Title X Database Webinars
Script
Slide 1: KAREN: Welcome attendees and introduce MARCO:
Hello everyone, I’m Karen Silver in the Office of Population Affairs and I’d like to welcome you to today’s Title X Database training webinar.
As you know, in order to maintain an accurate record of current Title X service sites, you, in your role as grantees, are expected to provide timely notice to the Office of Population Affairs, as well as to the appropriate federal project officer, of any deletions, additions, or changes to the name, location, and contact information for Title X grantees and service sites. You do such important work.
As a normal part of business, the Office of Population Affairs receives requests from Congress, Departmental leadership, and other entities inquiring about the locations and services in the Title X network. Let’s make sure we have an accurate listing of the services you provide and the important work that you do.
This database is also used to verify eligibility for the 340b program registration and recertification. You must enter your changes to the Title X database within 30 days.
On the line with me I have Marco Maertens an IT project manager from ICF, our website support contractor. Now, I’ll hand it over to Marco to walk us through the details of managing the database.
Slide 2: MARCO: Thanks, Karen. We have a few quick logistical items we’d like to flag.
- The first is that all attendees will be muted during the webinar. If you have questions during the presentation, you can submit them using the question area in your GoToWebinar control panel. I will ask the questions verbally during the Q&A session at the end of the webinar.
- Second, we will be recording this webinar and posting it in the Help section of the database tool so you will be able to reference it again in the future. The recorded version of the webinar will be available in a couple of weeks.
Slide 3: MARCO: Today we plan walk through the vision of the locator, introduce you to the public-facing Family Planning Clinic locator as well the Title X Database, and leave time for a Q&A session.
We hope you leave the webinar with an understanding of the workflows and how to use the database, how to get help using the tool if you need it, and what actions you need to take.
Slide 4: MARCO: Before we get into the tool, we wanted to share a little bit about the vision for the database and locator. Our goal is for the locator to be the first stop for men and women of reproductive age to find a Title X Family Planning Clinic near them. We want the supporting database to enable project officers, grantees, and service sites to effectively manage their data. In order to meet this goal, we need your help to ensure all the data is accurate and up to date. As such, you should update the database every time there is a change.
Slide 5: MARCO: So, first let’s walk through the public-facing locator.
[show OPA homepage]
This is what users see then they come to the website.
- We have a large search area in the middle where users can enter their city, state, or zip code and find a clinic near them.
- Down below, we have a link to FAQs, as well as the Host this Tool section.
[scroll down]
[click About this Tool]
When we go to the About this Tool page, you’ll see some frequently asked questions and answers regarding the database and locator.
[click back]
[click Host this Tool]
If we go back and go to the Host this Tool page, you’ll find information about the Family Planning Clinic Locator widget. This is widget that you can host on your own websites. When a client enters a City, State or Zip code in to the search box on your website, they will be directed to relevant Locator search results. As a grantee, if you are interested in hosting the widget on your site, simply copy and paste the code on this site into your website code.
[click back]
So going back to the landing page, if I want to search for a clinic near me, I can type in my location and you’ll see some autocomplete options appear. I’ll select my location and click search. So here are my results. By default, we are showing clinics within 10 miles of my location. To expand the search, I can click on the distance drop down and select a different distance up to 50 miles or down to 1 mile.
[select 50 miles]
[select 5 miles]
You’ll see my results change based on my distance selection. On the right we have a map showing my location and the location of each clinic in the search results. I can click on the icon and the name of the clinic will appear.
[click on clinic icon]
If I click on the name, I will be taken to the service site detail page, which we’ll see in a moment.
Another way to get to the clinic detail page is on the left. You’ll see that I have the list of clinics including the distance from my location, the clinic address and the phone number. If I want to learn more about a clinic, I can click the name or the View Details button.
[click View Details]
From there I am taken to the clinic detail page. It shows the location on the map, shows the address, phone number, and website. If I click on the get directions button it will bring up Google maps so I can access directions. We also display hours of operation and services offered at this location.
You’ll notice, that several of the services offered link to the Fact Sheets on the main OPA fact sheet about that topic, which can helpful for users looking for services.
