Title: MEPRS Panel: Internal Management Controls Speakers: Mona Bacon, Darrell Dorrian, Colleen Rees, Patrick Wesley

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Title MEPRS Panel Internal Management
ControlsSpeakers Mona Bacon, Darrell Dorrian,
Colleen Rees, Patrick Wesley Session
T-4-1530-1720
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Objectives

• Define Internal Management Controls (IMC)
• Illustrate how Internal Management Controls are
  implemented through inputs, processes, and
  outputs for each of the services and TMA.
• Describe how Internal Management Controls elevate
  the Data Quality standard.

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Overview

• Definition, objectives, and authority for
  Internal Management Controls
• Inputs, Processes, and Outputs
• Army
• Air Force
• Navy
• TMA
• Audience participation

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Definition of Internal Control

• The integration of activities, plans,
  attitudes, policies, systems, resources and
  efforts of the people of an organization working
  together to provide reasonable assurance that the
  organization will achieve its objectives and
  mission.

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Objectives of Internal Control

• Effectiveness and efficiency of operations
• Reliability of financial reporting
• Compliance with applicable laws and regulations

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Authority for Internal Control

• Federal Managers' Financial Integrity Act of 1982
• Purpose is to establish a framework for ongoing
  evaluations of agency systems for internal
  accounting and administrative control.
• Requires agencies to establish internal
  accounting and administrative controls in
  compliance with standards established by the
  Comptroller General. It also requires OMB to
  establish guidelines that the agencies shall
  follow in evaluating their systems of internal
  accounting and administrative controls.

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Authority for Internal Control

• OMB Circular A-123
• Defines management responsibility for internal
  control.
• Intended to strengthen requirements for
  conducting management assessment of internal
  controls over financial reporting.
• Emphasizes the need to integrate and coordinate
  internal control assessments.

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Basic Components of Internal Control

• Control environment
• Communication
• Assessing and managing risk
• Control activities
• Monitoring

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Purpose of IMC

• Promotes orderly, economical, efficient and
  effective operations
• Produces quality products
• Promotes adherence to management directives
• Develops and maintains reliable financial and
  management data

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MEPRS and IMCs

• MEPRS/EAS Policy for Implementation of Data
  Validation and Reconciliation
• MEPRS Management Improvement Group (MMIG)
  developed data validation and reconciliation
  processes
• Reconciliation procedures templates and workbooks

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Internal Management Controls
Army MEPRS Program Office (AMPO)

• OAP/OIP
• Financial Reconciliation
• DQ Summary Reports
• DMHRSi

Presented by Mona Bacon Army MEPRS Program
Office(AMPO)
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Operational Assessment Program of Internal
Processes
Army MEPRS Program Office (AMPO)

• File and Table Maintenance
• Reconciliation Procedures
• MEPRS System and Data Backups
• MEPRS Staff and DQ
• MEPRS Processing
• Findings and Observations

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Financial Reconciliation
Army MEPRS Program Office (AMPO)

• The purpose of the financial reconciliation is to
  ensure that the financial expense and obligation
  data reported by MTFs in MEPRS is consistent and
  reconciled with financial expense and obligation
  data reported STANFINS GFEBS on a monthly basis.
• There are four EASi Reports required for a
  financial reconciliation Financial Pure,
  Personnel Pure, Personnel Accepted Report, and
  Direct Expense Accepted Report.
• Financial Reconciliation has to be completed
  prior to monthly transmission
• AMPO Financial Reconciliation Helpful Hints

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Data Quality Reports
Army MEPRS Program Office (AMPO)

• DQ Summary Reports
• Execute approximately 50 queries against
  transmitted data
• Data Set Reporting
• Adherence to MTF Data Set Guidelines and Business
  Rules
• Unallocated Expenses
• Mismatched Personnel Records
• Work Centers Not Reporting Workload
• AMPO Discrepancy Reports
• Ambulatory Workload with Zero/Negative Expense
• Inpatient Workload with Zero/Negative Expense
• Zero Ambulatory Workload with Expense
• Zero Inpatient Workload with Expense

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DMHRSi
Army MEPRS Program Office (AMPO)

• DMHRSi Timecard Compliance Metric
• Pulled the 16th day after the pay period ends
• Inpatient Nursing Staff
• Developed a specific Nursing template
• Data is being used to identify their manpower
  requirements
• Nursing Tracking absentee rates for civilian and
  military
• WRMC Rapid Experiment
• Standardized PM DMHRSi Timesheet
• Administrative Governance Metric
• DENCOM imports personnel data from DMHRSi into
  their CDA System

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MODELS/METRICS
Army MEPRS Program Office (AMPO)

• Practice Management Revenue Model (PMRM)
• Enrollment Capacity Model (ECM)
• Performance Based Adjustment Model (PBAM)
• PPS
• MERHCF

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Air Force MEPRS Program Office

