TRI-SERVICE MEPRS CONFERENCE THE ARMY MEPRS PROGRAM OFFICE (AMPO) PRESENTS: ‘GETTING STARTED’

1. TRI-SERVICE MEPRS CONFERENCETHE ARMY MEPRS PROGRAM OFFICE (AMPO) PRESENTS:‘GETTING STARTED’ Presented by AMPO STAFF

2. OVERVIEW OF ‘GETTING STARTED’ TO PROCESS MEPRS DATA FROM IMPORT TO ALLOCATION OBJECTIVE: The objective of this briefing is to provide an overview of what every MEPRS person needs to know before they start processing MEPRS data. This briefing will provide important information on System Access and Other Useful Information. More detailed information and specific guidance are provided in other related training sessions that will be presented throughout the week. Overview Includes: - AMPO MEPRS Analyst POCs - System Access - Important Websites - MEPRS Functional Categories - Primary Sources of MEPRS Data - Operational Inspection Program Checklist - Reconciliation and Transmission Requirements - Metrics and Analysis - Important MEPRS References

3. ARMY MEPRS PROGRAM OFFICE (AMPO) POINT OF CONTACT Burma Barfield - 0901 Jeanie McCleary - 0908 Harold Cardenas – 0905 Gena Ybarra - 0909 DSN 421 COMM 210-295

4. SYSTEM ACCESS • EASi APPLICATION/PRODUCTION: • Accessible via Internet Explorer website: https://eas.csd.disa.mil/eas4i/welcome.jsp . • Contact Army MEPRS Help Desk, Mr. Greg Mitchell at 210-295-0902, DSN 421 for software assistance. • EASi BUSINESS OBJECTS: • This software allows users to access EASi reports within the EASi application. • Requires a DVD at the local level to load EASi BO, BOXi R2 SP6 software to PC Contact MHS Helpdesk at 800-600-9332 to request copies of the DVD. • Contact Army MEPRS Help Desk at 210-295-0902, DSN 421 for assistance in loading software and requesting EASi BO trouble ticket for disabled account. 3) WMSNi/PACS/LADS: • Contact the Army MEPRS Help Desk for assistance on WMSNi systems issues, 210-295-0902, DSN 421. • Contact the Army MEPRS Help Desk for assistance on file transfer of WMSNi to EASi.

5. SYSTEM ACCESS • CHCS for WAM/DWAM: • Contact designated AMPO Analyst for a copy of the CHCS Desktop Guide, v28 September 2007 and to request assistance with problems importing CHCS WAM file to EASi. • Contact local CHCS Database Administrator or Systems Administrator for access to CHCS. • Request access per CHCS Desktop Guide, Appendix G, (v28 September 2007): Recommended Options for MEPRS Coordinators. • CHCS personnel are responsible for SFTP transfer of CHCS WAM file to EASi server. Contact AMPO Analyst for a copy of the CHCS ETU Configuration settings that can be provided to local CHCS personnel for successful SFTP file transfer to EASi. 5) DMHRSi: • Send the name of the new employee to Catherine Soto, Elizabeth Arzola your designated AMPO Analyst and MEPRS Func Mailbox stating that they are a new MEPRS employee. The appropriate roles will be assigned and an e-mail will be sent indicating what roles were assigned. • Accessible via Internet Explorer website: https://dmhrsi.satx.disa.mil.It will ask for CAC login, and you will then be asked to login with you user name and password. This will connect you to the DMHRSi database. If you wish to connect to Discover Viewer, at the login screen you will click on Discover Viewer located at the bottom, entering your user name and password.

6. SYSTEM ACCESS 6) DFAS: • Contact your AMPO Analyst for FTP instructions for accessing DFAS website. If there is an error, please contact your Mid-Tier TASO for instructions to verify your CAC email address. Local MTF Budget personnel can provide DFAS Mid-Tier TASO contact information. • SFTP software is required for accessing DFAS Corporate Server because DFAS Corporate Server is the destination for download of MTF STANFINS file. • SFTP software should be provided by the local IMD office. If the local IMD office does not have the software, it must be purchased by the local MTF. • Contact local IMD for software assistance and problems with SFTP software. • Users should access the following URL to reset their password: https://corp1.dfas.mil/pwsscHome.html.

7. SYSTEM ACCESS 7) The EASIV Repository allows users to query MEPRS data that has been transmitted by all MEPRS offices for Army, Air Force, and Navy, and allows Army users to open the embedded EASIV Repository BO reports in the Army DQ Site Summary Reports. • Each MTF will need to contact the MHS Help Desk, 1-800-600-9332, or mhs_remedy@timpo.osd.mil to request copies of the required upgrade software for user PCs. Sites who already have BOXi R2 SP4 should request the BOXi R2 SP6 upgrade. Sites who do not have BO loaded at all will need both BOXi R2 SP4 and SP6. • Once received, the upgrade software should be provided to the IMD for use and assistance with the installation of the software. The software will need to be loaded for all personnel to access either the EASi Reports or generate queries and reports from the EASIV Repository. Contact designated AMPO Analyst or Mr. Greg Mitchell for EASIV Repository account. • Contact Army MEPRS Help Desk at 210-295-0902, DSN 421to reset password for EASIV repository if account becomes disabled.

8. IMPORTANT WEBSITES • EASi APPLICATION/PRODUCTION: • Accessible via Internet Explorer website: https://eas.csd.disa.mil/eas4i/welcome.jsp.This website link is for EASIV/EASi data entry required to produce a monthly MEPRS report. • AKO Website for MEPRS Guidance: • Army-specific guidance can be found on the AKO website http://www.army.mil/ako/. Access the 70C Comptroller Homepage at: https://www.us.army.mil/suite/portal/index.jsp Hint: To locate the 70C Homepage, the user can type 70C in the Search field. On the 70C Homepage, access FY10 Funding Guidance (FY_FGL_Annex_C) under 70C Comptroller Information Annex C. Annex C is the FY10 MEPRS Policy Guidance which is available in a PDF document. • For the remainder of the MEPRS Policy and Guidance on the 70C Homepage (www.us.army.mil/suite/page/584), go down the screen to locate the 70C Knowledge Centers, select Next Page, and access the MEPRS Guidance Folder which has detailed guidance for GME/GDE, Clinical Administrative Time, Financial Reconciliation Helpful Hints, Operational Inspection Program Checklist, and more. • AMPO Website: • Since January 2007, the AMPO website has not been maintained with current MEPRS guidance; however, it does contain important information published prior to January 2007. The AMPO website is available at: http://www.ampo.amedd.army.mil.

9. IMPORTANT WEBSITES 4) TMA MEPRS Website: • MEPRS Information Portal Website. The MEPRS Information Portal is your gateway to MEPRS related resources, including policy documents, learning materials, data quality metrics, MEWACS, MEPRS Application and Data Improvement (MADI) Workshop, MEPRS Six Sigma Metrics, and much more. The MEPRS Information Portal is available at: http://www.tricare.mil/ebc/rm_home/meprs/index.cfm. 5) Resources Information Technology Program Office (RITPO) Web Page: • As a reminder, individuals needing access to the RITPO webpage must submit a request to Ms. Jennifer Harrison at Jennifer.Harrison.ctr@tma.osd.mil. Access to the RITPO webpage is an important source of information pertaining to EASIV, and provides information on EASIV releases and updates.

10. IMPORTANT WEBSITES 6) DMHRSi CIVILIAN PAYROLL and DMHRSi SYSTEM STATUS: • To verify the status of DMHRSi civilian payroll available for import to DMHRSi, or to verify the status of the DMHRSi system, users should access the URL: https://dmhrsistatus.satx.disa.mil. 7) MHS Learn Website: • The Military Health System Learning Portal is your world-class site for online and blended training. The “NEW” Learning Portal is a centralized, web-based training platform. You can attend courses in a virtual setting and participate in online training for HIPAA, AHLTA, CHCS, DMHRSi, and other assigned training. Users can access the MHS Learn Website URL at: https://mhslearn.satx.disa.mil/ilearn/en/learner/mhs/portal/home.jsp.

11. IMPORTANT WEBSITES 8) EASIV/EASi Training Database: • Contact your AMPO Analyst for a User Id to access the training database. The EASIV Training URL is: https://eastraining.csd.disa.mil/eas4i/welcome.jsp. 9) SAIC CENTRAL FUNDED CONTRACT SALARY INFORMATION: • Salary expense of Centrally Funded SAIC Contract personnel who work at the MTF should be recorded as a manual Free Receipt expense in EASi, Adjustment, Financial. Annual salary amounts for SAIC personnel are available at the SAIC URL: https://www.saic.com/contractcenter/gsa-it/services-rates-it.html.

12. MEDICAL EXPENSE PERFORMANCE REPORTING SYSTEM (MEPRS) FUNCTIONAL CATEGORIES • MEPRS FUNCTIONAL CATEGORIES: Functional Categories represent the hierarchy of accounts in which all expenses and corresponding workload data are collected. The functional categories are Inpatient Care, Ambulatory Care, Dental Care, Ancillary Services, Support Services, Special Programs, and Readiness as shown below: • FINAL MEPRS FUNCTIONAL CATEGORIES ARE: A – INPATIENT B- AMBULATORY C – DENTAL CARE F – SPECIAL PROGRAMS G – READINESS • INTERMEDIATE FUNCTIONAL CATEGORIES ARE: D – ANCILLARY SERVICES E – SUPPORT SERVICES

13. PRIMARY SOURCES OF MEPRS DATA • PERSONNEL DATA: • Man-Hours are manually entered into DMHRSi, and both assigned and available Full-Time Equivalents (FTEs) are automatically calculated with 168 hours as the denominator. • Both DMHRSi record Civilian salary expenses. Actual Civilian Pay (includes government cost) is interfaced directly into DMHRSi and allocated to all MEPRS/FCCs based on number of available man-hours reported by MEPRS/FCC. • Both DMHRSi record Military salary expenses. Military Pay is calculated using a standard DOD Monthly Composite Military Rate which is based on Military Rank. The Monthly Composite Military Rate (includes estimated government cost) is allocated to all MEPRS/FCCs based on number of available man-hours reported by MEPRS/FCC. • Contractual man-hours and FTEs are reported in DMHRSi. Contractual salary expenses are not reported in DMHRSi, but are reported in STANFINS/GFEBS financial data and interfaced into EASi. Centrally funded contractors should report man-hours in DMHRSi, and a Free Receipt financial entry representing salary expense should be manually recorded in EASi in Adjustments, Financial. • When the FTE and salary expense data are finalized in DMHRSi, then it is interfaced into EASi for processing of the monthly MEPRS. All of the final DMHRSi FTE data is included on the EASi Systems Interface Personnel Report when the DMHRSi personnel data interfaces into EASi.

14. PRIMARY SOURCES OF MEPRS DATA • FINANCIAL DATA: • STANFINS/GFEBS represents data processed by the local Budget Office. STANFINS/GFEBS is the primary source of financial data in EASi. • In STANFINS, the MEPRS/FCC is usually located in the Budget ‘FCA’ field on the APC table, and is prefaced with a ‘B’. For example, the Internal Medicine MEPRS/FCC of BAAA is entered as BBAAA in the FCA field on the APC table. If the local Budget personnel use the FCA field on the APC, then the MEPRS/FCC is entered in the Special Project Code Field and prefaced with an ‘XB’. For example, the Internal Medicine MEPRS/FCC of BAAA is entered as XBBAAA in the Special Project Code field on the APC table. In GFEBS, the MEPRS/FCC code is assigned to either a cost center or WBS Element. • STANFINS/GFEBS includes YTD Expenses and YTD Obligations for Civilian Payroll, Supplies, Equipment, Contracts, etc. for all obligation years. STANFINS/GFEBS at the MTF level does not include Military Pay, Depreciation, or Centrally Funded Contract Free Receipt Expenses. • EASi purges/deletes STANFINS/GFEBS Civilian Payroll because DMHRSi Civilian Payroll data is used in the final EASi processing. EASi purges/deletes prior year obligation data because this information is not used in the final EASi processing. • When the STANFINS/GFEBS financial data is interfaced into EASi, it is visible in the Systems Interface Financial Pure Report. This includes the Civilian Payroll and Prior Fiscal Year Obligations that are purged/deleted later in the final EASi processing. • Manual Financial entries are added to EASi for Depreciation and Centrally Funded Contract Free Receipts. This is the second source of financial data in EASi.

