Community Annual Planning Submission (CAPS) 2014-17

Community Accountability Planning Submission (CAPS) 2014-17Health Service ProvidersOrientation SessionOctober 1, 2013

11AgendaIntroduction

M-SAA Overview

Community Accountability Planning Submissions (CAPS) Overview

Completing the CAPS

Next Steps

22Helpful DocumentsLocal Health System Integration Act 2006 (LHSIA)

CAPS Reference Overview 2014-17

CAPS User Guide 2014-17

33IntroductionIt is a requirement of the Local Health System Integration Act, 2006 (LHSIA) that Local Health Integration Networks (LHINs) have a Service Accountability Agreement (SAA) in place with each Health Service Provider (HSP) that it funds.

The current 2013-14 Multi-sector Service Accountability Agreements or M-SAAs for the Community Health Centre (CHC), Community Care Access Centre (CCAC), Community Mental Health and Addiction (MH & A) and Community Support Service (CSS) sectors expire on March 31, 2014 and thus must be replaced with new agreements that will take effect on April 1, 2014.

442014-2017 MULTI-SECTOR SERVICE ACOUNTABILITY AGREEMENT (M-SAA)Overview

552014-17 M-SAA OverviewMulti-sector Accountability Agreements (M-SAA) for a three year period effective April 1, 2014 to March 31, 2017

The M-SAA focuses on accountability as an integral part of the ongoing effort to improve health sector performance and provide high quality, client centered care.

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The CAPS-M-SAA ProcessBoth the CAPS and the M-SAA promote enhanced accountability through multi-year planning and funding projections.

77CAPS/M-SAA Timelines

ActivityTimeframeLHIN and HSP FeedbackJanuary 2013-April 2013CAPS Tool Re-developmentApril 24-26, 2013CAPS-SRI Migration processJune 1 to August 29, 2013CAPS Tool SRI TestingAugust 30- September 9, 2013CAPS 60 Day Issuance Notice to HSPsSeptember 15, 2013Pan LHIN Community Lead EducationSeptember 23, 2013CAPS Launch onto SRI for HSPsOctober 1, 2013HSP Training Materials Available October 1, 2013LHINs Complete Local HSP Q&A Session October 4, 2013Schedules and Indicators FinalizedOctober 23, 2013Approval of 2014-17 M-SAA Agreement Template Fall/Winter 2013CAPS Submit to LHINNovember 15, 2013

882014-2017 COMMUNITY ACCOUNTABILITY PLANNING SUBMISSION (CAPS)Overview

99CAPS OverviewIn order to facilitate the negotiation of the M-SAAs with HSPs each HSP will be required to submit a planning document known as the Community Accountability Planning Submission (CAPS).

The CAPS and the new M-SAA will each cover a three year period from 2014-15, 2015-16 and 2016-17.

1010The Parts of the CAPSThe CAPS has 2 Parts and 4 components. Both parts and all components must be completed by the HSP and submit to the LHIN by November 15, 2013.

Part A:file will be available on LHIN website effective October 1, 2013A1. Service Plan NarrativeThis worksheet tab allows you to tell the LHIN about the services you provide with LHIN Funding and some additional detail related to those services. This narrative will not be included in the final M-SAA agreement.Not in Final MSAAA2. Description of ServicesThis is the same form from the last CAPS where the HSP will provide information about where they provide services. (Intra and Inter LHIN). This information will be used to populate Schedule A1 in the M-SAA agreement.In Final MSAAA3. Population and Geography NarrativeThis is the existing form from the last CAPS where the HSPs provided Population and Geography Narratives. This information will be used to populate Schedule A2 in the M-SAA Agreement In Final MSAA Part B: file must be downloaded by HSP from SRI effective October 1, 2013B1. CAPs File from SRIDownloaded from SRI and submitted to SRI by the 15th of November. This file contains the HSPs Financial and Activity plans for 2014-2017.CAPS file from SRI

1111Improving the CAPSHSP and LHIN feedback identified the following high level themes

Simplify forms

Reduce errors through early testing

Eliminate duplicate manual entry of information included in other reports submitted to the LHIN

Improve timelines for release and review of CAPS

Timely training and education

Version control

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Key Enhancements between the 2011-14 and 2014-17 CAPS

Valuable feedback was provided following the 2011-14 CAPS and M-SAA process and the LHIN SRI Reporting Working Group was able to implement the following enhancements:

2013-14 CAPS budget information is pre-populated into the forms. No need to load additional files.

Functional Centres for Community Health Centres have been added

Reports created and submitted via SRI system to mange versions and store files for future access

1313Key Enhancements. continuedNew lines have been added to the Identification page to allow for communication of contact changes for several positions in the organization.

Additional lines have been added to the finance screens to provide new calculations and a further breakdown of information(Physicians, Physician Assistants, Nurse Practitioners, and Other Medical Staff) where applicable.

Functionality to adjust what statistics are reported per functional centre has been added to the Activity Summary page

1414Key Enhancements. continuedAdministration FTE on the LHIN Service Summary screen is updated automatically from the Total FTE on the LHIN Financial Summary.

Worked Hours and Benefit Hours have been combined on one line in CAPS to make the process easier for the providers. Benefit contributions remains a separate line entry.

