SSIS Fiscal and SSIS Worker

1. SSIS Fiscal and SSIS Worker Terminology disclaimer The terminology used to describe people with disabilities has changed over time. The Minnesota Department of Human Services ("Department") supports the use of "People First" language. Although outmoded and offensive terms might be found within documents on the Department's website, the Department does not endorse these terms.

2. Why SSIS Fiscal? • SACWIS Requirement to include fiscal data and transactions • Payments • Service Arrangements • IV-E Claiming & Reporting • CSIS replacement • Reports • MA Claiming • Integration of case management and fiscal functions

3. Things we have done so far • Payments workgroup • Claiming workgroup • Reporting workgroup • Custom county meetings • Regional county meetings • Working with staff at Computer Systems Support • Begun the clean up of vendor information • Begun the COA Initial Load • SSIS Fiscal Flyer newsletter • distribute current happenings • post surveys or questions for which we need additional input

4. How Will SSIS Fiscal Affect County Operations? • More critical need for data accuracy • Work flow may change • Support needs may change

5. Information Integrity More Important Now • All billing, claiming and reporting done in SSIS Fiscal so accurate information is needed to: • Make payments to vendors • Create and submit accurate claims based on time reporting and purchased services for reimbursement • Send reports to DHS for their use and reimbursement to counties • Cash Flow • Accurate information = County revenue

6. SSIS Fiscal Schedule • SSIS Version 4.0 (pilot August 2005/statewide January 2006) • Set-up maximums for service arrangements, service arrangement groups, Chart of Account, or a group of Chart of Accounts • Create service arrangements • Create Vouchers & Service agreements • Process payments to IFS or other County Accounting System • Generate and transmit state reports • Submit claims to MMIS II

7. Chart of Accounts • The Chart of Account information identifies which account in the General Ledger will be used to pay for the services.

8. Vendor Import • Vendor records import from county accounting system. Changes are made in the county accounting system. • Import will overwrite Bus Org Name, payment address, phone, fax, e-mail, etc. in SSIS. • Need to train SSIS Worker users to search by license type or IV-E eligible indicator. Smith, John Foster Care Home will be overwritten by your county accounting system to John Smith and you may have another John Smith that provides Chore Services.

9. Vendor Import Fields Imported

10. County Preferences Setting

11. Budgeting Choices • Maximums on Chart of Accounts • Choice to Enforce • Choice to Require • Maximums on Chart of Accounts Groups • Service Arrangements • Set Tolerances • Approval Levels • Encumbering

12. COA Group Maximum

13. Service Arrangement

14. Service Arrangement • There are two levels of approval for Service Arrangements. • Service Approval is to approve the services to be provided. • Accounting Approval is to approve the Chart of Accounts, HCPC and other accounting codes

16. Pre-Printed Vouchers • Vouchers can be printed from General Reports in a batch or from Service Agreement or Service Arrangement lookup for individual Service Arrangements.

17. Payment details

18. Chart of accounts updated • If the county uses Maximums on the Chart of Accounts (COA) codes or groups, then the account is updated in the COA so that the dollar amount is listed as expended instead of encumbered.

19. Payment made/Balance remaining • The County Accounting System (IFS for most counties) send a payment confirmation back to SSIS. The payment confirmation includes warrant number, warrant date and amount of payment. The payment confirmation information displays in the payment record. • The payment information is available in SSIS Worker and SSIS Fiscal.

20. Claiming • Seven different claiming categories will be in FISCAL • CW-TCM – Child Welfare – Targeted Case Management • MH-TCM – Mental Health – Targeted Case Management • VA/DD-TCM – Vulnerable Adult/Developmentally Disabled – Targeted Case Management • LTCC – Long Term Care Consultation • RSC – Relocation Services Coordination

21. Claiming • Waivered Services which includes the following: • EW – Elderly Waiver • MR/RC – Mental Retardation/Related Conditions • CAC – Community Alternative Care • CADI – Community Alternative Care for Disabled Individuals • TBI – Traumatic Brain Injury • AC – Alternative Care • Rule 5 – Child residential treatment center for children with severe emotional disturbances

22. Claiming • Eligibility information is received through a nightly interface with MMIS • Worker completes additional eligibility information. For example, for CW-TCM: Indicating if the child is being maltreated, at risk of maltreatment or in placement. • Claiming worker runs proofing and edit reports. • Appropriate changes are made to fix errors.

23. Accurate Information = County Revenue

24. State Reporting • IV-E Abstract • CMHRS • SEAGR • TCM/FP

25. IV-E Abstract Report • The IV-E Abstract report is submitted quarterly to DHS Financial Management. • The IV-E Abstract report is the method for getting reimbursement for the cost of care for a IV-E eligible child’s placement and for reporting IV-E statistics to the federal government. • The IV-E Abstract report looks at payment information, placement information, licensing information for the provider and IV-E eligibility and reimbursability information for the child.

26. CMHRS Report • CMHRS - Community Mental Health Reporting System. • Semi-annual state report that satisfy federal mental health reporting requirements • Includes clients who received Mental Health services provided by county staff

27. SEAGR Report • SEAGR - Social Services Expenditure and Grant Reconciliation Report • Quarterly report on all county social services expenditures and revenues • Failure to submit complete, accurate, and timely SEAGR reports can result in a delay of funding. • The SEAGR report collects information about purchased services and staff provided services based on BRASS (Budgeting, Reporting, and Accounting for Social Services) codes.

28. TCM/FP CSR Report (or 3150.2) • TCM/FP – Targeted Case Management/Family Preservation Client Statistical Report. • This report provides an unduplicated count of clients based on DHS policy. • The information from this report is used to calculate the MA reimbursement rates for Targeted Case Management rate setting.

29. State Reporting • A process of using proofing and error reports will be used for the state reports. • The staff responsible will run proofing and edit reports to identify problems. • The reports are then distributed to staff responsible for fixing the errors. • The proofing and error reports are rerun. • The steps above are repeated until the errors are fixed. • Any required Adjustment entry is completed by the reporting staff. • Verify data included in reports. • Final report is run and submitted. • SSIS will save a copy of what was submitted.

30. Accurate Information = County Revenue

31. County Internal Reports • Enhanced grids provide extensive ad hoc report capability. • Will the county have all staff do this or will you designate experts? • Will the county want some canned reports for which they save parameters so they can be run again? • Who will determine what the county wants on these reports?

32. Enhanced Grid from Chart of Accounts Search

33. Accomplishments When Finished • At the client level, see all services provided or attempted to provide. • See the total dollars expended. • Where appropriate, the purchased services will be included in the state reporting, i.e. SEAGR. • Monitor expenditures for individual Chart of Accounts or groups of Chart of Accounts. • Where appropriate, claims will be generated and submitted to MMIS II for reimbursement. • Track trends over time for comparative data. • Set limits (monitor) on spending from line item detail up to Chart of Account detail. • Optionally set maximums and enforce with error messages or warning messages at the individual county level.

34. Accurate Information = County Revenue