FFY18 Reporting Season ACL Regional Staff and SUA Opening Webinar

1. FFY18 Reporting SeasonACL Regional Staff and SUA Opening Webinar Administration for Community Living Jennifer Tillery | ACL Office of Performance and Evaluation Holly Greuling | ACL Office of Performance and Evaluation Lisa Sherman | WellSky December 6th 2018 Maximizing the independence, well-being, and health of older adults, people with disabilities across the lifespan, and their families and caregivers.

2. Agenda • Acknowledgements • OAAPS & The Redesigned SPR • The National Ombudsman Reporting System (NORS) • The AGing Integrated Database (AGID) • Review the FFY2018 Reporting Schedule • WellSky SRT Demonstration • Discuss Checking, Reviewing, and Analyzing State Reports • NSIP Presentation • NSIP Question and Answer Session • Open Forum

3. Acknowledgements General Information • In September 2018, Mediware Information Systems Inc. was rebranded. The new name replacing Mediware is WellSky. • Per WellSky, there is no change in ownership, there was no acquisition by another company, there will not be any leadership changes. It was simply a rebrand to better reflect the mission and direction of the company. • Per WellSky, the same staff that worked under Mediware in support of ACL and the National Aging Network are in place. For information or questions concerning Mediware/WellSky, please contact: Anthony DeCarolis, WellSky Senior Sales Consultant Phone: 703-657-1485 Email: Anthony.decarolis@WellSky.com

4. Acknowledgements OAAPS Rollout: Postponed ACL recognizes data changes require time and resources to implement. The beginning of data collection using the new SPR requirements has been delayed by one year, to October 1 of 2020. The first report using OAAPS will be due to ACL in January 2022. *The National Ombudsman Reporting System (NORS) data is still on track to be reported using OAAPS without any delays. • For information or questions concerning the redesigned SPR or OAAPS, please contact: • Laura House, Program Analyst • Phone: 202-795-7498 • Email: Laura.House@acl.hhs.gov

5. Acknowledgements OAAPS Rollout: Postponed Please note the Older Americans Act (OAA) Titles III and VII (Chapters 3 and 4) State Performance Report (SPR) delay does NOT alter the implementation of the Title VII Long-Term Care Ombudsman Program revised data collection, the National Ombudsman Reporting System (NORS).  The revised NORS data collection will be in effect starting October 1, 2019. • For information or questions concerning NORS, please contact: • Louise Ryan, Ombudsman Program Specialist • Phone: 206-615-2514 • Email: Louise.Ryan@acl.hhs.gov

6. Acknowledgements AGing Integrated Database (AGID) The AGing Integrated Database (AGID) is an on-line query system based on ACL-related data files and surveys, and includes population characteristics from the Census Bureau for comparison purposes with SPR data that is accessible by the public. Link: https://agid.acl.gov/

7. Acknowledgements AGing Integrated Database (AGID) ACL’s Office of Performance and Evaluation has decided to use AGID to post updated technical documents related to the new OAAPS. AGID will be the primary place to locate the most recent technical documents until OAAPS is publically available.  The link to the redesigned SPR and OAAPS resources via AGID : https://agid.acl.gov/Resources/OAA_SPR.aspx

8. Acknowledgements Version Control for new OAAPS and SPR Resources • The new webpage includes new and up-to-date documentation for the redesigned SPR and the new reporting system, the Older Americans Act Performance System (OAAPS) documents, with a version control method to track revisions. 

9. Acknowledgements Version Control for new OAAPS and SPR Resources • If a major change is made to any OAAPS or SPR Resource, the version number before the decimal will increase. (i.e: version 1 would change to version 2) If a minor change is made to any OAAPS or SPR Resource, the version number after the decimal will increase. (i.e: version 1.0 would change to version 1.1)

10. FFY2018 SPR and NSIP Deadlines • January 31, 2019: SPR and NSIP Reports are due (Must Include NSIP Numbers): • Run 2 Year Comparison & Service Unit and Expenditure Report for FFY2017 to FFY 2018. • Begin dialogue with ACL Regional Office State Liaison on significant variances (+/- 10%) .

11. FFY2018 SPR and NSIP Deadlines • February 8, 2019: NSIP Variance Explanations are due. • States prepare and send explanations of significant differences (+/- 10% ) to their ACL Regional Office State Liaison for both home-delivered and congregate NSIP meal counts. • February 22, 2019: NSIP Certification is due. States & ACL Regional Office State Liaisons must certify NSIP data. *NOTE: A delay with one state’s NSIP certification delays the NSIP grant disbursement for all states.

12. FFY2018 SPR and NSIP Deadlines • February 8, 2019: SPR Variance Explanations are due. • Run 2 Year Comparison & Service Unit and Expenditure Reports (FFY2017 to FFY2018). • Send on significant variances (+/- 10%) to your ACL Regional Office State Liaison. • March 25, 2019: SPR Certification: States & ACL Regional Office State Liaisons must certify FFY18 SPR data. *NOTE: ACL Regional Office State Liaisons will distribute SPR confirmation emails to SUA Directors and State data coordinators. Once the FFY18 data has been finalized, no changes will be permitted and the data will be locked.

13. SRT Demonstration • For information or questions concerning the State Reporting Tool (SRT), contact: • Lisa Sherman, WellSky OR Robyn Hesse, WellSky • Email: lisa.sherman@WellSky.comEmail: robyn.hesse@WellSky.com

21. State Reporting Tool (SRT) Software Issues As always, if you come across any issues, please report them to the WellSkysupport team immediately and copy Lisa and Robyn in your email. • To report technical concerns regarding the State Reporting Tool (SRT) or site, contact: • Lisa Sherman, WellSky OR Robyn Hesse, WellSky • Email: lisa.sherman@WellSky.comEmail: robyn.hesse@WellSky.com

22. Acknowledgements New Staff Remember: WellSky is here to assist staff with learning how to navigate the SRT. They will not report any data but can help with explaining how to navigate through the State Reporting Tool (SRT).

23. Reviewing and Analyzing State Reports Check for Missing Data Identify Discrepancies Review data for typos & Check for Miscalculations Identify Significant Variances 10% increase OR decrease Provide Variance Explanations How has the units increased, while the cost decreased? Why has the units decreased, while the cost increased? Data Is Accurate Update ACL Regional Office State Liaisons Inform ACL Regional Office State Liaisons on “significant variances [±10% ]”. Explain in a clear and succinct manner how the number of individuals served, units and expenditures relates to the variance.

24. Utilizing Templates

25. Reviewing the 2 Year Comparison Report Are we serving our target population of clients with 3+ ADLS? Personal Care : [Possible Error] Individuals Served (Increase) & cost and units provided (Decrease) Adult Day Care : [Typo] Mistakenly entered a 6,120,610 instead of 8,120,610 (24.62% vs. 0%)

26. TheService Unit & Expenditure Report 2x’s the national average Continuously increasing A significant difference amongst all states

27. Reviewing the Client Characteristics Report Why does Chore Services have a high percentage of missing data?

28. Presented By: Holly Greuling, ACL’s Senior National Nutritionist December 6th 2018 Nutrition services Incentive Program (NSIP) Overview

29. OAA Nutrition Funding Sources • Title IIIA: Nutrition Services Incentive Program • Title IIIC-1: Congregate Nutrition Services Program (NSP) • Title IIIC-2: Home Delivered Nutrition Services Program (NSP)

30. Brief Funding History • USDA originally administered this funding • Cash in Lieu of Commodities • Support American Farmers • AoA administers this funding • Support American Farmers • Incentivize higher meal counts

31. NSIP may not be used for: • Program costs, • Administration costs, • Meal production costs, • Nutrition education, • Nutrition counseling

32. NSIP may be used for: Purchasing domestically grown or processed food

33. Verification Methods Auditors may verify NSIP’s domestically grown food product requirements through • Review of policies and procedures, or • Review of food vendor invoices to verify amount purchase is equal to or exceeds NSIP funding

34. Vendor Invoice Example

35. Agency Eligibility Eligible Agencies are funded (in part or whole) by: • OAA Title III-C-1 • OAA Title III-C-2 • OAA Title III-E (occasionally) • OAA Title VI

36. Agency Ineligibility • Medicaid Waiver Programs • Other Means-tested Programs • Private pay systems

37. Participant Eligibility • Individuals participating in an OAA funded program are eligible • Individuals that are eligible to participate in an OAA funded program are eligible

38. Meal Eligibility Meals served must meet all OAA nutritional standards • For information or questions concerning the OAA Nutritional Standards, please contact: • Holly Greuling, ACL’s Senior National Nutritionist • Email: Holly.Greuling@acl.hhs.gov

39. NSIP Variance Report Example

40. SPR or SRT Technical Assistance SPR Questions (Reporting Data) • 1st Contact your ACL Regional Office State Liaison • 2nd Contact ACL Central Office Lan Marshall, email: Lan.Marshall@acl.hhs.gov, Call: (202) 795-7395 SRT Technical Assistance (Software) Email: customersupport@WellSky.com, cc: Lisa Sherman, email: lisa.sherman@WellSky.com After Hours : January 7th through January 25th Contact: Robyn Hesse Email: robyn.hesse@WellSky.com, Call: (703) 657-1523

41. References • For information during a SUA Directors meeting on SPR data, the SRT, or your states performance, please contact: • Jennifer Tillery, ACL SPR/SRT Program Manager & COR • Email: jennifer.tillery@acl.hhs.gov • For information or questions concerning the OAA Nutritional Standards, please contact: • Holly Greuling, ACL’s Senior National Nutritionist • Email: Holly.Greuling@acl.hhs.gov • For information or questions concerning the redesigned SPR or OAAPS, contact: • Laura House, ACL Program Analyst • Email: Laura.House@acl.hhs.gov • **The link to the redesigned SPR and OAAPS resources via AGID** https://agid.acl.gov/Resources/OAA_SPR.aspx • For information or questions concerning the State Reporting Tool (SRT), contact: • Lisa Sherman, WellSky OR Robyn Hesse, WellSky • Email: lisa.sherman@WellSky.comEmail: robyn.hesse@WellSky.com • For information or questions concerning NORS, please contact: • Louise Ryan, Ombudsman Program Specialist • Email: Louise.Ryan@acl.hhs.gov

42. Questions Does anyone have questions or concerns on any of the material presented?. Main Topics Covered This recording will be posted on the SRT website: https://www.napisdata.us/NapisSrt • OAAPS & The Redesigned SPR • The National Ombudsman Reporting System (NORS) • The AGing Integrated Database (AGID) • Review the FFY18 Reporting Schedule • WellSky SRT Demonstration • Discuss Checking, Reviewing, and Analyzing State Reports • NSIP Presentation

43. THANK YOU FOR ATTENDING TODAY’S WEBINAR Administration for Community Living Jennifer Tillery | ACL Office of Performance and Evaluation