1. WEBINAR: PERFORMANCE REPORTING IN FY 2011-12 California Department of Aging (CDA) Tuesday, 6/21/2011

2. Agenda 5Welcoming Comments/IntroductionsCDA Data Team 5PSA Roll CallTim Henry 5Review of AgendaTim Henry 30Changes in California Aging Reporting System (CARS) for FY 2011-12 Lilit Tovmasian 10Q & AAll 20CDA Title III Forms GuideMame Polito 10Q & AAll 5Closing CommentsMame Polito California Department of Aging

3. Reporting Changes in CARS  Changes in reporting for FY 2011-12  Service Unit Reporting and Rounding  Reporting All Caregivers  Reporting Estimated Clients/Audience in All Non-Registered Service Categories  AAAs who do not anticipate to have the described changes implemented by July 1, 2011, should contact the CDA Data Team at DataTeam.Reports@aging.ca.gov as soon as possible.DataTeam.Reports@aging.ca.gov  System Changes in CARS for FY 2011-12  Changes in CARS File Upload Manager Display/Functionality  Changes in Quarterly Error Reports  Optional Testing Process California Department of Aging

4. Changes in Reporting for FY 2011-12 California Department of Aging

5. Changes in reporting for FY 2011-12  Service Unit Reporting and Rounding California Department of Aging What is Required:1) Beginning July 1, 2011, AAAs and their contracted service providers must track service units measured in “hours” in actual time in their local databases. 2) When exporting data into CARS, AAAs’ local software systems must round the total service units for each client by month and by service category. What is Anticipated:1) This will only impact the service unit totals reported in the CARS export files, and should not affect the actual data in the AAA database. 2) CDA anticipates that the discrepancies resulting from rounding in the data reported in the AAA database and in CARS will not exceed 10 percent. Rationale:CARS can only accept whole numbers, therefore, CDA has developed a rounding methodology to ensure consistency and the least amount of over-reporting across all AAAs. Reference:1) Program Memos 11- 03 and 11-12: http://cda.ca.gov/PM/PM_index.asphttp://cda.ca.gov/PM/PM_index.asp 2) For further reporting instructions, see pages 15-16 in the CARS GuidanceCARS Guidance

6. Changes in reporting for FY 2011-12  Reporting All Caregivers in the Family Caregiver Support Program (FCSP) California Department of Aging What is Required:1) Beginning July 1, 2011, AAAs and their contracted service providers must track service units and client profile information for all caregivers. AAAs can no longer track and report performance for “primary” caregivers only. 2) If multiple caregivers care for one care receiver and receive a service from which they (i.e. both caregivers) benefit, AAAs should assign the service unit to the caregiver who initiated the service request. What is Anticipated:CDA does not anticipate any need for AAA system changes. AAAs and their providers can link additional caregivers to care receivers as they do normally. Rationale:To ensure CDA obtains information on the entire caregiver network in a consistent manner. Reference:1) Program Memo 11- 03: http://cda.ca.gov/PM/PM_index.asphttp://cda.ca.gov/PM/PM_index.asp 2) For additional information, see pages 7, 12, 13, 15, and 18 in the CARS GuidanceCARS Guidance

7. Changes in reporting for FY 2011-12  Reporting Estimated Clients/Audience in All Non-Registered Services (quarterly) California Department of Aging What is Required:1) Effective July 1, 2011, AAAs are required to track and report estimated total clients served in all Non-Registered Services by each service category (including “other” services). Previously, this was optional for all Non-Registered Services, except for those provided in FCSP (Title IIIE). 2) Report estimated unduplicated enrollments for each service category by quarter. 3) Report estimated unduplicated enrollments for all non-registered services combined in the Q4 CARS submission (quarterly reporting is optional). 4) Report combined estimated unduplicated enrollments for registered and non- registered services in the Q4 submission (quarterly reporting is optional). What is Anticipated:CDA does not anticipate any need for AAA system changes. AAAs can report aggregate data in CARS manually. Rationale:1) To meet AoA reporting requirements and to ensure data between CARS modules is identical. 2) Data from Q4 will automatically populate in NAPISCare, eliminating the need to re-enter information. Reference:Program Memo 11- 03: http://cda.ca.gov/PM/PM_index.asphttp://cda.ca.gov/PM/PM_index.asp

