1. 2010 UBO/UBU Conference Title: Data Integrity Breakouts (Navy) MEPRS - EAS IV Repository & EAS DQ Session: R-4-1440-1700

2. Objectives Provide orientation of the EAS IV Repository Describe the various reports available in the EAS IV Repository to determine the quality of MEPRS data submitted Proactive versus being Reactive 2

3. MEPRS/EAS: Executing with Precision 3

4. 4 System Access

5. 5 Source Data Systems& TablesInput Provided STARS/FL-SMARTSMART obtains a data pull from STARS. MEPRS/EASi monthly Financial File and Financial Bypass file is created, which contains all non-labor financial data. SMART file for Financial Reconciliation is created, which contains all financial data, including labor. DMHRSiProvides military and civilian labor to EASi. Provides military labor to SMART,to be included in the SMART file for Financial Reconciliation. This is an interface file. CHCS-WAMCHCS WAM workloadfile to EASi. This is an interface file. DMLSSModulethat contains Square Footage. Is the source of Square Footage for the EASi Square Footage data set and may be the source of Square Footage Cleaned data set. Report must be printed and data manually entered to EASi data set. DENCASProvides Dentaland Dental Lab Weighted Procedures. Data must be pulled from the system and is manually entered. Manual DataExamplesare laundry pounds, biomedical and central sterile hours or service, etc. Financial Bypass file data must also be manually entered.

6. EAS IV Input: Financial/STARS/FL/SMART Inputs: STARS/FL accounting data: BSL, PE, SAG, FCC, SUEE, current year plus 4 prior years of expense and current year obligations, excluding military labor expense and civilian labor expense and obligations. Outputs: Monthly MEPRS/EAS Financial File (includes contractor expenses) and reports including bypass file. Available for download from the BFGD Download section, for import to MEPRS/EAS. Monthly SMART file for Financial Reconciliation, loaded to the financial reconciliation website. 6

7. EAS IV Input: Personnel/DMHRSi Inputs: Monthly personnel and labor data including work hours and salary expense (via timecard submissions in the Labor Cost Assignment (LCA) module Outputs: EAS IV export file includes personnel data such as occupation code, skill type and suffix, work hours, and salary expense Note: EAS IV does not allow personnel adjustments. All corrective actions must be taken in the source system, DMHRSi 7

8. EAS IV Input: Workload/CHCS WAM Inputs: Workload data (admissions, dispositions, occupied bed days, outpatient visits) and applicable manual data entry Outputs: WAM workload file 8

9. EAS IV Central Repository & MEWACS Inputs: EAS IV allocated data Outputs: Canned and ad hoc reporting capability in the EAS IV repository. Canned reporting capability in MEWACS. 9

10. Timely, Complete & Accurate Submission of EAS IV Data 10

11. EAS IV Repository Access Procedures for Navy Download and complete the EAS IV Repository Access Request Form located on the MEPRS Info Portal. POC will approve and then route it to the appropriate office for establishment of your account. When your EAS IV Repository account has been established, a representative from the EAS IV Help Desk will contact you by phone and provide your login information. You will be prompted to change your password when you first access the EAS IV Repository. 11

12. Basic EAS Queries Recommended for DQ Checks Did my job transmit to the EAS Repository? Do I have unallocated expenses remaining in my Support or Ancillary Services? Do I have expenses without supporting workload (Visits, OBDs, Dental Procedures)? Are my expenses for OBDs, Visits, APVs, Dental Procedures in alignment? 12

13. Are there any inpatient visits being reported as negative visits. How are GME/GDE FTEs (Residents, Interns and Fellows) being accounted? Did I report my square footage correctly? 13 Basic EAS Queries Recommended for DQ Checks

14. Did My Job Transmit to the EAS Repository? The report has been enhanced with Job Ids and EAS version and will help in tracking whether the transmissions were successfully transmitted to the central repository. 14 Report Name: E4-Trans-Job-ID

15. Do I Have Unallocated Expenses Remaining in my Support or Ancillary Services? This report checks to see if there are any unallocated expenses remaining in Support & Ancillary Services. 15 Report Name: E4-Exp-Sum

16. Do I Have Unallocated Expenses Remaining in my Support or Ancillary Services (cont.)? 16 Report Name: E4-Exp-Sum

17. Do I Have Unallocated Expenses Remaining in my Support or Ancillary Services (cont.)? This is a detailed summary report that will help in zeroing in any FCCs that had unallocated expenses noted in E4-Exp-Sum. 17 Report Name: E4-Exp-MDET

18. Do I have Expenses Without Supporting Workload (Visits)? 18 Report Name: E4-OTP-ExpDet

19. Do I have Expenses Without Supporting Workload (Visits) (Cont.)? One has to determine first if the workload indeed is missing an if so, investigate why. Otherwise, if there is no workload to be reported for the highlighted FCCs expenses inadvertently charged directly or allocated to them need to be cleared up. 19 Report Name: E4-OTP-ExpDet

20. Do I have Expenses Without Supporting Workload (OBDs)? 20 Report Name: E4-INP-ExpDet

21. Where Did The Expenses Come From? 21 This report confirms that there were no OBDs reported to FCC AAFA for the month of Nov………….so where did the expenses come from? Refer to your sites ASD to get a complete listing of the Data Set Identifies; this will aid you in researching where the expenses came from. Report Name: E4-DS1

22. Expenses Identified 22 Report Name: E4-DS1 Note: Through the Claims Billing process AAFA was inadvertently charged without any supporting OBDs. Due to the size of this report, I am only displaying the “A” FCC codes.

23. Do I have Expenses Without Supporting Workload (Dental Procedures)? 23 Report Name: E4-DEN-ExpDet

24. Alignment of Expenses Are my expenses for OBDs, Visits, APVs, Dental Procedures in alignment? – E4-INP-CK1 – E4-OTP-CK1 – E4-APV-CK1 – E4-DEN-CK1 All of the reports referenced above will display the total by FCC, month and DMIS ID level. 24

25. Are My Expenses for OBDs In Alignment? 25 Report Name: E4-INP-CK1

26. Are My Expenses for APVs In Alignment? 26 Report Name: E4-APV-CK1

27. Are My Expenses for APVs In Alignment (Cont.)? 27 Report Name: E4-APV-CK1

28. Are My Expenses for Dental Procedures In Alignment? 28 Report Name: E4-DEN-CK1

29. Are My Expenses for Dental Procedures In Alignment (Cont.)? 29 Report Name: E4-DEN-CK1

30. Did I Report My Square Footage Correctly? 30 This report is clean, because the SQ FT Cleaned is the same amount as what is being reported for the actual SQ FT for each FCC. Report Name: E4-SQFT-SxS

31. Did I Report My Square Footage Correctly (Cont.)? This report is showing some differences in both the “D” and “E” accounts that indicate you will need to verify your includes/excludes that were customized on the ASD by utilizing the report “E4-ALLOC-CT4”. 31 Report Name: E4-SQFT-SxS

32. Are Contractors Reporting Non-Available Time? For those sites who have contractors, it is recommended that you run this report. This report specifically identifies any non-available FTEs remaining for contractors. There should not be any for them and will need to be cleared up in the source system (DMHRSi) and reprocessed. 32 Report Name: E4-FTES-NA2

33. BUMED Guidance and Navy Business Rules require Interns and Residents to be assigned to the GME/GDE Special Program FCCs: – FAM – GME Interns & Residents – FAN – GDE Residents – FAO – GME Fellowship Full Time Research – FAP – GME Fellowship (Non-Research) – FAQ – GDE Fellowship 33 Graduate Medical/Dental Education FTEs

34. Graduate Medical/Dental Education FTEs Reports 34 How are GME/GDE FTEs (Residents, Interns and Fellows) being accounted? – E4-GFTE – E4-GME-Summary – E4-GDE-Summary The reports listed above tracks FTEs for Graduate Medical/Dental Education (Residents, Interns and Fellows) to ensure that their FTE data comply with rules pertaining to application of percentages to FCCs such as FAM*, FAN*, FAO*, FAP* & FAQ*.

35. How are GME/GDE FTEs (Residents, Interns and Fellows) Being Accounted? 35 Report Name: E4-GFTE This report indicates that regardless if they are interns or residents, majority of their time is being reported to FAMA and very little being allocated elsewhere.

36. How are GME/GDE FTEs (Residents, Interns and Fellows) Being Accounted? 36 Report Name: E4-GFTE This report shows that the interns work in multiple work centers, as well as reporting their time to FAMA per BUMED guidance.

37. How are GME/GDE FTEs (Residents, Interns and Fellows) Being Accounted? 37 Report Name: E4-GFTE This report shows that the residents work in multiple work centers, as well as reporting their time to FAMA per BUMED guidance.

38. Additional Resources SystemInput Provided BUMED Financial Guidance Directory (BFGD) https://navmedfinancial.org  Policy guidance, tables, & schedules  Military Labor Reconciliation, which now includes the Mismatched JONs  Monthly financial files & reports required for EAS IV processing  Military labor file transmissions matrix Financial Reconciliation Website https://edq.med.navy.mil  Access to financial reconciliation data for monthly reporting DMIS ID Resource Page http://www.dmisid.com  DMIS ID Table information MEPRS Websitehttp://www.meprsinfo.com  Access to MEPRS Manual (DoD 6010.13)  Access to Learning Resources (QUEST & 5M2U)  Access to MEPRS Newsletter & MEPRS Minute  Access to MEWACS Online 38

39. Proactive versus Reactive Proactive is done through the EAS Application, while being reactive is done through the EAS Repository. Run the Error Correction Reports (ECU) – ECU by Data Set Data Source Report – ECU by Enrollment Data Source Report – ECU by Financial Data Source Report – ECU by Personnel Data Source Report – ECU by Pre-Allocation Data Source Report 39

40. Proactive versus Reactive (cont.) There are numerous standard reports available in the EAS Application. The reports listed here are the ones that NH Jacksonville primarily uses. – Allocation Summary Report for D, E and Cost Pool Accounts – Ambulatory Expense Analysis Report – Ancillary Expense Analysis Report – Dental Expense Analysis Report – Direct Expense Accepted Report (Dear / Pure used for Financial Reconciliation) – Inpatient Expense Analysis Report – ASD Table verification 40

41. Summary There are a multitude of EAS IV Repository standard ad hocs available for confirming the quality of MEPRS data that has been transmitted It is recommended that command MEPRS Managers run these MEPRS DQ reports after transmitting their MEPRS data to the EAS IV Repository 41

42. Q&A Questions? 42

43. Additional Information BACKUP SLIDES 43

44. How are GME/GDE FTEs (Residents, Interns and Fellows) Being Accounted? The below are two large teaching Medical Centers for comparison. 44

45. HOW TO FOOL THE EAS REPOSITORY FROM TIMING OUT Sign into the EAS Repository Create a new report Select “Class 2” (Load Status) For your return results, select “FY, Parent DMIS ID, Status 01” For your conditions – FY = (current FY, if data is available) – Parent DMIS ID = (your command DMIS ID Select “run” Once report returns, select view (the blue rubric cube) Click on the tab “Definitions” Check box to automatic refresh report every 15 minutes Click O.K. 45

46. HOW TO FOOL THE EAS REPOSITORY FROM TIMING OUT (cont.) 46 This job will automatically refresh every 15 minutes and will run in the background. No need to save this report. If you do this each time you sign onto EAS, your less likely to timeout when you want to refresh a report.