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 ADR. Today s Webcast is presented by Ellie Coombs, also from the DART Team. Ellie 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. It will also allow you to check the quality of the data in the file. Now I ll turn this over to our presenter, Ellie.

2 Before we get started on the Check Your XML feature, I want to welcome everyone to the 2014 data submission webinar series. We are glad you are joining us today and hope to see you in our upcoming webinars. I want to go over those now, so that you don t miss out. In a couple of weeks, we ll be doing a demonstration on TRAX, the new and improved Rx-REX. In April, we have a couple of webinars scheduled that address the mechanics of reporting. Then, we ll shift our focus to data quality, highlighting some best practices and tools to help you check your data quality. Finally, after reporting, we ll get your feedback and present some lessons learned in the ADR Town Hall.

3 I also want to go over some key dates. In February, we released TRAX you should have gotten an notification. If not, make sure to sign up for our ADR listserv. The CAREWare ADAP module that creates the 2014 file will be released in the near future, hopefully, in March. The ADR Web System opens on April 9. We hope to see your client-level data file uploaded by April 27. This gives you plenty of time to check data quality and address issues before the final deadline on June 8.

4 So, let s dive into the Check Your XML feature. Some of you may be familiar with this feature because it was available for the ADR last year. For those of you who are not familiar, I ll start the presentation with an overview of why it was developed and how it can help you with the ADR. I ll go over each of the reports that you can create with the Check Your XML feature, and how to access those reports.

5 As Michael mentioned, the Check Your XML feature has two main goals: 1. to help you make sure your file is compliant with the 2014 schema, and 2. to check the quality of your data. The feature was launched on February 2, so you have access to it now. Note that this feature mirrors the upload process, but it is not the same. You can t submit your data through this link. In fact, your data will be deleted automatically within 30 days of upload.

6 HAB wanted to help ADAPs check their files against the 2014 schema early on. As you know, there have been a lot of changes to the ADR. For example, there are new data elements, some data elements have been dropped, and some data elements have revised response options. Given these changes, the schema has also changed. The Check Your XML feature provides detailed error messages on issues with your file.

7 If you want to learn more about these changes, check out the webinar that we did in August Also, review the quick guide to the changes on TARGET.

8 Now, let s move on to data quality. Why did HAB and its contractor, Leidos, create this great tool? Because you want your ADR data to reflect the good work that you do. Your project officer will review ADR data to learn more about your program. In addition, the ADR is 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, whereas poor quality data cannot. If your data do not reflect your actual program activities, you can t use it to improve your performance.

9 As a recap, ADR data should accurately reflect your program activities.

10 Incomplete or inaccurate data don t allow stakeholders to see the good work that you do.

11 To help you assess your data quality, the Check Your XML feature has three main reports that you can generate once you upload your data: 1. the Validation Report, 2. the Confirmation Report, and 3. the Completeness Report.

12 The validation report is generated in an HTML format and displays all of the validation messages for the client-level data file. It is available within minutes of upload. The validation report is set up to display all errors first, warnings second, and alerts third. Errors must be fixed in order to submit the report. You should try to resolve your warnings, but as long as you enter a comment to explain the warning, it won t prevent you from being able to submit the report. Alerts will not prevent you from being able to submit the report, and you don t need to enter a comment to explain an alert, but you should fix those mistakes. Even though ADAPs can still submit the report with warnings and alerts, they should always try to resolve these. These warnings and alerts are checking the quality of your data.

13 If you want to know what validations to expect, please check out these helpful resources on TARGET.

14 This is a screenshot of the first document, which has every validation message described. Check this document out because during the first couple of years, there were very few validations related to the client-level data file. HAB has added more and raised the severity of others. For example, last year, if you reported a viral load test date outside of the reporting period, you would get an alert. Now, you ll get a warning for the same issue. There are dozens of new validations. Here s an alert you will receive if you report medication cost without reporting yes to the medication dispensed flag.

15 Here is a screenshot of the report. You can see the validation message of all of your issues. Now, for the Check Your XML feature, you don t need to input comments regarding warnings. However, you need to input them in the actual system when you want to submit your file. I just want to show where those will go because we do get questions about this. If you click this arrow, you ll be provided with a list of eucis that contributed to each validation message.

