New Jersey Health IT Health Information Exchange Funding Training

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Lori JeffersonHealth IT Project & Grant ManagerNJHCFFA

March 2011

Connecting Patients to a Greater State of Health

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Subgrantee AgreementFund Distribution ScheduleHCFFA Fund Requisition ProcessGrant Management ProcessesAllowable CostsTime TrackingReportingEquipment ManagementMatching Funds

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ReviewProvide Feedback Process CompletionQuestions / Concerns

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Task Name Target Date

Distribute Revised Subgrantee Agreement March 4th 2011

Subgrantee Training Webinar March 17th 2011

Subgrantee Agreements Reviewed & Signed by HIEs March 18th 2011

HIEs Submit Requisition & Supporting Documentation to NJHCFFA March 21st 2011

NJHCFFA Fund Distribution to HIEs March 31st 2011

Note: Delays in target dates may impact fund distribution date.

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Subgrantee Completes:NJHCFFA Disbursement Form

www.nj.gov/njhit Will Be Uploaded Shortly to HIE Toolkit

Federal Form sf270:http://www.whitehouse.gov/sites/default/files/omb/grants/sf270.pdf

HCFFA Reviews Forms & DocumentationHCFFA Budget Analysis CompletedPayment Drawn Down & Transfer

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Grant Management Processes

Subgrantee MonitoringBudget AnalysisTime TrackingSite VisitsEquipment InventorySingle AuditFederal Reporting

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Circular References A-122 http://www.whitehouse.gov/omb/circulars_a122_2004#b1AllowableUnallowable

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Time Reporting WorksheetProcess

Weekly CompletionSupervisor ReviewMonthly Submission to NJHCFFA

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QuarterlyARRA 1512Federal Cash Transaction ReportProgress Report

AnnuallyFinancial Status Report

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Sub Award DateAddressCongressional DistrictSubrecipient indication of Reporting Applicability

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Data Elements

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Record KeepingAsset Management Tags

Safe guarding & MaintenancePhysical Inventory

Equipment Log ReviewDisposition

ValuationReimbursement

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Record KeepingTime tracking Expenditure Classification & DocumentationEntry on Federal Financial Report Quarterly

Impact on Federal Funds

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Planning StreamImplementation

InterstateIntrastate

Expenditure DeadlinesCommunicationReduce Risk – Federal Funds – Remaining

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Federal Laws, Regulations, Standards – A-102Excluded Parties List System (EPLS.GOV)Procurement Policies

Perform and Document Cost and price analysisParticipate in Green Procurement based on HHS Affirmative Procurement Plan

http://www.hhs.gov/oamp/policies/affirmativeprocurement.pdf

Energy Star Compliance

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Accounting records – 3yrs – Project Closing

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Gather Current Data – In Progress State HIT Medicaid Plan (SMHP) Landscape Data HIT Steering Committee Meeting Results ONC Summary Report – HIE Inventory Use Case Matrix Output: Maturity Model Output: HIE Profile per HIE Complete HIT Profile and Maturity Level – In Progress Schedule and Conduct Interviews Conduct Survey? - Use Case Matrix MU GAPs Output: Update HIE Profile per HIE (includes HIE demographics) Assess GAPs and Align Plans and Priorities – Complete by 4/8 Assess and coordinate plans Output: Roadmap and Plan Adjustments

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HIE Inventory

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www.nj.gov/njhit

Grant Forms and FAQ(s) will be added to Website’s HIE Toolkit