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City of Newport News Department of Human Services

Business Analysis Document Submitted by: Harmony Information Systems, Inc. 12120 Sunset Hills Road, Suite 500 Reston, VA 20190 Submitted: [Date] Accepted:

City of Newport News DHS: Business Analysis Document August 19th, 2010




Table of Contents DOCUMENT TRACKING 5

PROJECT IMPLEMENTATION TEAM 5

REQUIREMENTS DEFINITION PROCESS 8

BUSINESS ANALYSIS OVERVIEW 9

GUIDE TO UNDERSTANDING AND VALIDATING THE BA DOCUMENT 10

ACCESS TO INFORMATION 11

ROLES 11

DIVISIONS, ROLES AND PROGRAMS 13

DIVISIONS 13 1.0 REFERRAL 14 REFERRAL OVERVIEW 14

A. REFERRAL 14

Referral 14

2.0 SERVICE PLANNING AND SCHEDULING WORKFLOW 21

B. SERVICE PLANNING AND SCHEDULING WORKFLOW 21

B. Service Planning and Scheduling 22

3.0 PURCHASE ORDER WORKFLOW 27

C. Purchase Order Workflow (Non Foster Care Services) 28

C. Purchase Order Workflow (Foster Care Services) 32

3.1 CHECK PROCESSING WORKFLOW 35

4.0 ACCOUNTS RECEIVABLE WORKFLOW 39

5.0 SERVICE TERMINATION AND CONSUMER DISCHARGE PROCESS 40

F. Service Termination 40



G. Consumer Closing 41

6.0 PROVIDER SET-UP 41

H. Provider Set-Up 41

APPENDIX A MASTER FORMS LIST 44

SIGNATURES 45



Document Tracking Revision #

� uthor/Editor

Date Changes

1.0

• Sarah Kozlowski

7/29/2010 Created initial document

1.1

• Sarah Kozlowski • Jack Bove

08/12/2010 Revisions

1.2

• Sarah Kozlowski • Jack Bove

08/13/2010 Revisions

1.3 08/20/2010 Revisions to Provider and Fund Code Sections

Project Implementation Team Harmony Project Team

Name Title Phone Email

Murali Pillai Harmony Project Director

703-657-1472 [email protected]

Sarah Kozlowski Project Manager 703-868-4736 [email protected]

Jack Bove | Senior Technical Analyst

(703) 657-1482 [email protected]

City of Newport News DHS Project Team Name Title Phone Email

Glenn Butler Project Director (757) 926-6422 [email protected]

Edward R. Guerrero Jr, Project Manager 757 926 3871 [email protected]



City of Newport News DHS Project Team Name Title Phone Email

James Cloud Systems Administrator

Crystal Bell CSA Coordinator

Beverly Butts FAPT Coordinator

Labeebah Shakir

Administrative Assistant

Nashawn Gibbs Accounting Specialist

Bertha Thompson Financial Analyst

Andy Hartigan Financial Analyst

City of Newport News DHS Steering Committee Name Title Phone Email

Glenn Butler Project Director 757- 926-6422 [email protected]


Crystal Bell CSA Coordinator

James Cloud Systems Administrator




Harmony Escalation Contact Name Title Phone Email




Harmony Escalation Contact Name Title Phone Email



City of Newport News Escalation Contacts Name Title Phone Email


Glenn Butler Project Director 757- 926-6422 [email protected]



Requirements Definition Process From July 20th through July 21st, 2010 The City of Newport News DHS and Harmony Project Teams participated in a series of Joint Application Mapping Sessions (JAMS). The goals for these sessions were:

1. Define, document, streamline and standardize, where possible, business practices across the City of Newport News DHS. 2. Define and standardize data collection across the City of Newport News DHS division serving clients. 3. Provide better and timelier operational, supervisory, management, and statutory reporting on clients served.

The purpose of the JAM sessions is to map Harmony functionality to the City of Newport News business process utilizing the Harmony Integrated Business Practice Model. The model includes: Consumer Screening, Consumer Assessment, Consumer Scheduling, Service Planning, Consumer Discharge, Purchase Order and Accounts Receivable Workflow. The City of Newport News DHS staff met with Harmony’s Project Team on the following dates to define requirements for specific business processes for Harmony and the clients they serve:

Date Programs and Processes

July 20th, 2010 Purchase Order and Accounts Receivable Workflow

July 21st, 2010 CSA Workflow

Participants in the JAM Sessions:

• City of Newport News Project Manager

• Subject Matter Experts

• Harmony Project Manager

• Harmony Technical Analyst



Business Analysis Overview The mission of the Newport News Department of Human Services/Social Services is to achieve optimal well-being for individuals and families by promoting health, safety, employment and education through agency programs and community partnerships, strengthening the community by enhancing quality of life.