The schedules have been removed from the CAPS file.

For further details on more specific enhancements please see CAPS Reference Overview document

1515Enhancements for Future ConsiderationMany great ideas for improving the CAPS have been received from Health Service Providers, LHINs, and the Ministry of Health and Long-Term Care.

The LHIN SRI Reports Working Group has been cautious in considering major changes to the CAPS given that using SRI is new territory and already represents a significant improvement to the process from the previous year

Pre-population of other historical data may be possible in the future

1616Enhancements for Future Consideration continuedIt is intended that the CAPS process is a one-time exercise covering 3 fiscal years

The file will be redeveloped for 2015-16 and 2016-17 to allow LHINs and HSPs to refresh planning targets, if the LHIN chooses to do so or if it is required.

The LHIN SRI Reports Working Group will be soliciting feedback on further enhancements from Health Service Providers, LHINs, and the Ministry of Health and Long-Term Care for consideration well in advance of this next release

1717Data QualityThe ongoing quarterly reporting of accurate financial and statistical data is essential to the management of performance

Accurate historical performance data is crucial to inform target setting and negotiations following the submission of the CAPS

Quality data informs an effective, efficient, and equitable basis for directing future investments, it assists Health Service Providers to improve client outcomes, and supports evidenced-based evaluation

18182014-2017 COMMUNITY ACCOUNTABILITY PLANNING SUBMISSION (CAPS)Part A. Narrative Model

1919IntroductionPart A, the Narrative Model is a separate file from CAPSPart A is available from your LHIN either through email or posted on their Website. Part A will not be posted on SRIWhen complete, submit directly to the LHIN via Email

2020Features of Part APart A of the CAPS has 5 pages to completeEach page has links to and from the steps that need to be completed.All of the detailed instructions are contained in the file to the left with links from the main menu and from the individual formsThis model will be used to populate the M-SAA schedules in the E-forms.Print areas are already set up with Print Buttons that will print individual forms or all of the forms in the package.

2121Forms: Main Menu

2222Forms: Service Plan Narrative Part A1-1

2323Forms: Service Plan Narrative Part A1-2

2424Forms: Description of Services A2-1

2525Forms: Description of Services A2-2

2626Forms: A3: Population & Geography

2727Completing Part B of the CAPSCommunity Accountability Planning Submission ToolGo to https://www.sri.moh.gov.on.ca/UserRegistration/faces/login/index.jspIf you are already registered, you can follow the red arrow and click SRI Submissions. If not, you can follow the purple arrow and click Register Here

2828Checking Out your CAPSFollowing the instructions and steps in the CAPS User Guide will eventually lead you to the opportunity to Check Out and start completing your CAPShttps://www.sri.moh.gov.on.ca/UserRegistration/faces/login/index.jsp

2929 Main PageWhen the CAPS file is first launched the following Menu Page will display. This page provides links to each form contained within the CAPS.Note: The ID Edit Check will fail if you do not Select a LHIN on this Main Page

3030Commenting in your CAPSComments: The Comments column should be used to explain differences between the budgets across the years. The comments provide clarification and will help the LHIN understand why reallocations have been made between functional centers and understand why budget changes are being made by the HSP.

3131Verifying the Edit ChecksGreen happy faces indicate successful edit checks. Red sad faces indicate failed edit checks, which must be corrected before submitting the CAPSIf you see a red sad face, a description of the problem to be resolved will appear in the Message Area of the row.

3232Checking In your CAPSAfter you have entered all information and passed the edit checks you are ready to upload your CAPS to SRI again.Checking In your CAPS into SRI is similar to when you Checked Out your CAPS from SRI

3333Submitting CAPS to SRIYou can now submit the report. To do so, right click and select Submission Status and then Submit. If it does not work, you may need to wait a few minutes so that the upload will take

3434Main ContactsIf you have any questions about the CAPS that you have Checked Out from SRI, please call or email your LHIN contact

Main Contacts at each of the LHINs is available within both the User Guide as well as the Reference Overview document

3535Release of Documents from LHINPrior to October 1, 2013 or on October 1st, 2013 it is recommended the LHIN release the following documents to their HSPs

CAPS Orientation Session (taped) and Slide DeckCAPS User GuideCAPS Reference Overview Part A Narrative ModelPart A Narrative Model Orientation Slides

On October 1, 2013 the CAPS Part B File will be posted on SRI, making it available to the HSPs

3636Next StepsFollowing the November 15th submission due date the LHINs will begin reviewing the HSPs CAPS

Engagement with your LHIN is encouraged as you complete the CAPS and communication is mandatory if the HSP plans to make any changes in previous year M-SAA targets.

Mutually signed M-SAA in place by April 1, 2014

3737Questions and AnswersBetween the launch of the CAPS on October 1, 2013, and October 4, 2013, LHINs will be responsible for holding their own engagement sessions with their HSPs and seek any questions about completing the CAPS.

Following the review of this presentation please submit your questions by the end of the day October 4, 2013 to your LHIN contact.

Any questions raised during your Local Q&A will be forwarded through each LHIN contact to the LHIN SRI Working Group by the end of the day October 4, 2013

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