National Aging Program Information National Aging Program Information System (NAPIS)System (NAPIS)

is connected to theis connected to the Reporting and Analyzing Information

for NAPIS (RAIN)is connected to theis connected to the

State Program Report (SPR)State Program Report (SPR)

NAPIS & SPR vs OACCESS & RAINNAPIS & SPR vs OACCESS & RAIN

National Aging Program Information SystemNational Aging Program Information System (NAPIS) data is the (NAPIS) data is the Administration on Aging’s (AoA) critical means to demonstrate program value to Administration on Aging’s (AoA) critical means to demonstrate program value to Congress and the Office of Management and Budget (OMB) Congress and the Office of Management and Budget (OMB) (OMB and Congress (OMB and Congress require the data.)require the data.)

The The State Program ReportState Program Report (SPR) is the tool provided to State Units on Aging (SPR) is the tool provided to State Units on Aging (SUA) for purposes of performance measurement. The SPR reveals: (SUA) for purposes of performance measurement. The SPR reveals:

» Year-to-year improvement on reaching the OAA targeted client Year-to-year improvement on reaching the OAA targeted client (Demographics illustrate this) (Demographics illustrate this)

» Critical client services are provided Critical client services are provided (Clusters 1 and 2 plus Caregiver Services)(Clusters 1 and 2 plus Caregiver Services)

» Expenditures support number of service units providedExpenditures support number of service units provided SPR data for each U.S. State and Territory is posted on www.aoa.gov SPR data for each U.S. State and Territory is posted on www.aoa.gov

RAIN Web ApplicationRAIN Web ApplicationAAA

NAPIS data entry

OACCESS

RAIN web application

Nightly upload to RAIN

Upload to AoA web application

Congress and Office of Management & Budget (OMB) review.

AoA assembly and submittal to Washington DC

State Program ReportState Program Report

AAA reports annually to State Unit on AgingAAA reports annually to State Unit on Aging

State Unit on Aging assembles accumulative State Unit on Aging assembles accumulative service recipient, service units and service service recipient, service units and service expenditure data and uploads to Administration expenditure data and uploads to Administration on Aging by end of each calendar yearon Aging by end of each calendar year

Why Do We Need It?Why Do We Need It?

AoA is required to report on 17 performance AoA is required to report on 17 performance measures in their budgeting process. 10 of measures in their budgeting process. 10 of these performance measures come the the these performance measures come the the NAPIS State Program Report.NAPIS State Program Report.

AoA submits this information through a 3 step AoA submits this information through a 3 step budget approval process through: DHHS, OMB budget approval process through: DHHS, OMB and finally to Congress.and finally to Congress.

Why Do We Need It?Why Do We Need It?

After the report goes to Congress:After the report goes to Congress: Congressional dollars are allocated based on Congressional dollars are allocated based on

our SPR - $$$$$our SPR - $$$$$ Allocations received by the State Unit on Aging Allocations received by the State Unit on Aging

are Distributed to the AAAsare Distributed to the AAAs

What happens if our data are What happens if our data are inaccurate?inaccurate?

Funding is not awarded appropriatelyFunding is not awarded appropriately State receives a total allocation; Counties (AAA State receives a total allocation; Counties (AAA

Districts) receive individual allocation based on numbers Districts) receive individual allocation based on numbers of persons served, units of service.of persons served, units of service.

If any single AAA provides inaccurate data, If any single AAA provides inaccurate data, all all AAAs in AAAs in the state suffer the consequences … AND the state suffer the consequences … AND

(The whole world can see it since it is posted on the (The whole world can see it since it is posted on the WEB)WEB)

NAPIS Information CycleNAPIS Information Cycle

Oregon ACCESS

RAIN pulls dataFrom OACCESS AoA downloads

State Program Report

The State uploadsto AoA’s reporting

tool

AAA inputs client and service data

What Do we mean by What Do we mean by Demographics? Demographics?

Client InformationClient Information» AgeAge» GenderGender» Race/EthnicityRace/Ethnicity» Income RangeIncome Range» Number in HouseholdNumber in Household» ADL/IADL levelsADL/IADL levels» Rural or non-ruralRural or non-rural

Client DemographicsClient Demographics

Services cannot be denied if someone refuses to Services cannot be denied if someone refuses to give it but that does not lessen our responsibility give it but that does not lessen our responsibility

to obtain it!to obtain it!

