WPC A-RLG!=Lux<4BOTb]74El oO2,YDIT2,@c7$1shm: Wk?ա+/E$]jWB:jR=TzYM+'[?'F|q`R@v2AԠsPP'ɬ5(^1Zݯթ㿮fX'4}K# NrUJ=c<. Mpӹk]b+_M׈ҹev _3,Y8x 0)3b8yuSS^d*$'aGJs%\wmB0SZDhu@Ptn!])ȴ2u<aiUd.gU XE1`R pnhLR8 InHkݞN9uڐ2ׁ #!UN %/ 0(5 07c] 1u 0w5 0 06 0 0 0Q 0, 1 ^ w@ 4   m . 0D 1] ]  N Q 0DAUNo\\dhr-tree\hrb-401-do-p20(hH  Z6Times New Roman RegularX($(;3$2#  0  .3  0  3#37=CIQYag1.a.i.(1)(a)(i)1)a)(O;$0  2#  a  .3  0` (#(#(b$0  0` (#(#2#   .3  0 ` (#` (#(xir$0  0` (#(#0 ` (#` (#2#(  0  )3  0 (# (#($0  0` (#(#0 ` (#` (#0 (# (#2#(  a  )3  0h(#(#(F$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#2#(   )3  0h(#h(#($0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#2#  0  )3  0(#(#({$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#0(#(#2#  a  )3  0p(#(# xCcgkosw{TrianglesTriangle Bullet -c UUVVVPEq-,Backup3|xU '  _XXTheHonorableGeneDerfler,CoChairperson  TheHonorableMarkSimmons,CoChairpersonAugust7,2002Page  2  (3$ !   xAGaeimquy}Bullet ListBullets List  G )  _"US //(3$ !   '  _tXXTheHonorableGeneDerfler,CoChairperson  TheHonorableMarkSimmons,CoChairpersonAugust,2002Page  2  (hH  Z6Times New Roman Regular !  _XXAugust7,2002TheHonorableGene_Derfler_,CoChairpersonTheHonorableMarkSimmons,CoChairpersonLegislativeEmergencyBoardOregonStateCapitolSalem,Oregon97301DearCoChairpersons: NATUREOFREQUEST d  Duringthe2001legislativesession,theDepartmentofHumanServices(_DHS_)  SeniorsandPeoplewithDisabilities(_SPD_)andHealthServices,weredirectedbybudgetnotetoreturntotheEmergencyBoardtopresentthefollowing:8  TheDepartmentofHumanServicesisdirectedtoworkwiththeAreaAgenciesonAging(_AAAs_)todevelopandimplementastandardsystemofcollectingandreportingonOregonProjectIndependence(_OPI_)fees,asspecifiedinOAR411,Division32.TheDepartmentshallroutinelycompile_OPI_Ԁdatabycountyconcerningthenumberofclientsserved,thecostperclient,administrativecostsandtheincomelevelsof_OPI_Ԁclientsfromwhomfeesarecollected.TheDepartmentshallreporttotheEmergencyBoardonthefeesystembyMay31,2002.     AGENCYACTION *$z  TheDepartmentofHumanServices,SeniorsandPeoplewithDisabilitieshas H%  preparedthefollowingreportasinstructedbythebudgetnote.TheDepartmentwaspreparedtoprovideareportinJune,asrequested,buttheEBoardschedulewasalteredbyaSpecialLegislativeSession.ThereportincludesinformationaboutthedevelopmentoftheOregonProjectIndependence(_OPI_)programmonitoringsystem.  -(' The_OPI_Ԁprogramwasinitiatedin1976afterconsultationwiththeGovernorsCommissiononAging,thepredecessortotheGovernorsCommissiononSeniorServices.Financialandprogramreportingwasrequiredofthelocalagencies.Duringthesucceedingyears,systemshavebeenimprovedandnewonesdeveloped.However,theDepartmentrecognizesithasnotprovidedadequatetechnicalassistanceandsupporttothe_AAAs_Ԁinmeetingchangingexpectationsforreportinganddatacollection.In19992001theJointLegislativeAuditCommittee(_JLAC_)concludedthatastandardcomprehensiveperformancemonitoringsystemwaslackingforthe_OPI_Ԁprogram.Thefollowingactionshavebeenimplementedtocompile_OPI_Ԁdataandimproveprograminformation:L  y3L 3   -,XX4` XX-  3 23  0 4   Enhancedmonthlyfiscalandservicereportingbythe_AAAs_Ԁforthe_OPI_ P  program.Monthlyreportsnowincludeclientfeesbilled,collectedandexpended;unduplicatedclientsserved;programandadministrativecosts;typeofserviceandamountofserviceprovided;costperunit;andcostperclient.3 5 ݌ 4(#4(# Ќ     3     3A23  0 4   Developmentofprogramandmanagementreportsfromthe_DHS_Ԁclient  andaccountingdatabasestoprovideinformationregarding_OPI_Ԁclientcharacteristics,serviceutilizationandprogramexpenses.Thesereportswillalsoincludeclientincomes,demographics,survivalprioritylevels,authorizedservices,functionalneedsandmedical/healthinformation.3Ax݌ 4(#4(# Ќ     3     323  0 4   OngoingAAAstafftrainingtoimprovetheaccuracyandcompleteness $, ofinformationbeingenteredinto_DHS_Ԁclientdatabasesystems.3݌ 4(#4(# Ќ     3     3523  0 4   Reviewandupdateof_OPI_Ԁadministrativerulestoimproveclarityand (P accountabilityinprogramfunctionsandreporting.35l݌ 