grant administration using technology kevin mcneal, program manager ryan white part a, phoenix ema...
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Grant Administration using Grant Administration using TechnologyTechnology
Kevin McNeal,Kevin McNeal,Program ManagerProgram Manager
Ryan White Part A, Phoenix EMARyan White Part A, Phoenix EMAMaricopa County, ArizonaMaricopa County, Arizona
ObjectivesObjectives
Advantages to utilizing technology in Advantages to utilizing technology in Grant AdministrationGrant Administration
ChallengesChallenges Evolution of a technology-based Evolution of a technology-based
system of caresystem of care ResultsResults
AdvantagesAdvantages
Reporting and AnalysisReporting and Analysis Real time reportingReal time reporting Aggregate dataAggregate data
Monitoring/OversightMonitoring/Oversight Provider levelProvider level Service category levelService category level
Streamlining the systemStreamlining the system Reduced manual workReduced manual work Standardized dataStandardized data Consistent across the continuumConsistent across the continuum
ChallengesChallenges
Buy – InBuy – In ProvidersProviders Planning CouncilPlanning Council ConsumersConsumers HRSAHRSA
Implementation Implementation Not overnight – it’s a processNot overnight – it’s a process
Integrity of DataIntegrity of Data Critical to maintain data integrityCritical to maintain data integrity
Work FlowWork Flow Adapting to changeAdapting to change Process developmentProcess development
EvolutionEvolution
Identify StakeholdersIdentify Stakeholders What do they want/needWhat do they want/need
Planning Council, HRSA, Consumers, etc.Planning Council, HRSA, Consumers, etc.
Identify Program NeedsIdentify Program Needs What do we want/need to tell themWhat do we want/need to tell them
Identify system/technology needsIdentify system/technology needs Infrastructure – Grantee and ProvidersInfrastructure – Grantee and Providers What is utilizedWhat is utilized What is needed What is needed
EvolutionEvolution
PlanPlan Timeline – How long will it take?Timeline – How long will it take?
Standardization (across the system – everyone reporting the same Standardization (across the system – everyone reporting the same way)way)
ExpectationsExpectations ProviderProvider ITIT AA InfrastructureAA Infrastructure
ConversionConversion How to actually implement the changes How to actually implement the changes Protect Data IntegrityProtect Data Integrity
TestingTesting Phoenix EMA staggered***Phoenix EMA staggered***
Review/refineReview/refine PDSAPDSA Glitches – expect themGlitches – expect them
ResultsResults
Reporting/AnalysisReporting/Analysis Data integrity-Data integrity-
Data is from consistent source – The GranteeData is from consistent source – The Grantee Providers report in standardized methodologyProviders report in standardized methodology
Same expectations across the continuumSame expectations across the continuum Multiple providers can be aggregated.Multiple providers can be aggregated.
Relational dataRelational data Data can be cross referenced across services, providersData can be cross referenced across services, providers
Standard ReportingStandard Reporting Information is standardized and reported across continuumInformation is standardized and reported across continuum Audience – across all levelsAudience – across all levels
Client level data can report trends and utilization from Client level data can report trends and utilization from clients across different service categories.clients across different service categories.
(Example – graph of PA CM to other services)(Example – graph of PA CM to other services)
BEFOREBEFORE
Utilization ReportsUtilization Reports
Utilization Reports - ContUtilization Reports - Cont
Data AnalysisData Analysis
Data Analysis/MiningData Analysis/Mining Central database – Grantee can access the Central database – Grantee can access the
datadata Ad hoc reportingAd hoc reporting
Query reports as questions ariseQuery reports as questions arise Relational dataRelational data
Data is reported across the continuumData is reported across the continuum Aggregate data reportingAggregate data reporting
Adhoc ReportingAdhoc ReportingTotal Clients Receiving CM 1794
Other Services Received Number of Clients Percent of Total
FAP 39 2.17%
Food Bank/Meals 636 35.45%
PMC 263 14.66%
Home Health 56 3.12%
Legal 188 10.48%
Mental Health 99 5.52%
Nutritional Services 236 13.15%
Oral Health Care 823 45.88%
Psychosocial Support 244 13.60%
Sub Abuse 54 3.01%
Transportation 683 38.07%
Of 1,794 clients receiving RWPA funded Case Management in FY 06 - 823 also received Oral Healthcare. Etc.
0.00% 10.00% 20.00% 30.00% 40.00% 50.00%
FAP
Food Bank/Meals
PMC
Home Health
Legal
Mental Health
Nutritional Services
Oral Health Care
Psychosocial Support
Sub Abuse
Transportation
Case Management
Total Clients Receiving PMC 705
Other Services Received Number of Clients Percent of TotalCase Mgmt 263 37.30%FAP 8 1.13%Food Bank/Meals 148 20.99%Home Health 3 0.43%Legal 32 4.54%Mental Health 111 15.74%Nutritional Services 46 6.52%Oral Health Care 244 34.61%Psychosocial Support 45 6.38%Sub Abuse 19 2.70%Transportation 123 17.45%
0% 10% 20% 30% 40%
Case Mgmt
FAP
Food Bank/Meals
Home Health
Legal
Mental Health
Nutritional Services
Oral Health Care
Psychosocial Support
Sub Abuse
Transportation
Primary Med Care
OUTCOMESOUTCOMES
Monitoring/OversightMonitoring/Oversight Exception reporting – Exception reporting –
without having to without having to review everything review everything every month.every month.