15. PRIMARY SOURCES OF MEPRS DATA • WORKLOAD DATA: • Most EASi data sets are populated by CHCS/WAM when this workload data interfaces into EASi. Initialization of CHCS/WAM data is time-sensitive, and to prevent problems in processing this data, the Annual and Monthly Initialization process should be performed during the designated timeframes. If users do not have a copy of the CHCS Desktop Guide, please contact your designated AMPO Analyst. • CHCS/WAM must be initialized on an annual basis during the month of October. Users should review and update their MEPRS/FCCs and Dataset ID file (DSI) to determine which MEPRS codes should interface from CHCS to WAM to EASi to automatically populate designated EASi Datasets. • On the first day of each month, the CHCS/WAM module should be Initialized. On a monthly basis, the CHCS/WAM data must be Verified, Approved or Rejected, and Transmitted to EASi once the CHCS/WAM workload has been Approved. The Transmission generates an ASCII file which is automatically sent to the EASi server for interface. • Remaining Workload is manually entered into the Datasets in Adjustments, Workload. Examples of manually entered workload are Dental workload (CAA*), Anatomic Pathology (DBB*), Biomedical Equipment Repair Hours of Service, # of Miles Driven, etc. • To assist in identifying the source of workload, recommend creating a spreadsheet of the current EASi ASD table and make a notation next to each MEPRS code to designate if the workload source is CHCS or local report. • Users can view the Dataset Accepted Report to see the final workload that was interfaced from CHCS/WAM into EASi or final workload manually added to the EASi datasets.

16. OPERATIONAL INSPECTION PROGRAM CHECKLIST • OPERATIONAL INSPECTION PROGRAM (OIP) CHECKLIST: • AMPO has created a MEPRS Operational Inspection Program (OIP) Checklist. This checklist provides an itemized listing of minimum requirements that should be accomplished by MEPRS personnel on an annual and/or monthly basis. It is critical for new MEPRS personnel to review the OIP Checklist to ensure that they are performing the minimum requirements. If the MEPRS personnel do not have a copy of the AMPO OIP Checklist, they should contact their designated AMPO Analyst. • One OIP requirement that should be completed first is to compare the MEPRS/FCCs established in all source systems and tables to ensure they match so that FTEs, Expenses, and Workload are aligned. The MEPRS/FCCs should be aligned to report the same cost center or workcenter on the following: Budget APC table, DMLSS APC Table, CHCS/WAM, DMHRSi, STANFINS, EASi, WMSNi, LADS, & PACs, GFEBS cost center and WBS files and any other files or reports maintained at the local level. • The current EASi ASD table should be updated to reflect the changes made to the MEPRS/FCC in the current fiscal year. The EASi ASD table should be compared to the MEPRS Reporting Components by FCC to verify that the MEPRS code is included on the official Master MEPRS table maintained by AMPO. If the MEPRS POC does not have a copy of the MEPRS Reporting Components by FCC, then please contact designated AMPO Analyst. • After reviewing that the EASi ASD table is up-to-date, the Datasets in EASi need to be updated for Includes or Excludes so that the allocated costs are consistent with AMPO policy. Updates to the Dataset Includes/Excludes should be completed prior to any allocation of a monthly MEPRS. If the MEPRS POC does not have a copy of the Dataset Guidelines, please contact designated AMPO Analyst.