The business analysis (BA) is intended to help the City of Newport News DHS improve how it conducts its functions and activities in order

to enhance information tracking and analysis, improve efficiency and reduce the amount of paper, standardize, document and communicate

business processes and improve client outcomes. It introduces the notion of process orientation, of concentrating on and rethinking end-to-

end activities that create value to the department, while removing unnecessary, non-value added work.

This document is the “blueprint” for the Harmony solution and how it meets the needs of the City of Newport News DHS business and

technical needs as set forth in the contract scope of work. The BA document is the Final General System Design Documentation for the

Harmony System. Any subsequent requested changes to this document will go through a formal change request process and/or addenda to

the contract. Once changes are agreed upon, the City of Newport News DHS project team is required to ratify the document. Ratification

means that City of Newport News DHS must sign off on the document, indicating that they agree that the document captures the

requirements.

The City of Newport News DHS Harmony system includes over one hundred fifty standard Crystal Reports™ for client management. The specific functionality and utility of these reports varies based on the client specific configurations. For any custom reports requested by the City of Newport News DHS (including custom invoices, complex data merges from individual records, and aggregate reports), Harmony will provide cost estimates based on report specifications submitted by the City of Newport News DHS. Agreement on the cost and delivery specifications for each enhancement that the City of Newport News DHS decides to proceed with will be documented in an Addendum to the HarmonyIS License and Services Agreement that will need to be executed for work to commence.

Harmony typically provides one major release per year; therefore, the functionality described herein may change. Any subsequent requested changes to this document must go through a formal change request process and/or addenda to the contract.



Guide to Understanding and Validating the BA Document The Core Processes and Program Processes tables in this document describe step-by-step Harmony workflow for the City of Newport News business processes. Each step in the workflow is indicated by a separate line in the table. From left to right, the columns in the table indicate “who” prompts or completes the action (e.g., System or User); what Agency task is addressed (e.g., Agency Registration); which area of Harmony is used to complete the step; and a brief description of the Harmony process. The Program Processes tables also include detailed descriptions of Workflow Wizards, with a subheading and a footer to indicate the start and end of the Workflow Wizard task list.



Access to Information The Harmony system will contain information about the clients served by the City of Newport News DHS. Access to this information must be controlled and restricted on a “need-to-know” basis to those individuals having use of the system. The City of Newport News DHS is responsible for ensuring each employee is assigned membership in the group having the appropriate securities. Harmony utilizes a system of User Groups to regulate what information users of the software are given access to. Screens and even individual fields containing information can be turned off so as to not be included in a User Group. Screens and fields can be made available for “read-only” access, “add/edit” access or “full” access via applicable assignment within a User Group. In other words, Groups define what the User can see and do with the information. User Groups also define the degree or level of access allowed to client and provider records. The table below illustrates the various levels of access and possible use of those levels. Individual users of Harmony are assigned to a User Group. The table below illustrates a high-level over view of the Security Level set-up, for more information regarding the Security set-up please reference the document “Technical Workbook; Security Set-UP City of Newport News DHS.”

Roles The following are the software user roles that are Standard with the Harmony Application. Users requiring differing access based upon multiple roles must be assigned each applicable role. Please note that security roles are NOT position title but reflect the role within the software that the user has. Below are the Describe Role Definitions & Specs as determined at JAM Sessions:

Role Description Access to Information

1 CSA Worker The CSA team member will have access to the Consumer Chapter, Scheduler, and the Reports Chapter.

o Consumer Chapter o Demographics o OpenClose o Plans o Authorizations o Relations



Role Description Access to Information

o Diagnosis o Medications o Ticklers

o Scheduler o Reports Chapter

2 Finance The Finance team will have access to the Consumer Chapter, Finance Chapter, Scheduler, Provider and Reports Chapters.

o Consumer Chapter o Demographics o OpenClose o Plans o Authorizations o Relations o Diagnosis o Medications o Ticklers o AR Payments

o Finance Chapter o Scheduler o Provider Chapter

o All Areas o Reports Chapter

3 System Administrator

The System Administrator role will have access to everything in the Harmony System

All Harmony Areas



Divisions, Roles and Programs

Divisions Division is the Harmony term for a “line of business” or major division/program area of the agency. Each Division/program area within CSA can operate as a separate division to maintain confidentiality of case records. Many parts of the Harmony Client record are tied to security features associated with the Divisional structure. On each of these data input, the user will be required to re-select the appropriate Division so that the correct security can be applied to the data entered into the Client record.

Fund Code

Department

700 CSA Team



1.0 Referral

Referral Overview The first process in the City of Newport News DHS workflow is for a referral to be received by the agency. Referrals are provided by several entities including the Court Service Unit, ATM hotline, Community Services Board, School Division or the Department of Human Services, or families for services. The Referrals are documented in a New Case Form (Foster Care Maintenance) or CSA Referral Form. Once the documentation is received by City of Newport News DHS, the assigned staff will begin the Intake Process. During the Intake Process, the worker will proceed to complete the workflow in the following places in Harmony:

• Demographics • OpenClose • Relations • Contacts • Notes • Assessments • Ticklers • Scheduler

A. Referral

Referral

Who Process Harmony Area Harmony Steps

Foster Care Workflow: New Case Form is received by the City of Newport News DHS for Foster Care.

