CAPS And Schedule Refresh Education Session

Transcription

1 COMMUNITY ACCOUNTABILITY PLANNING SUBMISSIONS (CAPS) & MULTI-SECTOR SERVICE ACCOUNTABILITY AGREEMENTS (M-SAA) CAPS And Schedule Refresh Education Session October 2017

2 Agenda 1. Structure 2. Context WWLHIN Minister s Mandate Letter/ Annual Business Plan. Planning for a Schedule Refresh - CAPS M-SAA Schedule Refresh Content 3. CAPS Submission & Timelines 4. Additional Resources 5. Completing the CAPS for Next Steps & Discussion 2

3 The Context for WWLHIN Minister s Mandate Letter WWLHIN Mandate Letter. M-SAA requirement to fulfill the Annual Business Plan. to improve the health of Ontarians through better access to high quality health services, to co-ordinate health care in local health systems and to manage the health system at the local level effectively and efficiently. identify opportunities to integrate the services of the local health system to provide appropriate, co-coordinated, effective and efficient services. strive to achieve on-going performance improvement in a proactive, collaborative and responsive manner. 3

4 Context: WWLHIN Annual Business Plan WWLHIN Annual Business Plan (ABP) WWLHIN Strategic Priorities. Our Mission: To make it easy for you to be healthy and get the care and support you need. Strategic Objectives: 1. Starting with the Patient Experience. 2. Igniting Innovation and Creativity. 3. Empowering Clinical Leadership. 4. Driving Through Community Leadership. 5. Creating a Great Place to Work. 4

5 CAPS and M-SAA Schedule Refresh Three year M-SAA from extended for one year in to March 31, LHINs have agreed to extend the current agreement for an additional year for to March 31, Pan-LHIN agreement to minimize changes to M-SAA template agreement this year. Review the M-SAA schedules with potential update and confirmation of budgeted financial data, service activities and performance expectations the contract. In order to facilitate the refresh of M-SAA Schedules: B1 (Funding) B2 (Clinical Activity Summary) C (Reports) D (Directive Guidelines and Policies) E1 (Core Indicators) E2a (Clinical Activity Detail) E3 (Local Performance Obligations Optional) All HSPs are required to submit a planning document known as the Community Accountability Planning Submission (CAPS). The information provided in the CAPS by the HSP will be used to populate the M-SAA Schedules and/or the Quarterly Reports in SRI. 5

6 WWLHIN CAPS Planning Assumptions for (1 of 2) CAPS Planning Assumptions Sep 20/17 WWLHIN Board Meeting The WWLHIN retains the authority, as defined under the Local Health System Integration Act (LHSIA), to reallocate system resources to achieve local priorities. HSPs are to plan for a zero percent (0%) increase to their global budgets in 2018/19. Transfer of volumes related to integration initiatives should be clearly identified by both the sending and receiving HSPs. HSPs are expected to achieve and maintain a balanced budget. If initiatives to balance the budget include staffing changes towards improving efficiency, an open and transparent dialogue with the WWLHIN is required. HSPs are required to meet the Performance Standards outlined in their M-SAA both during the current planning cycle and beyond. 6

7 WWLHIN CAPS Planning Assumptions for (2 of 2) Current service volumes must be maintained, unless there is a planned and approved transition of service from one provider to another. HSPs are required to notify the WWLHIN regarding any proposed volume reallocations between their existing services. The WWLHIN should be notified of any such changes before submission deadlines so that the required discussions can occur in a timely manner. Proposed volume changes will need to be outlined and submitted to the WWLHIN using a service change form, which will be made available on the WWLHIN web site. Other local performance obligations may be included to advance system integration. 7

8 CAPS Submission & Timelines Main differences between and First Submission: The submission is due on November 17, HSP Board approval is not required for CAPS at the time of submission. WWLHIN does not consider this submission final, as changes usually occur post-submission up to January through the WWLHIN review process. WWLHIN Review: Service Change Forms reviewed and approved, as per integration initiatives and achieving the ABP. Completion of a Health Equity Impact Assessment (HEIA) may be required. See website for more information: Health Equity Tools. Final Submission: The final CAPS is approved by the HSP Boards by January 31,

