MEPRS Connecting the Dots

1. MEPRSConnecting the Dots Tri-Service MEPRS Conference 26Jul10

2. ?? WHAT IS MEPRS ?? The Cost Accounting System which provides consistent principles, standards, policies, definitions, and requirements for the accounting and reporting of expenses, manpower, and performance of Army, Air Force, and Navy fixed military medical and dental facilities.

3. BASICS • Read, Understand, Implement Policy & Guidance • File & Table Builds/Updates • Understanding EAS Business Rules • EAS IV Repository • Quality Data • System Interfaces (source files) • CHCS • DMHRSi • WMSNi • GFEBS/STANFINS • Software

4. Available Training • Available Training • 5M2U (Five Minute MEPRS University) - http://www.meprs.info/5M2U/ • QUEST - http://www.meprs.info/quest.cfm • DMHRSi – Help Function • Tutor Process • EASi – Help Function • CHCS System Administrator (local) • CHCS User Desktop Guide

5. Getting Access • EAS • Local MEPRS Office Personnel • System Services – User Management • EAS IV Repository • AMPO • Must take and pass a short exam on MEPRS data (5-6 Qs) • Complete/Submit a Request thru MTF MEPRS Coordinator to AMPO/TMA • DMHRSi • Local SAA – Submit request to dmhrsiaccounts@tma.osd.mil • Employee Self Service • Timekeeper Specialist • Labor Cost Assignment (LCA) - all LCA Roles • Must submit request to AMPO • CHCS/WAM • Local CHCS DBA • Secondary Menu – DGNAS WAM USER • Security Keys – DGNAS USER

6. Software • Internet Explorer • Required links • EASi: https://eas.csd.disa.mil/eas4i/welcome.jsp • DMHRSi: https://dmhrsi.satx.disa.mil/OA_HTML/AppsLocalLogin.jsp • AKO: https://www.us.army.mil/suite/login/login.fcc • EAS IV Repository https://eascr.csd.disa.mil/businessobjects/enterprise115/desktoplaunch/logonFullClient.jsp • GFEBS: https://prodep.gfebs-erp.army.mil/irj/portal • MS Office • Excel • Analysis • Reports • Pivot Tables • Word • Policies/guidance • Power Point • Presentations

7. Software (cont.) • Business Objects Xi • EASi Reports • EAS IV Repository AdHoc Reports/Queries • Acrobat Reader • *.pdf files

8. Policy & Guidance • MEPRS Management Improvement Group (MMIG) • Responsible for: • Development, implementation and management of MEPRS policies, • Procedures and business practices, • Integrating the collection, processing and reporting • Standard workload, financial, and labor data in the EAS. • Ensures MHS business practice standardization and procedural compliance related to • the preparation, • validation, • audit, • submission and reporting of MEPRS data. • Operates under the auspices of the TMA Resource Management Steering Committee (RMSC).

9. Policy & Guidance • FY Funding Guidance Letter • MEPRS Annex • Required Documents • Criteria for a Stand-alone Work Center • FY Reporting Components by FCC • ASN Order and Data Set Guidelines • G Account Readiness Business Rules • MTF Processing & Submission Dates • Financial Reconciliation Helpful Hints • Narrative format • GME – GDE Guidance & Business Rules • EASi Tables - (downloadable from within EASi) • CHCS Workload Desktop Guide • DMHRSi LCA Student Guide???? • EAS Functional User’s Guide • EAS IV Repository Functional User’s Guide

10. System Interfaces • CHCS • WAM • DMHRSi • EAS Create File • WMSNi • GFEBS/STANFINS • GFEBS – auto upload to EASi • STANFINS – manual retrieval and upload into EASi

