1. STARS Update
July 16, 2018

2. Agenda System Administration MIPPA Reports FAQs API
Training and Resources

3. System administration

4. User Roles
Be sure to review user role functionality before setting up team members
Reminder – STARS Submitter cannot access anyone else’s forms
They can only see forms they have entered and
Forms entered under their names

6. Emailing Passwords Emailing Passwords and Password Resets:
If log-in info is sent at the time of account creation STARS will send the user an with a temporary password.
If log-in info is sent at a later time STARS will send an prompting the user to create a temporary password using a link:

7. Account Lockouts
User accounts are locked after three failed attempts to log-in
This is a Federal System security requirement; we cannot change it.
If someone is logged out they should contact the BAH helpdesk:

8. Unique IDs Unique IDs will be managed in NPR until November 30th
This applies to everyone no matter your STARS transition date
If you need help creating a new Unique ID during this time contact TFI
New Unique IDs will be effective January 1, 2019
We will send the list of new IDs to CMS in December
The new Unique ID list will be pulled from STARS December 20, 2018

9. Transition from NPR Data Migration
Data will be migrated in November
Last batch uploads into NPR must be complete by October 31st
All entry/edit/delete functionality will be turned off in NPR beginning November 1st (if not sooner)

10. Accessing NPR Data in STARS
NPR data will be moved to the state level in STARS
Only State-level users will be able to see and search this data
Individual forms can be reassigned to STARS team members and sites by state level staff, BAH, or ACL if needed
Counselor field on NPR transferred data will be blank in STARS
Counselor information will be saved in the 4th SUF in the transfer
Agency name will be saved to the 5th SUF

11. Activity Form Clarification
Activity Form data is used for the Resource Report
Only Directors, Assistant Directors, and Managers (at all levels) can create activity forms for other users
This is a limitation of how the form was created in the system
To assist in collection of this information ACL has created a hard copy form that may be used to gather these hours from your team
Time should be entered on a monthly basis
Activity form does not include any time associated with training
ACL is working with BAH to develop an enhancement to collect training time and details

12. Send to SMP Functionality
To send to SMP (SIRS) you must:
Select “Send to SMP”,
Enter a valid SIRS eFile ID , and
Select applicable SMP related topics
STARS does not eliminate need for SIRS account
Data is shared one way only (STARS to SIRS) and only once
Cases updated in SIRS will not also be updated in STARS
In the event of an error, user must log in and update forms in both systems to make corrections/edits
SMP Complex Interactions must be finalized in SIRS
“Send to SMP SIRS” should only be used for cases and activities that fall under both SHIP and SMP

13. MIPPA

14. MIPPA -New Reporting Requirements
STARS will allow us to collect more detailed information on the work conducted for MIPPA
Changes to MIPPA reporting are effective October 1st (to coincide with new grants)
If you have access to STARS prior to October 1st and want to start using the new elements early you may do so
MIPPA-only grantees will start using STARS October 1st

15. STARS MIPPA Elements
Beneficiary Contact Forms that have at least one of the following checked in the Topics area will count:
Low-Income Subsidy:
Application Assistance
Application Submission
Eligibility/Screening
Benefit Explanation
Medicaid:
Application Submission
Eligibility/Screening
Medicaid Application Assistance
MSP Application Assistance
Recertification
Benefit Explanation

16. STARS MIPPA Elements
Outreach and Media Forms that have one item in each of the following areas checked will count:
Target Beneficiary Group:
Low Income or
Rural
Topics:
Extra Help/LIS,
Medicaid,
MSP, or
Preventive

17. Reports

18. Accessing Data in STARS
Searches:
Primary means of access to data in STARS
Advanced Search capability allows customization of which data you are pulling and how it will appear
1st training on using searches will be: August 8th at 3pm (ET)
Reports:
Standardized (not customizable) compilation of the data for performance measures and the resource report
Directors, Managers and Staff will be able to run reports for their sub-state regions and sites (based on their level of access)
Information will be available to the zip code level
1st trainings will be held at the conference in August

19. Resource Report
STARS will run the Resource Report data automatically as one of the standard reports
You will be able to access the data collected in the RR at any time and for any timeframe needed
Resource Report will aggregate the total time reported in STARS broken out by user level, team member paid status, and the type of activity conducted
Time will be pulled from each of the forms (i.e. Beneficiary Contact Form, Group Education Form, Media Form, and Activity)
Training time will not be captured until we are able to create the Training form in STARS (hopefully available 4/1/19)

20. Frequently Asked Questions
FAQs

21. Why isn’t the zip code populating the county field?
Zip codes used in STARS are from the 2010 census data
Missing zip codes will not be updated until we receive a new data set from Census
If the zip code you are trying to use isn’t working enter a different zip code from the correct county
This will ensure the data is attributed correctly in reports

22. What if fields I need aren’t on the Additional Beneficiary Sessions (ABS) tab?
Beneficiary demographic information does not appear on the ABS, but the demographics entered on the Beneficiary Contact Form (BCF) are considered to be relevant for all associated ABSs
Edit the demographic information on the BCF if it needs to be corrected
Send to SMP and MIPPA fields do not currently appear on the ABS. They may be added in a 2019 enhancement. Meanwhile, enter a new BCF if the case evolves into an SMP or MIPPA issue.

23. What if fields I need aren’t on the Additional Beneficiary Sessions (ABS) tab? (Continued)
Part D cost SUF fields (Original PDP/MA-PDP and New PDP/MA-PDP) do not appear on the ABS. They will be added in a 2019 enhancement. Meanwhile, enter a new BCF if the case evolves into helping a client with enrollment.
Status does not appear on the ABS. Until there’s an enhancement, edit the status on the associated BCF when a case status changes from “In Progress” to “Completed.”

