Office of Developmental Programs (ODP)April 2011

HCSIS: ODP Enterprise Data Warehouse (EDW) Administrative Entity (AE) Monitoring

Targeted Communication

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Contents§ Overview§ Description§ AE Performance Dashboard

– Individual Drill-Through Report– Statewide Comparison Drill-Through Report

§ AE Waiver Management Dashboard§ Getting Access to the EDW§ Additional Resources

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Overview§ The ODP Administrative Entity (AE) Monitoring dashboard initiative is part of a

continuing effort to enhance the reporting capabilities for ODP and will provide key metrics that will allow ODP to monitor the performance of AEs.

– The need for AE metrics and details was identified as part of ODP’s Reporting Strategy initiative and was prioritized as one of their top reporting needs for this fiscal year.

– These metrics will be used to monitor AE performance across the Commonwealth, determine if corrective action plans are necessary, and determine the need for system improvement efforts, e.g., training, policy clarifications, etc.

§ ODP State, Region and AE users with access to the Enterprise Data Warehouse (EDW) have access to the new dashboards.

§ The dashboards are expected to aid AEs in self-evaluating their performance by providing the capability to identify specific individuals coming due for a waiver required activity or task. Additionally, the dashboards will provide AEs the capability to identify specific individuals who are overdue so that action can be taken.

§ To comply with provisions of the approved waivers, ODP is required to monitor AEs to determine if they are meeting federal and program office standards related to level of care, service plans, health and safety (incident management), service utilization and other critical areas.

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Description§ Two EDW dashboards containing charts representing the following business

metrics, have been created to satisfy the requirements of this initiative: – Percentage of Year-to-Date (YTD) Utilized Units– Number and percent of individuals nearing the P/FDS Cap – Annual review approval of an ISP within established timeframe– Level of Care (LOC) redeterminations– Incident reporting timeliness– Number of individuals enrolling in and dis-enrolling from waivers– Length of time for waiver enrollment status– Category of Need for individuals with an Enrolled waiver status record– Category of Need for individuals with an Intent to Enroll waiver status

record§ By clicking on any of the charts, users can open the Statewide AE Comparison

Report or Individual Details Report – The individual report contains individual specific data based on the user’s scope– The individual reports for Annual Review of ISP and Level of Care Redeterminations

contain the SCO name to assist with follow-up§ Data used to create the charts will be refreshed weekly and be available on

Tuesday of each week.

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ODP AE Performance Dashboard

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• Metrics included in this view:

üPercentage of Utilized Units YTD

Fictitious Sample data was used for this report

ODP AE Performance Dashboard

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• Metrics included in this view:

üIndividuals with Total Authorized Services Nearing P/FDS Cap

Fictitious Sample data was used for this report

ODP AE Performance Dashboard

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• Metrics included in this view:

üAnnual review of ISPs

Fictitious Sample data was used for this report

ODP AE Performance Dashboard

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• Metrics included in this view:

üLevel of Care Redeterminations

Fictitious Sample data was used for this report

Example of the Individual Drill-Through Report

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Fictitious Sample data was used for this report

Example of the Statewide Comparison Drill-Through Report

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Fictitious Sample data was used for this report

ODP AE Performance Dashboard

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• Metrics included in this view:

üIncident Reporting Timeliness

Fictitious Sample data was used for this report

ODP AE Waiver Management Dashboard

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üIndividuals Enrolling & Dis-Enrolling From Waiver/Programs

Fictitious Sample data was used for this report

ODP AE Waiver Management Dashboard

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üLength of time for Waiver Enrollment

Fictitious Sample data was used for this report

ODP AE Waiver Management Dashboard

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üCategory of Need for Enrolled

üCategory of Need for Intent to Enroll

Fictitious Sample data was used for this report

Getting Access to the Enterprise Data Warehouse (EDW)You must have your supervisor’s approval before you begin the registration process. 1. When your request has been approved by your supervisor, you will be asked to

complete and submit the DPW Data Warehouse Registration Form located on the Learning Management System (LMS) under the ODP: DWU100I HCSIS Data Warehouse Training course after clicking My Curriculum.

2. After the DPW Project Manager approves your request, you can expect access in one to three business days. You will receive an e-mail confirming that you have been granted access.

3. The COGNOS Connection portal, in the data warehouse, provides users with a single web-based point of access to data cubes and reports and can be accessed via any Internet connection. You do not have to be connected to the state network in order to access the data warehouse.

4. Once you have access to the data warehouse, you can use the Commonwealth Intranet or public Internet via a web browser. The web address for the site is: http://www.dpwrpt.state.pa.us/.

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This process is required only for those who have no access to the EDW currently. ODP, AE and SCO staff with access to the EDW will have access to these dashboards.

Additional ResourcesData Warehouse Help Center§ Go to Enterprise Knowledge Management: (http://km)§ Select the Help link§ E-mail: RA-Impromptu@state.pa.us§ Phone: 1 (800) 281-5340 – PASSWORD ISSUES ONLYLearning Management System

§ Training resources that provide additional details about using the EDW are located on the HCSIS Learning Management System (LMS) and can be accessed by clicking the LMS link on the Welcome to HCSIS screen.

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Course Name Courseware

HCSIS Data Warehouse Training Data Warehouse Training ManualData Warehouse Registration Form