11. MEPRS DATA FEEDERS - FLOW - SOURCES Workload CHCS/AHLTA Web Viewer WWR ADS TPOCS CHCS: CHCS Admissions / Discharges Bed Days WAM Visits Ancillary Workload Business Objects EAS IV REPOSITORY MEPRS data is available from Multiple sources: EASi EASIV Repository M2 MDR EAS IV However, not all data elements may be present or produce similar results –timing – level of aggregation – Service – specific v. DoD Standardized LEGEND: Subsystem Data Financial Personnel Expense Obligation Civilian Salary Main Account / BS Limit Functional Area/AMSCO Commitment Item /EOR Database STANFINS GFEBS DMHRSi Display Personnel data Man Hour Data via the EAS Create file Document

12. File & Table Builds/Updates • EASi • Account Subset Definition Table (ASD Table) • Datasets • CHCS • Site Definable MEPRS Table • CHCS Templates • Schedule Management • Provider File & Table • DMHRSi • Project # • Task List • Organizations • WMSNi • GFEBS/STANFINS • Cost Center Table (GFEBS) • APC Table (STANFINS)

13. Financial • STANFINS - Data Elements • Schedule Type • MEPRS FCC • Dept FY • Basic Symbol/Limit (BSL (APPROP)) • Army Management Structure Code (AMSCO (PEC)) • Element of Resource (EOR (SUEE/SEEC)) • FYTD Expenses • FYTD Obligations • Operating Agency (OA) • Allotment Serial Number (ASN) • Source of Funds (SOF) • Calendar Month • Calendar Year • Limit • Program Directors Code

14. Financial • Source System • Calendar Year • Calendar Month • DMIS ID • MEPRS FCC • Commitment Item (EOR/SUEE/SEEC) • Main Acct Code (BS) • Limit • Period of Availability (FY Date) • Reimbursable Flag Indicator • Functional Area (AMSCO) • FYTD Obligations • FYTD Expenses • Cost Center (OA/ASN) • Order • WBS Element • Fund Center • Number of Bytes • Number of Records • GFEBS - Data Elements Header Record Detail Record Trailer Record

15. DMHRSi • Detail Record • *Unit Identification Code (UIC) • *DMIS ID • *Functional Cost Code • *Service Unique Expense Element • *Service Unique Program Element • *Basic Symbol Limit • *Skill Type • *Skill Type Suffix • *Service Unique Occupation Code • *Personnel Category • *Duty Indicator • *Source of Funds • Available Salary Expense • Nonavailable Salary Expense • Assigned FTE • Available FTE • Nonavailable Sick/Hosp FTE • Nonavailable Leave FTE • Nonavailable Other FTE • Available Workhours • Nonavailable Hosp/Sick Workhours • Nonavailable Leave Workhours • Nonavailable Other Workhours • Data Elements • Header Record • Source System • Version • *Unit Identification Code (UIC) • *Group/Parent DMIS ID • *Calendar Year • *Calendar Month • Filler • Trailer Record • Total Number of Bytes • Total Number of Records * Denotes key element

16. DMHRSi • Derived Data Elements • *Service Unique Expense Element • *Basic Symbol / Limit • Pers Category • Reservist • Reserve Type • Contractor • Contractor Type • Skill Type • Local National • LN Type • Country Code • *Duty Indicator • Assigned Organization • Group • Project / Task Charged ***Labor Cost Assignment Desk Reference Guide*** Provides detailed information on the exact mapping of the derived data elements

17. WMSNi • Obtaining WMSN file for Import into EASi • Previous process: • MTFs contacted AMPO Help Desk (Greg Mitchell) • Current process. • Contact USAMITC Helpdesk to create a trouble ticket to have the WMSN file sent. • 800USAMITC@us.army.mil

18. Understanding EAS Business Rules • EAS Functional User’s Guide • Error Codes – defined • Import Errors • Initial Validation Checks • ECU Warnings/Errors • Document reason for correction – Audit report is more useful if documented in comments; not just code • Pre-Allocation Validation • Warnings - must be addressed, cannot be over-ridden • Errors

