COMMUNITY ACCOUNTABILITY PLANNING SUBMISSIONS (CAPS) & MULTI-SECTOR SERVICE ACCOUNTABILITY AGREEMENTS (MSAA) Schedule Refresh Education Session (October 2015)

Agenda 1.Structure 2.Context Why a Schedule refresh? Planning for a Schedule refresh - CAPS MSAA Schedule Refresh Content 3.CAPS Submission & Timelines 4.Additional Resources 5.Completing the CAPS for 2016/17 6.Next Steps & Discussion 2

MSAA Schedule Refresh Structure Comprehensive Consultation through Multiple Tables 3 MSAA Advisory Committee MSAA Indicators Work Group MSAA Planning & Schedules Work Group SRI Forms Workgroup MSAA INDICATOR SUPPORT: HEALTH SYSTEM INDICATOR INITIATIVE MSAA LEGAL COUNSEL SUPPORT: LHIN LEGAL SERVICES BRANCH MSAA SECRETARIAT SUPPORT: LHIN COLLABORATIVE LOCAL MSAA IMPLEMENTATION: LHIN MSAA LEADS

Context Why a CAPS and MSAA Schedule Refresh? The LHINs and community based Health Service Providers (HSPs) entered into an MSAA for a three year period effective April 1, 2014 to March 31, The LHINs now need to review the MSAA Schedules and may need to update or confirm the budgeted financial data, service activities and performance expectations for Year 3 ( ) of the current Agreement. In order to facilitate the refresh of MSAA Schedules: B1 (Funding) B2 (Clinical Activity Summary) E1 (Core Indicators) E2a (Clinical Activity Detail) HSPs may be required to submit a planning document known as the Community Accountability Planning Submission (CAPS). The information provided in the CAPS by the HSP will be used to populate the MSAA Schedules for and/or the Quarterly Reports in SRI. 4

Context Local Variation across the LHINs 5 It is recognized that LHINs may have completed the CAPS/MSAA processes based on one of the following 3 approaches: o Schedules negotiated for first year only. o Schedules negotiated for first year only and simply replicated for and based on the CAPS information submitted. o Schedules were negotiated for all 3 years of the agreement. Regardless of how the LHINs approached the CAPS process during the MSAA, there is a NEW CAPS form within SRI for that must be filled out. This new CAPS form serves as the source document for the quarterly reports in SRI, and as such needs to be opened and populated to capture data for

MSAA Schedule Refresh ScheduleTitleDescription A1. Description of Services *OPTIONAL Schedule refresh for Describes the services delivered by the HSP 2. Population & Geography *OPTIONAL Schedule refresh for Describes the HSP client populations and geography served B1.*Total LHIN Funding Service Plan 2.*Clinical Activity – Summary *If making changes to data, CAPS & Schedule refresh required Describes the financial and statistical status of the HSP. CReports *OPTIONAL refresh for Identifies and sets due dates for HSP reporting DDirectives, Guidelines, Policies & Standards *Mandatory Schedule refresh for Identifies applicable MOHLTC policies. Changes for will include : Addition of the Personal Support Services Wage Enhancement Directive (2014) New Community Financial Policy (June 2015)

MSAA Schedule Refresh (cont’d) 7 ScheduleTitleDescription E1. Core Indicators *Mandatory Schedule refresh for Identifies indicators, standards and local performance requirements 2a. Clinical Activity Detail *If making changes to data, CAPS & Schedule refresh required 2b. CHC Sector Specific Indicators *Mandatory Schedule refresh for c. CMH&A Sector Specific Indicators *Mandatory Schedule refresh for d. CSS Sector Specific Indicators 2e. CCAC Sector Specific Indicators 3a. Local Indicators & Obligations *OPTIONAL Schedule refresh for FProject Funding Agreement TemplateTemplate used for funding special projects GComplianceForm completed by the HSPs Board of Directors to declare that the HSP has complied with the terms of the Agreement

CAPS Submission & Timelines Completing the CAPS & MSAA Schedule refresh 8 ActivityTarget Dates CAPS 60 Day Issuance Notice to HSP’sSeptember 22, 2015 Pan-LHIN Community Lead Education (CAPS)September 28, 2015 CAPS Launch in SRI for HSPsOctober 1, 2015 HSP Training Materials AvailableOctober 1, 2015 LHINs Complete Local HSP CAPS EducationOctober 2 to 7, 2015 Completed CAPS refresh submitted through SRI to LHINs November 23, 2015October 1, 2015 – November 23, 2015 (7 Weeks) LHIN review of CAPS refresh, consultations on MSAA refresh indicators, population of Schedules, and final MSAA Schedule amendments November 23, 2015 – January 15, 2016 (8 Weeks - Incl. Holidays)

