Welcome to today s Webcast. Thank you so much for joining us today!

Transcription

1 Welcome to today s Webcast. Thank you so much for joining us today! My name is Michael Costa. I m a member of the DART Team, one of several groups engaged by HAB to provide training and technical assistance to Ryan White grantees during the implementation of the RSR. Today s Webcast is presented by Debbie Isenberg, also from the DART Team. Debbie will give you an in-depth look at the Check Your XML feature, which will allow you to check your client-level data file for schema compliance and the quality of the data in the file. At any time during the presentation, you ll be able to send us questions using the Question function on your control panel on the right-hand side of the screen. You ll also be able to ask questions directly live at the end of the presentation. You can do by clicking the raise hand button (on your control panel) and my colleague, Titi, will conference you in. You can also click the telephone button and you ll see a dial-in number and code. We hope you consider asking questions live, because we really like hearing voices other than our own. Now I ll turn this over to our presenter, Debbie

2 Thanks Michael. As Michael noted, today s webinar is about the Check Your XML feature. The Check Your XML feature is a great tool available for use before and during the RSR submission period. Today I m going to provide an overview of what the Check Your XML feature is and how it can help you with the RSR. We ll review the features of Check Your XML and go through the different reports that are available to review your data quality. Finally, we ll review the steps for using Check Your XML. Now this is a more technical webinar than some of our webinars. Don t worry if you have questions-we ll have time at the end of the webinar to address them. Also remember the slides will be available on the TARGET website within 1 week of the webinar so you don t need to write everything down during the presentation.

3 Before we start, I d like to quickly review some RSR reminders. First, there are no changes to the XML schema. The RSR Data Dictionary is the same as last year. You can find it on the TARGET website at the link on this slide. A change that has been implemented this year is from funded to eligible scope. Eligible scope reporting means that you will report all clients who were eligible to receive Ryan White services for which you were funded, regardless of payor. You can find more information about eligible scope reporting by reviewing the webinar that we conducted this past summer. We ve also reached out to all of the RSR-ready system vendors regarding eligible scope implementation to ensure that they are aware of the change and making any needed modifications in the data systems.

4 The RSR Data Validations have also been updated. There are a few new grantee report validations, 11 new provider report validations and 23 new client level validations. The new client level validations include incongruent responses for sex at birth, gender and transgender status. This is only applicable if you upload more than one XML file for your RSR submission. You ll hear more today about how the reports in Check Your XML can help you identify clients with incongruent values reported. To learn more about the validations, view the webinar that we conducted on October 7 th - you can find it at the TARGET webinar archives. You can also download the validations from the TARGET website or from the web system. The Check Your XML Feature that we re discussing today opens next Monday, November 2 nd. Now let s get started!

5 As Michael mentioned, the Check Your XML feature was created for two main purposes: first, it allows you to check that your file is compliant with the schema. Now since the 2015 schema is the same as the 2014, most of you shouldn t have any problems unless you re using a new data system this year to create your 2015 XML and are not using a RSR ready system or TRAX. The other purpose of Check Your XML is to check the quality of your data before upload and submission. Check Your XML has all of the same client level reports that are in the web system upload through the provider report - the Validation, Upload Confirmation and Data Completeness Reports. However, there are two main differences. First, it does not include the grantee or the provider reports, only the client level data report. Second, the data are deleted after 30 days. You can t submit your data from the Check Your XML-it is to review your data only.

6 Now, why is data quality so important? Because you want your RSR data to reflect the good work that you do. Your project officer and HAB leadership will review RSR data to learn more about your program. RSR data are also used to present the Ryan White Program to the public. It is essential that Congress, the HIV community, and the public at large receive accurate information about the importance of the Ryan White Program. In addition, good quality data can help you improve quality of care, but poor quality data cannot. If your data do not reflect your actual program activities, you can t use it to improve your performance.

7 Here is a quick illustration - RSR data should accurately reflect your program activities. This is your program but since if you have data quality issues..

8 This is what stakeholders would see by looking at your data.

9 Now that we ve discussed what the Check Your XML feature is and why you should use it, let s review the features that are available. Let s start with what s new in Check Your XML.

