2013/14 Community Sector Report User Guide

Transcription

1 2013/14 Community Sector Report User Guide

2 Table of Contents Introduction... 3 Major Changes from Last Year s Report... 3 Other Information... 3 Step by Step to Completion... 4 Checking Out the file from SRI... 4 Starting the Report Entering Financial Information Reporting your Service Activity Edit Checks Checking In the file to SRI Main Contacts Completion of the Report Use of SRI (Self Reporting Initiative)... 32

3 Introduction The LHIN Community Sector Quarterly Report user guide is here to assist in the completion of the 2013/14 Community Sector Quarterly Reports. The instructions will also apply to the Ministry Community Sector Quarterly Reports. Major Changes from Last Year s Report Original budget information is automatically loaded into the forms. No need to load additional files. Additional functional centres have been added to accommodate new services and transition to Ontario Healthcare Reporting Standards (OHRS) for the Community Health Centres. A new budget adjustment tab has been added where each organization can add each LHIN approved M-SAA amendment. These adjustments will be carried over from quarter to quarter. New lines have been added to the identification page to allow for communication of contact changes for several positions in the organization. Additional lines to the finance screens to provide new calculations and further breakdown of information, such as physician and NP remuneration. Addition of the service selection screen, to make it easier to add a service that does not appear automatically Removed the Schedule E1 page. Will be replaced with direct reporting to the LHIN to accommodate specific local indicators. Other Information Further information in regards to definitions of financial and statistical accounts can be found on Health Data Branch, which can be found in the OHRS V9.0 at You should also be familiar with the 2011/14 Multi-Sector Service Accountability Agreement (M-SAA), as well with the Community Financial Policy (2011) that is available from each of your LHINs. 3

4 Step by Step to Completion Please find below a detailed step by step guide to help with the completion of the Community Sector Quarterly Report. Checking Out the file from SRI 1. Go to 2. If you are already registered, you can follow the red arrow and click SRI Submissions. If not, you can follow the blue arrow and hit Register Here 3. Once you click on SRI submissions, you can enter in your user name and password 4

5 4. Double click SRI_SR1OS 5. Double click Double click Community Sector 5

6 7. Double click LHIN Managed 8. Double click the quarterly report that you are trying to do. For instance, for the Q2 report, you double click Q2. 9. Right click on your mouse over the LHIN Managed Community QX Submission and select Open. 6

7 10. Select the drop down menu and click No Content and then go to the bottom right and select Next. 11. Then enter your WERS number in the field next to SRIWERSOrg and select next. If you do not know your WERS number, go to the home page of SRI and select Organization Search. 7

8 12. The LHIN Managed Community QX_XXXX_In Progress_2013/14 should appear. If it does not in five minutes, follow the blue arrow and select the refresh button. 13. Right click on LHIN Managed Community QX_XXXXXX_In Progress_2013/14 and select Check Out and Download. Do not select the other options at this stage. 8

9 14. Now you will need to choose a place on your computer for where you want to save your file. When you complete your file, you will need to check it back into SRI, so make sure you save it to a place that is easy to remember. You can select Browse to find that location. When done, you can select Check Out and Download. 9

10 Starting the Report 15. You can now go onto your computer, find where you saved the report and open it. The main menu will appear. You can either navigate through each of the links (red arrow) or you can navigate through the tabs below (blue arrow) 10

11 16. This is the main menu screen. Please follow the red arrow to select your specific LHIN. The black arrow points to the various screens in the report. 11

12 17. The first screen to fill is the identification screen. You can select it by clicking the link or the tab 12

13 18. This is the identification screen. This form will help communicate any changes to the LHIN. When completed, you can either move onto another tab, or select Return to Main Page (red arrow). 13

14 19. If your agency has received any LHIN approved budget adjustments, enter them on the Budget Adjustments screen. It is only available by clicking the tab. 14

15 20. The following is the budget adjustment screen. Please insert all LHIN approved M-SAA amendments, including the effective date, the appropriate TPBE (Transfer Payment Business Entity), the title of the amendment, and whether it is base or one time. This will load in the revenue on the financial input pages. You will still need to enter in the appropriate expenses on the finance and service pages. These figures should carry over from quarter to quarter. When completed, you can select another tab or return to the main menu. 15

16 Entering Financial Information 21. The next step is loading the financial information into the LHIN finance activity screens. You can fill out the financial information for each of the Transfer Payment Business Entity (TPBE) pages. You can find them in either of the red boxes. There is a roll up screen where you do not enter information called Financial & FTE Program Plans (Financial/FTE Summary Page Information Only), and is shown next to a red arrow. This will roll up all of the financial data, so please do not use this page to enter data. 16

17 22. On the each financial TPBE, please enter in the applicable data: The red arrow points to the budget that will be carried over from the CAPS The blue arrow is for LHIN approved budget adjustments. The revenues for this will be carried over from the budget adjustment screen. Please enter in the appropriate expenses to ensure the budget balances to zero. The black arrow will add the budget adjustments to the original budget The green arrow points to the year to date actual revenues and expenses for the particular quarter The orange arrow will point to the Q4 forecast. Please forecast based on a reasonable expectation of what the actual results will be by Q4. 17

18 23. To fill out the salaries, wages and benefits, please go to the bottom of the page to the FTE Planning area (red arrow) and enter them under the appropriate section (blue arrows). 24. When you have entered all of your expenses, you can then verify that all forecast figures are within corridor. Move the right of the screen and you will see each of the variance columns that this user guide has highlighted in yellow. These show the differences between budget, actual and forecast. When the difference is greater than 10%, a well-defined explanation must be provided in the comments section (red arrow). If a comment is not provided, the LHIN may ask that the report be redone. 18

