AESuniversity NPI Reporting

 Session Overview  Terms and Definitions  Where It Fits Within MIS  Setup Process  User Process  Questions & Answers NPI Reporting for Local Agencies Session Outline:

Session Overview Session Goals: This session will cover the basics of setting up your Contracts, Programs, Services and Milestones in order to create a correct NPI Report. Importance: Since the NPI report is generated by Contract, the links between items are critical in order to see the correct data. There is a link between your Milestones, the NPI indicators and the Contract. There is also a link between the Services and the Contract, through the Funding Code. The session will walk attendees through the Set up process and also the User process.

Terms and Definitions: Results Oriented Management and Assessment – Mandated indicators of performance organized by the six national CSBG goals covering programs and activities of CSBG funded agencies Six broad anti-poverty goals have been developed as the framework for ROMA: Goal 1: Low-income people become more self-sufficient. Goal 2: The conditions in which low-income people live are improved. Goal 3: Low-income people own a stake in their community. Goal 4: Partnerships among supporters and providers of service to low- income people are achieved. Goal 5: Agencies increase their capacity to achieve results. Goal 6: Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive systems.

Terms and Definitions: National Performance Indicator NPI – Mandated indicators of performance organized by the six national CSBG goals covering programs and activities of CSBG funded agencies Performance Measures – Accepted indicators (including NPIs) that can be used to measure service delivery, achievement of outcomes, and success as measured in the three components of Community Action, family, agency and community State Office – Designated state office that receives the federal CSBG grant which in turn funds eligible entities Program – A set of services intended to meet a public need (Transitional Housing, Emergency Assistance) Program Component – A sub-level of a program designated to a narrowly focused service which will result in achieving one or more outcomes Activities – Services or interventions provided directly by staff or referral to assist clients in completing milestones Milestones – A noteworthy client achievement signifying the completion of a major event or accomplishment Outcome Scales – Measurement of progress on a continuum usually associated with progress towards becoming more self-sufficient

Where It Fits Within MIS NPI Report Overview System Administrator Investor GoalsPerformance Measures Agency Administrator Contract & Details Performance Measure Link and Projection Funding Code with link to Contract Services with Funding Code link Milestone link to Contracted Target Area Users Enroll Client in Program Generate Program Component Record Service (attached to Milestone) Record Completion of Milestone

NPI Report Setup & Linkages

How the Report is populated Investor Goals page Performance Measure page Contracts page Service linked to Milestone linked to Performance Measure Milestone marked Complete

1.User selects Milestone 2.User records Service Client will be counted for the Performance Measure linked to that Milestone  Milestone Status can be blank or any selection Client counts for “Number of Participants Enrolled in Program(s)” or “Number of Individuals Seeking Assistance”  Milestone Status = Complete Client is ALSO counted for ”Number of Participants Achieving Outcome in Reporting Period” or “Number of Individuals Receiving Assistance” Service Date must be within Report Parameter Date Range to be counted

Investor Goals System Administrator All NPI Indicators are created here 1.Consent – determines who will have access to this Investor Goal 2.Goal – Report looks for Numbers entered in this field like “1.1” 3.Objective # - Report looks for a Number entered here like “Goal 1” all associated Performance Measures will be displayed on report 1 3 2

Performance Measures System Administrator All Performance Measures of selected Investor Goal are created here 1.Index matches NPI indicators, this will appear in popup on Contracts page 2.Performance Measure text will appear on Report and in popup on Contracts page 1 2

Contract – Details & Target Link Agency Administrator Contract is active and has current record in Details section 1.Contract Number will be Report Parameter 2.FY Start and End date determine Report Dates Performance Measure: 3.Select a Measure to link 4.Enter Title – Use Index Number 5.Enter Performance Projection Projection = Number of Participants Expected to Achieve Outcome No number = no number on report! Each Link will have a Target Area # that will help identify it on the Program Targets page The number is located in the 4 th column of the Target Area Grid

Funding Code Agency Administrator 1.Funding Code is created for each Contract 2.Select Contract to link in Grid Each Contract has a Contract Key# that will be displayed on Agency Listing page 3.Link using down arrow button Use up arrow to remove link 1 2 3

Program Component and Services Agency Administrator 1.Program Component is created and active Service is created for each item to be recorded and is active 2.Activity Type can be Service, Case, Profile, Session or Energy 3.Funding Code links to correct Contract 4.If using automatic Milestone Status updating, enter Complete in complete field Complete only works with Activity Type = Service 5.If using Service for 6.2 & 6.5, enter Measure number in Category field

Milestones Agency Administrator 1.Correct and current dates are set for Program Component 2.Milestone(s) is created for Program Component and is checked InService 3.Select Contracted Target Area to link in Grid upper right These are all the links created on the Contracts page Description = Contract Description Title = Title from Contract page for Performance Measure Performance = Measure wording Each item also has Target Key# 4.Link using down arrow button 5.Grid shows all Contracted Target Areas linked to selected Milestone

User Process

Services Page Process User 1.Client must be entered into Program and Program Component 2.If using multiple milestones, select Milestone before recording Service 3.Record Service Client counted as Enrolled in Program Service Date must be within Report Parameter Date Range to be counted Certain services will have Complete checkbox; User has option of checking box Check = Milestone Complete; no check = Milestone In Progress 4.Record Milestone Status This can happen automatically! Complete = counted as Achieving Outcome Must also have Service recorded and linked to Milestone Client with no Service = not counted No Check  No Check = Milestone Status blank = counted as Enrolled in Program or Seeking Assistance Check Check = Milestone Complete = counted as Achieving Outcome or Seeking & Receiving Assistance

Case Notes Page Process User Client must be entered into Program and Program Component first 1.Record must be linked to Milestone after SAVE in order for Client to be counted Multiple Milestones may be selected, Client will count toward Performance Measure linked to each Milestone selected Client will count only for “Number Enrolled” To count as Achieved, Milestone must be marked Complete on Services page Service Date must be within Report Parameter Date Range to be counted 1

Profile Page Process User Client must be entered into Program and Program Component first 1.Record will be counted for Milestone selected Client will count for “Number Enrolled” To count as Achieved, Milestone must be marked Complete on Services page Service Date must be within Report Parameter Date Range to be counted

Sessions Page Process User Client must be entered into Program and Program Component first 1.After recording Session Activity, Milestone must be selected or Client(s) will not count on NPI Make sure all Clients are selected first before updating Milestone 2.Milestone Status can be changed here, too Status does NOT have to be selected Service Date must be within Report Parameter Date Range to be counted 1 2

Energy Page Process User Client must be entered into Program first 1.Client will be entered into Program Component 2.Milestone and Service are selected After Client payment is approved, batched and paid, a job will run that will automatically count the Milestone as COMPLETE Client will then be counted on report as both Enrolled in Program and Achieving Outcome or both Seeking Assistance and Receiving Assistance 1 2

Agency NPI Page Process User/Program Director Top area is for searching 1.Create a Project Link to Contract Link to NPI 2.Enter Target This will be added to any amount on Contract page 3.Enter Quarterly figures Figures will be added together and will count as both Enrolled in Program and Achieving Outcome or both Seeking Assistance and Receiving Assistance Target must already be linked to Contract in order to appear here 1 2

Questions & Answers