COMPASS
User Manual
Version 1.4
Revised 6/13/2013
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Revision History
Date
31 May 2005
Version
1.00
27 June 2005
1.01
14 November 2005
1.02
15 June 2013
1.4.0
Description
Creation of initial
version of the COMPASS
Introduction Manual
User manual updated to
reflect various changes
made to COMPASS for
initial release.
User manual updated to
reflect the new process
of enabling macros now
that the Compass file has
been digitally signed by
AHCA.
User manual revised to
reflect use of current
technology, upgrading to
Microsoft Office 2010 as
standard, and both 32 bit
and 64-bit compatibility.
Author
Chris Augsburger,
Ed Mills
Ed Mills
Ed Mills
Staff
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Table of Contents
1.
Introduction to COMPASS ................................................................................................................ 4
2.
Getting Started ................................................................................................................................ 4
2.1 Download latest version ................................................................................................................ 4
2.2 Start COMPASS .............................................................................................................................. 4
2.3 Enable Content .............................................................................................................................. 5
2.4 Welcome to COMPASS! ................................................................................................................. 6
3.
Navigation within COMPASS ............................................................................................................ 6
3.1 Menu Bar ....................................................................................................................................... 6
3.1.1 Introduction ............................................................................................................................ 6
3.1.2 File Menu (See Figure 5) .......................................................................................................... 7
3.1.3 Edit Menu (see Figure 6) ......................................................................................................... 8
3.1.4 Navigation Menu..................................................................................................................... 9
3.1.5 Print Menu ............................................................................................................................ 10
3.1.6 Comments Menu .................................................................................................................. 11
3.1.7 Help Menu ............................................................................................................................ 12
4. Populate COMPASS ........................................................................................................................... 13
4.1 Data Entry.................................................................................................................................... 13
4.2 Comments ................................................................................................................................... 14
4.2.1 Adding a Cell Specific Comment ............................................................................................ 14
4.2.2 Editing a Comment ................................................................................................................ 16
4.2.3 Deleting a Comment ............................................................................................................. 16
5.
Validate the Compass Workbook ................................................................................................... 16
6.
Export the File ............................................................................................................................... 17
7.
Certification ................................................................................................................................... 18
8.
Final Submission of Prior Year Actual Reports to AHCA .................................................................. 19
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1. Introduction to COMPASS
Compass was developed using Microsoft Excel and will behave much like an Excel workbook.
This is one of the compelling and appealing features of COMPASS. Excel has broad exposure and
acceptance in the workplace.
For the purposes of this document, the screenshots contained within show Microsoft Windows
7 (64-bit) as the operating system and Microsoft Excel/Office 2010 (64-bit) as the software
being used. The latest version of COMPASS was specifically designed to support Excel 2007 and
later versions, as well as both 32-bit and 64-bit operating systems and software systems. While
COMPASS is compatible with prior versions of Excel (2003, etc.), it works best and is most
stable when using either Microsoft Office 2007, 2010, or 2013.
2. Getting Started
2.1 Download latest version
In order to utilize all the functionality contained in the latest release of COMPASS, users will
need to first download the latest version (1.4.0) from the AHCA website.
By following the link below, users will be directed to the AHCA FLORIDA HOSPITAL UNIFORM
REPORTING SYSTEM (FHURS) page to download version 1.4.0, read the User Guide, review the
FHURS guidelines and documentation, and find contact information for AHCA staff if you have
questions regarding COMPASS.
Copy & paste
http://www.fdhc.state.fl.us/MCHQ/Central_Services/Financial_Ana_Unit/fa_data/compass.sht
ml into any browser (Internet Explorer is recommended), or click here to access the AHCA
FHURS page directly. The Compass downloads are located toward the bottom of the page.
COMPASS version 1.4.0 is the latest release. When you find the correct file, right-click and select
“Save Target As” to download the file to a preferred location on your computer.
