NEW YORKREVIEW MODULE & CNPXPRESSNew York State Department of HealthChild and Adult Care Food Program4.2.2014

Karen Trbovich, MS, RD, CDNPublic Health Nutritionist

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Learning Objective #1

Participants will recognize how use of an automated tool facilitates the process of conducting program reviews while providing web-based data collection and storage.

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Learning Objective #2

Participants will identify factors to consider during the different phases of implementation of an automated review process, based on a presentation of New York’s experiences.

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Outline

•Review Process in New York•Benefits of automation•Technical Process• Implementation Phases•Training•Data Reporting

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New York

• Conduct ~500 CACFP Administrative Reviews per year

• ~35 reviewers statewide

• Use laptops in the field with CnpXpress• Integration with a web-based application: CACFP Information and Payment System

• Data hosted On-premis

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Benefits of an Automated System

•Standardization •Efficient-quicker to complete a review•Data Reporting- within CIPS & outside CIPS

•Gateway to training topics

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Environment Overview- New York

Report Website

CIPS

CnpXpressWeb-basedCAPsReports

Spreadsheets

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Training Environment

•Separate CnpXpress dedicated to training

•Separate CIPS dedicated to training•Separate database• “Masked” Data

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Outline

•Review Process in New York•Benefits of automation•Technical Process• Implementation Phases•Training•Data Reporting

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Automated Review Process

Create Review

Review Day- Download

UploadCAP

CLOSE Review

CIPS

CnpXpress

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Progression of CnpXpress & Review Module

• Customization of CnpXpress (Sept. 2007)• Pilot Testing CnpXpress • Launch of CnpXpress (June 2008)• Development of Review Module • Launch of Review Module (Dec 2008)• Development of CAPs• Launch of CAPs (May 2010)

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Design & Development Facts- CnpXpress

Nov 2007 1st version to Production

April 2014 Next version to Production

Total number of versions: 14

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Design & Development of CnpXpressPrior to Launch

• Looked at ~10 reviews/reviewer• Looked at current review questions & regulations• Developed general questions & findings• Add personalization with Standard Comments• Auto-population

• Findings &Recommendations generate directly into the report and CAP Letters

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Types of Review Templates

1. Homes Review Form

2. Multi-Center Review Form

3. Independent Center Review Form

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CnpXpress- Findings

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CnpXpress- Standard Comments

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CnpXpress- Review Report

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Outline

•Review Process in New York•Benefits of automation•Technical Process• Implementation Phases•Training•Data Reporting

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Phases of Implementation to Users

Dec 2011

CAPs Sponsor

May 2010

CAPs State

December 2008Create a Review State

June 2008

CnpXpress State

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CnpXpress Training- State Users

•Trained in June 2008• In-person training in Albany•How to:

•download & upload a review•answer the questions & add findings•generate a review report•use the tablets on reviews

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Tablet Training

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Continued Design & Development- CnpXpress & Review Module

•Question Log•Spreadsheets•Pre-population from CIPS

•Data from the Application, Claim & Review Modules into CnpXpress

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CnpXpress- Spreadsheets

• Income Eligibility Applications•Review of Financial Documents•Monitoring Visits•Vendor Information•Attendance and Meal Counts

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CIPS is ready!

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Review Module

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Review Module Training- State Users

• Trained in Dec. 2009• In-person training in each region• How to:

• log into CIPS• create your own review• schedule the review• select the sites to be reviewed• close the review

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Continued Design & Development- CnpXpress & Review Module

•CAP process in CIPS•CAP Letters to the sponsors

• “Not Completed” Reviews•Report Development

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Review Module

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Review Module- CAPs

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Review Module- CAPs

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CAP Training- State Users

•Trained in May 2010• In-person training in each region•How to:

•enter sponsor responses•generate Approval & Not Approval letters

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CAP Training- Sponsor Users

•Started in Dec. 2011•Trained individually during their review•Only “electronic” sponsors who are in CIPS

•How to:•Go into CIPS and reply to their CAPs online

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Staff feedback #1

Q: How do you feel about the transition to CnpXpress?

A: “It’s lovely. It’s great. It’s a piece of cake. You can’t rely on it for everything. You still need to use your own words.”

~Maria DeLaCruz, Public Health Nutritionist

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Staff Feedback #2

Q: How long was the learning curve for you?

A: “Minimal. I don’t remember any major hurtles. Smooth transition.”

~Monica Seeber Public Health Nutritionist

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Outline

•Review Process in New York•Benefits of automation•Technical Process• Implementation Phases•Training•Data Reporting

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Data Reporting

• Reporting in CIPS • Customized these reports to meet our needs.

• Available through CIPS• Reporting on Reports Server

• Using data tables in the backend (SQL)• Reports are deployed to a Reports Website

• Subscriptions

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Key Findings

• Less time to complete a review report• Improved reporting abilities

• Keep application design simple• Update system requirement documents.• Train staff at the same time. • Do not underestimate the abilities of users.

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On-going Work

• Updating of Standard Comments• Monitoring of the Reviews• Training New Staff & Sponsors• Application Development- wants & needs• Data Reporting

CnpXpress- Accomplishments

• ~4,100 reviews have been created• ~2,900 reviews have been conducted using CnpXpress

• 46 out of 998 electronic sponsors have completed CAPs online

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Online DemoUse the link to see a video demonstration of CIPS

& CnpXpress

http://nydontraining.health.state.ny.us/cipsdemo/

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Karen Trbovich, MS, RD, CDNPublic Health NutritionistNew York State Department of HealthChild and Adult Care Food Program518.402.7400 (option #2)kjt03@health.state.ny.uswww.health.ny.gov/CACFP