24. What if the Target Population I want to enter is not available?
Target population selections were created based on the hard-to-reach populations ACL and CMS have historically been interested in (and which our grants ask us to target)
If you have targeted outreach to a hard-to-reach population that is not listed on the form select “Other” and capture details in the Notes box
White/Caucasian is not considered hard-to-reach and is not a focus of targeted outreach

25. Proprietary System States
API

26. Proprietary System States
STARS uses API (Application Programming Interface), which is a system to system connection
STARS cannot accept Excel document uploads
Why API?
More secure
Reduced burden on STARS
Closer to real-time data share with ACL
Limitation of API:
Cannot update forms via API (will need to log into STARS to update)

27. API Timeline Interconnection Security Agreements (ISA)
Any states choosing to use API must have a signed ISA with ACL on file before any data can be transferred
API can be used to create new forms
Updating or deleting forms via API are not options; users will have to log into STARS to update or delete forms that have already transferred
Next API webinar: July 31st at 2pm (ET)

28. STARS Resources, Training, and Support
Job Aids
Webinars
Manual

29. STARS Landing Page https://stars.entellitrak.com
Contains link to SHIP TA Center STARS training materials, including webinar PowerPoints, recordings, and job aids (coming later in ACL’s STARS manual)
Contains link to Booz Allen STARS Help Desk
Anyone with the link can visit the STARS landing page now. BUT, only users with credentials can successfully log in. Anyone who visits this page WILL be able to follow the link to the STARS resources, however. It is up to leaders in each SHIP program to distribute the STARS landing page link as appropriate.

30. STARS Job Aid Updates STARS User Basics Beneficiary Contact Form
One for STARS Submitter role
One for all other roles
Beneficiary Contact Form
Group Outreach and Education Form
Media Outreach and Education Form
Team Members
STARS Launch
FAQs (New!)
Search Tools (coming soon)
Reports
Topics in green are available now. They have been updated since their original release dates. Most have a June date, with the exception of the FAQs, which is dated July 11. This document is fairly comprehensive, but it will be updated later during the launch cycle to include more FAQs about the Send to SMP functionality, Search menu, and reports. The Topics in orange are pending. The Search job aid is expected to be completed in July and the webinar is scheduled for August 8th at 3 pm ET. It was announced last week. The Reports job aid and training will be provided later this summer.

31. Agenda Preview: STARS Search Training
STARS searches vs. STARS reports
How and when to use the Standard and Advanced searches
How to export search results to Excel
How to manipulate search results in Excel
Using searches to find and view individual forms
NPR reports replicated as shared searches in STARS
Here are topics we plan to cover in the Search Training – job aid and August webinar.

32. Other Written Resources
PowerPoints for every STARS topic
User Roles at-a-glance (one page overview)
Beneficiary Contact Form definitions
Printable versions of the STARS forms
Security Slick Sheet
NPR to STARS mapping spreadsheet
Group Outreach and Education definitions
Media Outreach and Education definitions
STARS Manual
Topics in green are available now. By the way, we post the PowerPoint files from webinars – not PDFs – so that you can edit and use locally if desired. Topics in orange are coming soon. The STARS Manual will be available later this year, hopefully before the conference, although it the chapter on reports won’t be fully complete by then. It will expand upon the job aids with increased definitions and guidance. Essentially, it will collect all STARS instructions and guidance in one document.

33. Webinar Series on Forms
Entering Team Members (monthly through July)
Beneficiary Contact Form (monthly through October)
Group and Media Outreach Forms (monthly through October)
Announced to date: All through July
Intended for all users invited by their SHIP leader
Suggested audience: Current STARS users and SHIP representatives nearing their STARS start date
About this series
These are the webinars in the repeating series. The August BCF, GOE, and MOE webinars will be announced tomorrow.

34. Webinars and Other STARS Resources
Future Webinar Announcements
Provided to the SHIP director listserv and to director/administrator users at
Webinar PPTs, webinar recordings, job aids, forms, and other resources
Posted under “Need Help” on the STARS landing page
Collaborative Effort
End Users Satisfied
We originally planned to resume our usual webinar announcement process after the STARS roll-out. Our usual process is to announce directly to registered users of our website based upon their role. We’ve decided that we need to retain our STARS webinar announcement process past October because of the 30+ SHIPs who use proprietary data systems. Their team members may not interact with STARS at all. Our webinar announcements would be likely to cause confusion in those 30+ programs. We will upgrade the password-protected area of our website to allow greater granularity in role permissions. The upgrade will allow you to tell us whether or not your users should received STARS training announcements. We expect the upgrade to release in mid-2019.

35. What’s the difference? * STARS * www.shiptacenter.org
Operated by the SHIP TA Center
Houses resources to help SHIPs train and manage their programs and educate the public
Supported by the SHIP TA Center
Operated by ACL and Booz Allen Hamilton
SHIP data reporting system
Contains links to all STARS training materials for all Users
Supported by ACL, Booz Allen Hamilton, and the SHIP TA Center
Ginny: Here is a slide we have started using in our webinars to help people understand our Center’s website vs. the STARS website and our role with each.
* Both require logging in, but they are separate systems and require separate accounts (think apples and oranges)

36. Thank you for participating!
Today’s webinar materials are available for download within WebEx.
They are also posted at
The production of this webinar was supported by grant number 90SATC0001 from the Administration for Community Living (ACL).