9 M-SAA Schedule Refresh Schedule Title Description A 1. Description of Services *OPTIONAL Schedule refresh for Population & Geography *OPTIONAL Schedule refresh for Describes the services delivered by the HSP Describes the HSP client populations and geography served B 1. *Total LHIN Funding Service Plan 2. *Clinical Activity Summary *If making changes to CAPS, Schedule refresh required Describes the financial and statistical status of the HSP C D Reports *Mandatory Schedule refresh for Directives, Guidelines, Policies & Standards *To be confirm by Ministry Identifies and sets due dates for HSP reporting Identifies applicable MOHLTC policies. Changes for will include: To be confirmed 9

10 M-SAA Schedule Refresh (cont d) Schedule Title Description E 1. Core Indicators *If making changes to CAPS, Schedule refresh required 2a. Clinical Activity Detail *If making changes to CAPS, Schedule refresh required 2b. CHC Sector Specific Indicators 2c. CMH&A Sector Specific Indicators 2d. CSS Sector Specific Indicators 3a. Local Indicators & Obligations *WWLHIN is planning on including in Identifies indicators, standards and local performance requirements WWLHIN Local Obligations and/ or Local Indicators (further information in October). F Project Funding Agreement Template Template used for funding special projects G Compliance *Update for new time period Form completed by the HSPs Board of Directors to declare that the HSP has complied with the terms of the Agreement 10

11 CAPS Submission & Timelines (cont d) Completing the CAPS & M-SAA Schedule refresh Activity Target Dates CAPS 60 Day Issuance Notice to HSP s September 30, 2017 Pan-LHIN Community Lead Education (CAPS) Before September 30, 2017 CAPS Launch in SRI for HSPs October 2, 2017 LHINs Complete Local HSP CAPS Education October 2-6, 2017 HSP Training Materials Available October 7, 2017 Completed CAPS refresh submitted through SRI to LHINs October 9 November 17, 2017 (6 Weeks) Pan-LHIN Community Lead Education (Provincial Indicators) November 6-10, 2017 HSP Community Education (Provincial Indicators) November 13 17, Local Indicators must be finalized by November 30, 2017 LHIN review of CAPS refresh, consultations on M-SAA refresh indicators, population of Schedules, and final M-SAA Schedule amendments November 20, 2017 January 31, 2018 (10 Weeks - Incl. Holidays) TBD Send M-SAA LHSIA Notices to HSPs LHIN Boards to endorse M-SAA extension agreement (2/3 majority)* December 1 31, 2017 LHIN Analysis, Final Negotiations of Indicator Targets and Population of Schedules January 1 31, 2018 HSP Board approves CAPS January 1 31, 2018 Pan-LHIN Community Lead Education (eforms) January 8-12, 2018 Final M-SAA extension and Schedules sent to Community HSPs for Board approval February 1-28, 2018 (Target) HSP-signed M-SAAs returned to the LHIN by March 15, 2018 Year 5 of the current M-SAA comes into effect April 1,

12 CAPS Submission & Timelines (cont d) Reminder Financial: Additional line added to all Financial tabs. Row 68 - Other administrative expense This row is used to capture administrative expenses that do not fit in the other 4 administrative categories. However, this is not a M-SAA indicator. It is suggested to report expense under this line only if necessary. 12

13 Additional Resources & Education for the Refresh The CAPS User Guide contains important information to assist HSPs in completing the CAPS process. HSPs should refer to the User Guide when completing the CAPS. An additional education session for the M-SAA LHIN Leads will be held in January 2018 to: o o Review the eforms and provide step by step instruction on how to generate the refreshed Schedules based on the information provided in CAPS; and Review the M-SAA Schedule Amendment process for Schedule A (Optional), B (LHIN dependent), D (Mandatory), and E (Mandatory). 13

14 Completing the CAPS for

15 Improving the CAPS Incorporating feedback from previous CAPS processes Stakeholder feedback identified the following high level themes: Simplify forms. Reduce errors through early testing. Updated OHRS functional centres. Additional reporting lines under Administrative Expenses as per M-SAA indicators. 15

16 Completing the CAPS Community Accountability Planning Submission Tool 1. Go to If you are already registered, you can follow the red arrow and click SRI Submissions. If not, you can follow the purple arrow and click Register for a new account 16

17 Checking Out your CAPS 2. Click Submissions in the top left, and then from that drop down menu click Create New Submission 17

