Discretionary Grants Information System (DGIS) – Home Visiting (HV)

Introduction to DGIS-HV and Overview of Data Collection for Home Visiting Form 2

EJ TomBusiness Analyst, MCHB Information Systems

Science Applications International Corporation (SAIC)

September 12, 2012

What is DGIS – Home Visiting (HV)?

DGIS-HV is a new web based system that is currently being developed based on the existing DGIS reporting model.

The purpose of the DGIS-HV is to collect: Demographic and Service Utilization Data (Home

Visiting Form 1) Benchmark Area-related Data (Home Visiting Form 2)

Inaugural Reporting Period: (10/1/2011-9/30/2012) – X02 and D89 only (does not apply to HV tribes)

DGIS-HV is scheduled to go live in October 2012

How do you access DGIS – Home Visiting (HV)?

DGIS-HV is integrated with the HRSA Electronic Handbooks (EHBs)

X02 & D89: Access via the “Submissions” section under the EHB task tab

EHB Submission will be labeled as: “Demographic, Service Utilization, and Benchmark Area-related Data Reporting”

When are DGIS-HV reports available/due? X02 & D89 Grantees

Available in EHB annually on October 1 Report on HV Form 1 and HV Form 2

DGIS-HV Screenshots

Disclaimer All screen captures and mockups in the following

slides are provided to give the audience a general idea of the look and feel and navigation of the DGIS-HV.

Creating performance measures under each construct will be similar to the model used in the Title V Information System (TVIS) for creating State Performance Measures. Therefore, some screen captures are from TVIS for conceptual design.

The look and feel will change. The screen captures and mockups will not reflect the final product to be released in October 2012.

Accessing the DGIS-HV report

The Electronic Handbook (EHB) is HRSA’s grants management monitoring system.

DGIS-HV is integrated with the HRSA EHB.

Grantees access DGIS-HV report seen under the grant submissions section via the EHB task list

The following slides will show you how to access DGIS-HV submission in the new HRSA EHB user interface.

Accessing the DGIS-HV report HRSA EHB Welcome Screen - Click Task tab.

Accessing the DGIS-HV report Click “Submissions” link. Click on “Edit” to access DGIS-HV. You would click

“Start” to access the DGIS-HV for the first time.

Accessing the DGIS-HV report Screenshot of Main Menu

Overview of HV Form 2 Data Entry

Grantees will create performance measures for the constructs under the six benchmark areas, which will be active for three years.

Performance measures will be created under the X02 grant and will be used as the master list of measures for their D89 grant (if applicable).

Performance measures can only be created in the DGIS-HV in Year 1 of the three year lifespan.

Overview of HV Form 2 Data Entry

Screenshot of Performance Measure Master List (TVIS)

Overview of HV Form 2 Data Entry Click the Add New Measure button on the Master List

page. A blank detail sheet will be displayed.

Overview of HV Form 2 Data Entry What is the detail sheet?

The detail sheet is a component of HV Form 2 which is the definition of the performance measure. It is completed when the grantee creates the measure in the DGIS-HV.

The detail sheet consists of Form 2 sections 1 through 5.

Benchmark Area Performance Measure Operational Definition Measurement Tool Utilized Rationale for Measure

The detail sheet is only editable in Year 1 of the three year lifespan of the measure.

Overview of HV Form 2 Data Entry Mockup of a Detail Sheet to define a measure

Overview of HV Form 2 Data Entry Creating a Measure – Form 2 Section 1

Benchmark Area will be a pick list with all six benchmark areas.

Construct will be a pick list that will display only the constructs for the benchmark area selected.

Only one measure can be created per construct, except for benchmark area IV. Domestic Violence or Crime.

For example, if a grantee created measures for the Crime constructs (arrests & convictions), the DGIS-HV will not allow you to create measures for the Domestic Violence constructs.

Once a measure is created, that construct will no longer appear in the Construct pick list.

Overview of HV Form 2 Data Entry

Creating a Measure – Form 2 Section 2 Name or Brief Description will be a data entry

field with a character limit of 200.

Type will be a pick list that with the following selections:

Process Outcome

Overview of HV Form 2 Data Entry

Creating a Measure – Form 2 Section 3 The following sections will be data entry fields with a

character limit of 1,000: Definition Key Terms Participant Population Involved Numerator Denominator

Type of Scoring will be a pick list with the following selections:

Count Rate Percentage Average Score

The numerator and denominator fields are only required for “percentage” and “rate” measures.

Overview of HV Form 2 Data Entry

Creating a Measure – Form 2 Section 4 Measurement Tools Utilized will be a pick list with

Yes/No. A list of checkboxes with common tools will be

displayed based on the construct selected for the measure (select all that apply).

NOTE: There are some constructs that will not have common tools, so there will not be a list.

A data entry box with a character limit of 1,000 will be available to provide additional tools utilized.

If No is selected in the pick list, a data entry text box with a character limit of 2,000 will be available to articulate the types of observation or question(s) posed to capture information.

