COMMUNITY ACCOUNTABILITY PLANNING SUBMISSIONS (CAPS)

& MULTI-SECTOR SERVICE ACCOUNTABILITY AGREEMENTS

(MSAA)

2015/16 Schedule Refresh Education Session

(October 2014)

Agenda:

1. Structure

2. Context Why a Schedule refresh? Planning for a Schedule refresh - CAPS MSAA Schedule Refresh Content

3. Timelines

4. Additional Resources

5. Completing the CAPS for 2015/16

6. Next Steps & Discussion

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MSAA Schedule Refresh StructureComprehensive Consultation through Multiple Tables

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MSAA Advisory Committee

MSAA Indicators Work Group

MSAA Planning & Schedules Work Group

MSAA INDICATOR SUPPORT: HEALTH SYSTEM INDICATOR INITIATIVE

MSAA LEGAL COUNSEL SUPPORT: LHIN LEGAL SERVICES BRANCH

MSAA SECRETARIAT SUPPORT: LHIN COLLABORATIVE

LOCAL MSAA IMPLEMENTATION: LHIN M-SAA LEADS

ContextWhy a 2015/16 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, 2017.

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 2 (2015/16) of the current Agreement.

In order to facilitate the refresh of MSAA Schedules B1, B2 and E2a, 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 2015/16 and/or the Quarterly Reports in SRI.

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ContextLocal Variation across the LHINs…

It is recognized that LHINs may have completed the 2014-17 CAPS/MSAA processes based on the following 3 approaches:

• Schedules negotiated for first year only • Schedules negotiated for first year only and simply replicated for 2015/16

and 2016/17 based on the 2014/15 CAPS information submitted • Schedules were negotiated for all 3 years of the agreement

Regardless of how the LHINs approached the CAPS process during the 2014-17 MSAA, there is a NEW CAPS form within SRI for 2015/16 (and 2016/17) 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 2015/16.

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MSAA Schedule Refresh 2015/16

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Schedule Title DescriptionA 1. Description of Services

*OPTIONAL Schedule refresh for 2015/16Describes the services delivered by the HSP

2. Population & Geography*OPTIONAL Schedule refresh for 2015/16

Describes the HSP client populations and geography served

B 1. Total LHIN Funding Service Plan*If making changes to 15/16 or 16/17 data, CAPS & Schedule refresh required

Describes the financial and statistical status of the HSP.

2. Clinical Activity – Summary*If making changes to 15/16 or 16/17 data, CAPS & Schedule refresh required

C Reports Identifies and sets due dates for HSP reporting

D Directives, Guidelines, Policies & Standards*Mandatory Schedule refresh for 2015/16

Identifies applicable MOHLTC policies. Changes for 2015/16 will include addition of the Personal Support Services Wage Enhancement Directive (2014)

MSAA Schedule Refresh 2015/16

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Schedule Title DescriptionE 1. Core Indicators

*Mandatory Schedule refresh for 2015/16Identifies indicators, standards and local performance requirements

2a. Clinical Activity Detail*If making changes to 15/16 or 16/17 data, CAPS & Schedule refresh required

2b. CHC Sector Specific Indicators*Mandatory Schedule refresh for 2015/16

2c. CMH&A Sector Specific Indicators

2d. CSS Sector Specific Indicators

2e. CCAC Sector Specific Indicators*Mandatory Schedule refresh for 2015/16

3a. Local Indicators & Obligations*OPTIONAL Schedule refresh for 2015/16

F Project Funding Agreement Template Template used for funding special projects

G Compliance Form completed by the HSPs Board of Directors to declare that the HSP has complied with the terms of the Agreement

TimelinesCompleting the 2015/16 CAPS & MSAA Schedule refresh

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Activity Target Dates

CAPS 60 Day Issuance Notice to HSP’s October 17, 2014

Pan LHIN Community Lead Education Oct 31, 2014

CAPS Launch onto SRI for HSPs Nov 4, 2014

HSP Training Materials Available Nov 4, 2014

LHINs Complete Local HSP Q&A Session Nov 10, 2014

Completed HSP Board approved CAPS refresh submitted through SRI to LHINs by January 9th 2015

Nov 4, 2014 - Jan 9, 2015(9 WEEKS)

LHIN review of CAPS refresh, consultations on MSAA refresh indicators, population of Schedules, and final MSAA Schedule amendments

Jan 9– Feb16, 2015(5 WEEKS)

2015/16 MSAA Schedule amendment letters provided to HSPs Feb 16, 2015

HSP Board Approval of 2015/16 MSAA Schedule amendments March 9, 2015

LHIN Board Approval of 2015/16 MSAA Schedule amendments March 9 – April 1, 2015

Year 2 of the current 2014-17 MSAA comes into effect April 1, 2015

Additional Resources & EducationAdditional Resources & Education for the 2015/16 Refresh

The 2015-17 CAPS User Guide contains important information to assist HSPs in completing the CAPS process. HSPs should refer to the User Guide when completing the 2015/16 and 2016/17 CAPS.

