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================================================================================================================================================ FY 2015-16 SAMH POE Initiatives Information Management Project Team of 8

Information Management Project Team Charter

Charge: Participate in the development and implementation of business requirement specifications related to priority of effort initiatives to improve the Substance Abuse and Mental Health Information System (SAMHIS).

Executive Sponsor: Sen-Yoni Musingo, Ph.D., Chair Substance Abuse and Mental Health (SAMH) Program Office Department of Children and Families

Goals: 1. By August 1, 2015, develop and implement statewide database standards and protocols for collecting, maintaining, analyzing, and

reporting crisis stabilization services utilization (CSSU) data. This is in compliance with subsection 394.9082(10), Florida Statutes, which requires the Department to create a CSSU database and submit a report by January 31, 2016, and annually thereafter, to the Governor, the President of the Senate, and the Speaker of the House of Representatives.

2. By June 30, 2016, establish business mapping processes and exception reports for validation and certification of managing entity (ME) databases to ensure data transmitted from provider databases into ME (Managing Entity) databases and from ME databases into SAMHIS (Substance Abuse and Mental Health Information System) database are consistently error-free and accurate. This in response to findings and recommendations in the Auditor General Report No 2015-155, which requires the Department to do the following: (a) take action to ensure performance data submitted by MEs always agree with performance data recorded in SAMHIS, and (b) establish method to measure and ensure accuracy of SAMHIS data submissions from MEs, and to track and fix rejected records that need to be corrected and resubmitted.

3. By June 30, 2016, establish business mapping processes and develop standard expenditure report templates for verification and approval of payments/expenditures for invoices billed by providers to managing entities, and by managing entities to the Department. This is in response to findings and recommendations in the Auditor General Report No 2015-155, which requires the Department to do the following: (a) take action to make sure SAMHIS can be used to facilitate reconciliation between data recorded in Florida Accounting Information Resource (FLAIR) and ME accounting records, (b) develop procedures for reconciling FLAIR and SAMHIS client payment and program expenditure data, and (c) establish guidelines for ME use when reconciling their records to SAMHIS data.

4. By January 1, 2016, develop and implement methodology to create client unique identifiers to be maintained statewide in a secure master client index (MCI) and accessed only by authorized system users at the state, region, managing entity, and provider levels. This is in response to findings and recommendations in the Auditor General Report No 2015-155, which requires the Department to take action to ensure the accurate recording of the client’s social security number in SAMHIS.

5. By June 30, 2017, develop and implement a clinically-based scoring system, which will be used statewide to determine the appropriate level of care, level of functioning, and type of care required for effective treatment of each patient.



6. By November 1, 2015, produce the scope of work (SOW) describing the business requirement specifications for implementing a uniform management information and fiscal accounting system in compliance with the 2015 Legislature Special Appropriation 302A and s.394.77, Florida Statues.

Project Team Members

Sen-Yoni Musingo, Ph.D., Chair SAMH Program Office, Department of Children and Families

Carlton Bassett – IT Lead Office of Information Technology, Department of Children and Families

Aaron Platt – Policy Point Person SAMH Program Office, Department of Children and Families

Richard Power - Data Point Person SAMH Program Office, Department of Children and Families

Adam Wasserman – Data Point Person SAMH Program Office, Department of Children and Families

Sheila Barbee, Region Representative Substance Abuse and Mental Health Director – Northwest Region Department of Children and Families

Karrin Clark CIO, Lutheran Services Florida

Linda McKinnon, LMFT, LMHC President/CEO, Central Florida Behavioral Health Network, Inc.

Heather Hains CIO, Central Florida Behavioral Health Network, Inc.

Larry Allen Staff, Central Florida Behavioral Health Network, Inc.

Mike Lupton CIO, Central Florida Cares Health System, Inc.

Jim Miller CIO, Operation PAR/Boley Centers

Jonathan Wazar IT Staff, Southeast Florida Behavioral Health Network, Inc.

Diego Wartensleben IT Staff, Broward Behavioral Health Coalition

Johnny Guimaraes IT Staff, South Florida Behavioral Health Network, Inc.

Roderick Harris Data Analyst & Access Request, Big Bend Community Based Care

Thomas Chen Director of Evaluation and Innovation, Community Alcohol and Drug Council, Inc.

Laurence Roberts Vice President/CIO of Information Services and Technology, Gulf Coast Jewish Family & Community Services

Rebecca Smith, MCSE CIO, Henderson Behavioral Health

Tom Olk CEO, DISC Village

Don Savoie Senior Vice President, Information Technology/CIO, Meridian Behavioral Healthcare, Inc.

