New york Review Module & CnpXpress

1. New yorkReview Module & CnpXpress New York State Department of Health Child and Adult Care Food Program 4.2.2014 Karen Trbovich, MS, RD, CDN Public Health Nutritionist

2. Learning Objective #1 Participants will recognize how use of an automated tool facilitates the process of conducting program reviews while providing web-based data collection and storage.

3. Learning Objective #2 Participants will identify factors to consider during the different phases of implementation of an automated review process, based on a presentation of New York’s experiences.

4. Outline • Review Process in New York • Benefits of automation • Technical Process • Implementation Phases • Training • Data Reporting

5. New York • Conduct ~500 CACFP Administrative Reviews per year • ~35 reviewers statewide • Use laptops in the field with CnpXpress • Integration with a web-based application: CACFP Information and Payment System • Data hosted On-premis

6. Benefits of an Automated System • Standardization • Efficient-quicker to complete a review • Data Reporting- within CIPS & outside CIPS • Gateway to training topics

7. Environment Overview- New York CIPS Web-based CAPs Reports CnpXpress Spreadsheets

8. Training Environment • Separate CnpXpress dedicated to training • Separate CIPS dedicated to training • Separate database • “Masked” Data

9. Outline • Review Process in New York • Benefits of automation • Technical Process • Implementation Phases • Training • Data Reporting

10. Automated Review Process CIPS CnpXpress

11. Progression of CnpXpress & Review Module • Customization of CnpXpress (Sept. 2007) • Pilot Testing CnpXpress • Launch of CnpXpress (June 2008) • Development of Review Module • Launch of Review Module (Dec 2008) • Development of CAPs • Launch of CAPs (May 2010)

12. Design & Development Facts- CnpXpress Nov 2007 1st version to Production April 2014 Next version to Production Total number of versions: 14

13. Design & Development of CnpXpressPrior to Launch • Looked at ~10 reviews/reviewer • Looked at current review questions & regulations • Developed general questions & findings • Add personalization with Standard Comments • Auto-population • Findings &Recommendations generate directly into the report and CAP Letters

14. Types of Review Templates • Homes Review Form • Multi-Center Review Form • Independent Center Review Form

15. CnpXpress- Findings

16. CnpXpress- Standard Comments

17. CnpXpress- Review Report

18. Outline • Review Process in New York • Benefits of automation • Technical Process • Implementation Phases • Training • Data Reporting

19. Phases of Implementation to Users

20. CnpXpress Training- State Users • Trained in June 2008 • In-person training in Albany • How to: • download & upload a review • answer the questions & add findings • generate a review report • use the tablets on reviews

21. Tablet Training

22. Continued Design & Development- CnpXpress & Review Module • Question Log • Spreadsheets • Pre-population from CIPS • Data from the Application, Claim & Review Modules into CnpXpress

23. CnpXpress- Spreadsheets • Income Eligibility Applications • Review of Financial Documents • Monitoring Visits • Vendor Information • Attendance and Meal Counts

24. CIPS is ready!

25. Review Module

26. Review Module Training- State Users • Trained in Dec. 2009 • In-person training in each region • How to: • log into CIPS • create your own review • schedule the review • select the sites to be reviewed • close the review

27. Continued Design & Development- CnpXpress & Review Module • CAP process in CIPS • CAP Letters to the sponsors • “Not Completed” Reviews • Report Development

28. Review Module

29. Review Module- CAPs

30. Review Module- CAPs

31. CAP Training- State Users • Trained in May 2010 • In-person training in each region • How to: • enter sponsor responses • generate Approval & Not Approval letters

32. CAP Training- Sponsor Users • Started in Dec. 2011 • Trained individually during their review • Only “electronic” sponsors who are in CIPS • How to: • Go into CIPS and reply to their CAPs online

33. Staff feedback #1 Q: How do you feel about the transition to CnpXpress? A: “It’s lovely. It’s great. It’s a piece of cake. You can’t rely on it for everything. You still need to use your own words.” ~Maria DeLaCruz, Public Health Nutritionist

34. Staff Feedback #2 Q: How long was the learning curve for you? A: “Minimal. I don’t remember any major hurtles. Smooth transition.” ~Monica Seeber Public Health Nutritionist

35. Outline • Review Process in New York • Benefits of automation • Technical Process • Implementation Phases • Training • Data Reporting

36. Data Reporting • Reporting in CIPS • Customized these reports to meet our needs. • Available through CIPS • Reporting on Reports Server • Using data tables in the backend (SQL) • Reports are deployed to a Reports Website • Subscriptions

37. Key Findings • Less time to complete a review report • Improved reporting abilities • Keep application design simple • Update system requirement documents. • Train staff at the same time. • Do not underestimate the abilities of users.

38. On-going Work • Updating of Standard Comments • Monitoring of the Reviews • Training New Staff & Sponsors • Application Development- wants & needs • Data Reporting

39. CnpXpress- Accomplishments • ~4,100 reviews have been created • ~2,900 reviews have been conducted using CnpXpress • 46 out of 998 electronic sponsors have completed CAPs online

40. Online Demo Use the link to see a video demonstration of CIPS & CnpXpress http://nydontraining.health.state.ny.us/cipsdemo/

41. Karen Trbovich, MS, RD, CDN Public Health Nutritionist New York State Department of Health Child and Adult Care Food Program 518.402.7400 (option #2) kjt03@health.state.ny.us www.health.ny.gov/CACFP