Introductions 1 Today we are going to review Quarterly SAA - - PDF document

Introductions 1

Today we are going to review Quarterly SAA Reporting Requirements and provide training

• n CATLite.

We will also discuss related Supplemental Reporting and In year Reallocations. 2

HSPs are responsible for various financial and statistical reporting. Contained in the Multi- Sector Service Accountability Agreements (MSAA), detailed in Schedule C, are SAA reporting requirements. Following Trial Balance Submission, HSPs are required to submit LHIN quarterly reports from second through forth quarters of the year. Supplemental Reporting is required for some initiatives including AAH Supplemental Reporting is required for some initiatives, including AAH. Quarterly reporting is due five business days past Trial Balance Submission. Second quarter reports are due to the LHIN November 7, 2011. 3

First Topic 4

During the previous MSAA, quarterly reporting for HSPs was done with utilization of a tool known as CAT, the Community Analysis Tool. This tool was relatively macro “heavy”, causing delays when loading, as it required multiple files loaded in order to open. This tool has been discontinued and replaced with CATLite. CATLite is a temporary reporting measure implemented for use until such time as SRI is launched. CATLite files will be available for download this Friday. A new CATLite file is required for each quarter. 5

There are significant differences between CAT and the new CATLite tools. The most significant change is the elimination of the transition file and multiple loading files; the previous CAT report required 3 additional files be present at all times. The new CATLite only requires the CAPS file to fully function. If the CAPS file is not present the user will receive a warning but will not be prevented from continuing into the Main Menu. The user will not be able to load the CAPS budgets without the additional file but may complete all other activities. This allows the users to share the CATLite file with other co p e e

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users in the organizations freely and without restrictions. CATLite is a much smaller file on your hard drive, and a much quicker tool to load. With the elimination of the multiple file structure, there is no need to incorporate a “review”

• mode. Some of you in the past may have used the review mode to open a CAT file when

you didn’t have the background loading files in place. There is no requirement to export your report to a transition file before submitting it to

• WERS. Simply upload the CATLite file to WERS directly when you have it complete.

There will be two files available for reporting: one for LHIN reporting and the other for Ministry Managed programs. Agencies with both types of funding will need to complete and submit separate files and submit separate files. Also new to CATLite is the dynamic view icon. On the reporting screen this icon will toggle between four different views to make it easier for the user to see the columns they are working on at the time without constantly scrolling left and right on the screen. Hi t Cli ki thi i h th i i t d d d if t i 1 b t 6

Two additional edit checks have been added:

• Are there Administration expenses are reported for each budgeted TPBE?
• Is The Identification Screen is complete?

Hint: Ministry Managed reporting only contains one edit check for the identification screen. On the activity page provision for reporting “Mental Health Sessions” has been added in dditi t “G S i ” addition to “Group Sessions”. Further to this, the stat code for reporting Individuals Served has been added to the Accounting/Financial Centre listing on the Activity page as a mandatory code. This will help in understanding how many clients access multiple services within the organization. A hyperlink to the OHRS description for each service is now available on the Service yp p Description Line. The description will help to identify the specific activities that should be reported in the functional centre. Hint: simply click the black highlighted service description line in column B, the title for each line is the link. 7

Come this Friday, two packages will be available for download Come this Friday, two packages will be available for download from WERS – one for LHIN and the other for Ministry Managed reporting. After downloading and saving these files, you will need to copy After downloading and saving these files, you will need to copy your CAPS Transition file into the same folder. This file can also be downloaded from WERS as well. Your CAPS Transition file was completed and uploaded to WERS in February of this year, and is the file that was used to populate the MSAA. CATLite d f thi fil b d t i f ti d i ti it draws from this file budget information and service activity targets. These are the only files you will need to complete the CATLite reporting reporting.