1 CSA Worker The worker receives the new case form. .

Not in Harmony

2 CSA Worker The worker will proceed to Advanced Search o Select Advanced Search



search Harmony to determine if a client record already exists.

o Enter in First Name, Last Name, and DOB o Select >”search” o Review results to determine if client already exists

in Harmony

If the client record already exists in Harmony

1 CSA Worker The worker will select the record and review the demographic information to make sure that no additional information needs to be updated.

Demographics o Select the client’s record o Click File>Edit demographics o Make any necessary changes and ensure that the

required fields are completed, including the following fields:

• Client Address and Phone Number • Review OASIS ID • Referral Source • Current mandated status

• Current IVE status • Gender • Race

• Ethnic Group - Hispanic

o Click File> “Save and Close demographics”

2 CSA Worker The worker will review the OpenClose record to ensure that the client is open to the “CSA” fund code.

OpenClose o Select the OpenClose Tab o Review the OpenClose list to see if there is already

CSA Fund Code with an open status • If there is no “open” CSA Fund Code

o Click File> “Add” OpenClose o Select the CSA Fund Code o Record essential Fund Code information including

an “Open” status o Populate the referral source section and ensure that

the referral source field is populated. o Ensure that the status is marked as “Open.” o Click File>”Save” Fund Code

3 CSA Worker The worker will proceed to Relations o Select the Relations Tab.



record relations in Harmony (optional).

o Click File>”Add relation” o Record essential relation information. o Click File>”save” relation

4 CSA Worker The worker will proceed to record contacts in Harmony (optional).

Contacts o Select the Contacts Tab. o Click File>”Add contact” o Record essential contact information. o Click File>”save” contact

5 CSA Worker As needed, workers may record notes in Harmony regarding a client (optional).

Notes o Select the “Notes” tab. o Click File>”Add Note” o Record essential note information o Click File>”save” note

If a new client record needs to be added to Harmony

1 CSA Worker The worker proceeds to add basic client information.

Demographics

o After the quick search has been completed, select “add new record.”

o Enter in vital demographic information including: • Client Address and Phone Number

• Review OASIS ID • Referral Source • Current mandated status • Current IVE status

• Gender • Race • Ethnic Group - Hispanic

o Click file> “save” in the demographics screen

2 CSA Worker The worker will place the client into the appropriate

OpenClose Screen o After save and close of the demographics screen the worker will be presented with the OpenClose



fund code. Record. o Record essential information including a status of

“Open” o Populate the referral source section and ensure that

the referral source field is populated. o Select file> “save”

3 CSA Worker The worker will proceed to complete the CSA dataset assessment in Harmony.

Assessments o Select the Assessments tab. o Click File> “Add Assessment” o Select the “CSA Dataset” from the list of

assessments o Complete all of the required information o Click File> “save and close” assessment

4 CSA Worker The worker will proceed to record relations in Harmony (optional).

Relations o Select the Relations Tab. o Click File>”Add relation” o Record essential relation information. o Click File>”save” relation




Notes o Select the “Notes” tab. o Click File>”Add Note” o Record essential note information o Click File>”save” note

Intake Process for Non Foster Care Services.

1 CSA Worker The worker receives referral documentation including CSA Referral Form and Financial Form.

Not in Harmony



2 CSA Worker The worker will proceed to search Harmony to determine if a client record already exists.

Advanced Search

o Select Advanced Search o Enter in First Name, Last Name, and DOB o Select >”search” o Review results to determine if client already exists

in Harmony

If the client record already exists in Harmony

1 CSA Worker The worker will select the record and review the demographic information to make sure that no additional information needs to be updated.

Demographics o Select the client’s record o Click File>Edit demographics o Make any necessary changes and ensure that the

required fields are completed, including the following fields:

• Client Address and Phone Number • Review OASIS ID

• Referral Source • Current mandated status • Current IVE status

• Gender • Race • Ethnic Group - Hispanic

o Click File> “Save and Close demographics”

2 CSA Worker The worker will review the OpenClose record to ensure that the client is open to the “CSA” fund code.

OpenClose o Select the OpenClose Tab o Review the OpenClose list to see if there is already

CSA Fund Code with an open status • If there is no “open” CSA Fund Code

o Click File> “Add” OpenClose o Select the CSA Fund Code o Record essential Fund Code information including

an “Open” status o Populate the referral source section and ensure that

the referral source field is populated. o Ensure that the status is marked as “Open.” o Click File>”Save” Fund Code

3 CSA Worker The worker will complete Assessments o Select the Assessments tab.



the CSA dataset in the assessments area.

o Click File> “Add Assessment” o Select the “CSA Dataset” assessment from the list . o Complete all of the required information o Click File> “save and close” assessment


Relations o The worker will proceed to select the Relations Tab.

o Click File>”Add relation” o Record essential relation information. o Click File>”save” relation


Contacts o The worker will proceed to select the Contacts Tab. o Click File>”Add contact” o Record essential contact information. o Click File>”save” contact


Notes o The worker will proceed to select the “Notes” tab. o Click File>”Add Note” o The worker will record essential note information o Click File>”save” note

If a new client record needs to be added to Harmony

1 CSA Worker The worker proceeds to add basic client information.

Demographics

o After the quick search has been completed, select “add new record.”

o Enter in vital demographic information including:

• Client Address and Phone Number • OASIS ID • Referral Agency

• Current mandated status • Current IVE status • Gender • Race

• Ethnic Group - Hispanic

o Click file> “save” in the demographics screen

2 CSA Worker The worker will place the OpenClose Screen o After save and close of the demographics screen



client into the appropriate fund code.

the worker will be presented with the OpenClose Record.

o Proceed to add the required OpenClose information

o Populate the referral source section and ensure that the referral source field is populated.

o Ensure that the status is marked as “Open.” o Select file> “save”

3 CSA Worker The worker will complete the “CSA Dataset” in the assessments area.

Assessments o The worker will select the Assessments tab. o Click File> “Add Assessment” o Select the “CSA Dataset” assessment from the list. o Complete all of the required information o Click File> “save and close” assessment


Relations o Select the Relations Tab. o Click File>”Add relation” o Record essential relation information. o Click File>”save” relation



6 CSA Worker As needed, workers may record notes in Harmony regarding a client.

Notes o Select the “Notes” tab. o Click File>”Add Note” o The worker will record essential note information o Click File>”save” note

Workflow Wizard: Add a manual FAPT tickler

1 CSA Worker Add FAPT Tickler Tickler o Worker will add a manual tickler named “FAPT” to the consumer record. The tickler will be assigned to the FAPT Coordinator and the review due will be “InService”. The tickler will default to 90 days but the user can update the due date as



needed.

Schedule the FAPT Meetings

1 CSA Worker The worker will log into the Scheduler to record the FAPT meeting.

Scheduler o Select the Scheduler Chapter o Select the FAPT Team from the drop down menu o Place the cursor over and select the desired date

and time of the appointment o Continue to fill out the required details of the

appointment. o Click File> “Save Appointment” o After save, continue to add additional details of the

appointment including the consumer, reason and MHTP remark

o Click File> “Save and close” appointment

2.0 Service Planning and Scheduling Workflow

B. Service Planning and Scheduling Workflow During a FAPT meeting, the FAPT team determines if children and families are eligible for services. The FAPT team formulates service plans with recommended services for at-risk and/or troubled youth and their families. The CSA Coordinator then presents the service plans formulated by the FAPT to the IAC for approval of service funding requests. The IAC provides the final approval and update on all of the services requests and service plans created by the FAPT Team. The following workflow will utilize the proceeding areas of Harmony:

• Consumer>Plans • Medications • Diagnosis • Assessments • Scheduler



B. Service Planning and Scheduling


Service Planning: The FAPT Coordinator will create the initial IFSP before and after the FAPT meeting. After the IFSP has been reviewed and approved at the IAC meeting, the CSA Coordinator will authorize the creation of the Purchase Orders.

1 FAPT Coordinator

Before the initial FAPT meeting, the worker may create basic Plan information in Harmony.

Plans • Select the client’s record • Select the “Plans tab”

• Click File>Add New Plan • Continue to fill in as much information as possible and

mark the status of the plan as “pending”

• Click File>”save plan”

2 FAPT Coordinator

Create Strength Plans Tab > Strength

• Click “Add strength” • Click ellipse […] and select appropriate strength from list

• Complete necessary fields • Click File > Save and Close Strength

3 FAPT Coordinator

Create Need Plans Tab > Need

• Click the Tools button and select “Add Need” to create a new need

• Click the ellipsis button and select the desired Need • Complete the required information

• Select File>”Save Need”

4 FAPT Coordinator

Create Goal Plans Tab > Goal

• To add a Goal for the Need, hover over the fly-out menu next to the Need and click the “Add Goals” link.

• Click the ellipsis button and select a Goal from the list • Complete the required information • Click File>”Save Goal”

5 FAPT Coordinator

Create Objective Plans Tab > Objective

• To the right of the Goal, hover over the fly-out menu and click on the “Add Objective” link

• Click the ellipsis button and select an objective from the list • Complete the required information



• Click File>”Save Objective”

6 FAPT Coordinator

Create Intervention Plans Tab > Intervention

• To add an Intervention to the Objective, click on “Add Interventions” from the fly-out menu to select an Intervention for the Objective

• Click the ellipsis button and select an objective from the list • Complete the required information • Click File>”Save Intervention”

7 FAPT Coordinator

Create Planned Service(s) Plans Tab > Planned Services Sub-Page

• Click File>Add Planned Service • Complete applicable fields • Select service code from list and select the appropriate

vendor service from list • Enter Number of Units and the service end date. • Click File>”Save and Close” Planned Service

8 FAPT Coordinator

Record the client’s diagnosis.

Diagnosis • Select the Diagnosis tab • Click File>”add new diagnosis” • Record essential information regarding the diagnosis

• Click File>”save and close” diagnosis

9 FAPT Coordinator

Record the client’s Medications.

Medications • Select the Medications tab • Click File> “Add Medication” • Record essential information regarding the medication

• Click File>”save and close” medication

At the conclusion of the FAPT meeting, the follow actions are completed:

1 FAPT Coordinator

Update Plan Record Consumer Chapter > Plans

• Make necessary revisions to the plan record based on outcome of IFSP meeting.



2 FAPT Coordinator

Complete existing FAPT tickler and generate a new tickler.

Consumer Chapter > Ticklers

• Click on Ticklers from the Ticklers Menu • Filter by status

• Click on the FAPT tickler • Filter ticklers by due date • Change the status to completed. • The action of completing the tickler will automatically

generate the new tickler with a due date 90 days from the due date of the prior tickler.

If the due date will be different than 90 days, the new tickler can be reopened and the due date edited.

3 FAPT Coordinator

Schedule the next FAPT meeting.

Scheduler • Select the Scheduler Chapter • Select the FAPT Team from the drop down menu • Place the cursor over and select the desired date and time

of the appointment

• Continue to fill out the required details of the appointment. • Click File> “Save Appointment”

• After save, continue to add additional details of the appointment including the consumer, reason and MHTP remark Click File> “Save and close” appointment

4 FAPT Coordinator

.Schedule the IAC meeting Scheduler • Select the IAC Team from the drop down menu • Place the cursor over and select the desired date and time

of the appointment • Continue to fill out the required details of the appointment.

• Click File> “Save Appointment” • After save, continue to add additional details of the

appointment including the consumer, reason and MHTP remark Click File> “Save and close” appointment

If FAPT Meeting needs to be rescheduled or cancelled.



1 FAPT Coordinator

Cancel or rescheduled meeting

Scheduler • Search for appointment • Open Appointment time.

• Change status to Canceled/Rescheduled o Enter Reason o Click File>”save and close” appointment o Update appointment dates and times if appointment is

rescheduled.

2 FAPT Coordinator

Cancel or rescheduled meeting

Consumer Chapter > Ticklers

• Click on Ticklers from the Ticklers Menu

• Click on the FAPT tickler • Edit the new due date on the tickler • Click on save from the file menu



During the IAC meeting, the group will review the Plan and decide to approve or deny the services. At the conclusion of the IAC meeting, the following actions are completed:

1 FAPT Coordinator

Check if a IAC tickler exists Consumer ticklers • Open Consumer record • Access the ticklers page for a pending IAC tickler

If IAC tickler does not exist:

2 FAPT Coordinator

Add new IAC Tickler Consumer ticklers Add a manual tickler named “IAC” to the consumer record. The tickler will be assigned to the CSA Coordinator and the review due will be “InService”. The tickler will default to 90 days but the user can update the due date as needed.

If IAC tickler does exist:

3 FAPT Coordinator

Add new IAC Tickler Consumer ticklers • Click on tickler from listing • Check that due date is accurate and update status to

completed

• Click on save from the file menu • The action of completing the tickler will automatically

generate the new tickler with a due date 90 days from the due date of the prior tickler.



• If the due date will be different than 90 days, the new tickler can be reopened and the due date updated.

If the services are not approved by the IAC team:

4 FAPT Coordinator

Mark the Plan as complete. Plans • Select the Plans tab in the consumer record

• Select the appropriate plan • Change the status of the Plan from “open” to “complete” • Update the Close Reason field with the reasons the IFSP

plan was denied. • Click File>”save and close” plan

If the services are approved by the IAC team:

5 FAPT Coordinator

Send approval notice to the Finance team to create Purchase Orders

Outside of Harmony

3.0 Purchase Order Workflow The City of Newport News DHS will first issue a purchase order to a Provider. The Provider will then send an Invoice back to City of Newport News DHS. Once the Invoice has been approved, Finance will enter in the Services Received so that payment can be issued to the Provider. The recommended workflow utilizes a one-tier (authorization) approval process for the creation of the purchase order and a two tier approval process for the invoice entry. The financial workflow omits the user populating the service rate at the time the authorized service is added. Harmony’s recommends storing and managing the service cost from the Vendor Service record. The recommendation will ensure that user data entry errors are minimized and the data consistency is improved. The following workflow utilizes the next areas in Harmony:

• Consumer Chapter > Plans > Planned Services



• Consumer Chapter > Authorizations • My Harmony Desktop>Pending Information>Invoice Entry • My Harmony Desktop>Pending Information>My Daily Batch (Invoiced Services) • My Harmony Desktop>Pending Information>Final Batch Review (Supervisor Approved Invoiced Services)

C. Purchase Order Workflow (Non Foster Care Services)


If the services are approved:

1 Financial Analyst Create Authorization request

Plans>Planned Services • Click on Planned Services

• Select approved services • Select Tools>Create Auth Request

• Authorization will be created

2 Financial Analyst View Authorized Services Authorizations > Authorized Services

• Click on Authorizations Page • Click on the requested authorization • Click on authorized services page

• Validate that list of authorized services is accurate and complete (i.e. rates, number of units)

If services are court ordered:

4 Financial Analyst Update authorized services Authorization > Authorized Services

• Click on the authorized services • Check the court order checkbox

• Save the authorized service

Approve Authorization



1 Financial Analyst Update authorization approval status

Authorization • Click on the Authorization page • Change status to “Approved”

• Add PO and Invoice message if needed • Validate that the PO is accurate and complete. • Click save from the file menu

2 Financial Analyst View Services Received Authorization > Services Received

• Click on the services received page • Validate that the max units allowed per month is correct

for the services from the list view. • Make any necessary updates to the services received (i.e

adjust max units per month)

3 Financial Analyst Print Purchase Order Authorization • Select “Purchase Order Report” from the file menu.

4 Financial Analyst Print Invoices as needed Authorization • Select “View Invoice Report” from the file menu.

5 Financial Analyst All of the approved authorizations are sent directly to the Provider.

Not in harmony



Adding messages to a PO as needed

1 Financial Analyst Add a note to PO Authorizations>Notes • Select the “add note” functionality in the Authorization • Complete the required fields on the note and indicate the

reason for the denial of the PO

• Click File>”save and close” note

Once Purchase Order is sent back to Finance from the Provider

1 Financial Analyst The PO is received by the Finance Department with a status of either approved or rejected.

Not in Harmony Copy of purchase order filed with provider record.

If the PO is not accepted by the Provider

1 Financial Analyst The worker will login into the Authorization and update the status of the PO.

Authorizations • Select the desired authorization

• Review the reason for the rejection of the PO To reissue a PO:

• Make any necessary updates to the PO

• Reprint the PO To deny a PO:

• Update the status of the authorization from “Approved” to “denied”

• Click File>”save” authorization

2 Financial Analyst The worker will add a note to the PO indicating the reason for the rejection.

Authorizations>Notes • Select the “add note” functionality in the Authorization • Complete the required fields on the note and indicate the

reason for the denial of the PO • Click File>”save and close” note

If the PO is accepted by the Provider and Services are Invoiced:



1 Financial Analyst Invoice and the Monthly Report from provider is received by the Finance department.

• Outside of Harmony

Once invoices are reviewed and accepted, the following actions are done:

1 Financial Analyst Enter Services Received My Harmony Desktop>Pending Information>Invoice Entry

• Under Task click on Pending Information • Select Invoiced Entry

• Use filters to view Purchase Orders • Enter units invoiced for each service received • Check the apply checkbox beside the service received

records

• Click on the update button • This step is repeated as needed for each invoice

2 Financial Analyst Validate data entry on Services Received

My Harmony Desktop>Pending Information>My Daily Batch (Invoiced Services)

• Under Task click on Pending Information • Select My Daily Batch • Pending Invoiced Services Screen will appear • Review the entries on the screen for accuracy.

• For each Invoiced Service record, click the check box next to it, or check the

• Apply box at the top of the column to check all records per page.

• Click the accept button

3 Financial Analyst (a worker other than the one that entered the invoices)

Final Batch Review My Harmony Desktop>Pending Information>Final Batch Review (Supervisor Approved Invoiced Services)

• Under Task click on Pending Information • Select Final Batch Review • Supervisor Approved Invoiced Services screen will appear

• Click on the “show accepted services” checkbox, apply any additional filters

• Click the Go button To deny an invoiced service:

• Click the fly-out menu on the right (click the upside-down triangle) and select “Deny.”



• Enter reasons for the denial • Click OK to complete the process

To approve an invoiced service:



• Click the approve button • After approval of an invoiced(s) services, Message box will

appear ‘Create Pre-checklist’

• Click ok to name checklist • Harmony will prompt you to give a name for this Pre-

Check List you’re creating. • Enter name and than click create

Use the same batch name to append additional services to an existing batch.

C. Purchase Order Workflow (Foster Care Services)


If the services are approved for payment based on the reoccurring payments form:

1 Financial Analyst Add Authorization Consumer Chapter > Authorization

• Click on the authorization page • Click on add authorization from the file menu • Select fund code

• Search for and select provider from the search window • Enter authorizations dates and select the fiscal year • Click save from the file menu



2 Financial Analyst Add Authorized Services Authorizations > Authorized Services

• Click on Authorizations Page • Click on tools > add services

• Click the index code ellipse button and select the index and sub object code combination from the list.

• Click the service code ellipse button to select from the available listing of vendor services

• Enter number of units

• Select save from the file menu

3 Financial Analyst Enter Services Received Authorizations > Services Received

• Click on services received page • Open record from list

• Enter number of units • Click save from the file menu

4 Financial Analyst Print screen for services received

Authorizations > Services Received

• Click on services received page to view list of services • Select print screen from the file menu

• File the print out with consumer file (outside of Harmony)

Adding messages to a PO as needed

1 Financial Analyst Add a note to PO Authorizations>Notes • Select the “add note” functionality in the Authorization • Complete the required fields on the note and indicate the

reason for the denial of the PO


Once all foster payments have been made;



1 Financial Analyst Validate data entry on Services Received

My Harmony Desktop>Pending Information>My Daily Batch (Invoiced Services)

• Under Task click on Pending Information • Select My Daily Batch

• Invoiced Services Screen will appear • Review the entries on the screen for accuracy. • For each Invoiced Service record, click the check box next

to it, or check the


• Click the accept button

2 Financial Analyst (a worker other than the one that entered the invoices)

Final Batch Review My Harmony Desktop>Pending Information>Final Batch Review (Supervisor Approved Invoiced Services)

• Under Task click on Pending Information • Select Final Batch Review • Supervisor Approved Invoiced Services screen will

appear • Click on the show accepted services checkbox, apply any

additional filters • Click the Go button

To deny an invoiced service:

• Click the fly-out menu on the right (click the upside-down triangle) and select “Deny.”

• Enter reasons for the denial • Click OK to complete the process

To approve an invoiced service:



• Click the approve button

• After approval of an invoiced(s) services, Message box will appear ‘Create Pre-checklist’

• Click ok to name checklist • Harmony will prompt you to give a name for this Pre-

Check List you’re creating. • Enter name and than click create



Use the same batch name to append additional services to an existing batch.

3.1 Check Processing Workflow

D. Check Processing Workflow


Check Processing Workflow:

1 Financial Analyst Validate and update pre-checklist batch if needed

Financial Chapter>Pre-Check List

• Navigate to the Pre-Check List • Perform a search for a specific batch name • Select Run Report from the file menu to view the Pre-

Checklist Master • Verify the batch using the report.

• Make any necessary corrections to the batch.



2 Financial Analyst Run the Pre Check List reports for MUNIS voucher entry

Report Chapter • Navigate to the Reports Chapter • Retrieve Reports Listing

• Select the Pre Check List by Vendor Report • Enter fund code and pre checklist batch name into the

parameters of the report.

• Run the report • Export report to Excel • Select the Pre Check List Summary by Index code and

Subobject • Enter fund code and pre checklist batch name into the

parameters of the report. • Run the report • Export report to Excel

3 Financial Analyst Create and Post Vouchers Financial Chapter> Checks Utility

• Click on Financial Chapter

• Click on Checks • Populate Voucher Date field with the due date that will be

entered into MUNIS.

• Select the pre-check list batch name from list in the Pre Check List Number Field

• Select create vouchers from file menu • Confirm voucher creation • Select post vouchers from the file menu • Confirm voucher posting

• Select view posted vouchers from the file menu to view posted vouchers

4 Financial Analyst Complete process for entering invoices in the MUNIS system.

Outside of Harmony When vouchers are entered into MUNIS, the Harmony voucher No will be stored with the MUNIS invoice.

If MUNIS batch is not approved for payment by the City and changes are needed to the Harmony data:



1 Financial Analyst Void Voucher Financial>Checks Refer to Voucher/Check void steps.

2 Financial Analyst

Correct Data Make the necessary adjustments to the PO data and repeat invoice entry process as needed.

If MUNIS batch is approved for payment by the City

1 Financial Analyst Release MUNIS batch to City for payment.

Outside of Harmony •

2 Financial Analyst The worker will review the MUNIS system to see when the City has completed printing the checks.

Outside of Harmony •

If checks have been created from MUNIS:

1 Financial Analyst The worker will export the check data from MUNIS into the import workbook.

Outside of Harmony The import worksheet will include, the Harmony voucher no, check date, check no and check amounts.

2 Financial Analyst Import Check Numbers into Harmony

Financial Chapter> Checks Utility > Posted Vouchers

• The user will place the import workbook in the folder share on the web server.

• Click on Financial Chapter • Click on Checks

• Select view posted vouchers from the file menu • Select import checks from the file menu



• Confirmation window will appear and the check numbers will be displayed on the posted checks page.

Voucher/Check Voids

1 Financial Analyst Void a Check Financial>Checks • Go to File > View Posted and choose the applicable date • Review the list of the checks

• Select the check to void • When the Void button is selected, the system will reverse

the prior approval and change the status of the associated Services Received Records to Unposted

2 Financial Analyst The worker will add a note to the PO indicating the reason for the void.

Authorizations>Notes • Select the “add note” functionality in the Authorization

• Complete the required fields on the note and indicate the reason for the void.




4.0 Accounts Receivable Workflow Receivables workflow is only completed for special programs for the City of Newport News DHS including: special welfare, account recoupment, co-pays, refunds, reimbursements and IVE reimbursements.

E. Accounts Receivable Workflow


If the consumer is active

1 Finance Worker Enter incoming payment information

Consumer Chapter > View Menu > Accounts > Receivables

• Open client record • Click View� Accounts • Select AR Payments

• Click Tools�Add AR payment • Enter Payment information • Click File�Save

If the consumer is inactive

1 Finance Worker Reopen Open Close Record

Consumer Chapter > Open Close Page

• Open client record • Click on the open close tab • Sort by close date for most recent open close • Open most recent Open Close record

• Click reverse disposition from the file menu



2 Finance Worker Enter incoming payment information

Consumer Chapter > View Menu > Accounts > Receivables

• Open client record • Click View� Accounts

• Select AR Payments • Click Tools�Add AR payment • Enter Payment information • Click File�Save

3 Finance Worker Close the client out to the Fund Code

Consumer>Open Close Chapter

• Select the Open Close Tab • Select the current open close • Change the status from “open” to “closed”

• Click yes when prompted to cancel all existing ticklers • Enter close date and close reason. • Click File> “save and close” fund code

5.0 Service Termination and Consumer Discharge Process End of service is the process of determining that a client is no longer going to receive services. It may also be that the client will no longer be served by the City of Newport News DHS.

F. Service Termination

Service Termination


1 Finance Worker

Terminate Existing Purchase Order

Consumer>Authorizations

• Open the authorization • Check the terminate check box

• Enter a terminate reason and date in the terminate section • Select save from the file menu



G. Consumer Closing

Open Close Closing


1 Finance Worker

Close the client out to the Fund Code

Consumer>Open Close Chapter

• Select the desired Consumer Record • Select the Open Close Tab

• Select the current open close • Change the status from “open” to “closed” • Click yes when prompted to cancel all existing ticklers

• Enter close date and close reason. • Click File> “save and close” fund code

6.0 Provider Set-up The financial workflow omits the user populating the service rate at the time the authorized service is added. Harmony recommends storing and managing the service cost from the Vendor Service record. The recommendation will ensure that user data entry errors are minimized and the data consistency is improved.

H. Provider Set-Up

Provider Set-up


1 Finance Worker

Perform a quick search to determine if Provider is in

Provider Chapter • Click on Provider Chapter

• Click on File>Add Provider



Harmony • Search to make sure Provider does not exist in the system

2 Finance Worker

Add Provider Information Provider Demographics • Click> “Add Record” • Record essential information regarding the provider

including Vendor No from the City Finance System

• Click File>”save” demographics

3 Finance Worker

Open Provider to OpenClose Record

Provider Chapter> OpenClose

• Click on OpenClose tab

• Click File>Add OpenClose record • Select the desired Fund Code • Set Disposition ‘Open’

• Click File>”save and close provider”

Add Service Codes

Search for existing service codes

1. Finance Worker

Search to see if service code has been added to the system

Utilities Chapter • Click on Utilities Chapter • Click on Service Code button

• Search for existing code

If Service Code does NOT exist

1 Finance Worker

Enter in Service information

Financial Chapter • Click File>Add Service Codes Detail

• Enter service information • Enter $0 as the unit cost • Click File>Save

If Service Code does exist

1 Finance Worker

Validate the information is correct

Non Harmony Task

2 Finance Worker

If necessary update Service Information

Utilities Chapter • Select Service Code

• Update necessary information



Add Services to Provider

1 Finance Worker

Add services to Provider Provider Chapter • Click on Provider Chapter • Select Provider • Click on Services Tab • Click File>Add Services

• Select Service code • Enter start date • The unit cost will be entered based on the provider rate

located in the Virginia CSA service fee directory: • Directory Link:

http://www.csa.state.va.us/sfd/service_fee_directory.cfm • Click save from file menu.

Add Worker to a Provider

2. Finance Worker

Add worker to Provider Record

Provider Chapter • Click on the Provider Chapter • Select the Worker Tab

• Click File>”add worker” • Record essential information regarding the worker and

ensure that the active option is checked

• Click File>”save” worker

Deactivate a Provider

1 Finance Worker

Deactivate a Provider Provider Chapter • Click on Provider Chapter • Select Provider • Click> “edit demographics” • Unselect the “active” option

• Click File>”save” demographics

2 Finance Worker

Close Fund Code Record Open Close Tab • Select the Open Close tab • Select the CSA Fund Code record

• Update the status from “open” to “closed” • Click File>”save” Fund Code



Appendix A Master Forms List For a complete list of the Master Forms List, please review the document titled “City of Newport News Master Forms Lists.”


Signatures

Harmony

Project Manager

Delivered

Date:

Client

Project Manager:

Received & Accepted

Date:

Stakeholder:

Received & Accepted

Date:

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