10 First, it was updated so it has the same look and feel as the EHBs. It is also easier now to save and print reports and you can save them in a variety of different formats. Finally, if you upload more than one file for your RSR submission, you can now review data completeness, validation and upload confirmation reports for each individual file as well as the merged file. Remember, HAB prefers that you merge your data locally. To find out more about how HAB will merge your data if you upload multiple XML files, view the merge rules found at the link on the slide (and in the web system). As a reminder, there were no changes in the merge rules from last year.

11 Check Your XML has all of your favorite reports: the Validation Report, Upload Confirmation Report and Completeness Report. If you are a provider or grantee/provider you can use these reports to view your own data. If you are a grantee, you can use the feature to view your providers data. Let s review each of these reports in a little more depth.

12 The validation report displays all of the validations messages for client level data. Remember, Check Your XML does not include the grantee or provider reports so none of these validation messages are included. Just a quick reminder about validation message. Errors must be fixed. You should try to resolve your warnings, but if you can t resolve them, you will need to enter a comment. You don t need to enter a comment to explain an alert, but you should fix those mistakes as necessary. Remember, a big advantage to using Check Your XML is that you can identify these issues before the actual submission and address them so when you upload for the actual submission, you don t have validation messages! There are several new features in the validation report this year. First, the results are sortable. Second, there are actually 7 different ways that you can save your file. Finally as I mentioned before, the report is available for each file that you upload as well as the merged file. If you upload multiple XML files, the merged file is where you will find the new incongruent validations. Let s look at the validation report in more detail.

13 Here s what the validation report looks like in the Check Your XML feature. This is html format.

14 Now, as I mentioned you can Sort by the type of validation or the Client euci.

15 In addition to the html format in which it initially displays, you can also save the report in any of these 7 formats. This same feature is available in the upload confirmation and data completeness reports. Why so many choices? If you re writing a report for your agency leadership and want to include information from the validation report, you can save the report in word and then easily cut and paste the information into the report you are writing. What if you re trying to compare the data validations to your source data and it would be easier to do that in excel. Well, that s available too!

16 Now let s move on to the client upload confirmation report. The report shows aggregate data for what is in the uploaded XML file. It displays the number of clients by each demographic variable, services and clinical information. Do frequencies match your expectations? If not, why? This will be a really helpful report with the move to eligible scope this year so you can check if your eligible clients were uploaded in addition to clients who received a Ryan White funded service. Just like the data validation report, it has been updated. It also had the 7 different report outputs and the ability to create a report for each individual file and the merged file. Again, if you upload multiple XML files, the merged file will have the incongruent responses.

17 This the screen shot of an upload confirmation report. The upload confirmation report contains information on client demographics, services and clinical information for those providers funded for outpatient ambulatory medical care.

18 For each variable, you can see the response options, the number of clients reported with that response option and the percentage of all clients. Now you may recall that I mentioned incongruent values earlier in the presentation. For individual files, the numbers will be zero but in the merged file, any incongruent values would be noted. Also note that due to rounding, the total percentage may not equal zero.

19 Core medical and support service information are also summarized. For core medical services you ll see a count of clients and a count of visits. For support services, you ll only see a count of clients.

20 Finally for the clinical data, the report provides not only counts by each response option but also provides groupings for CD4 and VL counts and dates. Make sure these breakdowns match your expectations. If all of your VL counts are the same or the tests were taken in the same month, you probably have an issue with data quality. As a reminder, the upload confirmation report has include viral load suppression since 2014.

21 Finally, there is the data completeness report. The data completeness report contains the number of clients for whom a data element was reported, the number of clients for whom the element was required, the number and percentage of required clients for whom the element was reported and the number and percentage of required clients for whom the element was missing. The main difference between the data completeness report and the upload confirmation report is that the data completeness report is filtered for required clients only, while the upload confirmation report represents everything in the XML file. The 7 different file formats are also available in the completeness report and it is available for both the individual and merged files. It now only takes a few minutes to get the completeness report.

22 Here is an example of the data completeness report. The first column contains the report section-demographics, services or clinical. The second column contains the names of the elements. (1) The third column shows the number of records submitted with a service and a unique euci. And the fourth column contains the number of clients required to have a value reported for each data element. The numbers are different for each element because reporting on some elements depends on the services a client has received and other client characteristics. The number reported in the fourth column is the denominator for the completeness calculations in the same row. The 5 th and 6 th column have the reported values and % reported values while the final two columns include missing values and % missing values.