16 Here, I am zooming in on the eucis. Now, I want to draw everyone s attention to this little Excel icon. It allows you to download an Excel spreadsheet with the eucis. This was developed based on your feedback, so thank you.

17 The client upload confirmation report is generated in a PDF version. It shows the aggregate client data that are in the web system compared to what was uploaded in your XML. It displays the number of clients by gender, race, ethnicity, service visits, etc. It is also available within minutes of upload. This report is probably one of the most important reports. You can confirm what you believe you uploaded in your XML to what was read in the web system. What story does your data tell about your clients? Do frequencies match your expectations? If not, why?

18 This is the screen shot of an upload confirmation report. Some new features have been added to the confirmation report for 2014, like percentages!

19 The data completeness report contains four things: 1. The number of clients for whom a data element was reported. 2. The number of clients for whom the element was required. 3. The number of clients where the element was required and reported. 4. The number of clients where the element was required but missing. This report takes a little bit longer to generate. It is available within hours of upload.

20 The first column contains the names of the elements. The second column shows the number of records submitted with a service and a unique euci. The third 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 this third column is the denominator in the completeness calculations corresponding to the data element in the same row. The following columns are the number and percentage of required clients that have a value reported, as well as the number and percentage of required clients that have nothing reported at all. You ll notice that the completeness report has changed a bit since last year because unknown is no longer a response option for many data elements. Before, there were separate columns for unknown. Now, for the data elements where unknown was dropped, the clients without information will show up in the missing column. The clients with an unknown response for gender, for example, will show up in the value reported column.

21 This is an important report because data completeness is a big priority for HAB. HAB wants ADAPs to report data for at least 90% of their required clients. Note that if you don t meet these thresholds, you will still be able to submit your data, but we will be following up with you after submission to help you resolve these issues. Also, there is not a validation for this 90% benchmark. All validations related to missing or unknown data are at the client level. The new data elements will not be included in the completeness report.

22 Now that you know what the XML feature does, let me tell you how to use it.

23 You access the Check Your XML feature through the ADR Web System, which resides in the EHBs. I m going to walk you through the process from the beginning. We did a webinar on the EHBs, but I assume it was mostly attended by grantees and providers for the RSR, so let s go over the process again.

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28 This part is key. In the ADR Web System inbox, look for the Check Your XML row in the main table. Click Open.

29 Browse to your XML file and upload.

30 Now, I want to walk through some common errors you may experience if you upload files with issues. These errors prevent upload. You won t be able to validate your data or create confirmation and completeness reports with these issues. The first issue is what you would see if you use any wrong values. Some values have changed for 2014, so make sure you use the latest version of the data dictionary.

31 One error you must avoid is duplicate eucis. The message will tell you which eucis are problematic and the count.

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36 The DART Team addresses questions for those needing significant assistance to meet data reporting requirements. Examples include: 1. Helping grantees who do not know what to do or where to start. 2. Determining if grantee systems currently collect required data. 3. Assisting grantees in extracting data from their systems and reporting it using the required XML schema. And 4. Connecting grantees to other grantees that use the same data system. DART also deals with data quality issues, as well as providing TA on the encrypted Unique Client Identifier (euci) Application. The TARGET Center has a wealth of materials and links. Data Support addresses ADR-related content and submission questions. Topics include: 1. Interpretation of the ADR Instruction Manual and HAB s reporting requirements. 2. Allowable responses to data elements of the ADR Grantee Report and client-level data file. 3. Policy questions related to the data reporting requirements. And 4. Data-related validation questions. The HRSA Contact Center addresses ADR software-related questions. Topics include: 1. Electronic Handbook (EHB) navigation and EHB registration. 2. EHB access and permissions. And 3. Performance Report submission statuses.

37 There is no wrong door!

38 Another avenue for TA is the outreach we are currently doing with ADAPs. We have created ADR Summary Reports that compile information from the Confirmation Report and Completeness Report into a single-page document. The goal of these calls is to walk through the report and address any data quality issues, as well as to discuss plans for the upcoming submission. These calls serve as a great opportunity for you to bring up your concerns, questions, and progress.