PPMRS: Local Public Health Reporting

Visit PPMRS Contacts or contact health.ppmrs@state.mn.us for more information on who to contact for questions about Title V; TANF; Family Home Visiting Evaluation; Policy, Systems, and Environmental Change; and general questions.

< Return to the top of the page

2. What changes have been made from last year?

All reporting for all modules is being done by Community Health Boards (CHBs).

Minnesota currently has 50 community health boards (CHBs); 20 of them are multi-county CHBs. Many of these multi-county CHBs have been reporting into PPMRS as a single entity. Others have reported separately as individual local health departments. Multi-county CHBs should refer to PPMRS Guidance: Reporting as a Multi-County CHB for reporting on the Local Public Health Act Performance Measures.

Financial and Statistical Forms: There are no changes to the Financial and Statistical Forms.

Policy, Systems, and Environmental Change (PSE) Forms: ALL CHBs are expected to fill out this section, whether they have SHIP funding or not. If you are conducting the PSE work in the questions, but not with SHIP funds, you can answer “no” to the question: Has any work on this policy, rule, or regulation been funded in part by grants from the Statewide Health Improvement Program (SHIP)?

Family Home Visiting: There are no changes to the Family Home Visiting Evalution Forms.

< Return to the top of the page

3. When is Annual Reporting due?

The Performance Measures, Financial, Statistical, FHV, and PSE Reporting are due March 31, 2013. Reporting forms should be submitted before March 31 to allow time for validation to run and errors to be corrected.

< Return to the top of the page

4. Where can I find the current CHB funding allocation?

The funding allocation can be found at Funding: Local Public Health Act [Note: This link will open in a new window].

< Return to the top of the page

5. Where can I find reporting resources?

The glossaries (budget, financial, statistical, and PSE), the User Guide, and the training videos can be found at PPMRS: Help for Reporting Data.

A complete list of the performance measure questions and guidance can be found at PPMRS Help: Reporting Performance Measures.

< Return to the top of the page

6. 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 using the information provided above.

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.

< Return to the top of the page

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

< Return to the top of the page

8. 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.

< Return to the top of the page

9. 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.

< Return to the top of the page

10. 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.

< Return to the top of the page

11. 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.

< Return to the top of the page

12. We have started to see pregnant women for office visits associated with WIC appointments. Are these women 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.

< Return to the top of the page

13. 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.

< Return to the top of the page

14. Do I need to report NFP clients?

The Family Home Visiting Unit of the Minnesota Department of Health has been working with the Nurse-Family Partnership (NFP) National Service Office to produce a customized quarterly data extract to meet the annual reporting requirements for TANF-related Family Home Visiting Evaluation in PPMRS.

What this means for 2013 PPMRS reporting:

Community Health Boards are not required to report 2012 aggregate data on NFP clients into PPMRS by March 31, 2013. If CHBs prefer to enter 2012 aggregate data for NFP clients into PPMRS, please notify Rick Carlson, Family Home Visiting Epidemiologist.
Community Health Boards, regardless of funding sources, may discontinue the use of the MDH Family Home Visiting Evaluation Forms 1 and 2 for NFP (short forms).
Please note that this change only impacts Family Home Visiting data reporting on NFP clients and does not affect any other PPMRS reporting requirements for CHBs.