DATE: September 22, 2009 TO: FROM: SUBJECT: Area Agency on Aging Directors, AAA Contract Managers, AAA Financial Directors, AAA Nutrition Managers Peggy J. Brey, MSWS, ACSW, Deputy Director ARRA Program Data Reporting Instructions Transmittal Letter #2009-198 The Michigan Office of Services to the Aging (OSA) has been involved with the federal Administration on Aging (AoA) and other federal agencies, as well as area agencies on aging (AAAs), regarding the reporting of American Recovery and Reinvestment Action (ARRA) meals. Based on these communications and internal OSA discussions, please be advised of the following for FY 2009 ARRA reporting: 1) ARRA funds for FY 2009 were first available in April 2009. The initial ARRA report will cover the period April 1, 2009 through September 30, 2009. The initial ARRA report from OSA is due to the Michigan Department of Community Health by 10/2/2009. As such, AAA ARRA reports are due to OSA on or before September 30, 2009. 2) The client and unit counts reported by AAAs on the ARRA Report will be aggregate totals (i.e., 100 HDM clients, 1,000 congregate meals, etc.). The report will be submitted to OSA using the OSA Secure File Drop application on the Aging Information System (AIS). 3) Based on discussions with AoA on ARRA reporting requirements and the conflicting time frames for ARRA reporting versus NAPIS reporting, ARRA spreadsheet reports will be completed by AAAs using the Excel spreadsheet that accompanies this transmittal letter. 4) While aggregate client and meal totals will be reported on the ARRA spreadsheet, clients and units under ARRA funds should also be part of the overall data set that is reported by providers to AAAs as part of their ongoing NAPIS client and unit reports. This is the case since ARRA is one fund source of several that help serve clients and units in these programs as a whole. As such, clients and meals served under ARRA should continue to be tracked at the local-level by service providers.
Transmittal Letter #2009-198 ARRA Program Data Reporting Instructions September 22, 2009 Page 2 5) Based on a December 2009 reconciliation of client and units reported on the ARRA report and certified NAPIS meal totals, OSA will submit congregate and home delivered meals totals under ARRA funds as part of the state-level in the federal NAPIS State Program Report (SPR) to AoA. Attached please find the detailed instructions for Data Collection & Estimation Methods for Reporting ARRA Meals. If you have any questions, please feel free to contact your assigned field representative or Scott Wamsley at (517) 241-0624. PJB/slw/sk Attachment cc: OSA Field Representatives
Data Collection & Estimation Method for Reporting ARRA Meals Based on discussions with AoA and other federal agencies, the instructions below intended to address ARRA data and reporting requirements and time lines. Reporting Period, Scope, and Due Dates 1. OSA s initial ARRA report for Michigan will cover the period 4/1/09 through 9/30/09 (ARRA funds for meals were first available to AAAs in April 2009). The ARRA report from OSA is due to the Michigan Department of Community Health on or before 10/2/09. In order to meet this time line AAA reports are due to OSA on or before 9/30/09. 2. Starting with the ARRA report due on 9/30/09, AAA ARRA reports are due quarterly and are cumulative. If 500 clients and 5,000 meals are reported for the period 4/1/09 9/30/09 and 50 clients and 1,000 meals are served between 10/1/09 and 12/31/09, the report due on January 5, 2009 for the period 4/1/09 12/31/09 should indicate that 550 clients and 6,000 meals were served. 3. ARRA data are to be reported in the aggregate for clients and units served for the reporting period. For the 9/30/09 report, AAAs will report and aggregate, unduplicated count of clients served and meals served for the period 4/1/09 9/30/2009. Data Collection The ARRA Nutrition Report will be submitted to OSA using the OSA Secure File Drop application on the Aging Information System (AIS). OSA will add a new ARRA Nutrition Report report type in the report type drop-down list. Reporting & Estimation Methodology Used with ARRA_Expenses Tab. For 9/30/09, AAAs are required to report ARRA expenses and an aggregate count of HDM and congregate clients and meals served between 4/1/09 and 9/30/09. However, under current reporting practices, AAAs are not likely to have complete program data from service providers by October 5, 2009. AAAs may need to use an estimation methodology. Below are two options. AAAs may choose one option or utilize a combination depending upon the status of local data reporting. Estimation - Option #1 1. AAAs will identify the last month for which service data are available and create an average meals served and average unduplicated clients served per reporting month. For example, if a AAA receives monthly NAPIS reports from meal providers, the most complete data set available in late-september for the 9/30/09 ARRA report will likely cover the months April, May, June, July and August 2009. The AAA will identify how many unduplicated clients and units were served across all 5 months to create an "average clients" and average meals per month. These average counts per month are then used to create an estimate of total clients and units served for April - September. If an average of 200 clients were served per month in April, May, June, July and August, then the estimate for April - September is 1,200 clients. The same logic is applied for meals served. 2. AAAs will then identify the percentage of total HDM and congregate meal expenditures from ARRA funds. For example for HDM:
Federal Part C2 expenditures: $40,000 State HDM Funding expenditures: $40,000 Local Match and Program Income expenditures: $15,000 ARRA funds expenditures: $5,000 Total expenditures (all sources): $100,000 ARRA funds = 5% of total HDM expenditures AAAs will apply the percentage of expenditures made up by ARRA funds against the total estimated count of clients served and the total meals served. For the example above, ARRA funds were 5% of HDM expenditures. If there was a total of 1,000 unduplicated HDM clients served between 4/1/09 and 9/30/09, 50 clients can be attributed to ARRA funds. Likewise, if 10,000 meals were served, 500 meals can be attributed to ARRA funds. The AAA will report to OSA 50 ARRA clients and 500 ARRA meals served for the period 4/1/09 9/30/09 on the OSA ARRA Nutrition Report. The report will also show expenditure information related to ARRA funding. Actual Reported Data - Option #2 1. AAAs that have complete data reports from one or more of their nutrition providers by 9/30/09 may use this information for all or part of their ARRA report. These data are reported as aggregate client and unit counts for both HDM and Congregate Meals on the ARRA Nutrition Report. 2. AAAs may report actual service data for one provider in combination with estimated data for other providers. This is the case where actual service data are not available from all service providers. For example for Congregate Meals: Service Provider #1 has reported complete program data for 4/1/09 9/30/09. During this period 1,000 clients and 10,000 meals were served. If ARRA expenditures made up 10% of all funds expended, 100 clients and 1,000 are to be included on the ARRA Report. Service Provider #2 has not reported complete program data for 4/1/09-9/30/09. Under the estimation method in option #1 above, 150 clients and 1,500 meals can be attributed to ARRA. For the ARRA report a total of 250 client and 2,500 meals are reported by the AAA for the period using a combination of actual and estimated totals. Data Reconciliation OSA expects that AAAs will use the "best available information" to create their estimates. However, actual service data for the period April - September will be available as AAAs final their NAPIS data reporting in November/December 2009. As more complete data becomes available, ARRA reports should reflect data on actual meals and client served on each subsequent report. For example: the ARRA report for 9/30/09 is based on estimation. In December 2009, for year-end NAPIS reporting for FY09, it is determined that more meals were served than estimated for the ARRA report in October. In subsequent reports, the ARRA funding percentage should be applied against the most complete totals. For example, the increased total for ARRA meals for 4/1/09 9/30/09 should be reflected in the overall data in the next ARRA report for 4/1/09 12/31/09 (ARRA quarterly reporting is cumulative for the entire 18 months of ARRA funding).
ARRA & NAPIS Reporting The aggregate client and meal totals reported by AAAs on the ARRA Nutrition Report should also be a part of the overall data set that is collected and reported by service providers to AAAs as part of their ongoing monthly or quarterly NAPIS client and unit reports. ARRA client and units are a subset of NAPIS since HDM and Congregate clients and meals are a supported by a mix of federal OAA C1& C2 funds, State Congregate and HDM funds, and, since April 2009, federal ARRA funding. Since ARRA is one fund source of several, most likely, these funds help serve clients and units in these programs as a whole. While ARRA data are included, it is not flagged in NAPIS as ARRA data. There is no ARRA client type or unit type in NAPIS. Due to the short term nature of ARRA funds and the due dates associated with ARRA reporting, it is not feasible from a technical or cost perspective to modify NAPIS to add an ARRA designation to clients or units. Based on a December 2009 reconciliation of client and units reported on the ARRA spreadsheet and year-end, AAA-certified NAPIS meal totals, OSA will submit congregate and home delivered meals totals under ARRA funds as part of the state-level meal totals in the federal NAPIS State Program Report (SPR) to AoA. Job Reporting Please report only the following: 1. New job or part of a job funded through ARRA funds. 2. Portion of job that is retained by use of ARRA funds. 3. Please report in full FTEs (full-time equivalent).