CAPS Submission & Timelines (cont’d) Completing the CAPS & MSAA Schedule refresh 9 ActivityTarget Dates Pan-LHIN Community Lead Education (Provincial Indicators)November 9, 2015 HSP Community Education (Provincial Indicators) Local Indicators must be finalized by November 30, November 10 – 15, 2015 Pan-LHIN Community Lead Education (eForms)January 7, MSAA Schedule amendment letters provided to HSPsFebruary 1, 2016 HSP Board approves CAPS January 1 – 15, 2016 LHIN Board approves MSAA Amending Letter January 1 – 31, 2016 HSP Board Approval of 2016/17 MSAA Schedule amendments March 15, 2016 Year 3 of the current MSAA comes into effectApril 1, 2016

CAPS Submission & Timelines – Main differences Main differences between and Over the past few years the CAPS document has had a due date in January. o This often resulted in an abbreviated review of the submissions by the LHIN resulting in multiple production runs of the schedules due to changes. o The additional time afforded to the HSP’s did not make a significant difference in the value of the CAPS plan in the overall MSAA agreement.

CAPS Submission & Timelines – Main Differences (cont’d) Main differences between and A standardized Work plan has been endorsed by the LHIN CEO’s and will be implemented in to provide predictable dates for key deliverables for all future years. Board approval is not required for CAPS at the time of submission. o The submission is due on Monday November 23, o The LHIN does not consider the submission on November 23, 2015 to be final as changes usually occur post submission up to January through the LHIN review process. o The Final CAPS is approved by the HSP Boards by January 15, 2016.

CAPS Submission & Timelines – Main Differences (cont’d) Main differences between and The addition of the following new lines for Administration to help provide the information for the new MSAA explanatory indicators: o Plant Operations; o Volunteer Services; o Information Systems Support; and o General Administration. Community Health Centres now can report their non-insured programming at the bottom of their Fin_CHC page.

CAPS Submission & Timelines –Main Differences (cont’d) Main differences between and Updated the following functional centres with new names: o COM Clinics/Programs - Chronic Disease – Asthma/COPD Clinic ; and o COM Health Prom/Educ.& Com. Dev. - COM Chronic Disease Education, Awareness and Prevention – Asthma/COPD “Case Management Addictions - Problem Gambling ” is no longer in use. Reporting should be transferred to “Addictions – Treatment – Problem Gambling ”.

Additional Resources & Education for the Refresh 14 The CAPS User Guide contains important information to assist HSPs in completing the CAPS process. HSPs should refer to the User Guide when completing the CAPS. An additional education session for the MSAA LHIN Leads will be held on January 7, 2016 to: o Review the eForms and provide step by step instruction on how to generate the refreshed Schedules based on the information provided in CAPS; and o Review the MSAA Schedule Amendment process for Schedule A (Optional), B (LHIN dependent), D (Mandatory), and E (Mandatory).

LHIN Specific Process Slide The South East has developed processes over the past two (2) years to significantly reduce the production time for the Schedules for the HSAA and MSAA. Requires some technical savvy by the staff member who is using the process Training would take one (1) day and must be in person (Central Location) LHINs must commit to maintaining knowledge in future years as the South East has no capacity to provide ongoing Provincial support. 15

16 Completing the CAPS for

Improving the CAPS Incorporating feedback from previous CAPS processes 17 Stakeholders feedback identified the following high level themes: Simplify forms. Reduce errors through early testing. Updated OHRS functional centres. Additional reporting lines in the CHC TPBE for non-insured program expenses. Additional reporting lines under Administrative Expenses as per MSAA indicators.

