Management Information Systems (MIS) - Metamorphosis · Metamorphosis Conference 2007 Management Information Systems (MIS) Working Together for Change Continuing Care e-Health Enabling

Metamorphosis Conference 2007

Management Information Systems (MIS)p

Working Together for Change

Continuing Care e-Health Enabling One Person One Record

MIS: The Current ScenarioMIS: The Current Scenario

Management Information Systems (MIS):Were established to create standards for gathering and processing financialWere established to create standards for gathering, and processing, financial and statistical data related to the daily operations of health care facilities, ultimately, to facilitate reportingApply these standards to support organizational goals, and the decision-making processAdhere to the Ontario Healthcare Reporting Standards (OHRS)National MIS Standards were originally implemented by the Canadian Institute for Health Information (CIHI)for Health Information (CIHI)

MIS is currently in place within:Community Care Access CentresCommunity Care Access CentresCommunity Mental Health and Addiction (CMH&A)

100% of CCACs are reporting in MIS99% of CMH&A agencies are reporting in MIS99% of CMH&A agencies are reporting in MIS

Continuing Care e-Health

Enabling One Person One Record

MIS/OHRS BenefitsMIS/OHRS Benefits

MIS/OHRS facilitates reporting financial and statistical data by creating standardized and consistent:standardized and consistent:

Financial and statistical recordsStaffing levelsData for analysis of business processes

MIS/OHRS implements, controls, and monitors plans, strategies, and tactics by providing data which helps:

Develop cost reduction strategiesAlert organizations to changesAlert organizations to changesMaintain up-to-date and accurate data


Working Together for Changeg g g

Community Support Service Providers are committed to responding to the needs of the client by building a system that:needs of the client by building a system that:

Improves access to needed services, helps reduce wait times across the health

care system, and establishes standards of practice

Helps more clients remain in their own homes

Provides a safe and secure environment within communities

Has tools in place to collect information and measure the quality of services p q y

provided

Based on the successful introduction of MIS in other healthcare sectorsBased on the successful introduction of MIS in other healthcare sectors, Community Support Services (CSS), in partnership with the e-Health Council, has requested implementation of MIS standards in the sector.


MIS/OHRS and the CSS Vision/

In accordance with the vision to serve Ontario with a well-funded continuum of quality community support services delivered by the not for profit sectorquality community support services, delivered by the not-for-profit sector, MIS/OHRS implementation in the CSS sector will:

Implement accrual accounting-based standardsCreate benchmarking in the sectorCreate benchmarking in the sectorProvide complete reporting and standardization of dataPermit timely data (most recent sector data is from 2004)

Timely data and reports will:Increase productivityIncrease efficient resource utilizationSubstantiate operating plansImprove back office efficiency


Benefits of Business Systems in CSSBenefits of Business Systems in CSS

• Improved accountability through tested

and accepted reporting standardsFinancial Accountability

and accepted reporting standards.

• Provide data for evidence-based

decision making for the ministry and

Comparable Information for the LHINs

LHIN stakeholders to understand the

true costs and complexities of sector.

• Permit comparability and benchmarking

Process Improvements

Permit comparability and benchmarking

within LHINs, and across LHINs.

• Provide ministry with balance sheet data

Sector Efficiency including:Decreased Costs andI d P d ti itindicators of business viability.

• Produce data revealing financial

outcomes to help improve efficiencies,

Increased Productivity

Improved Client Outcomesoutcomes to help improve efficiencies,

accountability, and client outcomes.Continuing Care e-Health

Enabling One Person One Record

p o ed C e t Outco es

MIS/OHRS Trial Project/ j

Trial Project was conducted to:1) Id tif d l t th d l t i f t t d ti l1) Identify and evaluate the development, infrastructure and operational

requirements, and considerations, associated with establishing a centralized financial and statistical management and reporting system, for the CSS organizations across Ontarioorganizations across Ontario.

2) Demonstrate: limited financial and statistical functions, the ease of learning, the usability of the software the ability to implement the MIS standards and tousability of the software, the ability to implement the MIS standards and to identify potential issues in the trial submission method.

3) D t i th ff ti f th d ti d li th d d th3) Determine the effectiveness of the education delivery method, and the readability of the printed education materials, as well as to identify potential issues in the various educational delivery methods.


Trial Outcome

Ten (10) CSS organizations volunteered for the trial project, which was conducted from March to May 2007from March to May 2007.

Two (2) organizations were unable to complete the trail scenario process and work required, citing: lack of internal recourses, year end reporting requirements and other internal organizational timing constraints.

The project trial team were able to achieve all three main objectives and move to the full Request for Proposal (RFP).


Project RFPj

On June 15, 2007 the CSS MIS RFP team solicited an RFP.

The objectives for the RFP was: to contract with qualified and experienced vendors, to provide the Financial and Statistical software and associated services, and to successfully implement the CSS MIS/OHRS reporting system for Community Support Services organizations with the Province of Ontario.

To ensure RFP objectives were met, the RFP included eight (8) rated evaluation criteria as follows: (1) Software Functionality; (2) MIS/OHRS Standards-Based Reporting; (3) Technical Infrastructure and Capacity; (4) DesignBased Reporting; (3) Technical Infrastructure and Capacity; (4) Design, Installation and Configuration; (5) User and Software Support; (6) Training and Documentation; (7) Administration and Management; (8) Proponent’s B i E i d E i i h CSSBusiness Experience and Experience in the CSS sector.


RFP Evaluation

Firstly, the proposals were evaluated on whether or not they met all mandatory requirements of the RFPrequirements of the RFP.

A scoring and weight system of evaluation was outlined in the RFP and used to evaluate the Proposals.

Secondly, upon completion of the evaluated rated requirements, it was determined that five (5) Proponents would be invited to attend the demonstration and presentation sessions.p

Price Bids were opened on August 16, 2007 and the scoring system of evaluation, identified in the RFP, was used to evaluate the Price Bids.

At th St i C itt ti A t 22 th l ti t t dAt the Steering Committee meeting on August 22 , the evaluation team presented the recommendation for contract award and achieved unanimous support to award the contract to BDO Dunwoody LLP representing Microsoft Dynamics GP.


MIS/OHRS Training/ g

1. MIS/OHRS Information Sessions

2. Chart of Account (CoA) Mapping Sessions

3. Budget Submission Sessions

4. Trial Balance (TB) Submission and Ontario Healthcare Financial & Statistical (OHFS) Reporting sessions (TB and OHFS sessions)


1. MIS/OHRS Information Session Overview1. MIS/OHRS Information Session Overview

• The session describes the Management Information System (MIS) and Ontario Healthcare Reporting Standards (OHRS) and explains why OHRSOntario Healthcare Reporting Standards (OHRS), and explains why OHRS is being implemented in the CSS sector, and what benefits they provide.

• Participants develop an understanding of the CSS MIS Project and learn p p g jhow to become part of the project.

• The material familiarizes participants with the framework of the OHRS standards (i.e. the structure of financial and statistical accounts).

• The volunteers have a greater understanding of the processes and the necessary steps to becoming MIS/OHRS ready.

2. CoA Mapping Sessions: Account Types2. CoA Mapping Sessions: Account Types

Account Types can be primary or secondary accounts.

Primary accounts can be Balance Sheet items, Functional Centres, or Accounting Centres.

Secondary accounts can be financial or statistical accounts.

Balance Sheet accounts have no accompanying secondary accounts.


CoA Mapping Sessions: Account TypesCoA Mapping Sessions: Account Types

Functional Centres and Accounting Centres have secondary Financial and Statistical accountsStatistical accounts.

Tracking Financial and Statistical data under theses accounts, allows organizational expenditures to be linked to their companion services; this permits better performance monitoring, planning and budgeting.

Both individual General Ledger (GL) accounts are captured, as well as broader GL account groupings.


CoA Mapping Sessions: Account Structure

The coding structure for account types is hierarchical in nature, so the roll-up definition is embedded in the number system

pp g

definition is embedded in the number system.

The chart of accounts (CoA) provides a complete hierarchy of aggregated or “rolled-up” accounts; collectively, the CoA embodies both the Balance Sheet, and Profit and Loss (or Income Statement), financial statements, as well as statistical information.

All organizations within the same sector are not required to report at the same l l f d t il b t h t h d t i d th i i l l f tilevel of detail, but each sector has determined the minimum level of reporting for overall comparative purposes.


CoA Mapping Sessions: Key Reporting Rules

OHRS key reporting rulesM t hi P i i l

pp g y p g

Matching Principle

Functional Centres

Accounting Centres

Balance Sheet Accounts

Revenue/Recovery

Expense

80/20 Rule

Administrative Expenses


3. Budget Submission Sessions3. Budget Submission Sessions

The objective of the Trial Balance & OHFS Submission Training Session is to prepare Healthcare Service Providers (HSPs) to submit their financial and statistical quarterly data, through the Ontario Healthcare Financial and Statistical database (OHFS) ( )website.

The course includes how to populate the Trial Balance Submission Template with HSP financial and statistical data. Other topics covered are how to register on the OHFS website and submit their trial balance. Participants will also learn how to edit their trialtheir trial balance. Participants will also learn how to edit their trial balance using an error report generated from the OHFS website.

4. TB and OHFS Submission Sessions4. TB and OHFS Submission Sessions

The Web-enabled Ontario Healthcare Financial and Statistical System (OHFS) enables Healthcare Service Providers (HSPs) to submit their Trial Balanceenables Healthcare Service Providers (HSPs) to submit their Trial Balance Report on-line.

The OHFS processes the trail balance submission by going through EDIT RULES to verify the correctness of submitted data prior to the TB being accepted.p

The TB Report Template:

Is completed at Q2,Q3, and year-end

Must contain only actual data

Is reported cumulatively i.e. using year-to-date figuresp y g y g


TB and OHFS Sessions: Key AccountsTB and OHFS Sessions: Key Accounts

Revenue accounts for CSS services, that are used to capture funding:

F.11006: Funding – LHIN is used to capture funding for LHIN Managed Programs/Services

F.11010: Funding – Provincial MOHLTC is used to capture funding for Ministry Managed Programs/Services


TB and OHFS Sessions: Excel TemplateTB and OHFS Sessions: Excel Template

1. Download TB Submission Template from FIM Website

2. Complete Template

3. Convert to ASCII file

4. Upload the ASCUII file to OHFS

5. FIX Edit Errors5. FIX Edit Errors

6. Submit / re-submit until accepted


Chapter 10p

Functional List of Accounts

Full Financial List of Accounts

Statistical List of Accounts

Full Balance Sheet List of Accounts

Balance Sheet AccountsBalance Sheet Accounts

Functional/Accounting Centres

Fi i l S d A tFinancial Secondary Accounts

Statistical Secondary Accounts


Software Solution TrainingSoftware Solution Training

Microsoft Dynamics Great Plains 10 is provided at no cost to users, who will have access to the hosting environment through an internet connectionhave access to the hosting environment through an internet connection.

Accounting programs provided within this solution are:

General LedgerAccounts ReceivableAccounts PayableR i / S M (FR )Reporting/ Stats Magt(FRx)Momentum MIS.OHRSMicrosoft Electronic Fund TransferMicrosoft Fixed AssetsMicrosoft Fixed AssetsMicrosoft Integration Manager( to enable data imports)Mekorma Voucher Pay SelectMomentum Materials Management


Software Solution EducationSoftware Solution Education

Software training will be provided for organizations who wish to move to the hosted solutionhosted solution.

Phase 1 organizations will received training late 2007.

Phase 2 and 3 organizations will receive training after the MIS/OHRS training has been completedhas been completed.


MIS/OHRS Project: Next StepsS/O S oject e t Steps

Identify Phase 2 Organizations for the MIS/OHRS Project.

Information sessions to begin Spring, 2008.

Mapping sessions to begin Spring,2008.

How do I become a Phase 2 volunteer CSS organization?

CSS MIS/OHRS Project TeamCSS S/O S oject ea

Contact us using the following email address:

[email protected]

Documents

Management Information Systems (MIS) - Metamorphosis · Metamorphosis Conference 2007 Management Information Systems (MIS) Working Together for Change Continuing Care e-Health Enabling