How to Read EvaluationWeb File Process Reports

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Lesley Spencer
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How to Read EvaluationWeb File Process Reports 1.

Workbook with seven Worksheets: Balance Sheet Updated Records Duplicate Record Deleted Records Errors & Warnings

The Header The first row of each sheet in the workbook repeats the name of the sheet as shown on the sheet s tab

1 How to Read EvaluationWeb File Process Reports 1. Counseling and Testing (CT) Uploads The File Process Report for a CT (HIV Testing data) upload is an Excel Workbook with seven Worksheets: Balance Sheet Updated Records Duplicate Record Deleted Records Errors & Warnings Summary Errors Warnings Each sheet contains eight header rows, as described next. 2. The Header The first row of each sheet in the workbook repeats the name of the sheet as shown on the sheet s tab at the bottom of the screen. This is true with the exception of the first sheet which is titled Balance Sheet on the tab but File Summary on row 1 (see figures below) Luther Consulting, LLC Version 1.0

2 Rows 2 through 8 contain agency-, user-, and file-related details that are repeated identically on all of the sheets within the workbook. File Name is created by the user. No formatting requirements are imposed. UID (unique identifier) is created by the system. It begins with an alpha character (usually a P ) followed by a unique series of digits. File Upload displays the date and time that the data file was uploaded into the system. Report Generated displays the date and time the File Process Report was created for the uploaded file. Jurisdiction displays the name of the state or region for which the file was uploaded. Uploaded By displays the name of the person who initiated the file upload. Format shows the type of data, the version, and the format for the uploaded file. It is typically formatted as a single string of characters with spaces separating the relevant pieces of information. How to Read EvaluationWeb File Process Reports Page 2 of 16

3. Balance Sheet The Balance Sheet is always the first tab and shows a summary of the information contained in the remaining tabs. It is divided into two sections: Table 1 and Table 2.

3 3. Balance Sheet The Balance Sheet is always the first tab and shows a summary of the information contained in the remaining tabs. It is divided into two sections: Table 1 and Table 2. You can use this summary information to quickly determine if the data that you intended to submit were actually contained in your file. Table 1 is a summary of the records in the current report, stratified by various attributes. Table 2 is an accounting of errors and warnings related to those records. The total number of records in a file will not necessarily match the total number of errors and warnings, since a single record may contain more than one error or warning, or may contain none at all. The screenshot below shows Tables 1 and 2. Note that the letters in red correspond to the items described in the remainder of this document and do not appear in the actual File Process Reports. How to Read EvaluationWeb File Process Reports Page 3 of 16

4 Table 1 is divided into four result groupings: GROUP 1: Initial Validity A. Total records in file The total number of HIV testing records contained in the file. Each record within a file can be identified by its unique Form ID. Form ID is represented as <HivForm formid= > in the XML upload schema. B. Total initially invalid records The number of records in the file that contain an error when the file is uploaded. These records cannot be committed to the database unless the errors are corrected. C. Total initially valid records The number of records in the file that contain no errors when the file is uploaded. These records can be committed to the database. They may contain data that received warnings. GROUP 2: From Invalid to Valid D. Total initially invalid records Is the same figure that appears in item B. E. Total initially invalid records ignored or not yet corrected This result is also the same figure that appears in item B. It shows the number of records that are invalid when the file is uploaded. However, following the upload, you have the opportunity to correct errors (and warnings) in the file for most data sets. If you correct any errors and then re-generate the File Process Report, this line will change to show just the number of records that remain invalid after the correction routine. These remaining invalid records cannot be committed into the database. F. Total initially invalid records corrected (valid after correction). This result is always 0 (zero) when a file is uploaded, indicating that none of the invalid records have been corrected yet. However, if you correct any errors and then regenerate the File Process Report, this result will change to show the number of records that were invalid when the file was uploaded but which have been corrected. These records are then considered to be valid and can be committed into the database. GROUP 3: Valid Record Summary G. Total initially valid records Is the same figure that appears in item C. H. Total initially invalid records corrected. Is the same figure that appears in item F. I. Total valid records in the file available for Commit. This result is the sum of figures in items G and H. It represents the number of files that after the correction routine contain no errors and are ready to be committed (i.e., saved to the database) into EvaluationWeb. These records may still contain warnings. How to Read EvaluationWeb File Process Reports Page 4 of 16

GROUP 4: Valid Records By Status J. Total duplicate records (already existing in database) This result is the number of uploaded records from item I that EvaluationWeb recognizes as duplicates (i.e., records whose Form ID and associated information have been previously saved to the database).