TrendsTrends AnomaliesAnomalies Identification of potential Identification of potential
issues\issues\ Client unmet Client unmet
need/service gapsneed/service gaps Cost Cost
variances/allowabilityvariances/allowability
0
2
4
6
8
10
12
14
16
18
Mar Apr May J un J ul Aug Sept Oct Nov Dec J an Feb
Thou
sand
s
Formula $ Utilized Supplemental $ Utilized Budget
0%0% 0%0% 6%7%
60%52%
2%
14%
32%27%
0%0% 0% 0%
0%
20%
40%
60%
80%
100%
Am.Indian
AfricanAmerican
More thanOne
Other/Unk
Ethnic Utilization Demographics Substance Abuse
Client Count Utilization
Site VisitsSite Visits
Key FactorsKey Factors Grantee has demographic dataGrantee has demographic data Reviews conducted at random, not from ProvidersReviews conducted at random, not from Providers Real time reporting to ProvidersReal time reporting to Providers Goal to reduce administrative time spent compiling Goal to reduce administrative time spent compiling
datadata ProcessProcess
Site Visits are performed annuallySite Visits are performed annually Monitoring tool is automatedMonitoring tool is automated Data Collection is done on siteData Collection is done on site Reporting can be finalized within 5 daysReporting can be finalized within 5 days
Site Visit ToolSite Visit Tool
Site Visit Tool - ContSite Visit Tool - Cont
Site Visit Tool - ReportingSite Visit Tool - Reporting
Grant ManagementGrant Management
Key FactorsKey Factors Core 75% and Supportive 25% Tracking Core 75% and Supportive 25% Tracking
Formula/Supplemental Tracking Formula/Supplemental Tracking Tracking of Sub ContractorsTracking of Sub Contractors Balancing to Internal Government Finance SystemBalancing to Internal Government Finance System Timely Reporting of Grant Performance and Timely Reporting of Grant Performance and
ExpendituresExpenditures Goal to Reduce Administrative time to compile dataGoal to Reduce Administrative time to compile data
ProcessProcess All data is stored in systemAll data is stored in system Financial and Programmatic monitoring workflowFinancial and Programmatic monitoring workflow Site Visits and CQM Site Visits data is compiledSite Visits and CQM Site Visits data is compiled Grant Performance and Expenditure Reporting can be Grant Performance and Expenditure Reporting can be
completed timelycompleted timely
Grant Management Grant Management DatabaseDatabase
OUTCOMESOUTCOMES
Streamlining the systemStreamlining the system Data Driven decision processData Driven decision process
Timely client level reportingTimely client level reporting Identify unmet need/service gapsIdentify unmet need/service gaps
Relational DataRelational Data Client Level Data - DemographicsClient Level Data - Demographics Service CategoryService Category
Anecdotal information accounted for Anecdotal information accounted for
Technical AssistanceTechnical Assistance Real time TAReal time TA TA needs can be addressed at Provider and service levelTA needs can be addressed at Provider and service level
Goto meetingGoto meeting Travel TimeTravel Time Can help them directly at their computerCan help them directly at their computer Can watch them do data entry – real timeCan watch them do data entry – real time
BenefitsBenefits
Reduced Administrative CostsReduced Administrative Costs GranteeGrantee
Integrated tools reduce manual data entry and compilation of dataIntegrated tools reduce manual data entry and compilation of data Site visit/ Grant Management databaseSite visit/ Grant Management database
Adhoc and custom reportingAdhoc and custom reporting Queries can be run quickly without having to collect data from Queries can be run quickly without having to collect data from
multiple providersmultiple providers Standardized data can compile and aggregate data easily and Standardized data can compile and aggregate data easily and
quicklyquickly ProvidersProviders
Data connectors (reduce double data entry)Data connectors (reduce double data entry) Importer transactions – 6500 transactions / month = 55 hours Importer transactions – 6500 transactions / month = 55 hours
Adhoc reportingAdhoc reporting Less administrative burden by compiling and reporting data Less administrative burden by compiling and reporting data
manually to the AAmanually to the AA Variance check pointsVariance check points Providers can quickly check grant compliance/monitor their own Providers can quickly check grant compliance/monitor their own
activityactivity
RequirementsRequirements
Understanding what is neededUnderstanding what is needed Developing processes and standardsDeveloping processes and standards Technology should be used to reduce time Technology should be used to reduce time
on mundane taskson mundane tasks Data EntryData Entry Data Compilation – Standard RequirementsData Compilation – Standard Requirements
Adhoc tools available to answer questionsAdhoc tools available to answer questions Validation tests to ensure data is accurateValidation tests to ensure data is accurate Technical Assistance for staff and providersTechnical Assistance for staff and providers
Lessons LearnedLessons Learned
Without Buy-In systems will failWithout Buy-In systems will fail Implementation timelines must be Implementation timelines must be
realisticrealistic Include a PDSA cycle Include a PDSA cycle Develop a plan with flexibilityDevelop a plan with flexibility Technical Assistance is critical Technical Assistance is critical
Contact InformationContact Information
Kevin McNeal Kevin McNeal Maricopa County Maricopa County 301 W Jefferson, Suite 3200301 W Jefferson, Suite 3200Phoenix, Arizona 85003Phoenix, Arizona 85003602-506-6181602-506-6181kevinmcneal@[email protected]
Julie YoungJulie YoungTriYoung Business Solutions, IncTriYoung Business Solutions, Inc8024 N 248024 N 24thth Ave, Suite 302 Ave, Suite 302Phoenix, Az 85021Phoenix, Az [email protected]@azbizsolutions.com