You must save the Compass file to your local machine. Do not attempt to execute
COMPASS directly from the website page, or through a “temp” environment such as
launching COMPASS from an email attachment. Failure to work with a file saved to your
machine will likely result in a loss of functionality and a potential loss of data.
2.2 Start COMPASS
Before launching the COMPASS file, it is recommended that all other instances of Microsoft
Excel be closed. If a user’s data entry situation requires the use of Excel while using COMPASS,
open a new (additional) instance of Excel rather than using the COMPASS instance to open a
new workbook (i.e., click Excel twice to open two separate Excel windows open at the same
time – one as COMPASS and another to fit the user’s needs).
Navigate to the location where the latest version of COMPASS was downloaded. Double-click on
the COMPASS file to launch the file in Excel.
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2.3 Enable Content
Upon opening the file, the user must click “Enable Content” (see Figure 1) in order to correctly
complete the validation of data that will be entered. This is completely safe and will only need
to be done once.
Figure 1:
The file is clear of all viruses and can be established as a “trusted” file from a trusted location
and author. Click “yes” to make the file a “Trusted Document” (see Figure 2).
Figure 2:
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2.4 Welcome to COMPASS!
The INTRODUCTION TO COMPASS screen should display (see Figure 3). You are now ready to
begin using COMPASS!
Figure 3:
3. Navigation within COMPASS
3.1 Menu Bar
3.1.1 Introduction
The menu bar should be very straightforward and will be described in detail within this
section. Note that the built-in toolbars from Excel have been removed within COMPASS or
disabled/grayed out. IT IS VERY IMPORTANT THAT ONLY THE COMPASS TOOLBAR BE
USED WITHIN COMPASS, OTHERWISE PROBLEMS WITH DATA AND DATA LOSS MAY
OCCUR.
To locate the COMPASS-specific toolbar, find the tab at the top of the Excel program titled
“Add-Ins” (see Figure 4). Selecting this tab will take you to the COMPASS toolbar, from
which you should not need to navigate away from while using COMPASS from start to finish.
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Figure 4:
3.1.2 File Menu (See Figure 5)
Figure 5:
3.1.2.1 Import
The IMPORT menu option (see Figure 5) will translate a previously exported
comma separated text file and load the data elements back into COMPASS
for use again as an Excel workbook.
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3.1.2.2 Export
The EXPORT menu option (see Figure 5) will most likely be the first of the
import/export menu options you will use. You will choose the EXPORT
menu option when preparing to transmit the finalized prior year actual
report to AHCA. This feature saves the COMPASS data elements into a
comma separated text file. Export does not save COMPASS in the Excel
workbook format (.xls). The exported comma separated text file will be the
file that is sent to AHCA that comprises the official filing of the report.
3.1.2.3 Save
The SAVE menu option (see Figure 5) saves any changes made to the
COMPASS file in the same file and location that was originally opened.
3.1.2.4 Save As
The SAVE AS menu option (see Figure 5) allows the user to save the
COMPASS file in a different location and/or under a different file name.
3.1.2.5 Close
The CLOSE menu option (see Figure 5) closes the COMPASS file. If any
changes have been made to the COMPASS file, the user will be prompted to
save changes. The Excel window will remain open if this option is selected.
3.1.2.6 Exit
The EXIT menu option (see Figure 5) closes the COMPASS file. If any changes
have been made to the COMPASS file, the user will be prompted to save
changes. The Excel window will close if this option is selected.
3.1.3 Edit Menu (see Figure 6)
Figure 6:
3.1.3.1 Clear Current Sheet
The CLEAR CURRENT SHEET menu option (see Figure 6) clears the contents of a
particular worksheet within COMPASS.
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After being prompted for confirmation after this option has been selected and
the “YES” button has been selected, this action cannot be undone in COMPASS
and any data that was on that particular worksheet will be lost.
Note: If you clear your data by mistake, close he worksheet immediately and the
file will revert back to the last saved version.