Enhancements for Future Consideration Continuous CAPS improvement In the effort of continuous improvement of tools and processes, a further evaluation will be conducted following the completion of the CAPS & MSAA Schedule refresh process. 18

Completing the CAPS Community Accountability Planning Submission Tool 19 1.Go to If 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 for a new account”

Checking Out your CAPS 20 2.Click “Submissions” in the top left, and then from that drop down menu click “Create New Submission”

Checking Out your CAPS (cont’d) 3.Select the applicable report then click the “create” button” 21

Checking Out your CAPS (cont’d) 4.The report now should be listed under “In Progress”. It may take a few minutes to appear, so please be patient. It should be noted that when traffic is at its highest (for instance, closest to the due dates), it will take longer to appear. If it is taking a very long time, you can select “refresh,” however, doing so will slow down the system. 22

Checking Out your CAPS (cont’d) 5.Select the report that you want to prepare by clicking the blue hyperlink. 23

Checking Out your CAPS (cont’d) 6.Click “Check Out and Download” Now the file is stored in your local drive. The file is ready to be edited. 24

Main Page When the CAPS file is first launched the following Menu Page will display. This page provides links to each form contained within the CAPS. First, when opening the report, if the yellow bar appears, make sure you enable editing and content. 25

Main Page (cont’d) Note: Please go to the Identification tab to select your respective LHIN. 26

Refreshing the Information All data from the 2014/2017 CAPS has been carried over in SRI. The first three columns will show the 14/15, 15/16 and 16/17 Financial/Service data from the last CAPS. The next column in yellow will allow you to refresh the information for 16/17 if required. The yellow columns will be pre-populated based on the “2016/17 Updated Budget” column. If there are no changes to make for HSPs that have already submitted a 3-year CAPS, the file simply needs to be checked out and checked in (with no additional changes made). 27

Commenting in your CAPS Comments: 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. 28

Additional Reporting Lines under Administration In 2015/16, four new explanatory indicators were added to your MSAA. These are the four main areas that make up “Administration & Support Services”. Please enter your information into each of the following lines to populate “Administration & Support Services”: Plant Operations; Volunteer Services; Information Systems Support; and General Administration. 29

Additional Reporting Lines under CHC Community Health Centres will notice something new on their reports at the bottom of the Fin_CHC tab. In this section, you can add the information in regard to your non-insured services (if applicable). Note that this information should also be included in the cumulative summary above, and only serves as an explanation of what portion of your expenses are for the non-insured programming. 30

Indicate TPBE in the “Service Selection Screen” To select the functional centres for your programs, please go to the “Service Selection Screen.” Just put an “x” next to the functional centres you provide (in the column marked off with a blue arrow). Then, next to that functional centre (in the column titled “TPBE”) with the black arrow, select what Transfer Payment Business Entity that functional centre belongs to. 31

Verifying the Edit Checks Green happy faces indicate successful edit checks. Red sad faces  indicate failed edit checks, which must be corrected before submitting the CAPS If you see a red sad face, a description of the problem to be resolved will appear in the Message Area of the row. 32

Checking In your CAPS After entering all information and passed the edit checks, the CAPS file is ready to upload SRI again. Checking In the CAPS into SRI is similar to Checking Out the CAPS from SRI. Select the file that you would like to upload. Click the “Check In” button. Find the report in your local drive, and it will be uploaded. Afterward, click on the button “Submit.” 33

Main Contacts If you have any questions about the CAPS that you have “Checked Out” from SRI, please call or your LHIN contact. Main Contacts at each of the LHINs is available within the User Guide. 34

Release of Documents from LHIN 35 Prior to October 1, 2015 it is recommended the LHIN release the following documents to their HSPs. 2016/17 CAPS Education Session – (this deck modified to Local needs). Updated CAPS Guidelines (also available on: Updated CAPS User Guide. (also available on: Updated CAPS CSS Quarterly Report User Guide. (also available on: On October 1, 2015 the CAPS File will be posted on SRI, making it available to the HSPs.

Next Steps  CAPS available on SRI October 1,  Between October 2 – 7, 2015 LHINs will be responsible for holding their own engagement sessions with their HSPs and seek any questions about completing the CAPS refresh process.  HSPs given 7 weeks to submit CAPS (October 1 – November 23, 2015).  HSP board approved CAPS are due January 15,  Further education for LHINs regarding Provincial Indicators will be provided on November 9,  Education regarding the eForms will be provided on January 7, 2016  LHINs given 8 weeks (including holidays) to review CAPS submissions, conduct consultations on Performance Indicators/Targets, and make final MSAA Schedule Amendments (November 23, 2015 – January 15, 2016) 36

LHIN Contact Information 37

38 DISCUSSION