reporting Environment (PRE)

1.

The UDS Reporting environment will now be made available to health centers before January 1st. This early access is called the Preliminary Reporting Environment (PRE) and allows health centers to better familiarize themselves with any changes or enhancements made to the UDS Performance Reports before the PRE.

 

2.Health centers can perform data entry on their UDS Reports during the PRE-period but cannot submit their UDS Report until January 1st.
3.During the PRE period, a message will appear on the top of the UDS Report indicating that you are now using the PRE and that UDS Reports cannot be submitted until January 1st.PRE environment message on top of page
4.After the PRE has ended on January 1st, you can submit your report. A message on the top of the screen will indicate this.Main UDS reporting environment message on top of page

Help Resources

1.If you have any questions or need assistance with the UDS Report, contact the UDS Helpline by email at udshelp330@bphcdata.net or give them a call at 866-837-4357.
2.If you have EHBs issues or questions, contact Health Center Program Support at 877-464-4772.