An Introduction to the Substance Use Disorder Prevention
An Introduction to the Substance Use Disorder Prevention and Mental Health Promotion Online Reporting System (Minerva) for CPWI and CBO Contractors Presented by DBHR Staff January 8, 2019 www. The. Athena. Forum. org/Minerva www. The. Athena. Forum. org/MKB Prev. MIS@hca. wa. gov
Today’s Agenda Time (approximate) Topic 8: 00 AM – 8: 15 AM Welcome, Introductions, About This Training, Resources on Athena, Discussion of Two Contractor Types (CBO and CPWI) in attendance 8: 15 AM – 8: 30 AM The Logic of Minerva 8: 30 AM – 8: 40 AM Planning for Data Entry 8: 40 AM – 9: 00 AM System User Roles and Responsibilities in Minerva: Prog. Admin, Admin/State Manager, Tier 1, Tier 2, and Tier 3 System Users 9: 10 AM – 10: 00 AM Program Planning Profiles: Introduction and Activity 10: 00 AM – 10: 40 AM Implementation – Activity Reporting (Activity Logs): Introduction and Activity 10: 40 AM – 11: 10 AM Enter Session Data: Introduction 11: 20 AM – 11: 40 AM Evaluation & Reports: Introduction and Activity 11: 40 AM – 11: 50 AM Questions and Conclusion for Morning Session 11: 50 AM – 12: 30 PM Lunch on your own 12: 30 PM – 2: 00 PM Data Entry: Program Plans, Activity Logs, Enter Session Data 2
About this Training • Our Goal for Today is to provide an informative learning session on Minerva. • Questions are welcome at any time! – Webinar: please use the chat box. – Computer lab: please raise your hand. • Take breaks as you need them. We also have scheduled breaks. • Please work to minimize distractions and allow yourself to focus. 3
Resources on Athena www. The. Athena. Forum. org Athena/Minerva page www. The. Athena. Forum. org/Minerva Knowledge Base www. The. Athena. Forum. org/MKB 4
Two Contractor Types: CPWI and CBO • Community Prevention and Wellness Initiative (CPWI) Contractors – Coordination and implementation of prevention services tailored to local conditions by a coalition comprised of sector representatives and includes school-based Student Assistance Professional services (managed by ESD). • Community-Based Organization (CBO) Contractors: – Coordination and implementation of prevention services tailored to local conditions. 5
The Logic of Minerva’s structure follows the Strategic Prevention Framework (SPF). CPWI Communities use the SPF as part of their entire process. For CBO contractors, the SPF is reflected in DBHR’s planning before grant funding is released. 6
The Strategic Prevention Framework 7
Minerva and the SPF You can return Home by clicking this link, from anywhere in Minerva. 8
Activity • Instructions for all Activities: – Seth will share instructions a step at a time. – Raise your hand when you have completed each step. If on the phone, say your name and “ready. ” – Wait to move on to the next step (even if it seems obvious) until all are ready. – DBHR staff will make sure everyone is at the same step, then we’ll move on. 9
Activity: Log-in www. The. Athena. Forum. org/Minerva 10
Activity: Log-in www. The. Athena. Forum. org/Minerva 11
Activity: Log-in www. The. Athena. Forum. org/Minerva 12
Minerva Login Screen To Login, enter your Username and Password and click Login.
Minerva Home Screen In the upper right, you always have You can return access to. Home threeby key tools. clicking this link, from anywhere in Minerva.