3.1.3.2 Clear All Sheets
The CLEAR ALL SHEETS menu option (see Figure 6) clears the contents of every
worksheet within COMPASS.
After being prompted for confirmation after this option has been selected and
the “YES” button has been selected, this action cannot be undone in COMPASS
and any data that was entered into the COMPASS file will be lost.
Note: If you clear your data by mistake then close the worksheet immediately
and the file will revert back to the last saved version.
3.1.4 Navigation Menu
Figure 7:
There are three methods used to navigate in COMPASS. You can choose to move one
sheet at a time by using NEXT SHEET or PREVIOUS SHEET menu options, navigating
to a specific worksheet by clicking on the SPECIFIC SHEET worksheet reference
from the NAVIGATION menu (i.e., A-1), or by clicking on the worksheet tabs at the
bottom of the workbook.
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3.1.4.1 Next Sheet
The NEXT SHEET menu option moves to the sheet that comes immediately after
the current sheet within COMPASS.
3.1.4.2 Prev. Sheet
The PREV. SHEET menu option moves to the sheet that comes immediately
before the current sheet within COMPASS.
3.1.4.3 Specific Sheet
The SPECIFIC SHEET menu option moves to a specific sheet within COMPASS.
3.1.5 Print Menu
Figure 8:
COMPASS is designed to create self-formatted worksheets that will print legal size
without any additional adjustments when the most common types of printers are
used. However, should adjustments be necessary, common print options are
available to the user under the PRINT MENU.
**Note that all worksheets are meant to print on 8 ½” x 14” sized paper.
Attempting to print to 8 ½” x 11” will not work correctly.
3.1.5.1 Page Setup
The PAGE SETUP menu option (see Figure 8) is where changes various print
settings may be modified, including Changes to page orientation (portrait or
landscape), scaling, margins, and print area of cells, etc.
3.1.5.2 Print Preview
The PRINT PREVIEW menu option (see Figure 8) displays how the selected
sheet will print out using the current print settings.
3.1.5.3 Print
The PRINT menu option (see Figure 8) displays a pop-up screen that allows
you to change the printer, select the print range of pages, set the number of
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copies to be printed, etc. You can then send the selection to the selected
printer.
3.1.5.4 Print Current Worksheet
The PRINT CURRENT WORKSHEET menu option (see Figure 8) works the
same as the PRINT menu option.
3.1.5.5 Print All Worksheets
The PRINT CURRENT WORKSHEET menu option (see Figure 8) works the
same as the PRINT and PRINT CURRENT WORKSHEET menu options, with
the exception of the “entire workbook” option being selected.
3.1.6 Comments Menu
Figure 9:
3.1.6.1 Add a Comment
The ADD A COMMENT menu option (see Figure 9) allows you to enter a
“general comment” against the entire COMPASS workbook or a “cell specific
comment” against one particular cell.
For more information about adding specific comments, see Section 4,
“Populate COMPASS.”
3.1.6.2 Edit a Comment
The EDIT A COMMENT menu option (see Figure 9) allows you to change a
comment that has been previously created. This menu option is only
available in the X-4 sheet.
For more information about editing comments, see Section 4, “Populate
COMPASS.”
3.1.6.3 Delete a Comment
The EDIT A COMMENT menu option (see Figure 9) allows you to delete a
comment that has been previously created. This menu option is only
available in the X-4 sheet.
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For more information about deleting comments, see Section 4, “Populate
COMPASS.”
3.1.7 Help Menu
Figure 10:
3.1.7.1 Compass Help
The COMPASS HELP menu option (see Figure 10) pulls up the most recent
version of the COMPASS User Manual (this document) into an Internet
browser window.
To use this feature, you must have Adobe Reader to view PDF files. This
software is free and can be downloaded at:
http://get.adobe.com/reader/
3.1.7.2 Turn Error Help On
The TURN ERROR HELP ON menu option (see Figure 10) allows viewing of
edits that exist relating to a particular cell within COMPASS. Hover over a
cell with a red flag in the upper-right corner and a pop-up box will appear
(see Figure 11).
