User s Guide: Budget and Outcomes Reconciliations

Transcription

1 Teva Pharmaceuticals User s Guide: Budget and Outcomes Reconciliations Medical Education and Patient Education Grants 1

2 Table of Contents Budget Reconciliation Medical Education....3 Budget Reconciliation Patient Education 7 Outcomes Reconciliation (Medical Education Only) 11 2

3 Budget Reconciliation Medical Education One (1) business day after the Program s End Date, the Request Management System (RMS) will notify the Grant Recipient by regarding the required budget reconciliation. Dear User First Name User Last Name Request ID:- Grant ID Program Title: Program Title Approved Amount: Grant Approved Amount Teva is proud to have been able to support your request with an independent medical education grant. We hope it was a success. Please take a moment and follow the link below to complete a short mandatory financial reconciliation to confirm how your funds were used. We request that the reconciliation be completed within 60 days after the end date listed in your request application. If you do not complete the reconciliation in the required time, your organization will not be allowed to submit future requests to Teva. If you have any questions, please don't hesitate to contact the Teva Grant Team on our toll-free line at: (8AM-4PM, Central; Mon-Fri) or via at TevaRequestManagement@tevapharm.com. Thank you. All Grant Recipients will be notified, regardless of the grant amount, that they will be required to submit a full budget reconciliation, per company policy. The following reconciliations will be required: Grant Requests greater than $50,000 will be required to upload the actual program flier and a budget document in addition to the online budget and attendance reconciliation. The Grant Recipient must reconcile the grant within sixty (60) days of the last event of the program as stated in the original grant request. The Grant Recipient can still submit new grant requests within this sixty (60) day period. The Grant Specialist will note the outstanding reconciliations in the newly submitted request. If the newly submitted request is going to be approved, as part of the RFI process, the Grant Specialist will ask the Grant Recipient to provide an explanation for the overdue reconciliation and provide a plan for completing the overdue reconciliations in order to be considered for the newly submitted request. 3

4 When the Grant Recipient logs into the RMS, a link in their inbox will direct them to reconcile the program budget and attendance. For all Medical Education budget reconciliations: The Grant Recipient must provide an online attendance reconciliation. The Grant Recipient must also provide an online budget reconciliation. The description for each budget line item is pre-populated based on Grant Recipient s approved Grant Request. The Grant Recipient must provide the actual numbers for each budget line item. The Grant Recipient must certify and document that Grant funding was used as intended in the approved grant request. To provide the attendance reconciliation, click on the Pencil icon to edit the audience group and attendance information: Then, scroll down the screen to the section where the actuals may be input regarding the audience attendance. The actuals for the following sections are the only sections that can be edited at this time. Actual # of Invitations Distributed # of Actual Learners Actual # of Learners who Received Credit 4

5 Once these sections are completed, scroll back up the screen and click on the Save icon to save the actuals information. Once these steps are completed, then you may click on Save and Proceed to Next Step. The next section to complete in the reconciliation process is the Budget Section. The Proposed Program Fees and the Requested Amount from Teva are prepopulated with the amounts indicated in the original request submission. The Grant Recipient must complete the Actual Total Program Fees and the Actual Amount Used From Teva for each budget tab. When one tab is completed, click Save and Proceed to Next Budget Tab. Once all the budget information is input, click on Save and Proceed to Next Step. The next section is the Financial Reconciliation Summary section. This is where you certify that the funds were used as intended, actual revenues, and total funding are recorded. Once all the information is input, the system calculates Teva s percentage of the total program funding and if a refund is due back to Teva. A detailed budget document must also be uploaded as backup documentation for the amounts input into each budget tab. Additional documents that you determine to be useful may be added by selecting the Add Row icon. 5

6 Once Save and Proceed to Next Step is selected, a summary page appears where you may verify the information you input and to Submit the reconciliation. Note: If a refund is due back to Teva, once the reconciliation has been reviewed and approved, an automated notification will be sent to the Grant Recipient indicating the amount of the refund, making the check payable to, and the address to mail the check. 6

7 Patient Education One (1) business day after the Program s End Date, the Request Management System (RMS) will notify the Grant Recipient by regarding the required budget reconciliation. Dear Contact First Name Contact Last Name, Teva is proud to have been able to support your request. We hope it was a success. Please take a moment and follow the link below to complete a short mandatory financial reconciliation to confirm how your funds were used. We request that the reconciliation be completed within 60 days after the end date listed in your application. If you do not complete the reconciliation in the required time, your organization will not be allowed to submit any future requests to Teva. Thank you. Link to the Teva Request Management System Home Please do not reply to this . Direct all inquiries to: tevarequestmanagement@tevapharm.com. All Grant Recipients will be notified, regardless of the grant amount, that they will be required to submit a full budget reconciliation, per company policy. The following reconciliations will be required: The Grant Recipient must reconcile the grant within sixty (60) days of the last event of the program as stated in the original grant request. The Grant Recipient can still submit new grant requests within this sixty (60) day period. The Grant Specialist will note the outstanding reconciliations in the newly submitted request. If the newly submitted request is going to be approved, as part of the RFI process, the Grant Specialist will ask the Grant Recipient to provide an explanation for the overdue reconciliation and provide a plan for completing the overdue reconciliations in order to be considered for the newly submitted request. When the Grant Recipient logs into the RMS, a link in their inbox will direct them to reconcile the program budget and attendance. For all Patient Education budget reconciliations: The Grant Recipient must provide an online attendance reconciliation. 7

8 The Grant Recipient must also provide an online budget reconciliation. The description for each budget line item is pre-populated based on Grant Recipient s approved Grant Request. The Grant Recipient must provide the actual numbers for each budget line item. The Grant Recipient must certify and document that Grant funding was used as intended in the approved grant request. To provide the attendance reconciliation, click on the Pencil icon to edit the audience group and attendance information: Then, scroll down the screen to the section where the actuals may be input regarding the audience attendance. The actuals for the following sections are the only sections that can be edited at this time. Actual # of Invitations Distributed # of Actual Learners Actual # of Learners who Received Credit Once these sections are completed, scroll back up the screen and click on the Save icon to save the actuals information. Once these steps are completed, then you may click on Save and Proceed to Next Step. 8

9 The next section to complete in the reconciliation process is the Budget Section. The Proposed Program Fees and the Requested Amount from Teva are prepopulated with the amounts indicated in the original request submission. The Grant Recipient must complete the Actual Total Program Fees and the Actual Amount Used From Teva for each budget tab. When one tab is completed, click Save and Proceed to Next Budget Tab. Once all the budget information is input, click on Save and Proceed to Next Step. The next section is the Financial Reconciliation Summary section. This is where you certify that the funds were used as intended, actual revenues, and total funding are recorded. Once all the information is input, the system calculates Teva s percentage of the total program funding and if a refund is due back to Teva. Once Save and Proceed to Next Step is selected, a summary page appears where you may verify the information you input and to Submit the reconciliation. 9

10 Note: If a refund is due back to Teva, once the reconciliation has been reviewed and approved, an automated notification will be sent to the Grant Recipient indicating the amount of the refund, making the check payable to, and the address to mail the check. Dear Contact First Name Contact Last Name, Teva is proud to have been able to support your educational program: Program Title. When we reviewed the financial reconciliation you submitted, we noted that your organization did not use all of the funds we awarded to it. In accordance with the terms of our Letter of Independence, please return the unused funds, which amount to Grant Refund Amount, within the next 30 days. All refund checks should be made payable to Teva Pharmaceuticals at the address listed below: Teva Pharmaceuticals Attn: Grant Management Department Nall Avenue Overland Park, KS Please reference the grant number, Grant ID on the check. If we do not receive the unused funds from you within 30 days, your organization will not be allowed to submit requests for additional funding from Teva. Thank you. Link to the Teva Request Management System Home Please do not reply to this . Direct all inquiries to: tevarequestmanagement@tevapharm.com. This information should complete your budget reconciliation to the Teva Request Management System. For any inquiries regarding the budget reconciliation process, please or call:

11 Outcomes Reconciliation Medical Education At any time while the activity is ongoing, interim outcomes are welcome. From your requestor inbox, you may select Upload Outcomes Update to submit interim outcomes and the following screen will appear where you may upload the interim outcomes documentation. Once the budget reconciliation has been reviewed and approved, we request that detailed outcomes information be provided in accordance with the outcomes levels and instruments selected in your original request. Select the Please Submit Outcomes option to begin submitting the outcomes. To begin the Outcomes Reconciliation, in the Outcomes Assessment tab, you need to specify, for each instrument, if they were implemented. If you planned on completing an outcomes assessment instrument, but did not implement it, a reason will be required. Instruments may be switched (i.e., from a pre/post to a post/control test), as long as one instrument for each level is implemented. 11

12 Once this tab is completed, click Save and Proceed to Next Step. The next step to complete is the Document Upload tab. Please upload all documents associated with the outcomes data collected for the program. Any presentations, reports, calculations, etc., must be uploaded in this section. Click on Add Row to upload additional documents. Click on Save and Proceed to Next Tab 12

13 The next step to Outcomes Reconciliation is to complete the data input or questions pertaining to each level of outcomes. All questions that are required are marked with a red asterisk. Click Save and Proceed to Next Step. 13

14 For Outcome Level 2, a survey is required to be administered after the activity(s) are completed. These survey questions must focus on the satisfaction measures listed in the table. For each satisfaction measure, enter the data in each column. Please note the scale type table at the top of the page when answering the Number Responding Positively, as positive responses are different for each scale type. 14

15 For Outcomes Level 3, if pre/post or post/control test was selected, it is required that the number of responses, average score, and standard deviation be entered for each test. Please hover over the help text for instructions on how to calculate the standard deviation. For each test, an Effect Size will be calculated. If Learner Self Report was selected as the assessment instrument, please enter the data in each column paying particular attention to the scale type table at the top of the page when answering the Number Responding Positively as positive responses are different for each scale type. 15

16 For Outcomes Level 4, please enter data in each column for the different competence measures. Please pay particular attention to the scale type table at the top of the page when answering the Number Responding Positively as positive responses are different for each scale type. Outcomes Level 5: Requirements will depend on the specific method of performance assessment used. For case-based survey assessments, you will be required to enter the number of respondents to the performance assessment survey, the average scores to the performance questions by each group (pre/post-test or posttest/control) and the standard deviation for each group. For self-reported performance change, you will be required to enter the method used to assess performance change (i.e. survey or interview), as well as the number of respondents who indicate changes have been made to their practice. You will be required to upload a full report that includes specific details regarding methodology and timing of assessment (immediate vs. follow-up), demographic details of the sample of learners assessed, findings showing how educational objectives have been achieved (e.g., education has led to performance changes), faculty interpretation of analysis and assessment findings, and details regarding perceptions or barriers that may be impacting the overall performance of learners. 16

17 Outcomes Level 6: You will be required to select the method used to assess patient health. You will be required to upload a full report that includes specific details regarding methodology used to assess patient health, demographic details of the sample learners and patients participating in the assessment as well as results from the assessment. Upon completion of the Outcomes Levels, click Submit. This information should complete your Outcomes Reconciliation to the Teva Request Management System. For any inquiries regarding the outcomes reconciliation process, please or call: