Frequently asked questions about LPH Act annual reporting (FAQ)- Minnesota Dept. of Health

Frequently asked questions about LPH Act annual reporting

The questions below refer to the 2018-2019 Local Public Health Act annual reporting cycle, in which community health boards report on 2018 calendar year data during the first quarter of 2019.

If you have questions not answered below, please contact us.

General questions

REDCap questions

Finance and staffing questions

Performance measures questions

 

General questions

 

When is reporting due?

All modules are due March 31.

 

How do I report Title V data?

The MDH Community & Family Health Division will communicate with local public health leadership directly about Title V reporting.

For help reporting Title V information, visit: Title V Maternal and Child Health (MCH) Block Grant grantee information

 

Do I report on behalf of my county, or my community health board?

LPH Act annual reporting occurs at the community health board level.

MDH recommends using the instructions and guidance for each module to gather your data from each county or local health department (if your community health board has more than one county), and then use that information to convey what’s happening within the community health board as a whole.

You can find each module’s instructions online: LPH Act annual reporting modules.

 

Where can I find resources to help gather my data?

Use the instructions and guidance for each module to gather your data. There are fillable instructions for LPH Act performance measures and guidance to walk you through each question for finance and staffing.

 

What does MDH do with all of this data?

During LPH Act Annual Reporting, MDH collects quantitative and qualitative data to describe our local public health system. We look for patterns in data and for local solutions in narrative responses.

This data informs how the MDH Center for Public Health Practice supports local public health in their efforts. If many community health boards are working on the same issue, MDH can better tailor trainings and technical assistance, and help connect local departments that might have information to share with each other.

MDH also uses narrative responses to consider adding quantitative questions to measure the impact of interventions and programs.

MDH subject matter experts in different divisions outside of the Center for Public Health Practice also use data to inform their own training and technical assistance.

Each summer, MDH provides a summary of the previous year's performance measure progress, as well as a report for each community health board with additional historical and population context. Each fall, MDH provides a summary of the previous year's finance and staffing data.

  • For summaries of past years' data, visit: Past data: LPH Act annual reporting
  • For your community health board's own report on performance measures, please contact your CHS administrator.

 

If PPMRS is going away, how do I update my community health board’s contact information?

Local Public Health Act annual reporting happens entirely in REDCap: Staffing, finance, performance measures.

PPMRS is still open and active as a contact database but MDH is transitioning to REDCap this year by adding a new form, and we ask that you use REDCap to update your contact information, instead of PPMRS: Community health board contact information. MDH will notify CHS administrators when PPMRS is no longer functional as a contact database.

 

REDCap questions

 

Where is my REDCap account?

MDH asked CHS administrators and PHN directors for the names of staff who will enter data into REDCap. If you have any questions about your REDCap account, you can contact Becky Buhler via phone (651-201-5795) or email (becky.buhler@state.mn.us).

  • If you’re new to REDCap, you will not get an email from REDCap about your username and password until mid-February, when LPH Act Annual Reporting opens.
  • If you already have a REDCap account, you’ll be able to log in to REDCap, but you won’t see the current year's reporting forms until mid-February, when LPH Act Annual Reporting opens.

 

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. Remember: your REDCap user name does not include the @ symbol.

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.

Find more REDCap help at: Help with REDCap for LPH Act annual reporting.

 

Will my REDCap account still lapse if I don’t log in?

Yes; if you do not continue to use your account for 180 days, your account will go dormant. If that happens, please contact Becky Buhler via phone (651-201-5795) or email (becky.buhler@state.mn.us), and she will help you get your account reactivated.

 

Does my REDCap account replace my PPMRS account?

PPMRS is still open and active as a contact database but MDH is transitioning to REDCap this year by adding a new form, and we ask that you use REDCap to update your contact information, instead of PPMRS: Community health board contact information. MDH will notify CHS administrators when PPMRS is no longer functional as a contact database.

Local Public Health Act annual reporting happens entirely in REDCap.

 

How do I navigate REDCap?

Tutorials and guides for REDCap are available online, at Help with REDCap for LPH Act annual reporting.

The webinar Using REDCap to report finance and staffing for the Local Public Health Act can help you with your initial questions. If you would like further assistance after watching this webinar, please contact us.

 

Can I print the REDCap forms to use as templates to gather data?

You certainly can, but you might have an easier time using the instructions and guidance for each module to gather your data. There are fillable instructions for LPH Act performance measures and guidance to walk you through each question for finance and staffing.

 

How do I access past years' data in REDCap?

If you need past years’ data from REDCap, PPMRS, or past years’ infrastructure reports specific to your community health board, please contact Becky Buhler via phone (651-201-5795) or email (becky.buhler@state.mn.us), or contact your public health nurse consultant.

 

Can more than one person enter data into the same REDCap form at the same time?

Yes; more than one person can enter data into the same form because REDCap allows individuals to log in under their own accounts. Be sure to save your data entry.

 

Will REDCap show me reporting errors?

If there are errors in your data entry for the finance/staffing module, REDCap will let you know as you enter data. MDH will review data after LPH Act Annual Reporting closes.

If MDH continues to see any errors after you have submitted your data, MDH will contact you to follow up.

 

How will MDH know if I'm done reporting?

You let us know you have completed reporting via REDCap.

When you've finished reporting, CHS administrators submit two final validation forms: one for finance/staffing, and one for performance measures. This lets MDH know you have fixed errors and you’re done with finance and staffing. You can find the validation form for each at the bottom of your left-hand navigation pane. This form is only available to CHS administrators; other staff cannot see or access it. In REDCap, click on the Report Validation Form link, and complete the survey to complete validation.

 

Where can I get a copy of the data I entered? Can I download and print my data?

After using the appropriate guidance or instructions to gather data (see: LPH Act annual reporting modules), you can use the document as a reference for the data you entered.

You can also obtain a copy of your data from REDCap.

For data from past years, contact Becky Buhler via phone (651-201-5795) or email (becky.buhler@state.mn.us), or contact your public health nurse consultant.

 

Finance and staffing questions

 

What's new for this reporting period in finance and staffing?

There are not changes to finance and staffing reporting this year.

 

Does my community health board submit a budget during LPH Act Annual Reporting?

No. Community health boards no longer submit a budget during the last quarter of the year for LPH Act annual reporting. As of November 2016, you do not need to submit a budget for the year ahead.

 

When is finance and staffing reporting due?

The finance and staffing module is due March 31.

When you've finished reporting, CHS administrators submit the final validation form for finance and staffing. This lets MDH know you have fixed errors and you’re done with finance and staffing. You can find the validation form for finance and staffing at the bottom of your left-hand navigation pane in REDCap. This form is only available to CHS administrators; other staff cannot see or access it. Click on the Report Validation Form link, and complete the survey to complete validation.

 

Where can I find resources to help gather my finance and staffing data?

MDH will provide you with instructions on reporting in January, similar to those provided in past years for Local Public Health Act performance measures. MDH emails a link to these reporting instructions to CHS administrators and PHN directors, and also posts the instructions online: Modules: Finance and staffing

 

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

You can find current community health board funding awards at: Funding and the Local Public Health Grant.

 

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, 2018 to December 31, 2018, even if you didn't receive reimbursement until 2019.

Learn more: Modules: Finance and staffing

 

What is validation?

Validation is the name given to the automatic review of data to verify accuracy.

CHS administrators submit the final validation form for finance and staffing. This lets MDH know you have fixed errors and you’re done with finance and staffing. If you are a CHS administrator, you can find the validation form for finance and staffing at the bottom of your left-hand navigation pane in REDCap. This form is only available to CHS administrators; other staff cannot see or access it. Click on the Report Validation Form link, and complete the survey to complete validation.

 

Where should I put certain funds and FTEs for things like SHIP or Early Hearing Detection and Intervention?

Consult the instructions at: Modules: Finance and staffing

 

Performance measures questions

 

What's new for this reporting period in LPH Act performance measures?

  • Assure an adequate local public health infrastructure: Minnesota-specific measures: Your community health board will not report on school health or informatics this year, and your measures on workforce development and competency will look different.
  • Prepare for and respond to emergencies: This year, your community health board will also pause reporting on measures in this area during LPH Act Annual Reporting. If you report to the MDH Center for Emergency Preparedness and Response outside of the LPH Act Annual Reporting period, on other measures not directly associated with LPH Act Annual Reporting, you will continue to do so.

 

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 January, similar to those provided in past years for Local Public Health Act performance measures. MDH emails a link to these reporting instructions to CHS administrators and PHN directors, and also posts the instructions online: Module: Local Public Health Act performance measures.

 

When is performance measure reporting due?

All modules are due March 31.

When you've finished reporting, CHS administrators submit the final validation form for LPH Act performance measures. This lets MDH know you’re done with LPH Act performance measures. If you are a CHS administrator, you can find the validation form for LPH Act performance measures at the bottom of your left-hand navigation pane in REDCap. This form is only available to CHS administrators; other staff cannot see or access it. Click on the Report Validation Form link, and complete the survey to complete validation.