New Jersey Health IT Health Information Exchange Funding Training

1. Connecting Patients to a Greater State of Health New Jersey Health ITHealth Information ExchangeFunding Training Lori Jefferson Health IT Project & Grant Manager NJHCFFA March 2011

2. Agenda • Subgrantee Agreement • Fund Distribution Schedule • HCFFA Fund Requisition Process • Grant Management Processes • Allowable Costs • Time Tracking • Reporting • Equipment Management • Matching Funds

3. Subgrantee Agreement • Review • Provide Feedback • Process Completion • Questions / Concerns

4. Fund Distribution Schedule Note: Delays in target dates may impact fund distribution date.

5. Funding Requisition Process • Subgrantee Completes: • NJHCFFA Disbursement Form • www.nj.gov/njhit • Will Be Uploaded Shortly to HIE Toolkit • Federal Form sf270: • http://www.whitehouse.gov/sites/default/files/omb/grants/sf270.pdf • HCFFA Reviews Forms & Documentation • HCFFA Budget Analysis Completed • Payment Drawn Down & Transfer

6. Grant Management Processes • Subgrantee Monitoring • Budget Analysis • Time Tracking • Site Visits • Equipment Inventory • Single Audit • Federal Reporting

7. Allowable Costs • Circular References A-122 • http://www.whitehouse.gov/omb/circulars_a122_2004#b1 • Allowable • Unallowable

8. Time Tracking • Time Reporting Worksheet • Process • Weekly Completion • Supervisor Review • Monthly Submission to NJHCFFA

9. Time Reporting Worksheet

10. Reporting • Quarterly • ARRA 1512 • Federal Cash Transaction Report • Progress Report • Annually • Financial Status Report

11. ARRA 1512

12. ARRA 1512 Additional Data ElementsSubgrantee • Sub Award Date • Address • Congressional District • Subrecipient indication of Reporting Applicability

13. ARRA 1512 Vendor Report • Data Elements

14. Federal Cash Transaction Report

15. Federal Cash Transaction Report cont.

16. Federal Financial Status Report Annual

17. Federal Financial Status Report Annual

18. Equipment Management • Record Keeping • Asset Management Tags • Safe guarding & Maintenance • Physical Inventory • Equipment Log Review • Disposition • Valuation • Reimbursement

19. Matching Funds • Record Keeping • Time tracking • Expenditure Classification & Documentation • Entry on Federal Financial Report Quarterly • Impact on Federal Funds

20. Budget Compliance Considerations • Planning Stream • Implementation • Interstate • Intrastate • Expenditure Deadlines • Communication • Reduce Risk – Federal Funds – Remaining

21. Procurement, Suspension & Debarment • Federal Laws, Regulations, Standards – A-102 • Excluded Parties List System (EPLS.GOV) • Procurement Policies • Perform and Document Cost and price analysis • Participate in Green Procurement based on HHS Affirmative Procurement Plan • http://www.hhs.gov/oamp/policies/affirmativeprocurement.pdf • Energy Star Compliance

22. Documentation Management • Accounting records – 3yrs – Project Closing

23. HIE Environmental Scan • Gather Current Data – In Progress • State HIT Medicaid Plan (SMHP) Landscape Data • HIT Steering Committee Meeting Results • ONC Summary Report – HIE Inventory • Use Case Matrix • Output: Maturity Model • Output: HIE Profile per HIE • Complete HIT Profile and Maturity Level – In Progress • Schedule and Conduct Interviews • Conduct Survey? - Use Case Matrix • MU GAPs • Output: Update HIE Profile per HIE (includes HIE demographics) • Assess GAPs and Align Plans and Priorities – Complete by 4/8 • Assess and coordinate plans • Output: Roadmap and Plan Adjustments

24. Environment Scan Output: HIE Inventory and Summary Report HIE Inventory

25. NJ Health IT Website Launched www.nj.gov/njhit Grant Forms and FAQ(s) will be added to Website’s HIE Toolkit