Figure 11:
The CELL EDITS section (see Figure 11) displays the possible edits for that
particular cell.
The ERRORS section displays the errors that currently exist related to the
data in that particular cell (see Figure 11).
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•
After a value has been entered into a cell within the COMPASS
workbook, the error help for cells that are related to that particular
cell can be updated by: Clicking into a cell with a comment flag. This
holds true for cells that are dependent on other cells as well.
•
Re-activating the worksheet by clicking on another worksheet and
then returning to the current worksheet.
For example, on worksheet B-4, if a facility has an approved program, they
must also have medical students. Once you enter a “y” in the “Approved
Program” column, the “Medical Students” column will automatically
generate a validation error within COMPASS. However, that error message
will not display in the help feature until you click in the appropriate cell
within the “Medical Students” column.
This feature was created in this manner to ensure that the processing time
within COMPASS did not become excessive.
3.1.7.3 Turn Error Help Off
The TURN ERROR HELP OFF menu option (see Figure 10) only displays if
the error help feature is on. Selecting this menu option will turn off the error
help feature.
3.1.7.4 Version Info
The VERSION INFO menu option (see Figure 10) will launch a web browser
and take you to the AHCA Compass home page where you can confirm that
you are using the latest version of COMPASS. Click the “About Compass”
menu option directly below Version Info to determine which version you are
using
If a later version is available, the user should download and replace any
prior versions of COMPASS to ensure full functionality. If a user has exported
from COMPASS into a .cmps file, that file can be re-imported into any new
version of COMPASS as to not lose any previous years data.
3.1.7.5 About Compass
The ABOUT COMPASS menu option (see Figure 10) displays the current
version of COMPASS being used. Verify the version here before selecting
Version Info to determine if you have the latest version.
4. Populate COMPASS
4.1 Data Entry
Entering data into COMPASS is similar to any other Excel document. Here are some
helpful suggestions and comments for navigating within COMPASS:
1. Within a worksheet, use the TAB key to move from cell to cell.
2. Click on the Worksheet Navigation Tabs at the bottom of the screen or use
the Navigation menu option to navigate from worksheet to worksheet.
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Certain functions have been disabled in COMPASS, such as “cut” and “drag and
drop”, as these features can adversely alter functions within cells.
4.2 Comments
Cell specific comments must be made against pre-defined valid fields within a
worksheet.
The Comments menu options on the Menu Bar exists to add a comment, edit an
existing comment, or to delete a comment that is to be placed on worksheet X-4. Cell
specific comments must be entered through the COMMENTS / ADD A COMMENT
section.
Editing and deleting comments must be done from the “Validate” worksheet and
using the COMMENTS menu. Comments are automatically sorted on worksheet X-4
by the worksheet number, line number, and then alphabetically by the explanation
and comment.
Comments cannot be directly entered into worksheet X-4 by typing into the cell cursor
as can be done in a normal Excel worksheet.
4.2.1 Adding a Cell Specific Comment
The example below illustrates the method by which worksheet accounts are
detailed on worksheet X-4:
1. After clicking the “Validate” tab, the full list of errors is shown.
2. If a specific error requires a comment or further explanation, click the
link to the cell under the “Section” column (see Figure 12). By clicking
this link, you will be re-directed to the referenced cell that needs a
comment or explanation.
Figure 12:
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3. Once the proper cell is highlighted, click COMMENTS / ADD A COMMENT
from the Menu Bar.
4. A pop-up window will display, providing the cell reference and will
automatically assign the cell information (see Figure 13). Either type the
comment into the text box, or copy and paste the comment from another
source into the text box and click the ADD COMMENT button.
Figure 13:
5. The comment and the value of the cell should be reproduced on
worksheet X-4 (see Figure 14).
6. Upon return to the Validate tab, the error that now has a comment
associated with it should return “EXPLAINED” and the contents of the cell
and associated comment will be reviewed once the final file is received by
AHCA.