19 25. If you find that there is not enough room to provide sufficient explanations, please feel free to go to the Comments tab (found on the tab screen and the main menu). There, you will find an area to provide significant more comments: 19

20 Reporting your Service Activity When you are completed your financial activity, you can begin entering your service activity. You can either go back to the main menu and select Service Selection Page Please place an X next to the LHIN approved functional centres. 20

21 28. Then return to the main menu and select Activity Reporting Page. 21

22 29. After all of the financial TPBEs are completed, you can work on the service activity screen. Select Show HSP Specific to show only the functional centres that you selected on the Service Selection Page. If you would like to see all functional centres and performance indicators, you can select Show All. 22

23 30. Like with the finance screens, please fill out the appropriate information: The red arrow will bring over the M-SAA approved budget from the 2013/14 CAPS. The blue arrow points to the Budget Adjustment column. Please insert all LHIN approved budget amendments. The black arrow adds the budget and the budget adjustment column to show you the totals. The green arrow points to where you enter your organization s actuals for the particular quarter. The yellow arrow points to the end of year forecast. Please only enter reasonable forecasts based on actuals. 23

24 31. When you have entered all of your expenses, you can then verify that all forecast figures are within corridor. Move the right of the screen and you will see each of the variance columns that this user guide has highlighted in yellow. These show the differences between budget, actual and forecast. When the difference is greater than 10%, a well-defined explanation must be provided in the comments section (red arrow). If a comment is not provided, the LHIN may ask that the report be redone. 24

25 32. If you find that there is not enough room to provide sufficient explanations, please feel free to go to the Comments tab (found on the tab screen and the main menu). There, you will find an area to provide significant more comments: 25

26 Edit Checks 33. Finally, return to the main menu and select Verify the Edit Checks 34. All icons should be a green smile. If there is a red frown, please make the suitable steps to correct them: 26

27 Checking In the file to SRI 35. Once completed, you are now able to upload the file to SRI 36. Now go back to the file on SRI. Right click and select Check In. Do not select any of the other options. 27

28 37. Click Browse, find the file, and then select Check In 28

29 38. This screen will confirm that the check in was successful. 39. You can now submit the report. To do so, right click the report and select Submission Status and then Submit. If it does not work, you may need to wait a few minutes so that the upload will take. 29

30 40. You have now completed the 2013/14 Q2 Community Sector Report. Thank you again for your submission. If there are any further questions, a representative from your LHIN will be in contact with you. 30

31 Main Contacts Completion of the Report If you have any questions about the report that you have Checked Out from SRI, or any questions about definitions or specifics, please phone or your LHIN contact at: LHIN Contact Name Phone Central Kelvin Luk (905) x 237 Ron Eng Ronald.Eng@lhins.on.ca (905) x 233 Central East Dana Lian Dana.Lian@lhins.on.ca (905) x 223 Usha Cithiravel Usha.Cithiravel@lhins.on.ca (905) x 260 Central West Neil McIntosh Neil.Mcintosh@lhins.on.ca (905) Michael Buchert Michael.Buchert@lhins.on.ca (905) Tellis George Tellis.George@lhins.on.ca (905) Champlain Elan Graves Elan.Graves@lhins.on.ca (613) Patrick Manhire Patrick.Manhire@lhins.on.ca (613) Eric Partington Eric.Partington@lhins.on.ca (613) Erie St. Clair Stephanie Harper Stephanie.Harper@lhins.on.ca (519) x 3219 Hamilton Niagara Haldimand Brant Asha Sheikh Asha.Sheikh@lhins.on.ca (519) x 3248 Jean François Gauthier JeanFrancois.Gauthier@lhins.on.ca (519) x 3221 Jim Borysko Jim.Borysko@lhins.on.ca (905) x 4219 Ajay Bhardwaj Ajay.Bhardwaj@lhins.on.ca (905) Gaya Amirthavasar Gaya.Amirthavasar@lhins.on.ca (905) x 4244 Mississauga Halton Mirella Semple Mirella.Semple@lhins.on.ca (866) x 205 Andrew Wahab Andrew.Wahab@lhins.on.ca (866) x 220 North East Barry Lajeunesse Barry.Lajeunesse@lhins.on.ca (705) Ashley Aro Ashley.Aro@lhins.on.ca (705) North Simcoe Muskoka Brenda Drinkle Brenda.Drinkle@lhins.on.ca (705) x 217 North West James Anderson James.Anderson@lhins.on.ca (807) x 2033 Melissa Dillon Melissa.Dillon@lhins.on.ca (807) x 2035 Jordan Vigliarolo Jordan.Vigliarolo@lhins.on.ca (807) x 2010 South East Rose Tremblay Rose.Tremblay@lhins.on.ca (613) South West Carolyn Ridley Carolyn.Ridley@lhins.on.ca (519) Merry Padang Merry.Padang@lhins.on.ca (519) Sarah Davis Sarah.Davis@lhins.on.ca (519) Toronto Central Greg Stevens Greg.Stevens@lhins.on.ca (416) x 230 Tessie Pajaro Tessie.Pajaro@lhins.on.ca (416) x 254 Raza Khaki Mohamedraza.Khaki@lhins.on.ca (416) x 220 Waterloo Wellington Ted Alexander Ted.Alexander@lhins.on.ca (519) x 231 Perry Sankarsingh Perry.Sankarsingh@LHINS.ON.CA (519) x

32 Use of SRI (Self Reporting Initiative) There are several steps that have been put together to help your organization with the Checking Out and Checking In of the report from SRI. However, if there are any issues with access to the website or acquiring or submitting the file, please contact SRI directly at: