1. CAPS Refresh & Community Reporting
October 4, 2017
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Welcome
LHIN Staff Introduction
Objectives of the meeting
CAPS and Q2 education
General Reporting requirements
Forum to ask questions and network with peers
Break
Q&A near the end
LHIN Staff available post meeting till 1:00pm
Where can the documents be found after the meeting
Meeting Materials
Education Deck (Includes the new Checklist) – Handout at meeting
Community Financial Policy (Sent by and posted to LHIN Website)
CAPS Guidelines (Sent by and posted to LHIN Website)
CAPS User Guide (Sent by and posted to LHIN Website)
SRI User Guide (Sent by and posted to LHIN Website)

2. Agenda Context Why a Schedule Refresh?
Planning for a Schedule Refresh - CAPS
MSAA Schedule Refresh Content
CAPS Submission & Timelines
Additional Resources
Completing the CAPS for
Working with the HouseCat data check model
Next steps and discussion
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3. Context
In light of on-going LHIN renewal activity across the province and the potential for legislative changes in the fall, there is pan-LHIN agreement to minimize changes to MSAA agreement this year.
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 agreement was extended last year for one year to March 31, 2018; and this year the LHINs have agreed to extend the current agreement for an additional year to March 31, In order to retain the integrity of the existing MSAA agreements and Schedules, all HSPs are required to complete a CAPS
Board approval is not required for CAPS at the time of submission.
The submission is due on November 17,
The LHIN does not consider the submission on November 17, 2017 to be final as changes usually occur post submission up to January through the LHIN review process.
The Final CAPS is approved by the HSP Boards by January 31,
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4. Why a 2018-2019 CAPS and MSAA Schedule Refresh?
The LHINs now need to review the MSAA Schedules and update or confirm the budgeted financial data, service activities and performance expectations for Year 5 ( ) of the current Agreement.
In order to facilitate the refresh of MSAA Schedules:
B1 (Funding)
B2 (Clinical Activity Summary)
C (Reports)
D (Directive Guidelines and Policies)
E1 (Core Indicators)
E2a (Clinical Activity Detail)
E3 (Local Performance Obligations – Optional)
All HSPs are 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. .
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5. MSAA Schedule Refresh 2018-2019
Title
Description A
1. Description of Services
Not Required for the South East LHIN in
Describes the services delivered by the HSP
2. Population & Geography
Describes the HSP client populations and geography served B
*Total LHIN Funding Service Plan
**Clinical Activity – Summary
*Update the Funding for in CAPS from the Excel Planning Workbook posted on the LHIN Website
**Reductions in Service targets from require preapproval by the LHIN.
Describes the financial and statistical status of the HSP. C
Reports
*Mandatory Schedule refresh for
Identifies and sets due dates for HSP reporting D
Directives, Guidelines, Policies & Standards
*To be confirm by Ministry
Identifies applicable MOHLTC policies. Changes for will include :
To be confirmed

6. MSAA Schedule Refresh 2018-2019
Title
Description E
1. Core Indicators
Updated from CAPS submission
Identifies indicators, standards and local performance requirements
*Sector Specific Performance schedules will not be finalized until November 14, Any changes for will be incorporated into future communications.
** Draft Local Obligations will be provided to the Community Providers around October 17, 2017 and need to be finalized by October 30, Any requested changes should be negotiated with the LHIN Sector Representative before that time. If there is no response or dialog by October 30, 2017 the Local Indicators will be considered final and populated into your schedules for
Sector Representatives:
CSS Sector
CMH&A Sector
CHC Sector
2a. Clinical Activity Detail
2b. CHC Sector Specific Indicators
*Refresh Targets for
2c. CMH&A Sector Specific Indicators
*No Performance Indicators in
2d. CSS Sector Specific Indicators
3a. Local Indicators & Obligations
**Refresh for F
Project Funding Agreement Template
Where required
Template used for funding special projects G
Compliance
Standard form in all agreements
Form completed by the HSPs Board of Directors Annually (June 30)to declare that the HSP has complied with the terms of the Agreement

7. 2018-2019 CAPS & MSAA Schedule Refresh Timelines
Activity
Target Dates
CAPS 60 Day Issuance Notice to HSPs (hard copy letter to HSPs)
September 30, 2017
CAPs available on SRI for HSPs
October 2, 2017
LHIN provides CAPS Education Webinar
October 4, 2017 (10:00am-11:00am)
Teleconference Line
Code #
To join the webinar click below:
October 4, 2017 (2:00pm-3:00pm)
HSP Education Materials Available on SE LHIN Website
October 5, 2017
Community Sector Funding Planning Targets posted to SE LHIN Website
HSPs complete CAPS refresh submitted through SRI to LHINS
October 9 – November 17, 2017 (6 weeks)
HouseCAT Education Webinar
More communication to follow on this education session
October 17, 2017  (2 time slots)   AND
November 2, 2017 (2 time slots)
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8. 2018-2019 CAPS & MSAA Schedule Refresh Timelines
Local Obligations (Draft) to HSPs for review
October 17, 2017 (communication to follow)
Local Obligations HSP review complete and finalized
October 30, 2017
LHIN provides HSP Community Education (Provincial Indicators)
November 14, 2017 (communication to follow)
(10:00am-11:00am)
Teleconference Line
Code #
To join the webinar click below:
November 14, 2017 (2:00pm-3:00pm)
LHIN review of CAPS refresh, consultations on MSAA refresh indicators, population of Schedules and final MSAA Schedule amendments
November 20, 2017 – January 31, 2018
(10 weeks – including holidays)
LHIN send MSAA LHSIA notices to HSPs
TBD
HSP Board approves CAPS
January 1 – 31, 2018
Final MSAA extension and Schedules sent to HSPs for Board Chair sign off
February 1 – 28, 2018
HSP-signed MSAAs returned to the LHIN
March 15, 2018
Year 5 of the current MSAA comes into effect
April 1, 2018