Minerva and the SPF This menu of Modules is always. You can return Home by visible. clicking this Modules correspond link, from to stages of the SPF. anywhere in Minerva. 15
Minerva and the SPF: Selected Modules • Organization Profiles: Enter, edit, or view contact information on entities you are associated with, in Minerva, including entity specific budget allocations. • Budget: Enter, edit, or view Budget Allocations for entities you are associated with, in Minerva. 16
Minerva and the SPF: Selected Modules • Planning: Enter, edit, or view Program Planning Profiles. Enter one Program Planning Profile for each program on your approved plan. 17
Minerva and the SPF: Selected Modules • Implementation: – Activity Reporting: Enter, edit, or view Activity Logs. – Coalition Coordinator/Tribe Px Staff Hours: Enter, edit, or view monthly hours reports (optional for Tribe Px staff). – CPWI Quarterly Reporting: Enter, edit, or view CPWI Quarterly Reports (CPWI contractors only). 18
Minerva and the SPF: Selected Modules • Partners & Staff: Enter, edit, or view contact information on Partners and Staff. • Enter Session Data: Enter, edit, or view session data. 19
Minerva and the SPF: Selected Modules • Import/Export: Import individual participants using the Import Template, directly into an Activity Log. • Evaluation & Reports: Request reports on a wide variety of Planning and Implementation activities to view data previously entered into Minerva. 20
More than Minerva • Minerva is a tool for implementing the Planning Framework but it is not the Framework itself! • It is a reflection of the work that you are doing on the local level. 21
More than Minerva • Minerva is a tool for implementing the Planning Framework but it is not the Framework itself! • It is a reflection of the work that you are doing on the local level. 22
More than Minerva • Why do we use Minerva? – – To tell our prevention stories in order to share successes. To protect existing funding and secure new funding. To meet state and federal reporting requirements. To provide back-up documentation for costreimbursement contracts. 23
The Logic of Minerva: CPWI and CBO Contractors 24
Planning for Data Entry • Planning is core to what we do – all of us! • Timely, accurate, and efficient data entry and reporting requires planning, too. 25
Planning for Data Entry • For each service in our Action Plan: What are we required to report to DBHR? What is optional to report to DBHR? Why is this data required/optional? When should we enter data and what are our reporting deadlines? – Will we need support from additional staff (do they need access to Minerva)? – – 26
Let’s take a 10 minute break! 27
System Users Roles and Responsibilities • Minerva was designed to allow for multiple types of system users, as well as to adapt as funding sources and requirements change. • System users may have multiple roles in the system, and accounts and permissions are tailored depending on tasks to be completed. 28
DBHR Add & Manage Organizations Create & Manage Users Create Funding Sources Allocate Funds to Tier 1 Review & Approve Program Profiles Review Data Entry Using Reports 30
The Logic of Minerva: CPWI and CBO Contractors DBHR staf f complete set-u tasks in ste p p 1. 31
DBHR Tier 1 Add & Manage Organizations Tier 1 Organization Profiles Create & Manage Users Allocate Funds to Tier 2 Create Funding Sources Create Training Program Allocate Funds to Tier 1 Review Data Entry Using Reports Review & Approve Program Profiles Review Data Entry Using Reports 32
DBHR Tier 1 Tier 2 Add & Manage Organizations Tier 1 Organization Profiles Tier 2 Organization Profiles Create & Manage Users Allocate Funds to Tier 2 Allocate Funds to Tier 3 Create Funding Sources Create Training Program Create Program Profiles Allocate Funds to Tier 1 Review Data Entry Using Reports Manage Partners & Staff Review & Approve Program Profiles Review Data Entry Using Reports 33
The Logic of Minerva: CPWI and CBO Contractors System Users with Tier 2 permissions create Program Planning Profiles. 34
What goes into Minerva? • Create a Program Planning Profile for each prevention program on an approved Action Plan. • Enter into each Program Planning Profile the program-level budget from an approved Budget. 35
The Logic of Minerva: CPWI and CBO Contractors System Users with Tier 2 permissions add and manage Partners & Staff. 36
DBHR Tier 1 Tier 2 Tier 3 Add & Manage Organizations Tier 1 Organization Profiles Tier 2 Organization Profiles Tier 3 Organization Profiles Create & Manage Users Allocate Funds to Tier 2 Allocate Funds to Tier 3 Create Activity Logs Create Funding Sources Create Training Program Create Program Profiles Manage Partners & Staff Allocate Funds to Tier 1 Review Data Entry Using Reports Manage Partners & Staff Enter Session Data Review Data Entry Using Reports Enter Participant Information Review & Approve Program Profiles Review Data Entry Using Reports 37
The Logic of Minerva: Tier 3 system users Enter Session Data. CPWI and CBO Contractors users Tier 3 system y create Activit Logs Tier 3 syst em u add and m sers anage Partners & Staff. 38
Program Planning Profiles • Program Planning Profiles describe at the most general level the SUD prevention and MH promotion services to be performed. • Includes information required by funding sources. 39
Program Planning Profiles • Key information includes: Tier 1, Tier 2, and Tier 3 Entity or Entities. Start Date – End Date. Program level budget, per funding source. CSAP Strategy, Implementation Type, IOM Category. Risk factor or protective factor to be addressed, measurable objective, and direction of change. – Expected number of series of activities, sessions, participants, and direct service hours. – Assessment and frequency of assessment. – – – 40
Program Planning Profiles • CPWI contractors: – Programs are identified through a local strategic planning process. • CBO contractors: – Programs were selected and Action Plan and Budget were approved during the RFA process. 41
Program Planning Profiles • Training Program Profiles: https: //www. The. Athena. Forum. org/minervareference-document-reporting-training-minerva • CPWI Cohort 6 Community coalition: https: //www. The. Athena. Forum. org/minervareference-document-creating-community-coalitionprogram-profile 42
Program Planning Profiles • Activity: – DBHR staff have created Program Planning Profiles for new contractors. – Let’s take a look at them together and work on a few steps. 43
Implementation – Activity Reporting • Describes a series of sessions and provides more specific information on a plan for implementation, compared to a Program Planning Profile. 44
Program Plans vs. Activity Logs Entities selected Start Date – End Date County, Zip Code, School District, Tribe, Legislative and Congressional Districts Editing Planning Profile Activity Log Can be multiple Tier 1, Tier 2, and Tier 3 entities One Tier 3 entity only. Up to one biennium. Up to one state fiscal year. N/A Indicate specific location information for each. Once submitted, edit only Can be edited at any time. when returned by Manager. 45
Implementation – Activity Reporting • In the Program Planning Profile, Question 18 refers to the number of expected series of services this corresponds to the expected number of Activity Logs. • Examples to consider: – Fall series, Winter series, Spring series – Two separate media messages – Implementation by different Performing Entities 46
Implementation – Activity Reporting • Training Program Profiles: https: //www. The. Athena. Forum. org/minervareference-document-reporting-training-minerva • CPWI Cohort 6 Community coalition: https: //www. The. Athena. Forum. org/minervareference-document-reporting-coalition-meetings 47
Implementation – Activity Reporting • Activity: – Add an Activity Log for the Program Planning Profile(s) just SUBMITTED and APPROVED. – For Partners and/or Staff not yet added to the Partners & Staff Module, add yourself. 48
Enter Session Data • DBHR contracts describe what prevention service data is to be reported. • It references Minerva, which identifies required information. • Session information is used for local, state, and federal reporting. 49
Enter Session Data • Specific session data depends on the services and plan for implementation. In general, reporting will include some or all of: – – – Partner & Staff demographics and participation. Staff indirect service hours and direct service hours. Coalition coordinator monthly service hours (CPWI only). Participant demographics and participation. Count of items developed and/or disseminated. Reach of items developed and/or disseminated. 50
Enter Session Data: Plan Ahead! • Hints and tips: – Identify when selecting programs reporting requirements and who (people and/or organizations) responsible for data. – Identify a reporting schedule and complete reporting by deadlines. – Complete set-up tasks in Minerva. Once Program Planning Profiles, Activity Logs, and Partners & Staff are added usually don’t have to return to those steps and can go right to Enter Session Data. 51
Enter Session Data • Let’s take a look at a few examples in the training site. 52
Let’s take a 10 minute break! 53
Evaluation & Reports • There a number of in-system, user requested ondemand reports. • Developed for use by fiscal staff, contract contacts, coordinators, program staff, and data entry staff. • Most report Aggregate data, meaning they don’t list information on specific participants although a few do. Know and enforce data security policies. 54
Evaluation & Reports • Planning Reports: – https: //www. The. Athena. Forum. org/planning-reports • Services by Performing Entity and Program Report – https: //www. The. Athena. Forum. org/services-performingentity-and-program-report 55
Questions and Conclusion • Minerva is a reflection of the work you are doing in your communities. • It is a tool we use for data entry, reporting, sharing prevention stories, and billing. • After lunch, we’ll switch to individual work with DBHR staff in the room to help you out with key tasks. 56
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