17. RECONCILIATION AND TRANSMISSION REQUIREMENTS • RECONCILIATION REQUIREMENTS: • MEPRS personnel should complete several reconciliation processes prior to transmitting their monthly narrative. Monthly reconciliation requirements are provided below. If the MTF MEPRS POC does not have a copy of the guidance for the reconciliations listed below, they should contact their designated AMPO Analyst. • Outpatient Workload and Man-hour Reconciliation. • Inpatient Workload and Man-hour Reconciliation. • GME-GDE Reconciliation. • Financial Reconciliation. • TRANSMISSION REQUIREMENTS: • After resolving all EASi import errors and warnings and completing all reconciliations, MEPRS personnel can run a monthly allocation to transmit their monthly MEPRS data to the EASIV Repository. • A copy of a signed Financial Reconciliation should be submitted to the MEPRS Functional Mailbox and designated AMPO Analyst prior to any transmission/retransmission. • A signed monthly Narrative should be submitted to the MEPRS Functional Mailbox, designated AMPO Analyst, Karen Lameo, and Patti Morelli within 3 days after the transmission or retransmission of any fiscal month.

18. METRICS and ANALYSIS • AMPO DISCREPANCY METRICS, DQ SUMMARY REPORTS, & ANALYSIS: • AMPO staff perform a review of monthly transmitted MEPRS data to identify discrepancies transmitted to the EASIV Repository. Discrepancy metrics and reports produced by AMPO staff are provided below. MTF MEPRS personnel are expected to correct all AMPO discrepancies and DQ Summary Report discrepancies and retransmit corrections within 30 days after notification of discrepancy/error. MEPRS personnel should use the MEPRS Code Occurrence Report to assist in resolution of discrepancies. • Unauthorized FTEs Reported in Ancillary Accounts distributed via email. • Inpatient and Outpatient Workload with Zero/Negative Expense distributed via email. • Zero Inpatient and Zero Outpatient Workload with Expense distributed via email. • Data Quality Summary reports include approximately 80 metrics and are distributed in a narrative to designated MTF MEPRS POCs via email. • The EASIV Repository is also used to perform Analysis of transmitted MEPRS data for comparison to M2 data to analyze average direct, overhead, and total cost per RVU/RWP, etc. When a MEPRS office transmits errors/discrepancies in the metrics listed above, AMPO performs an analysis with EASIV Repository data and M2 RVU data by Provider ID to validate if a specific MEPRS/FCC represents a standalone workcenter. • The majority of AMPO discrepancies are the result of a MEPRS/FCC that does not meet the criteria of a standalone workcenter, and the MEPRS/FCC was created to track a type of workload, program, patient type, etc. These MEPRS/FCCs should be deactivated to eliminate future discrepancies/errors.

19. METRICS and ANALYSIS • MEWACS and TMA MEPRS Metrics: • Using EASIV Repository data, MEWACS measures multiple outliers and variances for each MTF for all three Services. MEWACS metrics are available on the TMA MEPRS Website which is referenced in this briefing in Important Websites. • All MEPRS personnel should review MEWACS outliers and variances for their transmitted MEPRS data at least once a month. • The TMA MEPRS Website also publishes Six Sigma Metrics using a combination of EASIV Repository and M2 data. This data provides a comparison of each MTF within specific categories; e.g., MEDCEN, Clinic, etc.

20. IMPORTANT MEPRS REFERENCES • There are several references that provide both DOD and Army specific MEPRS guidance. If the MTF MEPRS POC does not have a copy of specific documents listed below, or needs assistance in accessing documents, please contact designated AMPO Analyst. • DoD 6010.13, MEPRS Manual current version is available on the TMA MEPRS Website. The 6010.13-M provides the descriptions of the MEPRS/FCCs listed on the EASi ASD table and Appendix 3 Business Rules for Man-hour reporting. • DoD 6015.1- M, "DoD Glossary of Healthcare Terminology. • AMPO MEPRS Policy published on the AKO and AMPO website. • AMPO Operational Inspection Program (OIP) Checklist. • MEPRS Reporting Components by FCC. • Inpatient and Outpatient Reconciliation Policies. • GME-GDE Reconciliation Policy. • Financial Reconciliation Helpful Hints and standardized financial Excel spreadsheet. • Standardized monthly Narrative format. • CHCS Desktop Guide for MEPRS Personnel. • WAM Fiscal Year Initialization Guidance.