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DSS State User Manual Version 2.1 Page | Ii Data Submission System (DSS) State User Manual 2.1 Prepared for: Center for Behavioral Health Statistics and Quality Substance Abuse and Mental Health Services Administration 5600 Fishers Lane Rockville, MD 20857 Prepared by: Eagle Technologies, Inc. 1901 N. Moore Street, Suite 702 Arlington, VA 22209 November 2017 Contents 1. Introduction .......................................................................................................................................... 1 1.1 Purpose of the DSS ........................................................................................................................ 1 1.2 Document Scope ........................................................................................................................... 1 1.3 Disclaimer ...................................................................................................................................... 1 2. Quick Guide for TEDS Data File Submission .......................................................................................... 2 3. Accessing and Logging into the DSS ...................................................................................................... 3 3.1 User ID and Password ................................................................................................................... 3 3.2 Two-Factor Authentication ........................................................................................................... 3 4. Managing Data Files in the File Repository ........................................................................................... 5 4.1 Working Files Page and Submitted Files Page Overview .............................................................. 5 Working Files Page and Submitted Files Page Description ................................................... 6 Working Files and Submitted Files Functionality .................................................................. 7 4.2 Uploading a File ............................................................................................................................. 8 4.3 Viewing File Details ....................................................................................................................... 9 4.4 Downloading a File ...................................................................................................................... 11 4.5 Deleting a File .............................................................................................................................. 12 5. Completing a Data Conversion Crosswalk .......................................................................................... 13 5.1 Overview ..................................................................................................................................... 13 5.2 Creating the Data Conversion Crosswalk .................................................................................... 14 5.3 Mapping State Fields to TEDS Fields ........................................................................................... 16 5.4 Mapping State Codes to TEDS Codes .......................................................................................... 19 Mapping Codes for Direct Copy (C) Mapping Type Fields .................................................. 20 Mapping Codes for Date Format (D) Mapping Type Fields ................................................. 21 Mapping Codes for Code Value Mapping (V) Mapping Type Fields ................................... 22 Mapping Codes for Static Input (I) Mapping Type Fields .................................................... 26 5.5 Verifying Crosswalk Mapping ...................................................................................................... 27 5.6 Marking a Data Conversion Crosswalk as Complete ................................................................... 29 5.7 Editing a Data Conversion Crosswalk .......................................................................................... 30 5.8 Setting a Data Conversion Crosswalk as the Default .................................................................. 30 5.9 Viewing a Data Conversion Crosswalk ........................................................................................ 32 5.10 Printing a Mapped Data Conversion Crosswalk .......................................................................... 33 5.11 Deleting a Data Conversion Crosswalk ....................................................................................... 35 DSS State User Manual Version 2.1 Page | ii 6. Converting a File to the TEDS Format ................................................................................................. 36 6.1 Using a Data Conversion Crosswalk ............................................................................................ 36 6.2 Data Conversion Error Checking ................................................................................................. 37 7. Running Validations on a TEDS-Formatted File .................................................................................. 39 8. Reviewing Validation Results and Error Reports ................................................................................ 41 8.1 Viewing Validation Results .......................................................................................................... 42 Summary of Validation Results ........................................................................................... 43 Field Name List With Errors ................................................................................................ 44 Bar Chart ............................................................................................................................. 45 Detailed Error Listings ......................................................................................................... 46 Downloading Validation Results ......................................................................................... 46 8.2 Summary Report ......................................................................................................................... 48 8.3 Error Report ................................................................................................................................ 49 9. Viewing and Correcting Data .............................................................................................................. 51 Querying Data ..................................................................................................................... 51 Editing Data Within the DSS ................................................................................................ 54 10. Submitting a File for Final Processing ................................................................................................. 58 11. Viewing TEDS Processed Files ............................................................................................................. 59 11.1 Submissions Page ........................................................................................................................ 59 11.2 Submissions Description ............................................................................................................. 60 12. Generating a Data Profile for a TEDS-Formatted File ......................................................................... 61 12.1 Data Profile ................................................................................................................................. 61 12.2 Generating a Data Profile from the File Repository .................................................................... 61 12.3 Generating a Data Profile from the File Details page ................................................................. 62 12.4 Data Profile for Admission and Discharge Files .......................................................................... 62 13. Support Page ....................................................................................................................................... 65 14. Audit Trail ............................................................................................................................................ 66 15. Glossary ............................................................................................................................................... 67 Appendix A .................................................................................................................................................. 69 Admission and Discharge Records Structure and File Specifications ..................................................... 69 Admission Record Structure ................................................................................................................... 69 Discharge/Update Record Structure ....................................................................................................... 73 Discharge/Update File Specifications ..................................................................................................... 73 DSS State User Manual Version 2.1 Page | iii Figures Figure 2-1. Data Submission Process Flow .................................................................................................... 2 Figure 3-1. DSS Login Page ............................................................................................................................ 3 Figure
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