8. Changes in Reporting for FY 2011-12  Changes in Data Dictionary DefinitionsData Dictionary California Department of Aging Service CategoryChanges for FY 2011-12 Health Promotion (formerly Disease Prevention and Health Promotion) (Title III D) The title of this service category now aligns with the U.S. Administration on Aging service category. Health Promotion is no longer a NAPIS 15 – Other category. Medication management has been deleted as an allowable activity under this service category. All medication management activities must be reported in the Medication Management service category (see footnote 5 in the Data Dictionary). Cash/Material Aid (Title III B) Discount cards have been removed as allowable services until CDA develops a policy regarding a share of cost. Senior Center Activities (Title III B) Entertainment costs such as tickets to shows or sporting events, meals, lodging, rentals, transportation, and gratuities are not allowable activities. AAAs may use other funds or donations to provide these services, but may not use Title IIIB, local match or program income funds. Caregiver Counseling (Title III E) The revised definition includes support services that are related to stress, depression, and loss as a result of caregiving responsibilities. When counseling therapy is appropriate, services must be provided by a licensed health professional or by a paraprofessional supervised by a licensed health professional that is appropriately trained and experienced in the skills to deliver such services. Caregiving Emergency Cash/Material Aid (Title III E) Discount cards have been removed as an allowable service until CDA develops a policy regarding a share of cost.

9. Changes in Reporting for FY 2011-12  Changes in Data Dictionary FootnotesData Dictionary  Reference: Program Memo 11-12: http://cda.ca.gov/PM/PM_index.asphttp://cda.ca.gov/PM/PM_index.asp California Department of Aging Footnote Number/Description Purpose 1. Unit Measure Indicates that AAAs must track the actual time that services were provided in service categories where the service unit measure is “hour.” 2. Reference Clarifies the “reference” column should only be used for historical purposes. Only definitions in the Data Dictionary should be used. 3. Registered & Non- Registered Services Explains performance reporting requirements based on service category type. 4. Nutrition Counseling & Education Clarifies reporting requirements for Nutrition Education and Nutrition Counseling based on funding type. 5. Medication Management Explains funding transfer process for Medication Management and Health Promotion.

10. System Changes in CARS for FY 2011-12 California Department of Aging

11. System Changes in CARS for FY 2011-12  Changes in File Upload Manager Display/Functionality  Moved Disease Prevention and Health Promotion from “Other” services to Health Promotion. No mapping changes necessary for AAAs.  All service units and enrollments entered directly in CARS will automatically populate in all subsequent submissions. AAAs may still adjust these in future submissions, if necessary. California Department of Aging

12. System Changes in CARS for FY 2011-12  Changes in CARS Quarterly Error Reports  All errors that currently receive “record discarded” notice, will be revised to state “failed”  AAA submission will be considered incomplete until these errors are corrected and the files are re-uploaded California Department of Aging

13. System Changes in CARS for FY 2011-12  Most Common Errors in CARS Quarterly Error Reports  Errors that resulted in discarded records (based on Q3 submission):  AAAs must correct these errors prior to their FY 2011-12 Q1 Submission in CARS California Department of Aging 1 Enrollments declared for clients who did not have record of Service Units in Service Units file for the reporting quarter/year 2 Caregiver that is receiving FCSP needs relationship defined in Caregiver Relationship file 3 Program Type ID: Out of range value 4 Client, Caregiver Participant ID: Cannot be blank for Registered Services or client-level reporting 5 Service Units declared for clients who did not have record in Enrollment file for the reporting quarter/year 6 Service ID for FCSP is not linked to a Caregiver service Program Type ID: Out of range value

14. System Changes in CARS for FY 2011-12  Most Common Errors in CARS Quarterly Error Reports  Errors that resulted in warnings to AAAs (based on Q3 submission):  AAAs have the option to correct these errors throughout the fiscal year California Department of Aging 1Unit name: Does not match lookup table AA 2End service date/deactivation date: Cannot be blank if a reason for deactivation is reported 3Client, Caregiver, Care Receiver Zip Code: Cannot be blank 4Enrollment Deactivation Date declared for Active Status Client, Caregiver, Care Receiver Birth Date: Cannot be blank. 0 or 0000-00-00 is required for Missing Caregiver 5Employment Status: Out of range value 6First ever service date: Cannot be blank 7Care Receiver in Caregiver Relationship file missing in Client Caregiver file 8Client, Caregiver, Care Receiver Birth Date: Out of range value 9Caregiver Relationship: Out of range value 10Enrollment Reason for deactivation: Out of range value

15. System Changes in CARS for FY 2011-12  File Testing Process California Department of Aging Testing Requirements:The testing process is optional and at the discretion of each AAA. Submission Process:AAAs may submit test files in the File Upload Manager for FY 2011-12 beginning in August 2011. AAAs can upload files for Q1, FY 2011-12 at https://ca.getcare.com. https://ca.getcare.com RTZ Associates Notification:1) RTZ will process these files and inform the AAA when the reports are ready to be reviewed. 2) AAAs will also receive a CARS Quarterly Error Report. 3) RTZ will delete the test files once the actual files for Q1 are uploaded. CDA Data Team Review:CDA is requesting that AAAs approve these files. The Data Team will also review the reports as part of the testing process.