Steve Lord CIO, Circles of Care



Proposed Outcomes

Product Improved Processes Measurement of Success

1. Crisis Stabilization Utilization Services Database.

Compliance with the CS/HB 79 passed by the 2015 Legislature and signed into law (Chapter No. 2015-102, Laws).

Begin data collection, in real time or at least daily, by August 1, 2015. Submit legislative report by January 31, 2016, and annually thereafter.

2. Validated and certified managing entity databases.

Submission of more reliable and valid data required by the Block Grants as part of the national outcome measures (NOM) and by the Legislature as part of the General Appropriation Act (GAA).

Accurate and consistent data submitted from managing entity databases into SAMHIS database.

3. Service event data based on reconciliation between year-to-date prorated service units and year-to-date actual service units provided

Increased accountability based on accurate analysis of the costs and outcomes of state-funded services provided to state target populations.

Ability to verify and approve invoices and payments based on reconciled service event data.

4. Master client index based on unique identifier.

Improved common registration and enrollment of clients and coordination of their care across various systems, including child welfare and Medicaid systems.

Ability to track clients both within and outside the SAMH system of care.

5. Level of care and level of functioning assessments based on clinically-based scoring database system for adults and children.

Determination of appropriate level of care and level of functioning for effective treatment of each patient.

Clients are enrolled based on appropriate levels of care, and are served based on type of care required for each individual.

6. Business data requirement specifications

Increased financial accountability of service costs based on actual services provided

Ability for invoicing/billing and payment based on actual service event records.



Meeting Schedules

Date Meeting Agenda Location

June 30, 2015

See Attachment I

Omni Orlando Resort at ChampionsGate

1500 Masters Boulevard

ChampionsGate, Florida 33896

August 3, 2015 See Attachment II


1500 Masters Boulevard

ChampionsGate, Florida 33896

September 14-15, 2015 See Attachment III Hyatt Regency Orlando

9801 International Drive, Orlando, FL 32819

October 12, 2015 See Attachment IV Hyatt Regency Orlando



Attachment I

INFORMATION MANAGEMENT PROJECT TEAM MEETING

June 30 , 2015


1500 Masters Boulevard, ChampionsGate, FL 33896

Time Agenda Items

09:00 am – 09:30 am Project Team Charge and Orientation

09:30 am – 11:30 am Priority of effort initiative for CSSU database development and implementation

11:30 am – 12:30 pm Lunch

12:30 am – 01:30 pm Priority of effort initiative for ME database validation and certification

01:30 pm – 02:30 pm Priority of effort initiative for invoice payment verification and approval

02:30 pm – 02:45 pm Break

02:45 pm – 03:30 pm Priority of effort initiative for creation of Unique Client Identifier and Master Client Index

03:30 pm – 04:15 pm Priority of effort initiative for collecting and reporting level of care utilization data

04:15 pm – 04:45 pm Priority of effort initiative for developing and implementing uniform management information and fiscal accounting system

04:45 pm – 05:00 pm Wrap up and Adjourn


Attachment II

Information Management Team Meeting August 3, 2015


1500 Masters Boulevard, ChampionsGate, FL 33896

Time Agenda Item Lead Persons

9:00 – 9:15 Welcome and Agenda Overview Sen-Yoni

9:15 – 9:45 Previous Meeting Minutes Review – Q & A Sen-Yoni

9:45 – 10:30 CSSU ftp process (data submission) and online data analysis and reporting process

ME database validation and certification process and timeline

Medicaid methodology for client ID

Carlton Bassett

10:30 – 10:40 Break

10:40 – 12:00

Business mapping processes for:

Tagging DCF billable service event units (SERV and EVNT)

Producing Invoice Verification Report of DCF billable service units based on actual service events provided

Producing Monthly Expenditures Report of DCF billable service units based on prorated YTD budget and Rate

Reconciling prorated service units to provided service units

Generating Invoices based on reconciled service units

Updating SERV and EVNT data to reflect reconciled invoiced units

Heather Hains, Mike Lupton, Jonathan Wazer

12:00 –13:00 Lunch

13:00 – 15:00

Fiscal Accounting and Management Information System – FAMIS

Proviso Language

Implementation Strategy and Timeline

Entity Relationship Diagram – ERD

Data Flow Diagram - DFD

Sen-Yoni

15:00 –15:15 Break

15:15 – 16:00 Wrap-up and Adjourn Sen-Yoni


Attachment III


September 14th and 15th , 2015

Hyatt Regency Orlando


Time Agenda Items for September 14, 2015

9:00 – 9:15 Introduction:

