Public Health Management Corporation Out-of-School Time Project - - PowerPoint PPT Presentation

Public Health Management Corporation

Out-of-School Time Project PCAPS 101 Training

PCAPS Training Agenda

• Introduction of attendees and facilitators
• PCAPS Overview
• Personnel Management
• Client Management
• Attendance
• Invoicing
• High School Incentives
• Generating Reports

PCAPS Overview

• What is PCAPS?

Provider Contract, Attendance, and Performance System

• Why is it important?
• It is the database used by providers and PHMC to

enter and monitor data related to youth, staff, attendance, and invoices.

• Technology: use Internet Explorer 8 or 9

Main Components of PCAPS

• Provider Management
• Client Management
• Personnel
• Proposals
• Reports
• Site Administration
• Budget
• Invoicing

Access to tabs depends on roles assigned to individual user

Personnel Management

• Key Components
• Creating personnel records
• Creating titles
• Staff titles linked to budget
• Maintaining records
• End dates and updates
• Staff compliance
• Clearance examples

Manual p. 2

Creating Personnel Records

• Check to ensure staff

person is not already in PCAPS

• May have previously

worked at a different site

• r agency
• Person is not active

until given a title

• Information needed to add

personnel **:

• First and last name
• Date of birth
• Agency hire date
• Email and phone number
• Race (avoid undeclared)
• Ethnicity (avoid undeclared)
• Gender
• Resident of target community
• Educational level, field, years
• f experience, and

credits/hours

Manual p. 2

Creating Personnel Titles

• A person is not listed as active personnel

until given a title

• The title should match what was written into

the budget

• Select the program(s) where the staff person

works

• Add start date

Manual p. 5

Personnel Titles

• Administrator
• Coordinator
• Director (formerly Site Director)
• Group Supervisor
• Assistant Group Supervisor (formerly Group

Leader)

• Youth Worker
• Volunteer
• Data Entry/Program Support Personnel
• Consultant

Manual p. 5

Maintaining Personnel Records

• End dates
• Add end dates for staff who relocate to a

different site, change positions, or leave the agency

• Impacts compliance
• Update points of contact
• Keep phone numbers, email addresses, and
• ther information current

Manual p. 6

Staff Compliance

Compliance Information Initial Due Date (from hire date) Updated Child Abuse Clearance Within 30 days Once upon hire Criminal Background Check Within 30 days Once upon hire FBI Check (If hired after 7/1/2008) Within 30 days Once upon hire Health Assessment Within 60 days Every two years Confidentiality Agreement Within 30 days Once upon hire Date of Birth Upon hire Once upon hire Staff Qualifications Within 30 days Annually

**Cumulative 90% or higher compliance required to invoice** **Staff: youth ratio must meet Core Standards for Philadelphia’s Youth Programs**

Manual p. 8

Criminal Record Clearance Example

Manual p. 8

Child Abuse Clearance Example

Manual p. 8

FBI Clearance Example

Manual p. 8

Personnel Management Individual Practice

• Create a personnel record for at least two staff

members

• Include all the required information (items marked with

**)

• Create titles for the staff members
• Enter all the dates for compliance
• Health assessment, FBI check, child abuse clearance,

criminal background check, and confidentiality agreement

• Create an end date for the staff members

Personnel Management Best Practices

 Remember to assign a title to make personnel active  Verify staff:youth ratio  All documentation for compliance must be completed within the specified time  Issue end dates for those staff who are no longer employed or are reassigned  Review personnel records regularly and update as necessary

Client Management

• Key Components
• Creating groups
• Creating a client record
• Enrolling an individual client
• Discharging an individual client
• Bulk enrollment
• Bulk discharge
• Client compliance

Manual p. 9

Creating Groups and Client Records

• Create groups before

you enroll students

• Include group name

and start date

• Do not enter an end

date until the program is finished

• Not required, but

recommended

• Create client record
• Used to enroll

individual youth

• First search to ensure

the youth does not already exist in the system

• Provide first and last

name, date of birth, school, address, race, grade, gender, ethnicity, language, and IEP

Manual p. 9

Enrolling and Discharging Individual Clients

• Enrolling
• Once the client information is entered, you can

enroll the youth

• Ensure you have selected the correct site name at

the top of the screen

• Enter start date and group
• If youth is already in the system, you select add to

site

• Discharging
• Include reason for discharge and end date

Manual p. 10

Bulk Enrollment and Discharge

• Bulk refers to enrolling or discharging multiple youth at
• ne time
• Bulk enrollment
• A client record must already exist in PCAPS to bulk enroll
• Cannot bulk enroll for new sites or between models
• Typically used at the beginning of summer and the school

year

• Search for clients based on discharge date
• Must manually opt-in to move youth to the next grade level
• Bulk discharge
• Must provide reason and end date for applicable youth

Manual p. 15

Client Compliance

Compliance Information Initial Due Date

(from enrollment)

Updated

Student Health Assessment Within 60 days Upon program entry and/or in Kindergarten, 6th, or 9th grades Emergency Contact Form Upon enrollment Every 6 months Student ID (7 digits- public & charter school only) Within 30 days Once upon enrollment OST Consent Form Within 30 days Annually School District Consent Form Within 30 days Annually Means Test Worksheet Within 30 days Annually School Upon enrollment Annually Grade Upon enrollment Annually

**Cumulative 90% or higher compliance required to invoice**

Manual p. 17

Client Management Individual Practice

• Create a group
• Create at least two client records
• Include all required information (marked with

**)

• Enroll at least two individual clients
• Check client compliance

Client Management Best Practices

 Create groups at the beginning of the summer and school year sessions  Always search for clients before enrolling to prevent duplicate records  Check client compliance before the end of the month  Carefully review client list before bulk enrolling youth

Attendance

• Key Components
• Calendar maintenance
• Sign-in and sign-out procedures
• Sign-in sheet example
• Entering attendance
• Rounding
• Attendance summary

Manual p. 18

Calendar Maintenance

• Ensure your calendar on PCAPS matches

your operating calendar for the year (and aligns with the school calendar as appropriate)

• Mark day type carefully and include reasons
• Options include unscheduled close, full day,

partial day, and half day

• Keep the calendar current- it impacts

performance targets

Manual p. 18

Sign-In and Sign-Out Procedures

• Youth should sign-in for the exact time they arrive to

the program

– Youth in grades K-2 should sign their own names whenever possible, but personnel can sign them in – Youth in grades 3-12 need to sign themselves in

• Youth or guardian/walker should sign-out the youth

at the exact departure time

– Personnel CANNOT sign youth out

• Sign-in sheets should be filed daily
• PHMC identifies sign-in sheets as receipts

Manual p. 19

Sign-in Sheet Example

Manual p. 19

Entering Attendance

• When recording attendance in PCAPS,

round time to the nearest quarter hour to reflect fifteen minute intervals

• Attendance must be entered on a weekly

basis

• Weekly attendance is due by the Tuesday of the

following week

Manual p. 20

Entering Attendance Rounding

Time youth arrives to program Time entered into PCAPS 2:53 – 3:07 3:00 3:08 – 3:22 3:15 3:23 – 3:37 3:30 3:38 – 3:52 3:45

Manual p. 20

Attendance Individual Practice

• Add at least three days to the calendar
• Change the day type for two of the days
• Enter weekly attendance for at least one of

the youth you created

• Use the rounding times

Attendance Best Practices

 Update calendar regularly  Review attendance summary before submitting invoices  Ensure that each sign-in sheet is dated  Use PCAPS sign-in sheets  Do not use an arrow to indicate multiple students arrived at the same time  Enter rounded time in PCAPS  Enter attendance by Tuesday of each week

Invoicing

• Key Components
• Invoice Summary Screens
• Invoice summary
• Attendance summary
• Invoice history
• Invoicing Process
• Invoice requirements
• Creating and submitting invoices
• Invoicing process in PCAPS

Manual p. 23

Invoice Summary Screens

• Invoice summary screen allows you to view:
• Award amount
• Slot levels
• Compliance data
• Invoice calculations
• Stages of the invoicing process
• Attendance summary screen allows you to:
• Verify attendance entries for each youth
• Review summary attendance data for program
• Review specific youth attendance data
• History screen allows you to view YTD invoicing history

Manual p. 23

Invoice Requirements

• PCAPS will not let you invoice if:
• Attendance data is missing/incomplete
• Staff compliance is below 90%
• Client compliance is below 90%
• Insurance compliance is below 100%

Creating and Submitting Invoices

• PCAPS typically creates an invoice for you on the

first day of the month or you can select create invoice

• Before submitting, ensure the following:
• Using Internet Explorer 8
• Calendar is correct
• Attendance data is entered correctly for each youth and

mark complete

• Compliance for client, personnel, and insurance meets

required level

• Select complete AND submit
• If an invoice is sent back by PHMC, select

Send_Back before making changes and resubmitting

Manual p. 24

Invoicing Process in PCAPS

Invoice Action Who performs the action? Invoice Status After Action Create Provider or PCAPS automatically on the first day

• f invoice period

Entering Costs Complete Provider Pending Submittal Submit Provider Pending Fiscal Review Approve PHMC Pending Accounting Entry Export to Accounting PHMC Payment Pending Pay PHMC Paid

Invoicing is a two-step process! Manual p. 24

Invoicing Individual Practice

• Review September 2013 invoice to

determine if it is ready for submission

• Check the calendar
• Check attendance data
• Check compliance for personnel, youth, and

insurance

Invoicing Best Practices

Verify that attendance entries are accurate and use proper rounding Submit monthly invoices by the 10th of the month following the invoice period Check staff and client compliance for the invoice period Ensure there are no lapses in liability insurance coverage

High School Incentives

• Completing high school incentive invoices

requires first completing the monthly invoice

• PCAPS pulls data from the monthly invoice to

determine who qualifies for an incentive

• Must pay youth monthly and record payment

information in PCAPS

• Due by the 20th of the following month
• Must select create invoice, select month, and

then create invoice again

Manual p. 26

Reporting

• Key Components
• Report Generator
• Attendance
• Attendance Hours (Middle and High)
• Attendance Monthly Elementary Summer or School Year
• Attendance Monthly Middle/High Summer or School Year
• Utilization Elementary or Middle/High
• Quarterly
• Client Demographics
• Retention

Manual p. 31

Report Generator

• PHMC developed a reporting system within

PCAPS

• There are 9 reports available in the Reports

menu (7 attendance and 2 client demographics and retention)

• Can be changed and enhanced
• Looking for provider feedback and suggestions

for additional reports

• Reports present data from single fiscal year

Attendance Report One Attendance Hours (Middle and High)

• Customizable report for selected date range (one or

more months)

• Provide client-level attendance data
• For each month in date range: Client’s first day of

attendance in month, count of days enrolled, days of attendance, hours of attendance, avg. hours of attendance

• How to make it work for you:
• Identify individual client attendance patterns and top

performers (who will drive utilization)

• Easily see the daily average of hours for each client

Manual p. 31

Attendance Report Two & Three

Attendance Monthly Elementary Summer or School Year

• Reports the attendance for

each elementary model client by selected month

• Mirrors Invoice Attendance

Summary screen

• Provides a daily view of

clients’ attendance performance in the month

• Provides names, days

attended, days of enrollment, individual client utilization, and totals at the site level

• How to make it work for

you:

• Pinpoint different clients

performance and those that may impact utilization

• Verify attendance entries
• Confirm program

calendar matches open days which have entries

Manual p. 31

Attendance Report Four & Five

Attendance Monthly Middle/High Summer or School Year

• Reports the attendance for

each middle or high model client for selected period

• Mirrors Invoice Attendance

Summary screen

• Offers daily view of client

performance

• Displays client name, hours

attended, target hours, status

• n target hours being reached,

client level utilization, payment rate per client, and count of effective clients and utilization rate by site

• How to make it work for

you:

• Pinpoint different clients’

performance and those that may impact utilization

• Verify attendance entries
• Confirm program

calendar matches open days which have entries

Manual p. 31

Attendance Report Six & Seven Utilization Elementary & Middle/High

• Lists agency site names with

utilization percentages for specified months and year-to- date totals

• Elementary
• Gives site by site

comparison of the slot levels, open days, actual slot days, target slot days, and average attendance

• Middle/High
• Gives site by site

comparison of the slot levels, open days, number of clients meeting target hours, and count of effective clients

• How to make it work for you:
• Determine which sites are

best utilizing the assigned slots

• Easily compare sites at

similar slot levels and make decisions to improve attendance

• Know how each site is

performing for either a period of time or year-to- date

Manual p. 31

Quarterly Report: Client Demographics

• Obtain demographics for

clients of any agency program or model types for a preferred time frame

• Accessible by individual

programs or model types

• r collective based upon

the selected filters

• Age, gender, race, and

ethnicity breakouts are reported categories with both the total counts and percentages represented

• f each subgroup
• How to make it work for

you:

• Run multiple reports of

various time frames to compare the demographic information to identify changes or trends

• Use the detail of the

report in the processes

• f grant writing

Manual p. 31

Quarterly Report: Client Retention

• Receive detail for any site

with client specific attendance information over any designated period

• Obtainable by individual

programs, model types, or a combination based upon the chosen filters

• Each client’s first day

attending programming is displayed with the total days

• f attendance, days enrolled,

and the percent of active days (days of attendance/days enrolled) for each client

• How to make it work for you:
• Generate reports of differing time

frames to review and parallel the attendance retention habits of the sites and clients attending programs

• Use the detail of the report to

identify how sites may rank in relation to their levels of retention performance

• Ability to strategize with

supporting data how to increase number of clients returning to programs

Manual p. 31