Figure 14:
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4.2.2 Editing a Comment
Editing a comment must be performed from within worksheet X-4.
1. Click anywhere within the row of the comment that is to be edited.
2. Click on the COMMENTS / EDIT A COMMENT menu option.
3. A pop-up window will display, with the current cell reference and the
comments that are to be edited.
4. Make appropriate changes and click the UPDATE COMMENT button.
4.2.3 Deleting a Comment
Deleting a comment must be performed from within worksheet X-4.
1. Click anywhere within the row of the comment that is to be deleted.
2. Click on the COMMENTS � DELETE A COMMENT menu option.
3. The DELETING A COMMENT decision box will display. Click the YES
button.
5. Validate the Compass Workbook
Clicking the Validate tab causes COMPASS to search the entire report for edit errors and to
provide a complete listing of the error conditions found (see Figure 15).
By clicking on the underlined Section reference, the user will be taken immediately to the
problematic cell where corrections can be entered. Once the error is fixed (or a comment
inserted to validate the error), the error message will automatically be cleared in COMPASS.
Figure 15:
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There are three different types of errors that can be generated:
1. Fatal – The COMPASS workbook cannot be exported until the errors are corrected.
2. Critical – The COMPASS workbook can be exported; however, it is strongly
recommended that these errors be corrected.
3. Warning – The COMPASS workbook can be exported. The data could be valid as reported,
but should be reviewed before submission.
Please ensure that the workbook is as error-free as possible before submitting to AHCA.
However, in certain cases there may be a reason for leaving an error(s) within the workbook as
certain circumstances might allow these particular errors to be considered acceptable. In cases
such as this, the user should:
1. Select the appropriate SECTION hyperlink from the VALIDATE worksheet. This will take
you to the appropriate worksheet and cell that is in question.
2. In the particular cell that is in question, enter a comment stating why this particular error
is not being resolved prior to submission.
Once the comment has been entered, the error type under the NAME column on the VALIDATE
worksheet will be replaced with the word “EXPLAINED” (see Figure 16). This will alert AHCA
staff that a comment exists for that particular error.
Figure 16:
6. Export the File
You will need to submit the data from within your COMPASS file to AHCA. This must be done by
clicking on the export menu option, which will generate a comma separated text file with a
“.cmps” extension. A partial example of what the output looks like is displayed below:
Figure 17:
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COMPASS creates a unique submission number (see Figure 18) at the time the report is
exported. The submission number is displayed on each worksheet. The submission number will
remain the same from the time of the first export until another change is made to any of the
data elements in the worksheets. This is an effective method for matching the signed
certification page to the hospital data in the remainder of the report. It is important to
emphasize that the report be completed before obtaining the required signatures, as will be
described in the Certification.
Figure 18:
7. Certification
Clicking the Certification tab causes the Certification page (Worksheet-A) to appear. WorksheetA can then be printed and the required signatures obtained (see Figure 19).
Using this feature will complete the final step for submission of the worksheets to the Agency
from within COMPASS.
Worksheet A will be mailed to AHCA.
Figure 19:
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8. Final Submission of Prior Year Actual Reports to AHCA
Create an e-mail with the following documents and file(s) attached:
1. .CMPS file that was generated by COMPASS at Export;
2. Worksheet-A (titled, signed, dated, and scanned into digital format);
3. Independent Auditor’s Report (scanned into digital format)
Send the email with these three (3) attachments to:
compassmail@ahca.myflorida.com
Please note: We will not be able to open any encrypted e-mails. Any prior year actual
report documents submitted using encrypted e-mail will not be considered received by the
agency.
Questions concerning reporting issues or the COMPASS program should be directed to:
Mills Smith, Unit Manager
(850)412-4401
smithr@ahca.myflorida.com
Mailing address:
Agency for Health Care Administration
Mills Smith - Financial Analysis Section
2727 Mahan Drive, Mail Stop#28
Tallahassee, FL 32308
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