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The Main Menu for CATLite looks very similar to previous The Main Menu for CATLite looks very similar to previous reports, absent the option for “review mode”. Please assure Macros are set to run, and click CONTINUE to proceed…

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The second screen is the HSP Identification Screen. Initially, the view of your

IDENTIFICATION Screen (as shown) will be blank. Notice the Yellow cells ‐ these can be updated by the Health Service Providers in the event that the CAPs information is not correct, but there is no need initially to complete this screen, as information for the ID screen will eventually be imported directly from your CAPS the ID screen will eventually be imported directly from your CAPS budget. Click on…Continue to proceed to the next page. f f f f A warning message will appear if any of the Mandatory fields are left blank, however, prior to CAPS import, you can ignore this warning. Note: The “Period” can be adjusted each quarter by clicking on the yellow cell and selecting a new period from the drop down arrow that appears to the right of the cell that appears to the right of the cell.

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Once continuing past the ID screen you will arrive at the Main Menu. There are 5 buttons/groups of buttons to note here:

1. The first time you open CATLite, click on option #1 to load the CAPS

• budget. This process is much faster now and progress screens will show

up on your desktop as the loading is completed. 2. After loading the CAPS, return to the ID Screen to confirm the 2. After loading the CAPS, return to the ID Screen to confirm the information from CAPS that was imported is accurate. Update any information or missing information. The warning message will disappear

• nce all of the mandatory fields have been completed. Continue back to

the Main Menu. 3. Follow steps 1‐5 to complete the “Reporting Steps” in the order shown. 4. Once all reporting is done, verify the Edit Checks before submitting your report to WERS. Where an edit check cannot be resolved, make a note

• n the additional comments screen and submit your report.

5. There is also an option to change the mandatory service codes. Use this

• ption when you need to add more mandatory reporting lines to the

activity page; for example, if you have completed the process for approval to offer services under a different code, you will need to enter this screen and update your code selection to reflect. this screen and update your code selection to reflect.

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When completing the first two reporting steps, FTE and Finance Reports, from the main menu you will be directed to the TPBE selection screen.

TPBE’s where a budget exists in the Pre-loaded CAPS)will be highlighted in a darker colour. This is an example of the “Finance” Menu, however the FTE menu is displayed the same. If you have more than one TPBE budgeted, select the TPBE menu you wish to complete first…

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The FTE reporting screen is line categories mirror the CAPS FTE screen. The 2011‐12 budgets are imported directly from your CAPS file and are displayed in the first three “blue” columns. If there have been approved budget adjustments to FTE plans, make them in the Budget Adjustment column. Then complete column F for the “Current YTD” column Then complete column F, for the “Current YTD” column. For FTE values entered, the running rate will assume the FTE count remains the same throughout the year, whereas, the running rate will extrapolate the cost for the remaining quarters to produce the forecasted values. Again, as with the CAPS, financial data entered/calculated on the FTE planning screen will carryover to the Financial screen. Return to the main menu when you are done entering FTE plans. 13

Next, move on to Step 2: Financial Report Next, move on to Step 2: Financial Report

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Again, the line categories on this page mirror the CAPS and previous CAT files

and should be familiar to everyone. The 2011‐2012 budgets are imported directly from your CAPS file in the setup

• above. No changes are to be made in this column by the Health Service

Providers. Budget adjustments can be entered in the cells with a Blue background and blue font. These adjustments should only be made where a funding letter has specifically directed you to do so or where you have prior approval from the

• LHIN. We are asking that all HSPs use the budget adjustment column to reflect

funding increases for this year’s 1.5% stabilization payments. The revised budget will be recalculated automatically. If you use the dynamic icon at the top of the screen the view will first be limited to the budget columns, and on second click will move over to the next grouping of columns…

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Now you are viewing the yellow columns, which reflect the current quarter reporting.

