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Grant Administration using Technology

Grant Administration using Technology. Kevin McNeal, Program Manager Ryan White Part A, Phoenix EMA Maricopa County, Arizona. Objectives. Advantages to utilizing technology in Grant Administration Challenges Evolution of a technology-based system of care Results. Advantages .

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Grant Administration using Technology

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  1. Grant Administration using Technology Kevin McNeal, Program Manager Ryan White Part A, Phoenix EMA Maricopa County, Arizona

  2. Objectives • Advantages to utilizing technology in Grant Administration • Challenges • Evolution of a technology-based system of care • Results

  3. Advantages • Reporting and Analysis • Real time reporting • Aggregate data • Monitoring/Oversight • Provider level • Service category level • Streamlining the system • Reduced manual work • Standardized data • Consistent across the continuum

  4. Challenges • Buy – In • Providers • Planning Council • Consumers • HRSA • Implementation • Not overnight – it’s a process • Integrity of Data • Critical to maintain data integrity • Work Flow • Adapting to change • Process development

  5. Evolution • Identify Stakeholders • What do they want/need • Planning Council, HRSA, Consumers, etc. • Identify Program Needs • What do we want/need to tell them • Identify system/technology needs • Infrastructure – Grantee and Providers • What is utilized • What is needed

  6. Evolution • Plan • Timeline – How long will it take? • Standardization (across the system – everyone reporting the same way) • Expectations • Provider • IT • AA Infrastructure • Conversion • How to actually implement the changes • Protect Data Integrity • Testing • Phoenix EMA staggered*** • Review/refine • PDSA • Glitches – expect them

  7. Results • Reporting/Analysis • Data integrity- • Data is from consistent source – The Grantee • Providers report in standardized methodology • Same expectations across the continuum • Multiple providers can be aggregated. • Relational data • Data can be cross referenced across services, providers • Standard Reporting • Information is standardized and reported across continuum • Audience – across all levels • Client level data can report trends and utilization from clients across different service categories. • (Example – graph of PA CM to other services)

  8. BEFORE

  9. Utilization Reports

  10. Utilization Reports - Cont

  11. Data Analysis • Data Analysis/Mining • Central database – Grantee can access the data • Ad hoc reporting • Query reports as questions arise • Relational data • Data is reported across the continuum • Aggregate data reporting

  12. Adhoc Reporting

  13. OUTCOMES • Monitoring/Oversight • Exception reporting – without having to review everything every month. • Trends • Anomalies • Identification of potential issues\ • Client unmet need/service gaps • Cost variances/allowability

  14. Site Visits • Key Factors • Grantee has demographic data • Reviews conducted at random, not from Providers • Real time reporting to Providers • Goal to reduce administrative time spent compiling data • Process • Site Visits are performed annually • Monitoring tool is automated • Data Collection is done on site • Reporting can be finalized within 5 days

  15. Site Visit Tool

  16. Site Visit Tool - Cont

  17. Site Visit Tool - Reporting

  18. Grant Management • Key Factors • Core 75% and Supportive 25% Tracking Formula/Supplemental Tracking • Tracking of Sub Contractors • Balancing to Internal Government Finance System • Timely Reporting of Grant Performance and Expenditures • Goal to Reduce Administrative time to compile data • Process • All data is stored in system • Financial and Programmatic monitoring workflow • Site Visits and CQM Site Visits data is compiled • Grant Performance and Expenditure Reporting can be completed timely

  19. Grant Management Database

  20. OUTCOMES • Streamlining the system • Data Driven decision process • Timely client level reporting • Identify unmet need/service gaps • Relational Data • Client Level Data - Demographics • Service Category • Anecdotal information accounted for • Technical Assistance • Real time TA • TA needs can be addressed at Provider and service level • Goto meeting • Travel Time • Can help them directly at their computer • Can watch them do data entry – real time

  21. Benefits • Reduced Administrative Costs • Grantee • Integrated tools reduce manual data entry and compilation of data • Site visit/ Grant Management database • Adhoc and custom reporting • Queries can be run quickly without having to collect data from multiple providers • Standardized data can compile and aggregate data easily and quickly • Providers • Data connectors (reduce double data entry) • Importer transactions – 6500 transactions / month = 55 hours • Adhoc reporting • Less administrative burden by compiling and reporting data manually to the AA • Variance check points • Providers can quickly check grant compliance/monitor their own activity

  22. Requirements • Understanding what is needed • Developing processes and standards • Technology should be used to reduce time on mundane tasks • Data Entry • Data Compilation – Standard Requirements • Adhoc tools available to answer questions • Validation tests to ensure data is accurate • Technical Assistance for staff and providers

  23. Lessons Learned • Without Buy-In systems will fail • Implementation timelines must be realistic • Include a PDSA cycle • Develop a plan with flexibility • Technical Assistance is critical

  24. Contact Information • Kevin McNeal Maricopa County 301 W Jefferson, Suite 3200 Phoenix, Arizona 85003 602-506-6181 kevinmcneal@mail.maricopa.gov • Julie Young TriYoung Business Solutions, Inc 8024 N 24th Ave, Suite 302 Phoenix, Az 85021 602-424-1700 jyoung@azbizsolutions.com

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