Generating the OASAS Data File
Fiscal | OASAS Reports

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Using the OASAS Data File component of the OASAS Reports feature, users can generate a complete file of data from all OASAS programs for upload to the OASAS Client Data System (CDS).  This data includes information from the PAS 45 and 45, as well as from the 47 and 125 when applicable.

IMPORTANT! In order for an OASAS program to be included in the Data File, that program must have a PRU Number specified for it in the System Setup module, Agency Program Information, Add/Edit Entire Program feature. 

To generate an OASAS Data File, complete the following steps:

    1. From the AWARDS Home screen, click Administration from the left-hand menu, and then click Fiscal.  The Fiscal fly-out menu is displayed.
    2. Click OASAS Menu.  The OASAS Reports Settings page is displayed. 

    1. Click the Report drop-down arrow and select "OASAS Data File."

  TIP: When this selection is made the page is refreshed and the Program selection option is grayed out.  This is because the Data File can only be generated for all OASAS programs set to be included in it, not an individual program.  The option that controls whether a program is included in the Data File is found under System Setup > Agency Program Information > Add/Edit Entire Program > Optional Settings tab.

    1. The Date Range for the selected report defaults to the last week.  Make changes to that date range as necessary by overwriting the values in the from and to fields.  Keep in mind that a client's data will only be included in the data file if his/her status changed during the date range specified here (for example, he/she was admitted, discharged, transferred in, transferred out, or had an element transition change).
    2. Click CONTINUE.  The Data File for Upload to OASAS page is displayed.  This page lists:  

  The programs for which data has been included in the Data File

  The number of admissions, discharges, and transfers (when applicable) during the report period

  The number of admission, discharge, and transfer records containing errors that should be fixed

  The number of admissions, discharges, and transfers included in the data file

The page also includes a link for opening and downloading the Data File, downloading instructions, and a link for viewing the file data in Microsoft Excel.

    1. At this time download the Data File using the Open and Download Data File Now link, or view the data in Excel using the View Data in an Excel File link as needed.  (If it is first necessary to correct data errors, click Home and then access the module in which the corrections need to be made.)  To see details of the errors encountered, use the View the Error Log link on the Data File for Upload to OASAS page.

  NOTE: Upon clicking any of the available links, a PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the download, or Cancel to return to the previous page. 

The process of generating an OASAS Data File is now complete.