[click Hep B]
[switch back to slides]
Slide 6: MARCO: Now let’s look at the database. Before we get into the nitty-gritty, we wanted to highlight three recent updates:
- County information is new required field when editing a facility. This is to facilitate county-level reporting. Most existing facilities have the county filled in already. If your facility is new or one of the few that are missing county information, you’ll have to include that before you can submit any changes. For facilities in Louisiana, parish information is used. For other jurisdictions like the District of Columbia and the Republic of Palau, where counties are not used, the name of that jurisdiction appears again in the county drop-down. It is still required.
- Grantee reports now include a last-updated field to help you better identify facilities in need of updating
- As we will detail below, by default, new sub recipients will show up in the locator. You can easily change that, as we’ll see in a few minutes.
Slide 7: MARCO: OK, let’s get into the database side of things.
Slide 8: MARCO: There are three primary user types in the database – service site users, grantee users, and federal project officers. If we look at the workflow on the right, service sites can make changes to their records. Those changes then go to the grantee for approval. The grantee can either reject the changes and send the record back to the service site for more edits or approve the changes and send them to the project officer for approval. The project officer can then approve the changes and publish them to the public facing locator or reject the changes and send them back down to the grantee for more work. Grantees are also able to update service site records and send them to the project officer for approval.
Slide 9: MARCO: Now, let’s take a look at the key tasks by user type. Service site users are primarily updating information about their service sites, replacing or adding users, and requesting that a service site be removed from the database due to a site closures.
Grantee users are updating service site information or information about their organization. They can also review and approve changes to records made by service site users. They can also request new user accounts, add new service sites, or request that a service site be removed from the database.
Project officers, who are HHS employees, are primarily approving or rejecting grantee-requested changes. They can also request user accounts, request that a service site be removed, or add a new service site.
[switch back dev]
So now let’s log in to the database and take a look at what each user sees. For this walk through we’ll be using our development site. This means that you may see some test data in the system that does not match what is in the live database.
To log in I’m going to go to the locator landing page and click on the log in button in the top right corner of the page.
[click LOG IN]
That will take me to a log in screen where I can either login, or if I forgot my password, click “Reset my password” to have the system send me password reset instructions.
[enter log in information]
When I log in, I see my dashboard. This service site user has two sites. So if we look at the table, we see the service site name, location, and the users associated with that site. Each site also has a unique identifier which is assigned by the system and used to help with tracking on the backend.
We can also see where this service site fits in the hierarchy. The service site user can see their sub-recipient, grantee, and region as well as the users associated with each.
On the right we have the user’s action items. Right now this user has no pending actions or submitted requests and there have been no records published in the last three months.
From here I can view or edit my profile. I can also access Quick Start Guides and other helpful resources if I click on Help.
[click profile]
[click Quick Start Guides]
If I click dashboard under manage, I can go back to the dashboard.
[click dashboard]
From here, I can access the forms to request a new user or request a service site closure. To request a new user, I click on the button, …
[click New User Request]
…and fill out the required information including the organization type and the organization name. This request then goes to the OPA Support team who will create the user account for the new user.
[click dashboard]
[click site closure]
If I have a service site that is closing and should be removed from the database, I can complete the Request Service Site Closure form. Once I complete and submit the form, including an explanation for the closure, it will go to the grantee and then the project officer to approve. Once approved the OPA support team will remove the record from the database.
So let’s go ahead and update a record so we can see it go through the process. To make an update, I’m going to click on Dashboard which takes me back to my dashboard.
[click dashboard]
Then I’m going to click on the name of the service site I’d like to update.
[click the site name]
I can then see what my record looks like to the public right now. To update, I’m going to click “New Draft”. Using this form I can update my service site information. The top of the form contains basic facility information including name, the 340B number if I know it, the site type, website, and related programs.
[scroll down]
We are using Google Maps for locations so if your location has changed, you can type the address in the search bar here. We then have physical location, mailing address, contact information.
[scroll down]
Next we come to the Facility Access section. If you want to display your clinic’s hours, you need to check this box. That will then expand the Facility Access section. To add hours, simply click the check box by the day of the week and the hours drop down will display. You can input the hours and add a note if you’d like. If you are closed for lunch you can add a shift by clicking the shift button. You also have the ability to add additional notes on office hours or add notes with additional facility information such as parking information.