23 Data completeness for all of the variables is important. As previously mentioned, the goal is to submit data that accurately reflects your program and the important work that you do. In addition to the reports available during submission, HAB also conducts follow-up with programs after submission if more than 10% of the data are missing for any of five elements: ART, viral load, housing status, poverty level, and medical insurance. Through this follow-up, technical assistance is provided to grantees and providers to address data quality issues.

24 Now that we ve reviewed the reports available in the Check Your XML feature, I m going to walk through how to access Check Your XML, upload and review data.

25 There are 8 main steps for using the Check Your XML feature that we ll review during today s webinar. You ll start by logging into the system and accessing the check your xml feature. You ll choose create to start. You can then import one or multiple XML files, depending on how many files you need for your RSR submission. You ll review the available reports, fix any issues in your data and re-upload the data to review again until you ve addressed any data quality issues. Then you re ready to upload and submit once the RSR Web System opens. Let s go through each step in a little more detail.

26 Check Your XML lives in the RSR Web System. If you are a grantee or grantee/provider, you access the system through the EHBs. For more information on how to get to the RSR Web System within the EHBs, plan to attend An Overview of HRSA s Electronic Handbook for Grantees on November 18 th. Providers will access the Check Your XML feature through the RSR Web System. The links for grantees and grantee/providers as well and providers are listed on this slide.

27 What if you don t have the access that you need? If you re a grantee, plan to attend An Overview of HRSA s Electronic Handbook for Grantees on November 18 th. If you re a provider only, contact your grantee or Data Support for the registration code. When you go to the RSR Web System, click the Registration Form link and then fill out the form. You don t need to register more than once. Only register if you are NEW and have NEVER accessed the system before

28 Once you access the RSR Web System, this is what you ll see-your RSR Inbox. We ll talk more about this interface in the upcoming webinars on How to complete the Grantee Report using GCMS on December 2 nd and the Completing the RSR Provider Report on January 13 th. For now, you just need to locate the Check Your XML feature. It s accessible through the link on the left-hand side.the envelope that says open on the right hand side of the screen will actual say create when you first access the system.

29 Once your click on check your XML, this is the page that you ll see. To proceed to Check your XML, you ll click on create

30 This the Check Your XML page. Your first step is to upload your XML file. Browse to the location on your computer where you saved your XML and click upload file

31 If you try to upload a file that is not an XML, you ll receive this message. For a very large file greater than 29Mb, you will need to zip your file before upload. You can only include 1 file; you cannot use the zip feature to upload multiple files at one time. Values must also match the values in the data dictionary.

32 A common question that we receive is how you will know if you did it correctly. Well, there are two different things to look for. One is the green success: XML uploaded successfully at the top of the page. Second, you ll see the pending status in your upload history at the bottom of your screen.

33 Wait 3-5 minutes. Now if a lot of people are using the system it can take a little longer so yet another reason to start early. Refresh the page by selecting the Import Client-Level Data XML link under the Check Your XML Actions heading in the menu on the left

34 You ll now see that the status says processed. You can also see that the number of clients in the file is displayed as is the process date and time. If you have multiple XML files, repeat the same steps to upload the additional files.

35 One of the great new features is that you can view the reports immediately once the file is processed for each XML file uploaded. I showed the reports to you earlier so I won t go through them again. To access the reports, click on the arrow at the left of the id #. The three reports ready for viewing will display beneath the file. Just click on the link to access the report that you want. If the reports are blank, it means that you didn t wait for the file to be processed.

36 If you uploaded multiple XML files, you ll need to merge the files by clicking on validate on the left hand menu. Once you click on validate, you ll see a message that your validation request has been scheduled.

37 Wait 3-5 minutes and click on validation again for the report to display. Now if you re like me and can be a little inpatient and you click too soon, you ll get a reminder message that tells you the validation request has been schedule and it may take a few minutes to generate the report.

38 This is what the validation results look like. The report that displays will be in html format. If you click on the arrow it will display the eucis for which the validations occurred. You can then click on view detailed CLD validation report and go to the same page as I showed you earlier with the sorting and saving options that we already discussed. Remember, incongruent values will show up in the merged validation report.

39 To view the data completeness and upload confirmation reports, click on the respective links. Remember, if you uploaded multiple XML files, these reports are for the merged data. If you only uploaded 1 file, these are the same reports as were located under the upload history.