19. Data Sets • DoD 6010.13-M, Appendix 1, Table 1 • Identifies possible datasets • Data to capture (Raw/Weighted) • Allocation Factor (Raw/Weighted) • Service Unit • FY Guidance • Identifies FCC Includes/Excludes • ASN Order

20. Financial Reconciliation • Auditable financial data • Financial • Compare and validate financial data from the source system correctly interfaced into EASi • All adjustments made to the STANFINS data in EASi have been documented • Enter data from the STANFINS AVK 329 (218) Report • Compare data from • 218 Report • EAS Systems Interface Financial Pure Report • Reconcile 218 Report to EAS Systems Interface Financial Pure Report • Personnel • Compare and validate all personnel financial data from DMHRSi interfaced correctly into EASi • All adjustments made to the DMHRSi source data in EASi have been documented. • DMHRSi EASIV Summary View Report and EASi Personnel Pure Month Net • EASi Personnel Pure and Personnel Accepted Report Month Net • EASi Month Net Personnel Accepted and Direct Expense Accepted Reports

21. Financial Reconciliation • EASi Final Reconciliation • Compare amounts from the • EASi Financial Pure Civilian Pay YTD • Direct Expense Accepted Civilian Pay YTD (DMHRSi) • Determine amounts that are automatically deleted by EASi after financial data is interfaced into EASi • Adjustment Explanation Tab • Month net differences between the DMHRSi EAS IV Summary View Report and the EASi Personnel Pure Report • Month net adjustments made in EASi to increase or Decrease Personnel Salary Data • Shows difference between EASi Personnel Pure and EASi Personnel Accepted Reports • Personnel Adjustments that do not increase/decrease personnel salaries • Transfer adjustments only • Financial Adjustments (entries added to Financial Pure data (YTD amts only)) • Depreciation • SAIC - centrally funded salary • DENCOM (Dental Asst, Dentists) - centrally funded salary • Marriage & Family Therapy Social workers – centrally funded

22. Financial Reconciliation • Adjustment Explanation Tab • YTD Miscellaneous adjustments added to EASi Financial Pure Data • YTD Miscellaneous adjustments deleted to EASi Financial Pure Data • Higher headquarters costs in financial pure - (BZ***) • Payroll EORs in #EMPTY in financial pure • EORs 15NZ, 17NZ, etc. - Any Payroll EORs which are expired, in # Empty, & deleted by EASi • DLA Supply Credit Card adjustments - (BYDLA) • Bad Debt on collections - (BYBAD) • OPLOC default database APC (Formerly GPAY,9999) - (BZDFS) • Delete VET Regional Command - (BZVET) • Delete Regional Medical Command - (BZRMC) • Delete Regional Dental Command - (BZRDC) • Delete Tri-Care Regional Office (TRO) - (BZTRO) • Delete Multi-Market Service Office (MSMO) – (BYMSO) • Delete Regional BRAC Office/Team – (BZBRC) • Delete Community Based Health Care Organization (CBHCO) – (BZCBH) • DHP Inventory in financial pure – (BYRIN) • Delete VET Direct Expenses and Obligations – (BYVET) • Korean payroll in financial pure – (EOR 2566) • Delete accounts receivable – (EOR 4601) • Delete amounts processed in – (EOR 2721)

23. Financial Reconciliation • Adjustment Explanation Tab • Financial Section – Miscellaneous items which do not add or delete EASi Financial Pure Data Report • MEPRS FCC Change • AMSCO Change • EOR Change • EASi Final Reconciliation • YTD Amounts in the EASi Financial Pure Report and the Financial Direct Expense Accepted Report • Military salary YTD – Direct Expense Accepted Report (EORs 1190, 119A, 119B, 119*, 117F, & A420) • Total YTD EASi Financial Direct Expense Accepted Report (no filters)

