ACL OAAPS Title III: Data and Software Technical Documentation Overview

1. ACL OAAPS Title III – Data and Software Technical Documentation Overview OAA Titles III and VII (Chapters 3 and 4), State Performance Report (SPR) Version 1.1 Date Created: 10/01/18 Date Posted: 01/25/19 The document contained herein is subject to change. Please check the Version Control update information in the Resources section on AGID to ensure that the most recent version is accessed (https://agid.acl.gov/Default.aspx). ACL OAAPS Title III: Data and Software Technical Documentation Overview August 23, 2018

2. Agenda • Project Background • Software Overview • Technical Documentation Review • Questions • Next Steps and Wrap Up

3. Background on Redesign • Since 2014 ACL has been engage the Aging Network on redesigning the State Performance Report (SPR) data collection as well as the software used to submit the data to ACL. • The SPR is the data submitted annually by the states to fulfill reporting requirements for the Older Americans Act Titles III and VII Chapters 3 and 4. • Parallel and integrated efforts: OAA Title VII Chapter 2, Long-Term Care Ombudsman Program • Parallel and integrated efforts: OAA Title VI, programs for tribal governments

4. Process and Timeline Data Collection Request (PRA) OMB approval (6/1/2018) Development & Pilot Testing Software Development complete (10/2018) Software Pilot testing (11/2018 – 2/2019) Training & Network Preparation Data and system specifications published (10/2018) System complete & technical assistance provided (3/2019) Data Collected & Reported FFY2020 data collected in new form (10/2019 - 09/2020) FFY2020 data submitted via new system (01/31/2021)

5. Overview of Data Changes • 70% reduction in the number of data elements • Demographics/Consumer Characteristics: • 1st level variables remain same, e.g. Age. Modifications to 2nd level, age categories changed to align with other data collections (60-64, 65-70…) • All 2nd level data elements are in the data collection, allowing for better edit checks • Service changes: • Health promotion/disease prevention split • Legal services • Other services and supplemental services associated with domains • Caregiver counseling, support groups, and training split • Respite care has 4 sub-categories • Access assistance split into 2 services • Expenditures: • Expenditure by Part of the OAA is dropped (except for health promotion) • Expenditure sub-components entered and the system generates the total expenditures • NSIP expenditures reported by services (congregate (C-1), home delivered (C-2))

6. Reporting Process • Microsoft Azure Cloud • Only one submission per state • Uploaded data either replaces current data or merges • States that require their AAAs to upload/enter data must select which components will be entered by the state and which components will be uploaded/entered by AAAs • Format checks, validation errors and warnings • Variance explanations are provided within the system

7. Tour of OAAPS

8. Homepage

9. Resources

10. Resources

11. State Users

12. DashboardState User

13. Data Submissions: OverviewState Users

14. Data Submissions: OverviewState Users Main Features/Functionality: • Access data entry forms • Access upload screen • Validate data • Generate variances • Submit for review • Export data

15. Data Submissions: Manage UploadsState Users

16. Data Submissions: Data EntryState Users

17. Data Submissions: Data EntryState Users

18. Data Submissions: Data Entry State Users

19. Data Submissions: Format ValidationState Users

20. Data Submissions: Business Rule Validation State Users

21. Data Submissions: Business Rule Validation ErrorsState Users

22. Data Submissions: Generating VariancesState Users

23. Data Submissions: Explanation of Variances/Submission to ACLState Users

24. Data Submissions: Explanation of VariancesState Users

25. Data Submissions: Submission to ACLState Users

26. Data Submissions: Submission to ACL State Users

27. ACL Central Office and Regional Users

28. DashboardACL Central and Regional Office

29. Data Submissions: State SubmissionsACL Regional and Central Office

30. Analysis ReportsState and ACL Users

31. Technical Documentation Review

32. Technical Reference Documents Definition • Series of overlapping, complementary documents that list and define data elements and provide instructions for creating upload files List of Documents • OMB/PRA Process documents • Annotated Current SPR Worksheets (As Is) • Master Spreadsheet (To Be) • Cross-walk of Data Elements (As Is => To Be) • Upload Template and Guide • Definitions of Data Elements

33. OMB/PRA Process Document Purpose • To seek public input and OMB approval on the proposed revisions to the State Performance Report. It is the “official” data collection document, meaning the system must be built according to its specifications. Content Word file that contains the following sections: • Section 1: Data Model • Section 2: Service Lists by Demographic Data Requirements • Section 3: Data Element Categories and Intersections • Section 4: Level One Data Elements Tables

34. State Data Model from OMB Document Service Component Aging Network Component Expenditures (Title III B/C/D/E) Demographics/Characteristics for older adult services (Title III B/C/D) Network Staff/Volunteers Title VII Expenditures (Ch. 3 & 4) Service Providers Demographics/Characteristics for caregivers of older adult services (Title III-E) Senior Centers/Focal Points Legal Assistance (Title III-B) Self-Direction (Title III B/E) Demographics/Characteristics for older relative caregivers (Title III-E) Other Services (Title III B/C/D) Respite Vouchers (Title III-E) Supplemental Services for caregivers of older adults (Title III-E) Service Units (Title III B/C/D/E) Supplemental Services for older relative caregivers (Title III-E) Nutrition Services Incentive Program (NSIP)

35. Service List by Demographic Data Requirement from OMB Document • Aggregated unduplicated demographic data are required for services 1-5 combined. Note that respite services are broken down by type for reporting of people served, units of service and expenditures.

36. Example of OMB Data Element Categories and Intersections from OMB Document

37. Example of Data Elements from OMB Document

38. Data Levels in Reference Documents *Example data element number. Data is shown at level 3 only in the Upload Template Guide.

39. Annotated Current SPR Worksheets Purpose • To describe the changes to the data elements in the current SPR system Content • Excel worksheets (upload templates) of the current SPR data elements that have been annotated to • Color code what happens to each current data element in the new system (same, changed, removed, system generated) • Provide comments/descriptions for the changed data elements • Show in the current structure where many of the new data elements were added

40. Master Spreadsheet of Data Elements Purpose • To provide a comprehensive description of all aspects of each data element Content • Two-level Excel spreadsheet with one data element per row and the following information in the columns for each data element. • One tab contains comprehensive information for Level One Data Elements • Second tab contains limited information on Level Two Data Elements

41. Master Spreadsheet of Data Elements: Columns in Both Data Levels

42. Master Spreadsheet of Data Elements: Columns in Level One

43. Master Spreadsheet of Data Elements: Columns in Level One, Continued

44. Cross-walk of Data Elements Purpose • To provide a cross-walk at Level Two between the current SPR data elements and the revised SPR data elements Content • A sortable excel spreadsheet that contains all of the data elements from the old and new systems that: • Aligns the same and changed data elements on the same row • Indicates if data elements are new, same, removed, changed or system generated • Provides data element number and names and subcomponents for both old and new data elements • Include comments on the data, particularly changed data elements

45. Upload Template Purpose • To provide the structure of the file needed by OAAPS that would allow state users to successfully upload data from state systems to OAAPS. Format options • XML, CSV, EXCEL (xls/.xlsx) Restrictions • Any files being uploaded to OAAPS must adhere to the template format and structure • Order of columns cannot be altered • Only the data values can be changed. Component name, ACL reference number, Resource and Field names cannot be altered.

46. Upload Template Example

47. Upload Template Guide Purpose • To provide a description of the key aspects of data elements necessary for creating the upload templates so IT staff (either vendors or state staff) can create files for uploading. It explains how to use the upload samples and templates to upload data into OAAPS. Content • A Word file that lists for each Level Three Data Element the following information: • Component – Component or Section name • ACL Ref # - Reference number that links to Title III Data Architecture spreadsheet • Resource – API resource name • Field -  Field name. Not necessarily the Screen Label • Business Rule/Dependency– Business rules and format rules

48. Upload Template Guide Example

49. Definitions of Data Elements Purpose • To provide a more detailed definition of each Level One Data Element than contained in the OMB/PRA process document or Master Spreadsheet. Content • A Word document that contains • Demographics: definition for each Level 2 data element (e.g. lives alone) • Services: service name, service definition, service unit (e.g. hours) • Additional definitions: registered service, NSIP expenditures, full-time staff, closed case (legal assistance)

50. Question and Discussion • Please send us any questions in the chat box. • If you have questions after the meeting, please send them to ACL-OAAPS@icf.com