An additional education session for the MSAA LHIN Leads will be held in early January to:• Review the Eforms and provide step by step instruction on how to

generate the refreshed Schedules based on the information provided in CAPS

• Review the 2014-17 MSAA Schedule Amendment process for Schedule (A – optional), B (LHIN dependent), D (Mandatory) and E (Mandatory)

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Completing the CAPS for 2015/16

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Improving the CAPSIncorporating feedback from previous CAPS processes

HSP and LHIN feedback identified the following high level themes:

• Simplify forms.

• Reduce errors through early testing.

• Updated OHRS functional centres.

• New Transfer Payment Business Entities (TPBE) for Sessional Fees.

• Additional lines to report physiotherapists and chiropractors.

• Updated mandatory stats to comply with OHRS.

• Updated edit checks.

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Enhancements for Future ConsiderationContinuous CAPS improvement

The CAPS file may be redeveloped for a 2016/17 refresh to allow LHINs and HSPs to refresh planning targets, if the LHIN chooses to do so or if it is required.

In the effort of continuous improvement of tools and processes, a further evaluation will be conducted following the completion of the 2015/16 CAPS & MSAA Schedule refresh process.

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• The Community Accountability Planning Submission (CAPS) is a three-year planning document that facilitates the negotiation of the M-SAAs between the LHIN and each HSP.

• In the absence of definitive funding targets, CAPS will be based on a planning assumption of 0% base adjustment. CAPS should be prepared to maintain service levels within the 0% planning assumption

• The M-SAA Schedules will be refreshed in the Fall of each year of the agreement to confirm the current year’s planning assumption and to update the agreement’s performance and explanatory indicators

• The provincial due date for the submission of a Board approved CAPS was January 9, 2014.

2014/17 CAPS ApproachWhat is a CAPS and how is it used?

Options regarding CAPS RefreshOption HSP Board

Approval Required

LHIN Action

1. HSP opens CAPS and then submits it without making any changes

No LHIN verifies that no changes have been made

2. HSP opens CAPS and updates the 2015-16 column with approved funding from 2013-14 and/or 2014-15 not previously included in CAPS, but signed back by the HSP through amendment letters

No LHIN to confirm that the incremental new funding has been correctly entered.

3. HSP opens CAPS and makes material changes to the 2015-16 budget column that have not been approved; i.e., service volume adjustments or dollar adjustment.

Yes LHIN to review and consider adjustments on a case by case basis recognizing that the planning assumption is no increase in funding and maintenance of service volumes

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Completing the CAPSCommunity Accountability Planning Submission Tool

Go to https://www.sri.moh.gov.on.ca/UserRegistration/faces/login/index.jsp

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 Here”

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Checking Out your CAPS

Following the instructions and steps in the CAPS User Guide will eventually lead you to the opportunity to “Check Out” and start completing your CAPS (picture shows 2014/15, but the year will be 15/16)

https://www.sri.moh.gov.on.ca/UserRegistration/faces/login/index.jsp

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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.

Note: The ID Edit Check will fail if you do not “Select a LHIN” on this Main Page

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Refreshing the Information All data from the 14/17 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 two columns in yellow will allow you to refresh the information for 15/16 and 16/17 if required.

The yellow columns will be pre-populated based on the blue columns. 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).

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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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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.

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Checking In your CAPS

After you have entered all information and passed the edit checks you are ready to upload your CAPS to SRI again.

Checking In your CAPS into SRI is similar to when you Checked Out your CAPS from SRI

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Submitting CAPS to SRI

You can now submit the report. To do so, right click and select “Submission Status” and then “Submit”. If it does not work, you may need to wait a few minutes so that the upload will take

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Main Contacts

If you have any questions about the CAPS that you have “Checked Out” from SRI, please call or email your LHIN contact

Main Contacts at each of the LHINs is available within the User Guide (pg. 27)

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Release of Documents from LHIN Central West LHIN Web Page hosts the following materials to guide

you through the CAPS process:

• 2015/16 Schedule Refresh Education Session – slide deck

• CAPS User Guide (also available on: https://hsimi.on.ca/hdbportal/OSRI/Training)

On November 4, 2014 the CAPS File was posted on SRI, making it available to the HSPs.

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Next Steps Between November 4– 10th 2014, LHINs will be responsible for holding their own

engagement sessions with their HSPs and seek any questions about completing the CAPS refresh process.

2015/16 CAPS available on SRI Nov 4, 2014.

HSPs given 9 weeks to submit Board approved CAPS (Nov 4 – Jan 9)

Further education for LHINs regarding eForms and MSAA Schedule Amendments will be provided in early January

LHINs given 5 weeks to review 2015/16 CAPS submissions, conduct consultations on performance expectations, and make final MSAA Schedule Amendments (Jan 9-Feb 16)

LHIN Communication Agencies should expect frequent emails from the LHIN regarding FAQs and provincial

communiques

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LHIN Contact Information

Neil McIntosh – Director, Performance and Accountability neil.mcintosh@lhins.on.ca

Tellis George – Director, Funding and Allocation tellis.george@lhins.on.ca

Michael Buchert – Director, Funding and Allocation michael.buchert@lhins.on.ca

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DISCUSSION

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