40 Now, if you noticed when reviewing the reports that there was a data quality issue, you will need to fix data in your source system and re-upload the data. You ll need to be sure to clear clients for the file that is problematic. To clear clients, click on the clear clients link on the left hand menu, choose which file you want to clear by checking the box next to the file and click on clear selected file(s).

41 You ll receive a message if this is done successfully that says success-clear Clients requested has been successfully scheduled. You can also see it in the history listed at the bottom of your screen for pending status. Wait 3-5 minutes and under the Check Your XML actions in the left hand menu, click on Import CLD XML File. That will refresh your page. Remember if you clear clients and upload new files, you ll need to validate again to merge the files together.

42 The process I just demoed is for grantee/providers or providers that want to check its own agency s data. But, what if you are a grantee and you want to review your provider s reports? To do so, once you are in the RSR Web System through the EHBs, go to Check Your XML link. Search by the provider s name. You ll have access to all of the reports that were just reviewed. If you are a vendor for a RSR-ready system and want to test some files now you can contact the DART Team and we ll get you set up.

43 In summary, the check your XML feature has some great reports that help you review your data before submission. The system will open next Monday Nov 2 so start as soon as you can so you have time to make any needed changes in your data. Check Your XML remains open throughout the RSR Submission period-just remember that it is not the same as submitting so be sure to upload your data through the Provider report link when you are ready to submit. HAB provides the Check Your XML feature to support you in submitting the best data that you can. Of course, if you have suggestions for the Check Your XML feature, please let us know. A lot of the new features this year were based on your recommendations.

44 Before we start the Q & A, I d like to review some resources that you ll want to have available for the upcoming RSR submission. The Instruction Manual has been updated so if you haven t already, I encourage you to download it today. TRAX is a great resource if you aren t using an RSR-Ready system and need to create the XML. Be sure to register for the webinar on December 16 th if you re interested in learning more about TRAX. There are three upcoming webcasts for the fall RSR series that include an overview of the EHBs, How to Complete the RSR Grantee Reporting using the GCMS and as previously mentioned TRAX. Registration for all 2016 webinars, including How to complete the RSR provider report in January, will be available in the next few weeks. DART will send an alert, so if you re not on our list, join now! [Beth, can you chat out how to join the DART s? You can find all recordings and Q & A for webinars that we ve completed on the TARGET Center website under archived webinars.

45 We also have several different TA resources available in case you have questions. The DART Team addresses questions for those needing significant assistance to meet data reporting requirements, such as helping grantees who do not know what to do or where to start; They also help determine if grantee systems currently collect the required data and assist grantees in extracting data from their systems and reporting it using the required XML schema; The DART team can also connect grantees to other grantees that use the same data system. Additionally, DART deals with data quality issues. Data Support addresses RSR-related content and submission questions. Topics include: Interpretation of the RSR Instruction Manual and HAB s reporting requirements; Allowable responses to data elements of the RSR Grantee Report and client-level data file; Policy questions related to the data reporting requirements; and Data-related validation questions The HRSA Contact Center addresses RSR software-related questions. Topics include: Electronic Handbook (EHB) navigation, registration, access and permissions; They also help with Performance Report submission statuses and RSR Web System navigation. The TARGET Center website has a wealth of technical assistance materials and links to manuals, archived webinars, and other technical assistance tools. Finally, the CAREWare helpdesk provides remote TA for CAREWare related questions I know that I just covered a lot of detail. The RSR TA flier lists everything that I just reviewed. You can download it at the address on the slide. But, remember, there is no wrong door!

46 And now, I am going to pass it back to Michael for questions.

47 And now to your questions but first, I would like to remind you that a brief, threequestion evaluation will appear on your screen as you exit, to help us understand how we did and what other information you would have liked included on this webcast. We appreciate your feedback very much, and use this information to plan future webcasts. As a reminder, you can send us questions using the Question function on your control panel on the right hand side of the screen. You can also ask questions directly live. You can do this by clicking the raise hand button (on your control panel). If you are using a headset with a microphone, my colleague, Beth, will conference you in; or, you can click the telephone button and you will see a dial in number and code. We hope you consider asking questions live, we really like hearing voices other than our own. We do want to get all of your questions answered, and we do not usually run over an hour. If you have submitted your question in the question box and we cannot respond to your question today, we will contact you to follow up. We often need to explore your question in order to give you the most appropriate answer. 47