16. Questions??? California Department of Aging

17. CDA Title III Forms Guide California Department of Aging Purpose:To help AAA staff identify the required AoA and CDA Title III data elements; to help AAAs evaluate and design their agency’s forms. Design:To easily locate and use the guidance, resources, and sample template information. Location:http://www.aging.ca.gov/aaa/data.asp

18. CDA Title III Forms Guide Contents Reporting Requirements Process Designing Forms Registered Required Client Fields Client Level Data Elements (Required & Optional) Non- Registered Data Elements Sample Form Templates California Department of Aging

19. CDA Title III Forms Guide Features Data Element Introduction Service Categories Table What to Include What is Reviewed Sample Layout Questions Resources with Hyperlinks California Department of Aging

20. Annual Reporting Announcements for FY 2010-11  NAPISCare Training Refresher Webinar  End of August/Beginning of September  Availability of the NAPISCare Tool:  CDA will inform everyone via email  New this year: Tool will not be available until a day after the Quarter Four submission is approved.  Reminders:  Review the Quarter Four submission for accuracy and completeness prior to approving it  Ensure performance data is reported in service categories where expenditures are reported to CDA Fiscal Team (vice versa)  Ensure service units in CARS match those in CDA 1022 (Legal Assistance) and CDA 1037 (Elder Abuse Prevention)  Report estimated enrollments for FCSP Non-Registered Services if service units are reported California Department of Aging

21. Questions??? California Department of Aging

22. Thank You! You may contact the CDA Data Team at: DataTeam.Reports@aging.ca.gov or Lilit Tovmasian – ltovmasian@aging.ca.gov or 916.928.4668 Mame Polito – mpolito@aging.ca.gov or 916.419.7568 Tim Henry – thenry@aging.ca.gov or 916.928.3331 DataTeam.Reports@aging.ca.govltovmasian@aging.ca.govmpolito@aging.ca.govthenry@aging.ca.gov California Department of Aging

23. Questions and Answers  Question 1: Will CDA make the change in PM 11-11 and the Data Dictionary, to ensure language is consistent with the one in PM 11-03? Answer: Yes, CDA will make this change. See PM 11-12. Note: All references made during the presentation to PM 11-11, have been revised to PM 11-12.  Question 2: Will CDA enable the possibility of AAAs entering non-registered enrollment data for Home Delivered Meals and Congregate Meals on a quarterly basis, as they are allowed to enter aggregate non-registered meal counts? Answer: CDA does not plan to enable the manual entry of non-registered enrollments to Home Delivered Meals and Congregate Meals to the File Upload Manager Module in CARS. These are registered services, and all enrollments must be tied to registered clients. Only registered clients should be reported in these service categories. There are instances where it is difficult to obtain enrollment information (e.g. one-time events, large audiences, client who refuse to provide any information, etc.), in which instance CDA allows for the aggregate reporting of non-registered NSIP eligible meals. This will ensure that AAAs will continue to receive funding for all eligible meals, as funding is tied to meals, and not enrollments. However, CDA expects that non-registered meals will comprise only a small percentage of total NSIP eligible meals served. For further information, you may reference the CARS Guidance, page 3.CARS Guidance California Department of Aging

24. Questions and Answers (cont.)  Question 3: Until when can AAAs submit their test files in CARS for FY 2011-12? Answer: AAAs may submit test files until the actual 1 st Quarter submission is due on October 31, 2011.  Question 4: Can CDA revise the CARS Quarterly Error Reports, so they provide more concrete information regarding errors in the reports? Answer: CDA will not be making any changes in the type of information that is provided in these reports. AAAs should work with their software vendors/technical support provider to correct the indicated errors For further information, you may reference the CARS Guidance, Appendix D on page 44. AAA staff may contact the CDA Data Team if they have further questions.CARS Guidance California Department of Aging