Community Accountability Planning Submission (CAPS) Self-Reporting Initiative (SRI) User Guide

Transcription

1 Community Accountability Planning Submission (CAPS) Self-Reporting Initiative (SRI) User Guide

2 Table of Contents 1.1 Introduction Major Changes from Last Year s Report Other Information Step by Step to Completion Checking Out the file from SRI Starting the Report Checking In the file to SRI How to make changes to a returned file Main Contacts Completion of the Report Use of SRI (Self Reporting Initiative)... 18

3 1.1 Introduction The CAPS SRI User Guide is here to assist in the completion of the CAPS file. 1.2 Major Changes from Last Year s Report A small number of changes have been made from last year s report to enhance clarity and usability A majority of the changes were relating to formatting issues and clean-up to assist the users in preparation of their file. 1.3 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 V10.0 at In addition, other training manuals can be found at You should also be familiar with the Multi-Sector Service Accountability Agreement (MSAA), as well with the Community Financial Policy (2015) that is available from each of your LHINs. 2.1 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. 2.2 Checking Out the file from SRI 1. Go to 2. If you are already registered, you can enter your User ID and password. If not, you can click Register for a new account at the bottom. 3

4 3. Click Submissions in the top left, and then from that drop down menu click Create New Submission 4. Select the applicable report for the applicable quarter and then click the create button. 4

5 5. The report now should be listed under In Progress. It may take a minute or so to appear, so please be patient. It should be noted that when traffic is at its highest (for instance, closest to the due dates), it will take longer to appear. If it is taking a very long time, you can select refresh, however, doing so will slow the system down. 6. Select the report that you want to do by clicking the blue hyperlink. 7. Select Check Out and Download 5

6 2.3 Starting the Report 8. First, when opening the report, if the yellow bar appears, make sure you enable editing and content. 9. At this point, you can review the information in the report. If you do not plan to make changes to budget and if you find all of the information to be correct, you can skip to step This is an example of the main page. Like in past years, you can either navigate by clicking the blue hyperlinks or by clicking each individual tab. 11. Column B was added in CAPS to check for changes from the previous CAPS. The column was kept in this year s version. As part of the audit process to understand changes, the icon in the example beside will help LHINs identify which sheets of the CAPS submission has any difference between the budget column and the column. 6

7 12. On the identification page, the main change is you can now select your LHIN from a drop down menu. Please make sure all lines are filled out. 13. Most of the finance page has not changed. Here is a reminder of what to enter in each column: The first column ( Budget) is your original budgets from the CAPS; and Updated Budget is where you will be making changes to next year s budget. Make sure that everything is up to date. Community Accountability Planning Submission - LHIN Managed HSP Name : #FACILITY_NAME# Reporting Quarter: Fiscal Year: PG Return to Main Page LHIN Program: Revenue & Expenses Revenue 2017/18 Budget 2018/19 Budget LHIN Global Base Allocation $0 $0 HBAM Funding (CCAC only) $0 $0 Quality-Based Procedures (CCAC only) $0 $0 MOHLTC Base Allocation $0 $0 MOHLTC Other funding envelopes $0 $0 LHIN One Time $0 $0 MOHLTC One Time $0 $0 Paymaster Flow Through (Row 80) $0 $0 Comments Change? 7

8 14. Like in previous years, you will need to enter the compensation for Admin and Direct service, as well as medical compensation lower in the page. 721 FTE- Administration and Support Services MOS FTE - Admin & Support UPP FTE - Admin & Support Salaries (Worked hours + Benefit hours cost) - Admin & Support $0 $0 Benefit Contributions - Admin & Support $0 $0 # of Volunteers - Admin & Support Volunteer Hours - Admin & Support Total Admin & Support Services FTE Total Admin & Support Services Total Compensation $0 $0 Average Cost per Admin & Support Services FTE $0 $0 Admin & Support Services VH as % of Total FTE 0.0% 0.0% 725 FTE- Direct Services MOS FTE - Direct UPP FTE - Direct Salaries (Worked hours + Benefit hours cost) - Direct $0 $0 Benefit Contributions - Direct $0 $0 # of Volunteers - Direct Volunteer Hours - Direct FTE- Medical Staff Remuneration Physician FTE Salaries (Worked hours + Benefit hours cost) - Physician $0 $0 Benefit Contributions - Physician $0 $0 Physician Assistant FTE Salaries (Worked hours + Benefit hours cost) - Physician Assist $0 $0 Benefit Contributions - Physician Assist $0 $0 NP FTE Salaries (Worked hours + Benefit hours cost) - NP $0 $0 Benefit Contributions - NP $0 $0 Physiotherapist FTE Salaries (Worked hours + Benefit hours cost) - Physician Assist $0 $0 Benefit Contributions - Physician Assist $0 $0 Chiropractor FTE Salaries (Worked hours + Benefit hours cost) - Chiropractor $0 $0 Benefit Contributions - NP $0 $0 All Other Medical Staff FTE Salaries (Worked hours + Benefit hours cost) - Other Med $0 $0 Benefit Contributions - Other Med $0 $0 8

9 15. In , four new explanatory indicators were added to your MSAA. These are the four main areas that make up Administration & Support Services. In , a new line was added to the Administration & Support Services that is not an explanatory indicator. Please enter your information into each of the following lines to populate new corrected Admin & Support Services Total Admin Expenses Allocated to the TPBEs Undistributed Accounting Centres $0 $0 Plant Operations $0 $0 Volunteer Services $0 $0 Information Systems Support $0 $0 General Administration $0 $0 Other Administrative Expense $0 $0 Admin & Support Services $0 $0 Management Clinical Services $0 $0 Medical Resources $0 $0 Total Admin & Undistributed Expenses $0 $0 16. To select the functional centres for your programs, please go to the Service Selection Screen. Just put an x next to the functional centres you provide (in the column marked off with a blue arrow). Then, next to that functional centre (in the column titled TPBE ) with the black arrow, select what Transfer Payment Business Entity that functional centre belongs to. 17. For the Service Activity page, it is very similar to previous years. The Show HSP Specific tab will show all programming that you selected on the Service Selection Page. The Show All will show every line. When Show HSP Specific is selected, it will show every line for the programs where there is a number in the budget. If a certain line does not appear, just click Show All, and enter the number for that line in the budget. Then when you click Show HSP specific that line will now appear. 11