18 Checking Out your CAPS (cont d) 3. Select the applicable report then click the create button 18

19 Checking Out your CAPS (cont d) 4. The report now should be listed under In Progress. It may take a few minutes 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 down the system. 19

20 Checking Out your CAPS (cont d) 5. Select the report that you want to prepare by clicking the blue hyperlink. 20

21 Checking Out your CAPS (cont d) 6. Click Check Out and Download Now the file is stored in your local drive. The file is ready to be edited. 21

22 Main Page When the CAPS file is first launched the following Menu Page will display. This page provides links to each form contained within the CAPS. First, when opening the report, if the yellow bar appears, make sure you enable editing and content. 22

23 Main Page (cont d) Note: Please go to the Identification tab to select your respective LHIN. Column B is added in CAPS to check for changes from the previous CAPS. 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. 23

24 Refreshing the Information All data from the CAPS has been carried over to the new CAPS. The Budget column will show the Financial/Service data from the previous CAPS. The column will be pre-populated based on the Updated Budget column. A column is added to show by an x if there is a change to a budget/target line. If there are no changes to make for HSPs from the updated budget, the file simply needs to be checked out and checked in (with no additional changes made). 24

25 Commenting in your CAPS Comments: The Comments column should be used to explain differences between the budgets across the years. The comments provide clarification and will help the LHIN understand why reallocations have been made between functional centers and understand why budget changes are being made by the HSP. 25

26 Additional Reporting Lines under Administration In , four new explanatory indicators were added to your M-SAA. 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 Administration & Support Services : Plant Operations; Volunteer Services; Information Systems Support; General Administration and Other Administrative Expense (Added in ) 26

27 Indicate TPBE in the Service Selection Screen 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. 27

28 Turn a reporting row visible in the activity summary tab 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. 28

29 Turn a reporting row visible in the activity summary tab 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. This should help cue providers as to the correct lines to report under and thereby standardize data across the province. 29

30 Checking In your CAPS After entering all information and passed the edit checks, the CAPS file is ready to upload SRI again. Checking In the CAPS into SRI is similar to Checking Out the CAPS from SRI. Select the file that you would like to upload. Click the Check In button. Find the report in your local drive, and it will be uploaded. Afterward, click on the button Submit For Approval. 30

31 Release of Documents WWLHIN will release the following documents to HSPs via WWLHIN website CAPS Education Session. Updated CAPS Guidelines Updated CAPS User Guide. Updated CAPS CSS Quarterly Report User Guide. On October 2, 2017 the CAPS file is posted on SRI, making it available to HSPs. To receive the documents by please contact: Melodie Robertson, Program Assistant at the WWLHIN at 31

32 Next Steps CAPS available on SRI October 2, HSPs given 6 weeks to submit CAPS (October 9 November 17, 2017). Any service changes require discussion with LHIN staff before October 31, 2017 HSP board approved CAPS are due January 31, Further education for LHINs & HSPs regarding Provincial Indicators and Local Obligations will be provided in late October early November. Education regarding the eforms will be provided in January WWLHIN given 10 weeks (including holidays) to review CAPS submissions, conduct consultations on Performance Indicators/Targets, and make final M-SAA Schedule Amendments (November 20, 2017 January 31, 2018) 32

33 WWLHIN Contact Information Name Role /Phone Number Rob Forbes Tiffany Britten Blair Philippi Sarah Farwell Rebecca Webb Melodie Robertson Karen Bell VP, Contracts, Decision Support and Process Improvement, overall M-SAA Lead Manager, Contracts & Accountability -Technical Support with Submissions Manager, Performance -MRP for Community Support Services Lead, Primary Health Care Collaboration and Strategy -MRP for Community Health Centres Manager, Performance -MRP for Community Mental Health and Addictions Sector Program Assistant, Performance -HSP education and scheduling Director Performance - Performance Management rob.forbes@lhins.on.ca Tiffany.britten@lhins.on.ca ext Blair.philippi@lhins.on.ca ext Sarah.farwell@lhins.on.ca ext Rebecca.webb@lhins.on.ca ext Melodie.robertson@lhins.on.ca ext Karen.Bell@lhins.on.ca ext Resource Page for all materials related to WWLHIN CAPS/M-SAA: 33

34 DISCUSSION