[scroll down]
After entering your hours, you must select the services the clinic offers to the public. We have a list to choose from. Please be sure to select all of services your clinic offers.
Finally, you select the state in which your organization operates. We do have some organizations with an address in one state but that operate in another so please be sure to complete this field.
Once you’re done with your updates, you will click the Send Updates for Publishing button. This will send the record to the grantee for review.
[click Send Updates for Publishing]
Once you’ve done that you are taken back to the dashboard. In the Your Action Items section, you now see the record I updated under Submitted Requests. Once you have submitted a record for approval, the record is locked and you cannot make additional changes until the edits have been published by the project officer.
So now I’m going to log in as a grantee.
[log out]
[log in as a grantee]
When I log in you can see the dashboard which looks different than the service site user dashboard. Like the service site user, grantees can view or edit their profile and have access to the forms to request a new user or request a site closure.
Grantees also have a form to add a new service site. This form looks just like the form we just reviewed to edit a service site record. If you need to add a new service site, you would complete this form and submit it. It will then go to the project officer for approval and once approved the new service site will appear in the public facing locator.
If you need to add a sub-recipient or grantee, you will need to reach out to the OPA Support team at OPASupport@icf.com. They will add the sub-recipient or grantee for you.
On the grantee dashboard, I can see all the organizations under the grantee. I can sort by type by clicking these check boxes or filter by title.
[show sorting options]
If I scroll down, I can see a count of the site types under this grantee. I can also see recent closures in the last 30 days and users in the table including the PO user, grantee users, and recent active sub-recipient and service site users.
[scroll up]
If we scroll back up, I can see that there is pending action which is to review and approve the changes we just made to the service site record. There are no submitted requests which means I have nothing with the project officer for approval. Then I can see the list of recently completed items as well as any records that need to be reviewed because they haven’t been updated in the last three months.
So I’m going to click on the record under pending action.
[click on the pending action item]
When I open the record, I see an alert at the top that tells me what was changed. I see that the service site user updated birth control. I can then scroll down and review the change. If I approve, I will scroll to the bottom of the page and click the Send Updates for Publishing button.
[scroll down]
That will send the record to the project officer for final approval. Once the project officer approves, the updates will be in the public facing locator.
If I do not approve, I need to type an explanation in the rejection message field and click the reject changes button. This will send the record back down to the service site user so they can make any requested updates and then send the record back to the grantee for another look.
[click Send Updates for Publishing]
Back in the dashboard, you can see records that haven’t been updated in the last three months, will appear here. You need to click on the record and review the information. If everything is still accurate, you can click the site is up to date button and the record will be removed from your action items. If you make any changes, the site is up to date button will no longer be an option because the record will need to go to the project officer for approval and publishing.
Last, we wanted to talk one moment about sub-recipients and grantees. If you need to add a new grantee or sub-recipient to the database, please contact OPA Support at OPASupport@icf.com. We understand that some sub-recipients provide services to the public and should appear in the locator while others are purely administrative offices. We recently changed the functionality so now, by default, a sub recipient is included in the directory.
[click on a subrecipient/grantee]
So, if the If the sub-recipient is an administrative site that does not provide services, there is a box to check that says, “Administrative site only; no clinical services provided. This site should not be included in the Family Planning Clinic Locator.” Again, this is new and is the opposite of how it used to work, so we want to highlight this.
So with that let’s talk about next steps.
[go to slide deck]
Slide 10: MARCO: As stated in your Notice of Award, it is important to keep your sites updated in the database. We are asking that you log in to the database and update or enter your new data and make sure all the services offered are up-to-date. There is no designated update period; whenever there is a change you need to update the info the database.
We are continually making improvements to the site and how users can access information about the services available, so it keeping the services that you offer up-to-date will make that better and more useful.
If you need to add a new grantee or sub-recipient to the database, please content OPASupport@icf.com.
Slide 11: MARCO: Once you are in the database, if you have questions or need help, we have a few resources for you.
- First, you can check out the Quick Start Guides and recorded webinar located in the Help section of the tool.
- Second, you can reach out to us via email at OPAsupport@icf.com.
Slide 12: ALL: And with that, we’d now like to move on to Q&A. We’ll wait a minute here for some questions to come in.
Our first question is:
Q&A: