Planning for a Schedule Refresh Community Accountability Planning Submission. Multi-Sector Service Accountability Agreement Schedule Refresh Content

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2 1. Structure 2. Context Why a Schedule Refresh? Planning for a Schedule Refresh Community Accountability Planning Submission Multi-Sector Service Accountability Agreement Schedule Refresh Content 3. Community Accountability Planning Submission & Timelines 4. Additional Resources 5. Completing the Submission for 2018/19 6. Next Steps 2

3 MSAA Advisory Committee MSAA Indicators Work Group MSAA Planning & Schedules Work Group Self-Reporting Initiative (SRI) Forms Work Group MSAA INDICATOR SUPPORT: HEALTH SYSTEM INDICATOR INITIATIVE MSAA LEGAL COUNSEL SUPPORT: LHIN LEGAL SERVICES BRANCH MSAA SECRETARIAT SUPPORT: Health Shared Services Ontario LOCAL MSAA IMPLEMENTATION: LHIN MSAA LEADS 3

4 The Local Health Integration Networks (LHINs) and community-based Health Service Providers (HSPs) entered into an MSAA for a three-year period from April 1, 2014 to March 31, The MSAA was extended last year for one year through March 31, The LHINs agreed to extend the current agreement for an additional year through March 31, The Central East LHIN may need to update or confirm budgeted financial data and service activity expectation for Year 5 (2018/19). The Central East LHIN will require a refresh to the schedules below: 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 CAPS, with a completed narrative. The information provided in the CAPS by HSPs will populate the MSAA Schedules for 2018/19 and/or the 2018/19 Quarterly Reports in SRI. 4

5 Schedule Title Description A 1. Description of Services Describes the services delivered by the HSP 2. Population & Geography Describes the HSP client populations and geography served B 1. Total LHIN Funding Service Plan 2. Clinical Activity Summary Describes the financial and statistical status of the HSP C Reports Identifies and sets due dates for HSP reporting D Directives, Guidelines, Policies & Standards *To be confirmed by Ministry of Health and Long-Term Care (MOHLTC). Identifies applicable MOHLTC policies. Changes to be confirmed 5

6 Schedule Title Description E 1. Core Indicators Identifies indicators, standards and local performance requirements 2a. Clinical Activity Detail 2b. Community Health Centre (CHC) Sector Specific Indicators 2c. Community Mental Health & Addictions (CMH&A) Sector Specific Indicators 2d. Community Support Services (CSS) Sector Specific Indicators 3a. Local Indicators & Obligations F Project Funding Agreement Template Template used for funding special projects G Compliance *Update for new time period Form completed by the HSP s Board of Directors to declare that the HSP has complied with the terms of the Agreement 6

7 To retain the integrity of the existing MSAA and 2018/2019 Schedules, all HSPs must complete a Community Accountability Planning Submission (CAPS) and narrative. The process for reviewing the CAPS is at the discretion of the Central East LHIN. 7

8 Board approval is not required for the CAPS when submitted. The submission is due on November 17, The Central East LHIN will not consider the November 17, 2017 submission final, as changes could occur post-submission up to January. The final CAPS is approved by HSP Boards by January 31,

9 Activity 9 Target Dates CAPS 60-Day Issuance Notice to HSPs 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 MSAA refresh indicators, population of Schedules, and final MSAA Schedule amendments November 20, 2017 January 31, 2018 (10 Weeks Incl. Holidays) TBD Send MSAA LHSIA Notices to HSPs LHIN Boards to endorse MSAA extension agreement (2/3 majority) December 1 31, 2017 LHIN Analysis, Final Negotiations of Indicator Targets, and Population of January 1 31, 2018 Schedules HSP Boards approve CAPS January 1 31, 2018 Pan-LHIN Community Lead Education (eforms) January 8 12, 2018 Final MSAA extension and Schedules sent to Community HSPs for Board February 1 28, 2018 approval (Target) HSP-signed MSAAs returned to the LHIN March 15, 2018 Year 5 of the current MSAA comes into effect April 1, 2018

10 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 four administrative categories. This is not an MSAA indicator. It is suggested to report expenses under this line only if necessary. 10

11 The 2018/19 CAPS User Guide contains important information to assist HSPs in completing the CAPS process. HSPs should refer to the User Guide when completing the 2018/19 CAPS. An additional education session for the MSAA LHIN Leads will be held in January 2018 to: 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 MSAA Schedule Amendment process for Schedule A (Optional), B (LHIN dependent), D (Mandatory), and E (Mandatory). 11

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13 Stakeholder feedback identified the following high level themes: Simplify forms. Reduce errors through early testing. Updated Ontario Healthcare Reporting Standards (OHRS) functional centres. Additional reporting lines under Administrative Expenses as per MSAA indicators. 13

14 1. Go to If you are already registered, you can follow the red arrow and click SRI Submissions. If not, you can follow the blue arrow and click Register for a new account. 14

15 2. Click Submissions in the top left, and then from that drop-down menu click Create New Submission. 15

16 3. Select the applicable report, then click the Create button. 16

17 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. 17

18 5. Select the report that you want to prepare by clicking the blue hyperlink. 18

19 6. Click Check Out and Download. Now the file is stored on your local drive. The file is ready to be edited. 19

20 When the CAPS file is first launched, the following Menu Page will display. This page provides links to each form contained within the CAPS. When opening the report, if the yellow bar appears at the top of the page, ensure you select Enable Editing. 20

21 Note: Please go to the Identification drop-down to select Central East LHIN. Column B is added in 2018/19 CAPS to check for changes from the previous CAPS. As part of the audit process, the icon in the example (red glasses) will help LHINs identify which sheets of the CAPS differs from the 2017/18 budget column and the 2018/19 budget column. 21

22 All data from the 2017/18 CAPS has carried over to the new 2018/19 CAPS. The 2018/19 Budget column will show the 2017/18 Financial/Service data from the previous CAPS. The 2018/19 column will be pre-populated based on the 2017/18 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 2017/18 updated budget, the file simply needs to be checked out and checked in (with no additional changes made). 22

23 Comments: The Comments column should be used to explain differences between budgets across the years. On the rare occasion where reallocations are made, the comments provide clarification to the Central East LHIN on the changes made by the HSP. 23

24 In 2015/16, four new explanatory indicators were added to the MSAA. These are the four main areas that make up Administration & Support Services. In 2017/18, 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 2017/18) 24

25 To select the functional centres for your programs, please go to the Service Selection Screen. Just put an x next to the functional centres in which service is provided (in the column marked off with a red arrow). Then, next to that functional centre (in the column titled TPBE with the black arrow), select the TPBE to which the functional centre belongs. 25

26 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 Centres. 26

27 In the 2018/19 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 2017/18 Budget or 2018/19 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. 27

28 After entering all information and passed the edit checks, the CAPS file is ready to upload to 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, select it and it will be uploaded. Afterward, click on the button Submit For Approval. 28

29 If you have any questions, please call or your LHIN contact. Michelle Nurse Director, Contract Management, Performance and Accountability (905) (ext. 5247) Tunde Igli Director, Finance and Risk Management (905) (ext. 3231) 29

30 The following documents will assist in completing the CAPS. 2018/19 CAPS Education slide deck. Updated CAPS Guidelines 2018/19. Updated 2018/19 CAPS User Guide. Updated 2018/19 CAPS CSS Quarterly Report User Guide. On October 2, 2017 the CAPS file will be posted on SRI, making it available to HSPs. 30

31 2018/19 CAPS available on SRI October 2, HSPs given six weeks to submit CAPS (October 9 November 17, 2017). HSP Board-approved CAPS are due January 31, Further education for LHINs regarding Provincial Indicators will be provided in November. Education to HSPs regarding the eforms will be provided in January The Central East LHIN will review 2018/19 CAPS submissions, conduct consultations on Performance Indicators/Targets, and make final MSAA Schedule Amendments (November 20, 2017 January 31, 2018). 31

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