9. Additional Resources & Education for the 2018-2019
The CAPS User Guide contains important information to assist HSPs in completing the CAPS process. HSPs should refer to the User Guide and CAPS guidelines when completing the CAPS.
The following documentation is available to assist you when completing the CAPS (Refer to the LHIN Website)
Community Planning Targets Workbook
CAPS User Guide
CAPS Guidelines
Community Reporting Compliance Checklist
HouseCat data check model
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10. Completing the CAPS for 2018-2019

11. Improving the CAPS
Stakeholder feedback identified the following high level themes:
Simplify forms.
Reduce errors through early testing.
Updated OHRS functional centres.
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12. Completing the CAPS Community Accountability Planning Submission Tool
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”
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13. Checking Out your CAPS
Click “Submissions” in the top left, and then from that drop down menu click “Create New Submission”
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14. Checking Out your CAPS
Select the applicable report then click the “create” button”
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15. Checking Out your CAPS
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.
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16. Checking Out your CAPS
Select the report that you want to prepare by clicking the blue hyperlink.
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17. Checking Out your CAPS Click “Check Out and Download”
Now the file is stored in your local drive. The file is ready to be edited.
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18. Main Page
The following material is also available in the CAPS User Guide
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.
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19. Main Page
Note: Please go to the Identification tab to select your respective LHIN.
Note: Please go to the Identification tab to select your respective LHIN.
Column B is added in CAPS to check for changes from the previous CAPS. As part of the audit process to understand changes, the icon in the example beside will help LHINs identify which sheets of the CAPS submission has any difference between the budget column and the column.

20. Refreshing the Information
All data from the CAPS has been carried over to the new CAPS. The Budget column will show the Financial/Service data from the previous CAPS.
The column will be pre-populated based on the “ Updated Budget” column.
A column is added to show by an “x” if there is a change to a budget/target line.
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21. 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.
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22. Additional Reporting Lines under Administration
In , four new explanatory indicators were added to your MSAA. These are the four main areas that make up “Administration & Support Services”. In , a new line was added to the Administration & Support Services that is not an explanatory indicator. Please enter your information into each of the following lines to populate “Administration & Support Services”:
Plant Operations;
Volunteer Services;
Information Systems Support;
General Administration and
Other Administrative Expense (Added in )

23. Reminder: Financial: Additional line added to all Financial tabs.
Row 68 - Other administrative expense
This row is used to capture administrative expenses that do not fit in the other 4 administrative categories. However, this is not a M-SAA indicator. It is suggested to report expense under this line only if necessary.
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24. 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 green 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.
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25. Turn a reporting row visible in the activity summary tab
In the previous CAPS, the mandatory statistics were not in alignment with the most updated OHRS guidelines. Also, the column indicating whether a statistic was Mandatory was not visible; lines where prior information were entered, but not mandatory were not shown, causing prior incorrect information to be added to the totals. The example below shows Hours of Care in totals, but nothing under Functional Centers.

26. 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. Click the “Check In” button. Find the report in your local drive, and it will be uploaded. Afterward, click on the button “Submit for approval.”

27. Data Edit Check Model
CAPS Q

28. Data Edit Check Model
First introduced in Q to help HSP’s with reporting requirements
Designed to pre-check your SRI submissions before submitting them.
The objective is a zero-error submission
Only allowed one resubmission of CAPS and Q2
Mandatory for each provider to use this model in Q2 and for CAPS
Updated for Q and CAPS
Both can be loaded in the same model
The interface is easier to use
Accommodates Quarterly, CAPS, and ARR (June 2018) submissions

29. Education (3 options) Data Edit Check Model
The new HouseCAT model and User Guide will be available on the SELHIN website by October 13th.
Abridged version of the User Guide on Website by October 13th
4 Live Webinars to be scheduled
2 time slot options on Tuesday October 17th (for the early birds); 2 time slot options on Thursday November 2nd (the last minute group)
Details of the times and links to the webinars will be sent out by October 13th
Recorded Webinar
A link to a new recorded webinar will be provided on or before October 13th.

30. Main Contact
If you have any issues when creating the file in SRI, please contact the SRI group for technical Assistance. Contact information for SRI is:
Phone#:
If you have any questions about the CAPS that you have “Checked Out” from SRI, please (Please no Phone messages)
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31. Document Sources
The following documents have been ed to you and are available on the SELHIN website at
2018/19 CAPS Education Session (this presentation)
Updated CAPS Guidelines
Updated CAPS User Guide
Updated Quarterly Report User Guide
SELHIN Community Reporting Compliance Checklist
SELHIN Community Sector Funding Targets
HouseCat Data Check Model

32. Next Steps
Communication will follow for the Local Obligations/indicator review October 17 to October 30
Communication will follow for the Provincial Indicators education to be held November 14
SE LHIN staff will review CAPs submissions between November 20, 2017 up to January 15, 2018 and confirm approval with HSPs
HSPs to ensure the final version once approved by the LHIN has Board approval
Final MSAA extension and schedules sent to HSPs within first two weeks of February 2018
MSAAs signed and returned to the LHIN by March 15, 2018

33. 2018-2019 CAPs Education Session
October 4, 2017 Discussion - Questions
MIKE