Welcome CFBHN IT/IS all Hand Meeting August 3, 2012

1. Welcome CFBHN IT/IS all Hand Meeting August 3, 2012

2. Agenda • Data due date – 7th of the Month • Prevention data still submitted to KIT Solution • Performance Outcomes • June 2012 – not final • New Performance Outcomes for FY 12-13 • FTPS Site – Where/How to submit SAMHIS data to CFBHN • Excel Format - Direct Data Entry sheets • Contracts • Data vs. Billing 95% accuracy • Utilization Management • Acute Care Registration • Residential Services Registering all levels

3. Performance Measures FY 11-12 • The Network is meeting or exceeding all but the following Performance Measures • (DCF Dashboard 8/2/2012 YTD through 6/30/2012- current – not final) • Measure Actual vs. Target • SPMI Stable Housing - 92.42% vs. 93% • MH Crisis Stable Housing - 89.14% vs. 98% • ED who improve level of function – 56.08% vs. 64% • SED who improve level of function – 58.73% vs. 65%

4. Performance Measures FY 12-13 Changes and what has stayed the same Refer to the Exhibit A

5. FTPS Transfer Files to CFBHN Instructions on how to submit data to CFBHN via FTPS

6. FTP Program • There are many ftp programs out there but for this demonstration we will use one called FileZilla. • This program is free and can be downloaded at http://download-filezilla-ftp-free.com/ • Or one can find a link via a Google search

7. Filezilla Configuration • Host: ftp.cfbhn.org • Username: “00username” SharePoint • Password: “your password” same as SharePoint • Port: “990” • Click “Quickconnect”

8. FileZilla Certificate • After that you will get a certificate. • Check “Always trust this certificate in future sessions.”

9. FileZilla Data upload • The left side of the window is your local site • Right side of the windows is your remote site • Navigate one the left side to the folder that holds the data you want to upload.

10. FileZilla Data upload/download • Double click the file you want to upload on the left, when it has successfully been uploaded, it will show up on the right side. • To download data from CFBHN, double click on the files to the right. • You will be automatically disconnected from our server after 3 minutes of inactivity.

11. File Naming Convention • All files must be in the standard dcf file structure • Name the file starting with your 2 digit agency code • Next put your file type, ie Demo • Last put a date stamp of the date in “MMDD” format • If submitting multiple file of the same type on the same day, put a sequence number behind it • Submission order • Example: 00delDemo08031_3.txt

12. Data entry spreadsheet templates Using Central Florida Behavioral Health Network’s

13. Central Florida Behavioral Health Network (CFBHN) has built a means for agencies that have been using DDE(direct data entry) screens in SAMHIS to create SAMH data files that can be uploaded.

14. The Data Entry Spreadsheets are available to your agency on the CFBHN Share Point portalhttp://cfbhn.org/agency-resources.aspResources / Agency Shared Documents/ Manual Input Templates (ZIP file) There are 11 sheets: one for each primary data set for SAMH data You may download the templates to any location on your PC that you choose. Just be sure that the location is one that you will remember and can get to easily.

15. PREPARATIONS TO USE THE TEMPLATES

16. CFBHN recommends using Windows Explorer to help you manage the template files and the data files you will create with them.

17. Every storage location available to your computer, including your desktop, can be reached by navigating in Windows Explorer. If you need help to use it, you can do a Google search for “Windows Explorer how to use”. There are many websites covering the topic including instruction videos on YouTube To use Windows Explorer, Right click the START button in the lower left corner of your screen and select “Open Windows Explorer”.

18. The template files you download from CFBHN should be considered master copies. You will want to keep these ‘clean copies’ without any data in them, to make your regular working files. SO, After downloading the files, you will want to make another copy of each file, again, use a computer path location you remember and get to easily. The Templates will be available on the SharePoint site if you ever need to download again.

19. And to have the programs in the template files work correctly, you must create a new folder on your computer’s “C” drive. The name of this folder is C:\SAMHfiles Now you are ready to use the spreadsheet template files

20. HOW TO USE THE TEMPLATE SPREADSHEET FILES

21. Open Excel • move to the FILE tab on the ribbon, • left click ‘Open’, • navigate to the location where your working copies of the templates files are • select one of these files to work in, • and click the OPEN button

22. In this slide show, we are using the SERVinputPacker.xlsm to demonstrate with.

23. The .xlsm file extension indicates spreadsheets containing Macros If the ‘Security Warning: Macros have been disabled’ message appears on your screen click the Enable Content button to enable the macros.

24. If you do not click “Enable Content”, you can still enter and save data However, you cannot produce the file to upload to CFBHN unless you enable macros. So, click the Enable Content button.

25. The spreadsheet is formatted with the top rows giving you information about the data to enter in the columns.

26. The ContractorID and CONTID(contract number) fields are prepopulated. There are at least 300 formatted rows available in each file where you can enter data. (The SERVinputPacker.xlsm – our example, has 600 data entry rows)

27. Columns which you do not need to fill in are set so that you will not be able to put your cursor into them.

28. Columns are pre-formatted for Text, Numbers and Dates as is required by Pamphlet 155-2. You cannot change the formatting of any cell.

29. Each column has basic data validation built into it. • For example, if a field requires 9 digits, such as the SSN, you must enter 9 digits or you will get an error message. Drop down lists for selecting a value to enter are not available currently. Use the Pamphlet 155-2 for reference during your data entry as frequently as you wish.

30. You may open and use and save a copy of each of the spreadsheets you use as often as you need to while you are preparing your data. When you have completed your data entry (for the week, or the month) and you are ready to send it to CFBHN, you will run the macro built into the spreadsheet.

31. RUNNING THE MACRO or BUILDING YOUR OUTPUT FILE FOR CFBHN

32. The first action the Macro performs is to save your spreadsheet. SO…You will not lose any of your data from running the Macro.

33. Start the Macro: Ctrl + Shift + Q Or Click button “Run Macro” Simultaneously depress the Control Key, the Shift Key and the letter Q or click button “Run Macro”

34. That’s It ! Short, sweet and simple.

35. You started with this You will have noticed while the Macro runs, your screen changes many times

36. And ended with this… which turns into a .txt file

37. THE LAST STEPS

38. The new document generated by the Macro is stored as C:\SAMHfiles\SERVinput.txt

39. C:\SAMHfiles\DEMOinput.txt would be the filename instead if you had prepared demographics data….etc!

40. Steps to take now are: • Rename the file according to the prescribed naming convention (next slide) • Copy or Move your new C:\SAMHfiles\XXXX.txt file to a permanent storage location that is not in the C:\SAMHfiles\ data pathway • Send a copy of each of your ‘XXXX.txt’ files to CFBHN

41. File Naming Convention • All files must be in the standard dcf file structure • Name the file starting with your 2 digit agency code • Next put your file type, ie Demo • Last put a date stamp of the date in “MMDD” format • If submitting multiple file of the same type on the same day, put a sequence number behind it • Submission order • Example: 00delDemo08031_3.txt

42. Get ready for the next month by: • Archiving the previous month spreadsheets • Making a copy of the master spreadsheets • Start entering data for the current month

43. Thank you