Using Data to Make Fiscal Decisions

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Using Data to Make Fiscal Decisions

• Tennessees Early Intervention System
• Pam Fuqua Part C Data Manager
• Catherine Goodwin Part C Monitoring Coordinator

• 2009 OSEP Data Managers Meeting June 24, 2009

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Utilization of Data

• 1. Personnel Budget Allocations
• 2. Vendor Rate Setting
• 3. Performance Based Contracting

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Tennessees Early Intervention Data System
(TEIDS)

• Real-time, web-based data system
• Childs official record
• Demographics
• IFSP
• Service Log for delivered services
• Accounts payable for reimbursement of delivered
  services

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1. Utilizing Data for Personnel Budget Allocations
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Utilization of Data

• Initial use of data
• How many Service Coordinator positions to
  establish as new state positions?
• Ongoing use of data
• Determining vacancies in Point of Entry (POE)
  offices
• Re-allocating positions when needed
• Analyzing growth trends in preparation for annual
  budget process

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Determining Service Coordinator Positions

• Data obtained from TEIDS Home Page
• Analyzed quarterly to determine when and how
  vacancies are filled
• ?
• Benchmark of 40 cases as recommended workload
• Total of cases/40 of Service Coordinator
  Positions

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TEIDS Home Page
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Budget Decisions

• Budget approval is an annual legislative process
• Budget allocation for personnel costs are based
  solely on data
• Consistent avenue to make decisions
• Actual numbers of children served and a standard
  service coordinator-to-child ratio in order to
  justify personnel needs

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2. Utilizing Data for Vendor Rate Setting
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Improving Service Delivery in the Natural
Environment

• Analysis of costs by payor source
• Primarily track
• TEIS
• Private Insurance
• Are TEIS costs increasing or decreasing?
• If decreasing, is total cost the same?
• If total cost is the same ? assume other payor
  source payments have increased

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TEIDS Home Page
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Outcome of Data Utilization

• Increased service delivery rate as incentive for
  the natural environment
• Vendors rewarded
• Improved rates ? two consecutive years
• APR Indicator 2 (Settings Data)
• Exceeded State target
• 10 improvement ? FFY 06-07 to FFY 07-08

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3. Utilizing Data for Performance Based
Contracting
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Prior to TNs Reform

• Early intervention programs were funded through
  contracts with the Division of Mental Retardation
  Services (DMRS)
• Programs provide family training and special
  instruction
• Contract allocation decisions were not
  data-driven

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Post Reform

• Development of acceptable cost-per-child range
  based on analysis of child count trends
• Performance based contracts for numbers of
  children served
• 36 Early Intervention Resource Agencies (EIRAs)

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Performance Based Contracts

• Program data are analyzed on a monthly basis and
  contractual adjustments are made as the Lead
  Agency determines
• Local POE leadership staff have real- time
  information about EIRA vacancies
• Based on projected growth ? ability to make a 2-3
  year forecast for contractual needs

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EIRA Contracts

• Based on monthly trend data from current fiscal
  year
• DOE provides the EIRA with number of children
  they are to serve and with dollar amount
• EIRA submits Agency Home Page Workload and Agency
  Attendance Report as part of their reimbursement
  request
• If contract underserved or reports not received
• 1st month ? POE District Administrator and
  Agency
• Executive Director are
  notified
• 2nd month ? Meeting held regarding contract
  issue(s)

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Agency Home Page
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Contact Information

• Questions related to fiscal processes
• Jamie Kilpatrick, Director
• Office of Early Childhood
• [phone]
• jamie.kilpatrick_at_tn.gov
• Questions related to data system
• Roy Su, Information Technology Manager
• Yahasoft, Inc.
• [phone]
• roy.su_at_yahasoft.com