5 GROUP 4: Valid Records By Status J. Total duplicate records (already existing in database) This result is the number of uploaded records from item I that EvaluationWeb recognizes as duplicates (i.e., records whose Form ID and associated information have been previously saved to the database). Because these records already exist, they are essentially ignored in the upload process. These records may or may not have been marked with Status Code R, the code used to identify a record that is purposely being resubmitted without any changes. For each record included in the total for item J, a corresponding row with additional details appears on the Duplicate Record tab (see arrow in the figure below). How to Read EvaluationWeb File Process Reports Page 5 of 16

6 K. Total records with a Delete Record status. This result is the number of records from item I that are marked with the Status Code D and have a corresponding Form ID already in the database. This code is used to purposely tag delete an existing Form ID and all of its associated data. For each record included in the total for item K, a corresponding row with additional details appears on the Deleted Records tab (see the arrow in the figure below). How to Read EvaluationWeb File Process Reports Page 6 of 16

7 L. Total updated records This result is the number of uploaded records from item I that already have Form IDs saved in the database but which are not duplicate records because at least one element within the record differs from the record existing in the database. The uploaded records may or may not have been marked with Status Code U, the code used to identify a record that is purposely being uploaded to update information for an existing Form ID. When committed, this kind of record overwrites all the information in the corresponding record saved in the database. Therefore, all data elements must be present in the uploaded record to avoid the loss of existing information. (See warning box.) Warning Record elements that have already been saved to the EvaluationWeb database but which are missing from the update record will be deleted from the database (or overwritten with a null value). To ensure this doesn t happen, always upload the entire record when uploading updated records. For example, if you wanted to update the code for just one Test Result variable in a record, the record being uploaded should contain the new Test Result code plus all of the other unchanged information in the record existing in the database. continued on next page How to Read EvaluationWeb File Process Reports Page 7 of 16

8 For each record included in the total for item L, a corresponding row with additional details will appear on the Updated Records tab (see the arrow in the figure below). How to Read EvaluationWeb File Process Reports Page 8 of 16

9 M. Total NEW records in current file This result is the number of records from item I that the system recognizes as new records. New records are those which have Form IDs that do not correspond with any records already in the database. These records may or may not have been marked with Status Code N, the code that is used to identify a completely new Form ID to be added to the database. There is no corresponding details tab for new records. Table 2 contains two additional results. N. Error Errors are data validation discrepancies within a record that must be corrected before the record can be committed to the database. For each error in this result, related details appear on the Errors & Warnings Summary tab and the Errors tab (see arrow in the figure below). How to Read EvaluationWeb File Process Reports Page 9 of 16

O. Warning. Warnings are data validation discrepancies within a record that should be corrected in most cases but will not prevent the record from being committed to the database.

10 O. Warning. Warnings are data validation discrepancies within a record that should be corrected in most cases but will not prevent the record from being committed to the database. For each warning in this result, related details appear on the Errors & Warnings Summary tab and the Warnings tab (see the arrows in the figure below). 4. Updated Records The Updated Records tab itemizes the results from item L. For each record, the System Form ID, the Uploaded Form ID, the Agency ID, and the Agency Name are displayed in a single row. Also, the total number of updated records in the file is shown again on this tab. How to Read EvaluationWeb File Process Reports Page 10 of 16

