Maternal and Child Health Bureau AMCHP Conference DSCH

Maternal and Child Health Bureau AMCHP Conference DSCH Skills Building Session Reporting Data in the Title V Information System TVIS 3. 0 Enhancements for the 2006 Application, 2004 Annual Report and the Needs Assessment Christopher Dykton, SAIC February 19, 2005 1

Maternal and Child Health Bureau Overview n n n Year of the Needs Assessment Enhancements: What’s New in TVIS 3. 0 Review of System Key Points Key Dates for the 2006 Application Accessing the 2006 Application February 19, 2005 2

Maternal and Child Health Bureau Year of the Needs Assessment n Some requirements are different this year n New functionality to reflect these changes n Functioning of most of TVIS remains basically the same February 19, 2005 3

Maternal and Child Health Bureau Year of the Needs Assessment Some requirements are different this year n n Provide your State’s Needs Assessment Define 7 -10 new Priority Needs Define new State Performance Measures Forms not required in past years are required this year n n Outcome Measures – Form 12 Health Status Indicators – Form 20 and 21 February 19, 2005 4

Maternal and Child Health Bureau Year of the Needs Assessment New functionality to reflect these changes n n n Form 14, Priority Needs – Data has been cleared for New Priority Needs New section in the Narrative for creating new State Performance Measures and copying old ones, should they continue as measures Application will not be complete unless Form 12, Form 20 and Form 21 are complete February 19, 2005 5

Maternal and Child Health Bureau Year of the Needs Assessment Functioning of most of TVIS remains basically the same n n n Registration Financial Forms (Forms 1 -5, including the SF 424 face sheet) Program/Administrative Forms (Forms 6 -10, 14) Performance Measures (Forms 11 & 16) Health Systems Capacity Indicators (Forms 17 -19) Narrative February 19, 2005 6

Maternal and Child Health Bureau Title V Block Grant Application 2006 n n n Year of the Needs Assessment Enhancements: What’s New in TVIS 3. 0 Review of System Key Points Key Dates for the 2006 Application Accessing the 2006 Application February 19, 2005 7

Maternal and Child Health Bureau Enhancements: Look and Feel What’s New with the Look and Feel n New font and new colors n n n Use of light blue and yellow Data entry layout is similar to HRSA’s Electronic Handbooks (EHBs) Preparing TVIS to integrate with HRSA’s EHBs Access to other forms by a sidebar when in a form Don’t forget to save your data before using the sidebar to select another form! February 19, 2005 8

Maternal and Child Health Bureau Enhancements: Needs Assessment What’s New with the Needs Assessment n No change in how you provide your Needs Assessment n n n Standalone Document Attach to Section II of the Narrative Size limit on the attached Needs Assessment Contact the HRSA Call Center if your Needs Assessment is larger than the limit Needs Assessment is required February 19, 2005 9

Maternal and Child Health Bureau Enhancements: Narrative What’s New with the Narrative? n Data Page Layout of Performance Measure Sections has changed n n Past, Present, Future discussion are on one page Form 11 performance data is displayed Access to Figure 4 a/4 b activities while discussing your current activities Narrative View/Print version also includes these data in these sections for you and your reviewers February 19, 2005 10

Maternal and Child Health Bureau Enhancements: Narrative What’s New with the Narrative? n State Performance Measure – Master List has changed n n Last year, you had to type out the measures you were to discuss in the narrative Master list is now the main menu of your State Performance Measures Report on your active measures in the narrative. Addresses the need for consistent numbering of your measures throughout your application February 19, 2005 11

Maternal and Child Health Bureau Enhancements: Narrative What’s New with the Narrative? n New Section to defining your new State Performance Measures based on your Needs Assessment n n n ‘Create a Master List of State Performance Measures for the New Needs Assessment Cycle (2006 -2010)’ In the State Performance Measure Section of the Narrative Add new measures by defining new detail sheets Copy state measures that will continue to be used Measures are numbered in the order that you create them You are required only to define the measures this year n Providing objectives is not required February 19, 2005 12

Maternal and Child Health Bureau Enhancements: Narrative What’s New with the Narrative? n n Length limitations for the narrative sections have returned to those limits of two years ago (hand out) 3, 000 characters each are allowed for discussion of past accomplishments, current activities, and future plans for PMs Narrative text fields are blank No need to begin this year’s text with /2006/ and end with //2006// February 19, 2005 13

Maternal and Child Health Bureau Enhancements: Forms Status Checker What’s New with the Forms Status Checker? n n Data Alerts have been added at the end of the Forms Status Checker Data Alerts identify data anomalies but are not errors per se Helps you to review your data Examples of Data Alert Topics: n n n ‘ 0’ indicator values. Do you really mean 0 or N/A? Indicators have surpassed your objectives. Declining performance planned? Indicators that fall short by 10% or more of objectives. Should objectives be revised? February 19, 2005 14

Maternal and Child Health Bureau Title V Block Grant Application 2006 n n n Year of the Needs Assessment Enhancements: What’s New in TVIS 3. 0 Review of System Key Points Key Dates for the 2006 Application Accessing the 2006 Application February 19, 2005 15

Maternal and Child Health Bureau Key Points n n Access to the Application is via the Internet When you save your data, data are stored on the HRSA server where it may be accessed at your next session You must save your data! If you cancel without saving or close your window, you will lose the data on your form February 19, 2005 16

Maternal and Child Health Bureau Key Points Your Browser n n Use Internet Explorer 6. 0 or higher as your browser Coordinate with your State IT department to make sure you are set up properly February 19, 2005 17

Maternal and Child Health Bureau Key Points Security n n Time outs are a security requirement If there is no communication with the server within 30 minutes, you will time out of the system February 19, 2005 18

Maternal and Child Health Bureau Key Points Security n n n At the 29 minute mark, you receive a warning that you will time out and you must click the “OK” button to continue your session You have 1 minute to respond Be careful about having multiple Internet Explorer windows open – your warning could appear in an open window behind your active window February 19, 2005 19

Maternal and Child Health Bureau Key Points Registration n n First, you register Each State is allowed 6 user IDs Each State identifies the users to MCHB to ensure integrity of use Access will allow the user to enter data in all sections of the application February 19, 2005 20

Maternal and Child Health Bureau Key Points Data Entry n n Save your data as you work Use the ‘Notes’ icon to enter notes at both the form and the field level Use the ‘Instruction’ link to access the user’s guide for the form that you are in Use the ‘Guidance’ link to review the content of the guidance for that form February 19, 2005 21

Maternal and Child Health Bureau Key Points Forms n n Numeric fields cannot have commas entered Text fields have character limitations Only one person from your State can access a single form at any one time Multiple users from your State can work on different forms at the same time February 19, 2005 22

Maternal and Child Health Bureau Key Points Notes n n Note fields are not pre-populated Historical notes are available for you to cut and paste notes from last year’s application into note fields, should they apply to this year’s application February 19, 2005 23

Maternal and Child Health Bureau Key Points Narrative n Text fields have character limitations n n n Compose your copy in Word or Word. Perfect for a section and note your character count including spaces. This count should be under the section limit Then copy and paste into the section Do not use bullets or other special characters Hard returns do not count toward your character limits Use the character counter on the page to monitor your character use February 19, 2005 24

Maternal and Child Health Bureau Key Points Narrative n You may add attachments but only one attachment per section n n Combine multiple attachments into one document for a section Be consistent in the naming of your attachments n n n Name it by Section, Subsection and Subsection Title: Example: IA_Transmittal. Letter Do not use attachments to work around length limitations February 19, 2005 25

Maternal and Child Health Bureau Key Points: Data Validations n n NPM’s 2 -6 (SLAITS) data for 2004 will be populated with the data entered for 2003. You may edit as needed. Completing PMs and HSCIs: Provide actual or estimated data or, in lieu of data, a note is acceptable OMs and HSIs: Actual or estimated data are required for 2004 data. A note cannot be accepted in lieu of data. Reporting PMs and HSCIs for the Territories: Notes are acceptable in lieu of any data for certain PMs and HSCIs that do not apply to the Territories. February 19, 2005 26

Maternal and Child Health Bureau Key Points: Printing n n n You are able to print your forms and narrative directly to PDF in the view version and save on your computer through PDF writer Challenges with its use last year - server timeouts and capacity Requesting feedback from you to decide this function n n Was this a useful tool? Did it work for you and your State? February 19, 2005 27

Maternal and Child Health Bureau Title V Block Grant Application 2006 n n n Year of the Needs Assessment Enhancements: What’s New in TVIS 3. 0 Review of System Key Points Key Dates for the 2006 Application Accessing the 2006 Application February 19, 2005 28

Maternal and Child Health Bureau Key Dates for the 2006 Application n February 25, 2005: Registration material scheduled to be mailed if we have your list of State users. March 1, 2005: The link to the 2006 Application and 2004 Annual Report goes live from the MCHB website. You may register and begin work online at that time. July 15, 2005: Deadline for the 2006 Application and 2004 Annual Report February 19, 2005 29

Maternal and Child Health Bureau Accessing the 2006 Application n The URL will be available at: https: //performance. hrsa. gov/mchb/mchreports n To get there: From the MCHB Home Page n n n 2. Select ‘Data’ Select ‘Title V Information System’ Link to the Block Grant Application on the Sidebar under ‘State Login’ Once, there – bookmark it for direct access! February 19, 2005 30

Maternal and Child Health Bureau Sign up today for the TVIS Learning Lab Reporting Your Title V Data Online n n n Try out the Web-based TVIS Application Have individual questions addressed Monday, February 21, 9: 30 a. m. to 3: 00 p. m. February 19, 2005 31

Maternal and Child Health Bureau If you don’t have time to use the learning lab, stop by and say “hi” n n n HRSA Call Center is ready to assist you with this year’s application HRSA Call Center business cards are available for you and your team at the learning labs HRSA Call Center: (877) Go 4 -HRSA or (877) 464 -4772 Call. Center@hrsa. gov February 19, 2005 32

Maternal and Child Health Bureau Contact me if I can help you… Christopher Dykton Maternal & Child Health Specialist Science Applications International Corporation 12530 Parklawn Drive, Suite 350 Rockville, MD 20852 Email: dyktonc@saic. com Office: 301 -230 -4715 Fax: 301 -468 -0166 February 19, 2005 33