An Introduction to the Performance Improvement & Measurement System (PIMS)

1. An Introduction to thePerformance Improvement & Measurement System (PIMS) Grantee Partnership Meeting CDR Valerie Darden U.S. Department of Health & Human Services (HHS) Health Resources & Services Administration (HRSA) Office of Rural Health Policy (ORHP) September 1, 2009

2. PIMS OVERVIEW • Background • Purpose • Access to PIMS • Using PIMS • Walk Through/Live Demo • Expectations • Deadlines • Questions?

3. BACKGROUND • To help quantify the impact of ORHP funding on access to health care, quality of services, and improvement of health outcomes, PIMS—a data collection tool-- was developed to be compatible with HRSA’s Electronic Handbook (EHB). • Data reported through PIMS fulfills the Government Performance Results Act (GPRA) requirements, which shares programmatic impact information with Congress.

4. BACKGROUND CONT. • The measures in PIMS were developed by ORHP with input from ORHP grantees over the period of roughly 2 years. • Measures were standardized to allow for comparison across the varied programs within ORHP. • Measures are nationally-accepted.

5. PURPOSE • Grantees use the system to track their own performance • ORHP uses the system to improve their programs as a whole; and • ORHP can better explain all of the great activities grantees have accomplished by generating program reports with this data.

6. PIMS ACCESS • Grantees will access PIMS through HRSA’s Electronic Handbook (EHB) at: https://grants.hrsa.gov/webexternal/login.asp • You must have your EHB username and password to login. • From the EHB welcome page you can view your grants portfolio. Select the appropriate grant program and click on “Open Grant Handbook”.

7. PIMS ACCESS CONT. • Next you will click on “Performance Reports” in the Grant Menu bar on the left of the screen. • Choose “Start Report” in the ORHP report box to begin data entry in PIMS. • You will be re-directed at this point to the PIMS Home Page. Click “Continue” to begin using PIMS.

8. USING PIMS • There are 3 sections to the PIMS report: • Demographics • Environment & Technology • Measures • You can navigate between sections from the “Report Navigation” menu. • Instructions • Located at the very top of each page. Reference this section for clarification on terms/definitions. Note: Special instructions for Quality grantees appear in blue text.

9. USING PIMS CONT. • PDF Print Feature • Allows you to save and/or print hard copies of all 3 reports within PIMS. • Save Function • After entering information for each of the 3 reports be sure to click the “Save” button to write the information to the PIMS database. • Data entry is self-paced. Once you have entered all the data for a report select “Yes” for “Is the form Complete” field. • The system will prompt you to save or discard any changes made on a form when you choose another link or try to close your browser.

10. USING PIMS CONT. • Edit Function • Modifications can be made anytime before you validate and send the report to your project officer. • Validate/Submit Report • If there are validation errors, a warning message is generated listing the items that need to be corrected. • Once validated you will be prompted to submit the report to your project officer. If you need to make corrections after this point, you will need to contact your project officer.

11. WALK THROUGH • Note: Insert screen shots to illustrate key features or begin live demo on the internet.

12. EXPECTATIONS • We realize that it may not be feasible for some organizations to collect all the information requested. However, we expect grantees to make a good faith effort to report as much information as possible. If you enter zero for a mandatory field, provide an explanation in the “Comments” section located on the bottom of each report page.

13. DEADLINES • Data from the reporting period 09/01/2008 08/31/2009 is due by 09/30/2009.

14. PIMS Questions?????? Valerie’s contact information 301-443-0837 vdarden@hrsa.gov