Grant Administration using Technology Kevin McNeal, Program Manager Ryan White Part A, Phoenix EMA Maricopa County, Arizona

Objectives Advantages to utilizing technology in Grant Administration Advantages to utilizing technology in Grant Administration Challenges Challenges Evolution of a technology-based system of care Evolution of a technology-based system of care Results Results

Advantages Reporting and Analysis Reporting and Analysis Real time reporting Real time reporting Aggregate data Aggregate data Monitoring/Oversight Monitoring/Oversight Provider level Provider level Service category level Service category level Streamlining the system Streamlining the system Reduced manual work Reduced manual work Standardized data Standardized data Consistent across the continuum Consistent across the continuum

Challenges Buy – In Buy – In Providers Providers Planning Council Planning Council Consumers Consumers HRSA HRSA Implementation Implementation Not overnight – its a process Not overnight – its a process Integrity of Data Integrity of Data Critical to maintain data integrity Critical to maintain data integrity Work Flow Work Flow Adapting to change Adapting to change Process development Process development

Evolution Identify Stakeholders Identify Stakeholders What do they want/need What do they want/need Planning Council, HRSA, Consumers, etc. Planning Council, HRSA, Consumers, etc. Identify Program Needs Identify Program Needs What do we want/need to tell them What do we want/need to tell them Identify system/technology needs Identify system/technology needs Infrastructure – Grantee and Providers Infrastructure – Grantee and Providers What is utilized What is utilized What is needed What is needed

Evolution Plan Plan Timeline – How long will it take? Timeline – How long will it take? Standardization (across the system – everyone reporting the same way) Standardization (across the system – everyone reporting the same way) Expectations Expectations Provider Provider IT IT AA Infrastructure AA Infrastructure Conversion Conversion How to actually implement the changes How to actually implement the changes Protect Data Integrity Protect Data Integrity Testing Testing Phoenix EMA staggered*** Phoenix EMA staggered*** Review/refine Review/refine PDSA PDSA Glitches – expect them Glitches – expect them

Results Reporting/Analysis Reporting/Analysis Data integrity- Data integrity- Data is from consistent source – The Grantee Data is from consistent source – The Grantee Providers report in standardized methodology Providers report in standardized methodology Same expectations across the continuum Same expectations across the continuum Multiple providers can be aggregated. Multiple providers can be aggregated. Relational data Relational data Data can be cross referenced across services, providers Data can be cross referenced across services, providers Standard Reporting Standard Reporting Information is standardized and reported across continuum Information is standardized and reported across continuum Audience – across all levels Audience – across all levels Client level data can report trends and utilization from clients across different service categories. Client level data can report trends and utilization from clients across different service categories. (Example – graph of PA CM to other services) (Example – graph of PA CM to other services)

BEFORE

Utilization Reports

Utilization Reports - Cont

Data Analysis Data Analysis/Mining Data Analysis/Mining Central database – Grantee can access the data Central database – Grantee can access the data Ad hoc reporting Ad hoc reporting Query reports as questions arise Query reports as questions arise Relational data Relational data Data is reported across the continuum Data is reported across the continuum Aggregate data reporting Aggregate data reporting

Adhoc Reporting

OUTCOMES Monitoring/Oversight Monitoring/Oversight Exception reporting – without having to review everything every month. Exception reporting – without having to review everything every month. Trends Trends Anomalies Anomalies Identification of potential issues\ Identification of potential issues\ Client unmet need/service gaps Client unmet need/service gaps Cost variances/allowability Cost variances/allowability

Site Visits Key Factors Key Factors Grantee has demographic data Grantee has demographic data Reviews conducted at random, not from Providers Reviews conducted at random, not from Providers Real time reporting to Providers Real time reporting to Providers Goal to reduce administrative time spent compiling data Goal to reduce administrative time spent compiling data Process Process Site Visits are performed annually Site Visits are performed annually Monitoring tool is automated Monitoring tool is automated Data Collection is done on site Data Collection is done on site Reporting can be finalized within 5 days Reporting can be finalized within 5 days

Site Visit Tool

Site Visit Tool - Cont

Site Visit Tool - Reporting

Grant Management Key Factors Key Factors Core 75% and Supportive 25% Tracking Formula/Supplemental Tracking Core 75% and Supportive 25% Tracking Formula/Supplemental Tracking Tracking of Sub Contractors Tracking of Sub Contractors Balancing to Internal Government Finance System Balancing to Internal Government Finance System Timely Reporting of Grant Performance and Expenditures Timely Reporting of Grant Performance and Expenditures Goal to Reduce Administrative time to compile data Goal to Reduce Administrative time to compile data Process Process All data is stored in system All data is stored in system Financial and Programmatic monitoring workflow Financial and Programmatic monitoring workflow Site Visits and CQM Site Visits data is compiled Site Visits and CQM Site Visits data is compiled Grant Performance and Expenditure Reporting can be completed timely Grant Performance and Expenditure Reporting can be completed timely

Grant Management Database

OUTCOMES Streamlining the system Streamlining the system Data Driven decision process Data Driven decision process Timely client level reporting Timely client level reporting Identify unmet need/service gaps Identify unmet need/service gaps Relational Data Relational Data Client Level Data - Demographics Client Level Data - Demographics Service Category Service Category Anecdotal information accounted for Anecdotal information accounted for Technical Assistance Technical Assistance Real time TA Real time TA TA needs can be addressed at Provider and service level TA needs can be addressed at Provider and service level Goto meeting Goto meeting Travel Time Travel Time Can help them directly at their computer Can help them directly at their computer Can watch them do data entry – real time Can watch them do data entry – real time

Benefits Reduced Administrative Costs Reduced Administrative Costs Grantee Grantee Integrated tools reduce manual data entry and compilation of data Integrated tools reduce manual data entry and compilation of data Site visit/ Grant Management database Site visit/ Grant Management database Adhoc and custom reporting Adhoc and custom reporting Queries can be run quickly without having to collect data from multiple providers Queries can be run quickly without having to collect data from multiple providers Standardized data can compile and aggregate data easily and quickly Standardized data can compile and aggregate data easily and quickly Providers Providers 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 reporting Adhoc reporting Less administrative burden by compiling and reporting data manually to the AA Less administrative burden by compiling and reporting data manually to the AA Variance check points Variance check points Providers can quickly check grant compliance/monitor their own activity Providers can quickly check grant compliance/monitor their own activity

Requirements Understanding what is needed Understanding what is needed Developing processes and standards Developing processes and standards Technology should be used to reduce time on mundane tasks Technology should be used to reduce time on mundane tasks Data Entry Data Entry Data Compilation – Standard Requirements Data Compilation – Standard Requirements Adhoc tools available to answer questions Adhoc tools available to answer questions Validation tests to ensure data is accurate Validation tests to ensure data is accurate Technical Assistance for staff and providers Technical Assistance for staff and providers

Lessons Learned Without Buy-In systems will fail Without Buy-In systems will fail Implementation timelines must be realistic Implementation timelines must be realistic Include a PDSA cycle Include a PDSA cycle Develop a plan with flexibility Develop a plan with flexibility Technical Assistance is critical Technical Assistance is critical

Contact Information Kevin McNeal Kevin McNeal Maricopa County 301 W Jefferson, Suite 3200 Phoenix, Arizona Julie Young Julie Young TriYoung Business Solutions, Inc 8024 N 24 th Ave, Suite 302 Phoenix, Az