4(#4(# Ќ     3     323  0 4   Implementationoffieldreviewsofthe_AAAs_Ԁ_OPI_Ԁprograms.Field (+t  reviewsbeganinMarch2002.Thesereviewsconsistofelectronicclientfilereviewsandonsitevisits.Reviewsaddress_OPI_Ԁfeeassessments, @-"! billingandcollectionprocesses;clientassessmentsandplans;clientscharacteristicsandserviceutilization;clientsatisfaction;andlocalprogrampoliciesandpractices.Writtenreportsoutliningfindingsnotedabovearedeveloped.Localofficeshaveanopportunitytorespondtothereportinwriting.Bestpracticeswillbeshared,trainingneedswillbeidentified,andtechnicalassistanceandtrainingwillbeprovidedasappropriate.3݌ 4(#4(# Ќ  Informationcollectedelectronicallyandduringfieldreviewshaveprovidedinformationvaluabletobetterunderstand_OPI_Ԁclients,theprogramsthatservethemandwhatadditionalimprovementsareneeded.Thefindingsinthereportinclude:L  yy L 3     323  0 4   4,250clientswereservedinthe_OPI_ԀprogrambetweenJuly2001and P  March2002.Seventyninepercentofthe_OPI_Ԁclientsarefemaleandmostclientshavebeenassessedatsurvivabilitylevel3(30%)andatlevel10(43%).30݌ 4(#4(# Ќ   3     323  0 4   Twentythreepercentof_OPI_Ԁclientshavereportedmonthlyincomes(not  assets)ofunder$750.Fiftyeightpercenthaveincomesbetween$750and$2,000.Fourpercenthavemonthlyincomesof$2,000ormore.Fifteenpercentofthecaseshavenodataentryindicatingmonthlyincome.3݌ 4(#4(# Ќ  L  xy L 3     3T23  0 4   Theaveragecumulativeprogramadministrativecostduringthefirstnine #  monthsofthisyearwas$134perclient.Thetotalcumulativecosts(administrativeandservices)were$1,754.3T݌ 4(#4(# Ќ   3     323  0 4   Thirteenofthetwenty_AAAs_Ԁappeartobeincorrectlyreportingclientfee (P informationto_DHS_.3݌ 4(#4(# Ќ    4,!  Fieldreviewscompletedonsix_AAAs_Ԁresultedinadditionalfindings.(Onereviewwasexcludedfromthefindingduetosignificantprogramissues.) 3     3!23  0 4   AAAstaffwereknowledgeableincasemanagementpractices. 0 However,informationregardingclienthealthneedsandchangesinfinanceswentundetected.3!Q!݌ 4(#4(# Ќ   3     3~"23  0 4   Seventythreepercentofclientfeeswereaccuratelycalculated.There ` werenoconsistentformsusedtoassessclientfeecalculationsand_AAAs_Ԁfailedtoindicateiftheywereworkingfromnetorgrossincome.Deductionsandthenumberofpeopleresidinginthehouseholdwerenotcorrectlyidentified.Therewasalackofstandardaccountingsystems.Some_AAAs_Ԁlackadequateaccountingsafeguards.3~""݌ 4(#4(# Ќ   3     3%23  0 4   _AAAs_ԀthatprovideonlyOlderAmericanActand_OPI_Ԁserviceshada h numberof_OPI_ԀclientswhoappearedeligibleforMedicaid.AAAprogramsthatadministerMedicaidaswellas_OPI_ԀandOlderAmericanActserviceshadbetterknowledgeofbothMedicaidandcommunityresourcesavailabletoclients.3%T%݌ 4(#4(# Ќ  RECOMMENDATIONS    _SPD_Ԁrecommendsactionstoimprovethe_OPI_Ԁclientfeesystemandthegeneralaccountabilityoftheprogramincluding: 3     3n(23  0 4   Strengthenaccountingandreportingpracticesbydevelopingacommon $> policymanualandastandardizedformulatocalculateclientfees.3n((݌ 4(#4(# Ќ     3     3)23  0 4   IncreasetrainingandtechnicalassistanceintheuseofACCESS, (b financialpractices,implementationofrulesandpoliciesandprogrameligibilityincludingMedicaid.3)*݌ 4(#4(# Ќ    _ 3   3+23  0    _    R-"! _   3   3r,23  0 4   3+23  0 4   ContinuetoimprovetheACCESSclientdatabaseincludingitsreporting   functions.3r,,݌ 4(#4(# Ќ     3     3-23  0 4   ImproveoversightoftheprogramandAAAsbyconductingastatewide  $ auditofaccountingprocedures,establishaccountingexpectationsforAAAsandimproveSPDoversightofreporting.3-.݌ 4(#4(# Ќ  TheDepartmentwouldliketoacknowledgethecooperationreceivedfromAAAsinthefieldreviewsandthestepstheyhavetakentoimprovedatacollectionsandfiscalaccountability. ACTIONREQUESTED 8   TheDepartmentofHumanServicesSeniorsandPeoplewithDisabilitiesand V  HealthServices,requeststheEmergencyBoardacceptthisreportregardingthedevelopmentandcurrentprogressoftheOPIstandardsystemofcollectionandreporting. LEGISLATIONAFFECTED   None.  Sincerely,BobbyS.MinkDirectorEnclosureL  yx L