Do We have to ask for it?Do We have to ask for it?YES!YES!

Registered ServicesRegistered Services CLUSTER 1CLUSTER 1

– Home Delivered Meals (OAA, OPI, Medicaid)Home Delivered Meals (OAA, OPI, Medicaid)– Adult Day Services (OAA, OPI)Adult Day Services (OAA, OPI)– Home Care/Personal Care (OAA, OPI)Home Care/Personal Care (OAA, OPI)– Chore (OAA, OPI)Chore (OAA, OPI)– Case Management (OAA, OPI)Case Management (OAA, OPI)

Registered ServicesRegistered Services

CLUSTER 2CLUSTER 2– Congregate Meals (OAA, OPI, Medicaid, Congregate Meals (OAA, OPI, Medicaid,

Volunteer, etc)Volunteer, etc)» Including NSIP (The SUA will complete this field)Including NSIP (The SUA will complete this field)

– Nutritional Counseling (OAA)Nutritional Counseling (OAA)– Assisted Transportation (OAA)Assisted Transportation (OAA)

Non Registered ServicesNon Registered Services Cluster 3 – No Client InformationCluster 3 – No Client Information

– Information and Assistance (OAA, OPI, Medicaid)Information and Assistance (OAA, OPI, Medicaid)– Legal Services (OAA, OPI)Legal Services (OAA, OPI)– Transportation (OAA, OPI)Transportation (OAA, OPI)– Nutrition Education (OAA, OPI)Nutrition Education (OAA, OPI)– Outreach (OAA, OPI)Outreach (OAA, OPI)– Information for Caregivers (serving elderly and/or Information for Caregivers (serving elderly and/or

children)children)– Access for Caregivers (serving elderly and/or Access for Caregivers (serving elderly and/or

children)children)

Cluster 3 Non Registered ServicesCluster 3 Non Registered Services

BUT We ARE required to provide:BUT We ARE required to provide:– Client CountsClient Counts– Number of Service UnitsNumber of Service Units– ExpendituresExpenditures– Program Income, If AnyProgram Income, If Any

How Do We Obtain Our Data?How Do We Obtain Our Data?

All Oregon AAAsAll Oregon AAAs– 148s and 150s (expenditure reports)148s and 150s (expenditure reports)– OACCESSOACCESS

» NAPIS Registration SheetsNAPIS Registration Sheets Client information entered into OACCESSClient information entered into OACCESS

» Service Provider invoices (even if AAA is self-providing)Service Provider invoices (even if AAA is self-providing) Service Units entered into OACCESSService Units entered into OACCESS

– Via OAA Service tab of clientVia OAA Service tab of client– OAA Batch systemOAA Batch system

Oregon ACCESSOregon ACCESS

Data-Collection Tool Provided by the StateData-Collection Tool Provided by the State When data is entered here we get:When data is entered here we get:

» Types of Services DeliveredTypes of Services Delivered» Numbers of People ServedNumbers of People Served» Units of ServiceUnits of Service» Client Information (if attached to Primary Applicant Client Information (if attached to Primary Applicant

Module)Module)

Oregon ACCESS BatchOregon ACCESS Batch

Service Units and Service TypesService Units and Service Types Registered Services Registered Services

» Client Information ONLY if attached to primary applicant Client Information ONLY if attached to primary applicant ModuleModule

Unregistered ServicesUnregistered Services– Type of Service and units of serviceType of Service and units of service

RAINRAIN

Direct Entry – Enter Management InfoDirect Entry – Enter Management Info– All Expenditure AmountsAll Expenditure Amounts– AAA Staff informationAAA Staff information– Community Focal PointsCommunity Focal Points– Home and Community Accomplishments Home and Community Accomplishments

– Remember to revise all service unit data and client Remember to revise all service unit data and client counts by revising the Batchcounts by revising the Batch

ResourcesResources

AoA NAPIS site:http://www/prof/agingnet/napis/ .aoa.gov napis.asp

RAIN site:https://apps.dhs.state.or.us/SRT/