Welcome and Agenda Overview and Team Role (Sen-Yoni)

9:45 – 10:45

CSSU Database Implementation Initiative:

(a) Data Upload Status (Team); (b) EVNT records for CSU (Heather); (c) Standard Report Metrics and Formats (Team); and (d)

Milestones and Timelines (Team)

10:45– 11:00 Break

11:00 – 12:00

ME Data Validation and Certification Initiative:

(a) Status of Java Scripts for ME (Carlton Bassett); (b) Status of SFTP Processes Implementation (Carlton Bassett); and (c) Milestones

and Timelines (Team)

12:00 –13:00 Lunch

13:00 – 14:30

Invoice Billing and Payment Initiative:

(a) Pseudo codes/algorithms related to business/billing mapping processes (Jonathan Wazar, Heather Hains, Mike Lupton) ; (b) ME

Contract File Layout vs. Catalog of Care File (Team); (c) 837 Transaction Overview (/Don Savoie); and (d) Milestones and

Timelines (Team)

14:30 – 15:30

Client Unique Identifier Initiative:

(a) Matching data elements (Sen-Yoni); (b) Matching Algorithms (Sen-Yoni); (c) Computer-Generated Unique ID (Carlton Bassett);

and (d) Milestones and Timelines (Team)

15:30 –15:45 Break

15:45 – 16:45 Level of Care Utilization (LOCUS) Initiative:

(a) LOCUS overview and data elements; and (b) Milestones and Timelines (Team)

16:45 – 17:00 Wrap-up First Day and Adjourn

Time Agenda Items for September 15, 2015

09:00 – 11:30 Financial and Services Accountability Management System – FASAMS –

(a) Integrated Performance Outcomes File (PERF + ADMSN + DSCHRG + DETOX); (b) Integrated Service Events File (SERV + EVNT); (c)

Request for Quotes Timelines (DCF/IT) ; and (d) Milestones and Timelines (Team)

11:30 – 12:00 Wrap-up and Adjourn


Attachment IV


October 12, 2015

Hyatt Regency Orlando


Time Agenda Items

9:00 – 9:15 Introduction: Welcome and Agenda Overview (Sen-Yoni)

9:15 –10:15

Invoice Billing and Payment Initiative:

(a) Invoice Verification and Approval Processes (Heather’s Subcommittee); (b) Proposed Template for Monthly Expenditure

Reports (Sen-Yoni); (c) Proposed ME Contract File Layout (Sen-Yoni); (d) POE Milestones and Timelines (Sen-Yoni)

10:15 – 11:00

Financial and Services Accountability Management System – FASAMS –

(a) x.837 5010 Business Mapping Processes (Don Subcommittee); (b) SERV to x.837 5010 Mapping (Don’s Subcommittee) ;

and (c) EVNT to x.837 5010 Mapping (Don’s Subcommittee)

11:00 –11:15 Break

11:15 – 12:00

Financial and Services Accountability Management System – FASAMS –

(a) Integrated Performance Outcomes File (Sen-Yoni); (b) FASAMS Request for Quotes (RFQ) Update (Carlton); and (c) POE

Milestones, Tasks and Timelines (Sen-Yoni)

12:00 –13:00 Lunch

13:00 – 14:00 Client Unique Identifier (CUI) Initiative:

(a) CUI Methodology Update (Sen-Yoni); (b) Business Mapping Processes for Client Enrollment (Sen-Yoni); and (c) POE

Milestones, Tasks and Timelines (Team)

14:00 – 15:00 CSSU Database Implementation Initiative:

(a) Data Upload Status and Validation Edits (Richard Power); (b) Standard Report Formats (Sen-Yoni); and (c) POE Milestones,

Tasks and Timelines (Sen-Yoni)

15:00 –15:15 Break

15:15 – 16:15 ME Data Validation and Certification Initiative:

(a) Tracking Record Rejections and Corrections (Carlton Bassett); (b) Closing the Gaps thru Exception Reports (Richard Power);

and (c) POE Milestones, Tasks and Timelines (Sen-Yoni)

16:15 – 16:45 Level of Care Utilization (LOCUS) Initiative:

(a) LOCUS Grid and File Layout (Sen-Yoni); and (b) POE Milestones, Tasks and Timelines (Sen-Yoni)

16:45 – 17:00 Wrap-up and Adjourn

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