Data Elements on Multiple Forms

One predefined report, Report Data Elements on Multiple Forms, allows users to identify common data elements that are used across forms.

Set number of forms

Users can enter a number of forms requested as indicated on the upper left of the page to find all data elements that are used across a specific number of forms.

Table Features
Free-Text Search Box
  • The free-text search is a Google-like natural language search that, by default, searches all fields (data element name and data element definition). The drop-down menu also allows users to narrow the search to one of these two fields. Click Free-Text Search for details on the search feature.
Total Number of Results
  • The total number of records returned by the search is displayed at the top and bottom of the table.
Number of Records per Page
  • Table displays 10 records on the screen as the default. Users can click the "Display Records" drop-down menu to change the number of records to display.
Navigation to Other Pages
  • Page numbers appear at the top and bottom of the table. Users can click on any page number to link to that page.
Table Columns
  • Data Element (DE) Name
    • Name of the data element. A data element is any field that captures a value. The value displayed is a hyperlink to the Data Element Detail page.
  • Definition
    • Explains the meaning of the data element/term displayed, if available.
      • The definition column displays the meaning of the data element, if provided by the source. If a definition for any terms is available, the data element name(s) also displays in the definition column, with a hyperlink to the detailed information pop-up window.
      • When users click the definition hyperlink, the Data Element Detailed Information window pops up. The window displays the data element name in the top bar, followed by a table with columns identifying the definition, definition source, and category.
  • Definition Source
    • The source from which definitions originate (e.g., Uniform Grant Guidance, OMB Circular A-11). If available, this is an external link to the data source.
  • Category
    • Line of business, such as financial assistance, procurement, budget/accounting, or agency-specific.
  • Additional Information
    • Each record in the table can be expanded by clicking the "+" symbol to the left of the record to reveal additional attributes.
Report Format
Filters

The filters provide a convenient way to narrow the search results. The results can be filtered by the following field:

  • Category - Select single filter
Sort

The results of the search can be sorted by data element name or definition source, in ascending or descending order.

Report Downloads

The downloads feature allows users to create download files in four formats.

CSV
  • The CSV download file format includes all data elements that appear on the search results page, as well as the search parameters that generated the results. In the definition column, a definition of the data element is provided if available. If there is no definition available, related data elements may be listed in the Definition column with definition that may help users understand the meaning of a data element. Other useful details, such as the date of download, sort order, and number of data elements returned in the search are provided. [NOTE: in the CSV format, a table of related or alternate data elements appears at the end of the file.]
  • The following columns are provided for each data element displayed:
    • Data Element Name, Definition, Category, Definition Source, Release Date, Field Labels, Set, Form Name
  • The following columns are provided for each related data element in a table at the end of the file:
    • Key Term, Definition, Definition Source, Category
  • To change the pre-programmed display or columns, users can select the Custom download option.
PDF
  • The PDF download mirrors the CSV download but is provided as a formatted PDF file. The PDF download also includes a hyperlink of the related data elements in the Definition column, which links to the page where the related data element resides, together with its attributes.
XML
  • The XML download provides the search results in the Extensible Markup Language (XML) format.
Custom
  • Users may select data element or form attributes to include in a custom report. Choosing Attributes. (Hold the cursor over the attributes to view their definitions and explanatory text.) Click the Download CSV button and follow prompts to save the report as a CSV file.