Overview of HV Form 2 Data Entry

Creating a Measure – Form 2 Section 5 A data entry box with a character limit of 1,000 will

be available to provide the rationale for the measure.

All data entry fields must be completed for Form 2 sections 1 through 5 in order to create a measure.

Overview of HV Form 2 Data Entry

The Title V Block grant keywords list was used in order to facilitate future analysis of measures between Home Visiting and the Title V Block grant.

Keywords specific to Home Visiting were added, and some keywords were assigned as default keywords for each construct.

Grantees will be able to assign keywords to each performance measure by selecting them from a list of checkboxes in the DGIS-HV.

Overview of HV Form 2 Data Entry

Screenshot of Keyword List (TVIS)

Overview of HV Form 2 Data Entry

What is the multi-year table? It is accessed by clicking on the measure number on

the master list (refer to slide 10). The multi-year table displays the data from Form 2

section 6 (Value for Reporting Period) for the three year life span of the measure.

Value Numerator (if applicable) Denominator (if applicable)

The data collection form can be viewed/accessed for each respective year of the measure by:

Clicking on the “Enter/Edit” link for the reporting period.

Clicking the “View” link for years prior to the reporting period.

Overview of HV Form 2 Data Entry Multi-Year Table

Overview of HV Form 2 Data Entry

What is the data collection form? The data collection form is a component of HV Form

2 that is completed for each year of the three year lifespan.

The data collection form consists of Form 2 sections 6 through 8.

Value for Reporting Period Definition of Improvement Improvement

Overview of HV Form 2 Data Entry Form 2 Section 6 – Value for Reporting Period

The numerator and denominator fields will only be applicable for “percentage” or “rate” measures.

The numerator and denominator data entry fields on HV Form 2 accept values 1-99999. The value field accepts 1-100.

The value field will be auto-calculated based on the numerator and denominator values for “percentage” measures.

Reporting period will always be the federal fiscal year (10/1 – 9/30). The inaugural reporting period is 10/1/2011 – 9/30/2012.

Overview of HV Form 2 Data Entry Form 2 Section 7 – Definition of Improvement

Direction will be a pick list with the following selections:

Increase Decrease Maintain an Acceptable Level Increase or Maintain an Acceptable Level Decrease or Maintain an Acceptable Level

Type of Comparison will be a pick list with the following selections:

Individual Cohort Cross-Sectional

These pick lists are only active in Year 1 of the three year lifespan of the measure.

Overview of HV Form 2 Data Entry Form 2 Section 7 – Definition of Improvement

(cont’d) Specifying Baseline & Comparison Periods

FROM and TO data entry fields will be available to provide the date ranges (MM/DD/YYYY).

The FROM fields will only be editable in Year 1 of the three year lifespan of the measure.

The Baseline Value, Numerator, and Denominator fields will not be editable until the date range specified has ended.

The Comparison Value, Numerator, and Denominator fields will not be editable until the date range specified has ended.

Overview of HV Form 2 Data Entry

Form 2 Section 7 – Definition of Improvement (cont’d)

Target will be a pick list with Yes/No. A data entry box with a character limit of 1,000 will

be available to specify the target adopted. A second data entry text box with a character limit of

1,000 will be available to articulate the rationale/source.

These data entry text boxes will not be required if No is selected for the Target pick list.

Overview of HV Form 2 Data Entry Form 2 Section 8 –Improvement

This section will be read only on the data collection form in Year 1 and Year 2 of the three year lifespan of the measure.

Three-year improvement will be auto-populated with Yes or No by the system in Year 3.

This is determined by the “Direction” selected (i.e., Increase, Decrease, etc.) and the Baseline Value and Comparison Value.

Considerations will be an optional data entry field in Year 3.

Overview of HV Form 2 Data Entry Mockup of Data Collection Form (Partial)

Overview of HV Form 2 Data Entry

DGIS-HV utilizes validation checks and errors to ensure data quality through a variety of methods

Form Status Checker – Displays validations for HV Form 2 to ensure all measures are completed based on the reporting requirements

Form Validations – Red error messages that are displayed on the top of the form/section that must be addressed in order to save.

Data Field Validations – Error messages that are displayed next to a data entry field if a value is invalid, such as entering letters into a numeric field. These errors must be addressed in order to save.

Overview of HV Form 2 Data Entry Screenshot of Form Status Checker (Form 2

errors not displayed in this screenshot).

Overview of HV Form 2 Data Entry Screenshot of Data Field Validation (Form 2

screenshot not available at this time but the concept is the same.)

Summary of DGIS-HV Reporting In October 2012, X02 & D89 grantees

(9/30/2011 start dates) will report on HV Form 1 and HV Form 2 for the first time. (Reporting period: 10/1/2011 – 9/30/2012)

D89 grants (3/31/2012 start dates) will not begin reporting on HV Form 1 and HV Form 2 in the DGIS-HV until October 2013. The inaugural reporting period would be 10/1/2012 – 9/30/2013.

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