Frequently Asked Questions

The questions below refer to the 2015-2016 annual reporting cycle. If you have questions not answered below, please contact us.

In General

Budget Reporting

Finance and Staffing

LPH Act Performance Measures and REDCap


In General

Why can't I log into PPMPRS?

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.

Why can't I log into REDCap?

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.

Does my REDCap account replace my PPMRS account?

Your REDCap account will supplement your PPMRS account(s); it will not replace them:

  • Your CHB will use one, department-wide PPMRS user account to report budget, finance, and staffing information, as well as to update contact information.
  • Individuals reporting a CHB's Local Public Health Act performance measures will use their individual REDCap user accounts.

When is reporting due?

All modules except budget are due March 31. 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.

Where can I find resources to help gather my data?

Visit: Help for Reporting.


Budget Reporting

What's new for this reporting period?

There are no changes to any of the budget forms.

When is budget reporting due?

The budget is due December 31, but should be submitted before December 31 to allow validation to run and errors to be corrected.

Where can I find resources to help gather my data?

Visit Help: Budget Reporting.

What forms are required for budget reporting?

These three forms must be completed and submitted for validation to run:

  • Recap/Expenditures-Budget
  • Title V Federal Funds Breakout by Priority-Budget
  • Financial Comments-Budget

Even if you don't have any comments, enter your contact information and submit the form.

Once all three forms are submitted, the CHS administrator will receive an email either with an error report or with news that budget reporting is complete. This email is sent automatically overnight. If you think you should have received an email but didn't, contact us.

Where do I put my funds?

Visit Help: Budget Reporting to consult the PPMRS Budget Glossary and other resources.


Finance and Staffing

What's new for this reporting period?

You will see slight changes to the forms for TANF/Title V, in the form of new categories. The data will remain the same.

When is finance and staffing reporting due?

Finance and staffing modules are due March 31. Reporting forms should be submitted before March 31 to allow time for validation to run and errors to be corrected.

Where can I find resources to help gather my data?

Visit: Help: Finance and Staffing.

Where can I find the current community health board funding allocation?

Visit: Local Public Health Act: Funding.

How do I submit expenditure data?

Report expenditure information based on the invoices submitted for reimbursement for services during the time period of January 1, 2015 to December 31, 2015, even if you didn't receive reimbursement until 2016. Learn more: Help: Finance and Staffing.

What is validation?

Validation is the name given to the automatic review of PPMRS data to verify accuracy. Learn more: Validation.

Where should I put certain funds and FTEs for things like SHIP, the Follow Along Program, or EHDI?

Visit "Where Do I Put..." on the Finance and Expenditures Glossary page.

How do I get Follow Along Program data?

The current Follow Along program software already has a feature that will generate this data if it was entered in that program.

How do I report on funding and staffing for MnCHOICES?

MnCHOICES is a single, comprehensive assessment and support planning web-based application for long-term services and supports in Minnesota.

Local public health professionals are reimbursed using the Local Collaborative Time Study (LCTS), administered by the MN Department of Human Services (DHS). The LCTS is a federal funding source intended to support the services provided by your local Family Services and Children's Mental Health collaboratives. Federal funds received from LCTS activities must be used to expand early intervention and prevention services for children and families. Social services professionals are reimbursed using the Social Service Time Study (SSTS), also administered by the MN Department of Human Services (DHS).

For MnCHOICES assessments:

  • Report local public health FTEs reimbursed by the Local Collaborative Time Study (LCTS) in PPMRS on the Statistical (Staffing) forms in order to gain an accurate overview of the capacity of Minnesota's public health system
  • Staff reimbursed by using the Social Service Time Study (SSTS) should not be reported as public health FTEs in PPMRS
  • Do not count employees as full FTEs for both public health (PPMRS) and human services (DHS reporting)
  • Federal reimbursement for MnCHOICES assessments for public health work (reimbursed by LCTS) should be reported as Medicaid funds in PPMRS
  • The area of public health responsibility where this work should be reported is: Assure the Quality and Accessibility of Health Services
  • Add any explanations to the appropriate comment form

LPH Act Performance Measures and REDCap

What's new for this reporting period?

An overwhelming majority of the measures in the six areas of public health responsibility have not changed. Some measures have been adjusted slightly, have been removed, or have been added since last year.

Your CHB will not report on all 100 national public health measures as it did last year, but will report on a subset of key measures—many of which are the same as in years past.

When is performance measure reporting due?

All modules except budget are due March 31.

Where can I find resources to help gather my data? How do I know what to report?

MDH will provide you with instructions on reporting in mid-January, similar to those provided in past years for Local Public Health Act performance measures.

Visit: Help: Local Public Health Act Performance Measures.

Where can I get a copy of the data I entered?

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

You can obtain a copy of your data from REDCap, after you have completed your data entry. You can download or print a PDF of your responses..

Why change to REDCap for performance measures?

In February 2016, community health boards (CHBs) will report Local Public Health Act performance measures using a new system called REDCap. MDH anticipates that REDCap will:

  • be easier for community health board staff to use,
  • allow CHB staff to access their own data,
  • permit CHBs to use one system to report across multiple MDH programs (SHIP, Annual Reporting, and more), and
  • be simpler for MDH to administer and maintain.

How do I navigate REDCap?

Tutorials and guides for REDCap are available online, at Local Public Health Act Performance Measures.

The February 2016 webinar, How to Navigate REDCap, can help you with your initial questions. If you would like further assistance after watching this webinar, please contact us.