Year to Date Quarterly amounts can be entered in the cells with a yellow background and blue font. The running rate forecast will be calculated immediately (you cannot type

• ver this number) to the right of the Current Quarter information. If you are

satisfied with the forecast given move on to the next line satisfied with the forecast given, move on to the next line. If you wish to enter your own forecast, move to the next column (Q4 Forecast Manual Entry) and enter the values that you are anticipating for Q4. The Last column shown above (Q4 Forecast) will be automatically updated with the Running Rate (where there is no manual forecast) or the manual forecast you entered in the previous column entered in the previous column. The LHIN expects all HSPs to report their expected Q4 forecast when the running rate does not make this reflection. Early detection of in year surpluses permits for adequate reallocation planning within the HSP internally, or amongst the Community Sector in the South West LHIN. Clicking the dynamic icon again moves the screen to the next set of columns…

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Here we see the final set of columns where Variances on a Year to Date and Here we see the final set of columns where Variances on a Year to Date and

Forecasted basis will be updated and shown automatically as you enter your Quarterly amounts and the forecasts.

• The % column will be highlighted in a different colour when

The % column will be highlighted in a different colour when the variance exceeds the tolerance as set out in the current MSAA agreement.

• Where such a % is highlighted, complete your explanation in

the comments section to the right of the variance calculations. Detailed comments are encouraged, up to MS Excel’s 255 character limitation. Once you have completed the Financial Report, click back to the Main Menu.

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Next – Step 3: Activity Reporting Next Step 3: Activity Reporting

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The Activity Reporting Screen will look different from previous The Activity Reporting Screen will look different from previous CAT screens, but is otherwise reported as before.

• The services have been updated to OHRS 8.0 standards
• The lines with a yellow background (as shown) are mandatory

reporting

• Clicking on the “Show HSP Specific Services” will isolate the

lines to those budgeted by the provider in CAPS

• The Black Service Headings have a hyperlink that will take you

h O S d fi i i h l fil f h i to the OHRS definitions help files for each service

• The Help Button will give the users help on each of the Service

Categories

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You will now be required to complete Step 4: MSAA Schedule E1 Indicators 20

The provider will need to provide comments where the indicator is outside the corridor.

• Most of the indicators on this page are calculated automatically

(see exception below).

• Where the “Within Standard” column shows a red “x”, provide an

p explanation in the comments column

• The bottom section of this report requires the provider to enter

their total Fund Type 2 expense Forecast (All Programs) into the cell highlighted in yellow. These amounts can be found on the LHIN highlighted in yellow. These amounts can be found on the LHIN TOTAL screen at step 2 in cell I44 (Total Expenses, Q4 Forecast). This amount forms the baseline to measure this indicator for Q3 and Q4. For Q3 and Q4 reporting, repeat the value entered from Q2. Again return to the Main Menu once complete Again, return to the Main Menu once complete.

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Next – Additional Comments Screen Next Additional Comments Screen

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A narrative page has been provided where the provider wishes A narrative page has been provided where the provider wishes to provide a longer explanation than would be practical in the comments column of the various reports. This is the same as the CAT report previously. This is the same as the CAT report previously.

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Next – Edit Checks Next Edit Checks

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When an Edit check fails, the explanation will show up in red to When an Edit check fails, the explanation will show up in red to the right of the screen. The Ministry Managed CATLite has only one edit check - the HSP Identification Edit Check. HSP Identification Edit Check.

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Now Save, close, and upload this file to WERS for submission. There is no “exporting”

• ption, and no “transition file” required.

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This reporting has not changes from previous year’s, and this process will continue until SRI replaces its need. 29

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Throughout the fiscal year HSPs experience a number of unexpected circumstances which can lead to budget variances. HSPs must Forecast accurate financial positions. This ensures partnership and collaboration to fully utilize funds. A li ti f i t l i ll ti il bl b it d HSP Applications for internal in year reallocations are available on our website, under HSP, Forms. The release of the Community One Time Minor Infrastructure program application is done in December, or early January, once verification of expected surpluses in completed with Q2 reporting reviews. Funding for this program is not released until Q3 submissions are i d d i l ifi d received, and again, surpluses are verified. 33

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