10 Community Accountability Planning Submission - LHIN Managed #FACILITY_NAME# ACTIVITY SUMMARY Return to Main Page Functional/Accounting Centre Service MIS F/C Show HSP Specific Show All 2017/18 Budget 2018/19 Budget Undistributed Accounting Centres 82* Full-time equivalents (FTE) 82* Visits 82* 0 0 Not Uniquely Identified Service Recipient Interactions 82* 0 0 Hours of Care 82* Inpatient/Resident Days 82* 0 0 Individuals Served by Functional Centre 82* 0 0 Attendance Days 82* 0 0 Group Sessions 82* 0 0 Meal Delivered-Combined 82* 0 0 Total Cost for Functional Centre 82* $0 $0 Group Participant Attendances 82* 0 0 Service Provider Interactions 82* 0 0 Service Provider Group Interactions 82* 0 0 Mental Health Sessions 82* In the previous CAPS, the mandatory statistics were not in alignment with the most updated OHRS guidelines. Also, the column indicating whether a statistic was Mandatory was not visible; lines where prior information were entered, but not mandatory were not shown, causing prior incorrect information to be added to the totals. The example below shows Hours of Care in totals, but nothing under Functional Centers. 12

11 19. Building on the CAPS, in the CAPS, a reporting row is visible when it is mandatory under the updated OHRS guidelines or if a number exists/is entered in either the Budget or Budget. Column Mandatory is now shown, but is locked for editing and is for reference only. Also Added, was O which indicates the data is optional to include. This should help queue providers as to the correct lines to report under and thereby standardize data across the province. Medical Resources M Full-time equivalents (FTE) Visits Not Uniquely Identified Service Recipient Interactions Hours of Care Inpatient/Resident Days Individuals Served by Functional Centre Attendance Days Group Sessions Meal Delivered-Combined M Total Cost for Functional Centre $0 $0 Group Participant Attendances O Service Provider Interactions O Service Provider Group Interactions M Mental Health Sessions

12 20. There was no change to the comments page. Just a note that if you cannot fit everything in the box on this page, please contact your LHIN for alternative methods. Community Accountability Planning Submission - LHIN Managed HSP Name : #FACILITY_NAME# Budget COMMENTS Return to Main Page HEALTH SERVICE PROVIDER COMMENTS Note: Press ALT+Enter to insert a line break as you are typing 21. There are slight changes in the Edit Check page. Descriptions are updated and row 16 is shown again. 14

13 Community Accountability Planning Submission - LHIN Managed HSP Name : #FACILITY_NAME# Reporting Quarter: Fiscal Year: EDIT CHECKS Return to Main Page EDIT CHECKS The HSP Identification Screen is Complete All Fund Type 2 expenses for 2018/19 budget are allocated to Functional Centres on the Activity Sheet Total FTEs from the Financial pages for 2018/19 budget balances to the Total FTE's at the bottom of the Activity Page TPBE SPECIFIC EDIT CHECKS Fund Type 2: Budget years for 2015/16 and 2016/17 are balanced All Active Programs have Administration Expenses Entered The Budget Adjustments are Balanced for each Program Please ensure all line items on the Identification sheet that are 'yellow' are complete. The total of your Fund Type 2 expenses in cell H46 on the LHINFin_Summary sheet is not equal to your total allocated expenses in cell K3132 on the LHINAct_Summary sheet. CMHP1 SF ABI PG SAP POMS CMH CSS PALC AO SH CHC CCAC Checking In the file to SRI 22. Once completed, you are now able to upload the file to SRI 23. Now select the file that you would like to upload 24. Then click the Check In button. Find the report, and it will be uploaded. Afterward, a button will appear that says Submit For Approval. Click that. 15

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15 2.4 How to make changes to a returned file 25. In some cases, you may be asked to make changes to the file by the LHIN or Ministry. The file will be returned and you will find it in the returned section, as seen below. You will need to check out and download that file. 3.1 Main Contacts 3.2 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 Name ESC Jean-Francois Gauthier JeanFrancois.Gauthier@lhins.on.ca SW Josh Clark Josh.Clark@lhins.on.ca WW Gloria Cardoso Gloria.Cardoso@lhins.on.ca HNHB Ashley Bolduc Ashley.bolduc@lhins.on.ca CW Neil McIntosh Neil.McIntosh@lhins.on.ca MH Jeanny Lau Jeanny.Lau@lhins.on.ca TC Gillian Bone & Andrea Tsuji Gillian.Bone@lhins.on.ca / Andrea.Tsuji@lhins.on.ca C Edin Wong Edin.Wong@lhins.on.ca CE Michelle Nurse & Tunde Igli Michelle.Nurse@lhins.on.ca / Tunde.Igli@lhins.on.ca SE Rose Tremblay Rose.Tremblay@lhins.on.ca CH Colleen Taylor Colleen.Taylor@LHINS.ON.CA NSM Diane Hodgins Diane.Hodgins@lhins.on.ca NE Barry Lajeunesse Barry.Lajeunesse@lhins.on.ca NW James Anderson James.Anderson@lhins.on.ca Eforms Kelvin Luk Kelvin.Luk@lhins.on.ca 17

16 3.3 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: