PPMRS: LPH Planning and Performance Measurement Reporting System

Frequently Asked Questions

The questions below refer to the 2013-2014 PPMRS reporting cycle.

Who can I contact with questions?


Visit PPMRS Contacts or contact health.ppmrs@state.mn.us for more information on who to contact for questions about Title V, TANF, and general questions.

Why can't I log in?


If you are experiencing problems logging in, please first try logging out, clearing your internet browser cache, and logging back in.

If this does not work, please send a message to health.ppmrs@state.mn.us describing the problem and including a screenshot of your error message. MDH will respond as promptly as possible.

What's new this year? Are there any changes?


Finance and Staffing

  • The staffing position of Public Health Informatician has been added to these modules.
  • Reporting for Title V staffing and TANF staffing still need to be completed.

More Information: Help for Reporting: Finance and Staffing.

LPH Act Performance Measures

MDH has introduced new measures in environmental health, health equity, and optional measures on accreditation. Find more information and instructions for reporting at: Help for Reporting: Performance Measures

Family Home Visiting

Family Home Visiting will not be collected in the PPMRS system. Health information exchange enables MDH to collect 2013 data for this module.

Policy, Systems, and Environmental Change (PSE)

PSE will not be collected in the PPMRS system. MDH will collect data through grant monitoring.

When is reporting due?


All modules except Budget are due March 31, 2014. Reporting forms should be submitted before March 31 to allow time for validation to run and errors to be corrected.

The Budget reporting cycle closed December 31, 2013.

How do I know if I've submitted my performance measure data? Where can I get a copy of the data I entered?


You can obtain a copy of your LPH Act Performance Measure data in three ways:

1. PPMRS Instructions: After using the LPH Act Performance Measures Instructions to gather data, you can use the document as a reference for the data you entered.

2. Print/Email After Data Entry: After you enter all of your data for an area within the LPH Act Performance measures, and you hit submit, you'll see a screen like the one below. You may print your responses for this performance measure area, or email your responses to yourself or a colleague.


3. Unique CHB Reports: Later this summer, OPI will produce a report for each CHB, which higlights key LPH Act performance measures and includes statewide comparisons. These reports depend on data from the US Census Bureau, which is why they are not available straightaway after reporting.

These reports were first produced in 2013; to obtain your CHB's report from last year, please contact your CHS administrator.

Where can I find the current CHB funding allocation?


The funding allocation is online: Funding: Local Public Health Act [Note: This link will open in a new window].

Do I submit Expenditure data based on my invoices for the Local Public Health Act funds?


Yes. Report your expenditure information based on the invoices submitted for reimbursement for services during the time period of January 1, 2013 to December 31, 2013, even if you didn't receive reimbursement until 2014.

Expenditure data is gathered to reflect local public health expenditures for the previous calendar year's Local Public Health Act grant award. Please report expenditures for the end of 2013 even if you didn't receive reimbursement until 2014. The PPMRS Expenditure data forms do not validate using CHB invoices submitted to the Minnesota Department of Health. Validation occurs between all financial, statistical, and previous budget forms within PPMRS.

Where can I find reporting resources?


How do I get the validation to run? When does the validation run?


For validation to run, all forms must be submitted, including the comments forms. Validation will run in the evening after every form is submitted. The results, including any errors, will be emailed to the CHS Administrator. If you feel that validation should have run, but you did not receive a message please contact us.

It is possible to check the status of forms, to see whether they have been submitted or just saved, by looking at the "last updated" table. The last updated table can be found in the login portion of PPMRS under the "data reporting" tab. Select the module, like "statistical forms" and scroll down. The last updated table is at the bottom of the page, under the list of forms.

Where should I place SHIP funds and FTEs?


SHIP funds are state funds and therefore go in the funding source of Other State Funds.

All SHIP funds and FTEs supported by SHIP funds go in the area of Promote Healthy Communities and Healthy Behaviors.

For more information, visit: Help for Reporting: Finance Glossary and Staffing Glossary.

Where do I include children served on the Follow-Along Program?


MDH has the number of children served on the Follow-Along Program and will add these numbers into the total of children with special health care needs reached. If you are providing services other than the Follow-Along Program to the infant/child/family than record those numbers in the appropriate area.

To generate a report:

  • Go to Client List in the FAP software.
  • On the bottom of the list are listed the Children with Special Health Needs Part A and Part B reports.
  • Click on the Part A report and you will get a report (Number of Clients Served by Age, Race and Ethnicity) that defaults to today's data and a year back. If you want the report for different dates, you can change the range as well as the field and click refresh. You can also change the field, "Age will be calculated as of _____".
  • Click on Part B and you will get the report (Major Medical Care Resource Available for Services at Initial Intake).
  • On either report you can click on "Hide Details" on the left hand side of the screen and you will get numbers instead of names.

How do I get Follow-Along Program data?


The current Follow-Along Program (FAP) software already has a feature that will generate this data if the data was entered. The data needs to be entered in the Demographics/Administrative screen under FAP Paysource. The FAP Paysource field is used to identify the payment source for a child to be in the Follow-Along Program. If your program does not currently enter this data, you can start from now or go back into each child's file and add it.

Where do I include childhood injury prevention on the Title V statistical report?


This will depend on the population you are reaching and the type of child hood injury prevention activities you are providing. Examples: Car seats for infants should be included in the Infant area while bike helmets would be in the child/adolescent area. If you are doing individual services it should be included in the area discussing individual services to clients while group information should be listed under groups.

What does "client chart" mean in the Title V statistical report?


A client chart is any written or electronic documentation of information obtained during a visit or encounter, whether face-to-face or not, with a client. The client chart may also include documentation of doctor's orders, tools used for screening or assessment, telephone calls or conferences with other providers, etc.

Are pregnant women with WIC-associated office visits MCH-eligible?


That is, when we run our MCH numbers for Improved Pregnancy Outcome (IPO) these visits show up. We assume they are financially eligible as they are eligible for WIC, but the high risk part we are unsure of. They all need to have a nutritional need to be enrolled in WIC. Poor nutritional status is one of the risk factors. Is that enough for MCH eligibility?

Yes, the women would be MCH eligible and should be counted under IPO.

In which area of public health responsibility do I place the Early Hearing Detection Intervention (EHDI) activities, staffing, and funds?


EHDI activities, staff, and funds are placed in Assure the Quality and Accessibility of Health Services. The funds are Other Federal Funds.

For more information, visit: Help for Reporting: Finance Glossary and Staffing Glossary.