11 5. Duplicate Record The Duplicate Record tab itemizes the results from item J. Again, for each record, the System Form ID, the Uploaded Form ID, the Agency ID, and the Agency Name are displayed in a single row. Also, the total number of duplicate records in the file is shown again on this tab. 6. Deleted Records The Deleted Record tab itemizes the results from item K. For each record, the System Form ID, the Uploaded Form ID, the Agency ID, and the Agency Name are displayed in a single row. The total number of deleted records in the file is also shown again on this tab. How to Read EvaluationWeb File Process Reports Page 11 of 16

12 7. Errors & Warnings Summary The Errors & Warnings Summary tab stratifies the results from Table 2 by Message. For each unique message, the Count, Status (error or warning), and Message text are displayed in a single row. For example, in the screenshot below, row 13 shows that eight different records in the upload file triggered the warning for Record refers to a site that isn t in the database. The sum of the values in the Count column on this tab will match the sum of the two values in Table 2 (N and O) on the Balance Sheet tab. How to Read EvaluationWeb File Process Reports Page 12 of 16

8. Errors The Errors tab itemizes the results from item N. For each error message, the Problem Value, Message text, Status, Sponsoring Agency ID, and Form ID are displayed in a single row.

13 8. Errors The Errors tab itemizes the results from item N. For each error message, the Problem Value, Message text, Status, Sponsoring Agency ID, and Form ID are displayed in a single row. The total number of error records in the file is also shown again on this tab. The Problem Value is the actual data (i.e., text) that was entered and that is violating one of the validation rules. For example, in the screenshot, row 18 shows that 17021, was assigned to this record (as the Site ID). The message indicates, however, that Site ID does not exist in the database is considered a Problem Value since EvaluationWeb cannot locate this as an existing Site ID. continued on next page How to Read EvaluationWeb File Process Reports Page 13 of 16

Another example is shown in the second screenshot. Here, row 18 shows that 4545 was assigned to this record (as the Client ID) and that the record was marked as N (new).

14 Another example is shown in the second screenshot. Here, row 18 shows that 4545 was assigned to this record (as the Client ID) and that the record was marked as N (new). The message indicates, however, that Client ID 4545 already exists in the database is considered the Problem Value since the system has located it as an existing value. This may be a duplicate record, or maybe the record was mistakenly coded as N and should have been coded as U. How to Read EvaluationWeb File Process Reports Page 14 of 16

9. Warnings The Warnings tab itemizes the results from item O. For each warning message, the Problem Value, Message text, Status, Sponsoring Agency ID, and Form ID are displayed in a single row.

15 9. Warnings The Warnings tab itemizes the results from item O. For each warning message, the Problem Value, Message text, Status, Sponsoring Agency ID, and Form ID are displayed in a single row. The total number of warning records in the file is also shown again on this tab. As on the Errors tab, the Problem Value here is the actual data that was entered and that violates one of the validation rules. For example, in the screenshot, row 17 shows that 2 was entered as the County Code for Form ID However, the validation rule states that the County Code must be a three-digit sequence. The user likely assumed that 2 and 002 were equivalent. Validation rules are based primarily on the NHM&E Data Variable Set (DVS). The screenshot below shows the DVS entry applicable to this example. continued on next page How to Read EvaluationWeb File Process Reports Page 15 of 16

16 Another example is shown in the second screenshot. Here, row 25 shows that 24 was entered as the Time Period a certain client. However, the validation rule states that the Time Period must be between 1 and 12 months. Also note in the screenshot that several cells in the Problem Value column are blank. This indicates that data are missing altogether from a required field. 10. Questions? If you have any questions about interpreting your File Process Report, we would like to hear from you! Luther Consulting Support Services contact information: , option 1 (8:30 am to 5:30 pm ET) help@lutherconsulting.com How to Read EvaluationWeb File Process Reports Page 16 of 16

Uploading Files to EvaluationWeb

Uploading Files to EvaluationWeb User Guide Version 1.5 May 2017 All rights reserved Change History History The table below logs the changes that have been made to this document over time. Version Changes