24. Monthly Narrative • Required format • Required information • Items of Noncompliance – known violations of business rules • Inpatient Care (This section should include the date when the Inpatient Workload and Man-hour Reconciliation was completed.) • Ambulatory Care (This section should include the date when the Outpatient Workload and Man-hour Reconciliation was completed.) • Dental Care • Ancillary Care • Administrative and Support Services • (Note: In this section, verification should be provided every month on the work centers by MEPRS/FCC and EOR which do not receive support from Logistics to assist in validating entries in the EEA* datasets) • Special Programs • Medical Readiness

25. Monthly Narrative • Required information • Personnel Issues • Financial Issues • Include a listing of month net credit expense balances (by MEPRS/FCC) which were created by Budget adjustments. • Other Comments. General issues can be included in this section. • Square Footage: Square footage changes by MEPRS/FCC and square footage amount per month • MEPRS/FCCs Activated and/or Deactivated by fiscal month. Cumulative YTD changes • Date Financial reconciliation was completed • Date forwarded to the MEPRS Functional Mailbox • MEPRS Monthly Retransmission: The monthly MEPRS was retransmitted on (Date) because an adjustment was made in EASi to correct (provide summary explanation). The recertified financial reconciliation for this retransmission was submitted to the MEPRS Functional Mailbox on (Date).

26. Quality Data • Site Summary Reports • File/Table Builds/Updates • EASi Errors/Warnings • Data Set Checks/Balances • AMPO Discrepancy Report • EASi Errors/Warnings (Pre-allocation Validation) • MEPRS Code Occurrence Report (MCOR) • Unauthorized FTE Errors Reported in Anesthesia and Nursing Accounts • Assigned Personnel Report • Summary View Report

27. EAS IV Repository • AdHoc query tool • MEPRS Code Occurrence Report • Assist with identifying cause for discrepancy • Identifies total cost/expense • Financial Pure • Direct • Purified • Providing FCCs Allocated expense • FTEs • Active User Acct, never used – 58.9%(545/321)

28. M2 Data • What EAS Data is contained in M2? • Where does it come from? • How is it derived?

29. MEWACS • MEWACS is a web application that identifies anomalies in MEPRS data transmitted to the EAS IV Repository. MEWACS highlights MEPRS reporting compliance, data trends, and allocation activities using color-coded indicators. When data points appear anomalous, MEWACS flags the issues and alerts the user that an error may have occurred during data processing or transmission. This alarm system prompts MTFs to investigate their data and apply the necessary corrective actions in a timely manner. By reviewing MEWACS routinely, MTF personnel can ensure EAS IV Repository data provide an accurate representation of their site operations. MEWACS is available at www.MEPRS.info to help sites validate their EAS IV Repository data. • Each month, the TMA MEPRS Program Office takes a data snapshot of the EAS IV Repository and presents the information in MEWACS. The extraction includes up to 36 months of data, reflecting new and corrected transmissions in the MEWACS application

30. IMPORTANCE • Review & Analyses • Cost per Sq Ft of “Dead Space” • Contract Augmentation of contract in-patient services (RTF – Substance Abuse) • Business Case Analysis • MTFs are required to submit when new service is planned to be offered • Business Plans • MTFs are required to submit to show how they expect to perform and become/ remain fiscally solvent • Provider Productivity • Used to determine potential levels of access to care • Used in PPS and PBAM • Prospective Payment System (TMA) • Used to determine Service Level funding • Performance-Based Adjustment Model (MEDCOM) • Used to determine MTF level funding

31. MTF Ranking • Sum of MTF score determines initial MTF Rank • MTFs ranked based on • Peer Group • MTF Score determined by points earned • EAS Timeliness • DMHRSi TC Compliance • Missing Narratives • Missing financial Reconciliations • AMPO Discrepancies • DQ Discrepancies • Unauthorized FTE Discrepancies • EASi Timeliness • DMHRSi Timecard Compliance • Score is derived from point values assessed for compliance with:

32. MTF Ranking