• Internal Management Controls
• MEPRS Users Guide (MUG)
• Personnel
• DMHRSi
• MEPRS Dashboard/MEWACS
• End of Month Processing Guide
• Financial
• Financial Reconciliation
• MEPRS Dashboard/MEWACS

Presented by Darrell Dorrian Air Force MEPRS
Program Office
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Air Force MEPRS Program Office

• Internal Management Controls (Cont.)
• Workload
• MEPRS Dashboard MEWACS
• More evaluations performed during HSI inspections
• 2011 Self-Inspection Checklist
• Formalized in AF Instruction (AFI 41-102)

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Internal Management Controls
Navy Medicine
Presented by Colleen Rees Bureau of Medicine and
Surgery
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Navy MEPRS Organizationally
CAI Support Mr. Van Nostrand Ms. Burchess Ms.
Rehbein Ms. Meyers
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Navy Medicine MEPRS Program

• FY11 Initiatives
• Meet the Dead----Line
• On time and right the first time
• Medical Home Port Implementation
• 4th Level Defines Workcenters - MHP Teams
• Outpatient Cost Pool MHP Only!
• Validation Tools
• Input
• Source Table Validation
• Output
• MEWACS CCR
• Navy Medicine EAS Data Quality Checks

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NAVY EAS Data Quality Checks

• In conjunction with MEWACS and CCR
• Proper Use of 3rd Level Z codes
• Expenses reported w/o Workload
• Workload w/o Direct Expenses and/or Negative
  Expenses
• Workload w/o FTEs
• Civilian Labor (SEEC 11.10) Expense and
  Obligation Reconciliation
• Unallocated expenses
• Cost Pool Breakdown
• Cost Per Disposition Visit
• Available to Assigned FTE Ratio

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Navy MEPRS Program

• On the Horizon
• ROLE BASED TRAINING
• Collaboration effort with SMEs
• CRAZY EIGHT Analysis
• Streamlining of 4th level MEPRS code at core and
  branch clinic level

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TMA MEPRS Program Office
Purpose of MEPRS data at the TMA level is to
provide uniform reporting by Functional Cost Code
(FCC) of expense, manpower, workload for DoD
Medical Treatment Facilities (MTF) providing
management a basic framework for cost and work
center accounting.
Presented by Patrick Wesley TMA MEPRS Program
Office
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TMA MEPRS Program Office
Service
-
specific
Financial
data
w
Army STANFINS/GFEBS

(Standard Army Finance System/General Fund
Enterprise System)
Navy STARS-FL

(Standard Accounting and Reporting System
/
Field Level
Air Force GAFS
-
R

MEPRS Data DoD-Standardized,Aggregated by FCC
(General Accounting Finance System Rehost)

Personnel

w
DMHRSi

(Defense Medical Human Resource System - internet)
w
Workload

CHCS / WAM
(Composite Health Care System / Workload
Assignment Module)
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TMA MEPRS Program Office
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TMA MEPRS Program Office
Data Quality Statement Metrics
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TMA MEPRS Program Office

• MEPRS Early Warning and Control System (MEWACS)
• An interactive data quality feedback tool
  developed by the MEPRS Management Improvement
  Group (MMIG) to proactively identify,
  investigate, and resolve MEPRS data anomalies in
  a timely, systematic manner. Updated monthly,
  MEWACS contains numerous Tri-Service MTF activity
  level metrics, including
• EAS IV Repository data load status and compliance
  with 45-day reporting suspense
• MTF-specific summary data outliers
• Interactive MTF MEPRS Data Profiles
• Ancillary and Support expense allocation tests

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TMA MEPRS Program Office
Consolidated Cost Report An interactive
Service-specific monthly MEPRS data snapshot by
Military Treatment Facility, Fiscal Month, and
4th-Level Functional Cost Code. The purpose of
the CCR is to expedite data quality evaluation,
expense and workload validation, and MEPRS data
management by providing detailed monthly expense
data at the intermediate account level.
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TMA MEPRS Program Office
Six Sigma MEPRS Management Metrics (S2M3) Six
Sigma is a highly disciplined process focusing on
development and delivery of near-perfect products
and services. Applying Six Sigma principles in
the MHS can lead to continued improvements in
data quality and financial management. As a
benchmarking tool, Six Sigma metrics can be used
to map MTF performance against a group of cohorts
or peers - quantifying opportunities for
improvement.
These metrics offer a snap shot of the Direct
Care operation at MTFs, including staffing,
financial, and workload. By arraying the data in
peer groups, MTFs can see their rank in the
cohort relative to similar facilities.
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TMA MEPRS Program Office

• MEPRS Data Applications
• MEPRS data are routinely used by TMA, Services
  and MTFs for policy and management decisions.
• Typical MHS-level applications include
• MHS Efficiency Valuation metrics
• Medicare Eligible Retirees Healthcare Fund
  (previously TRICARE for Life (TFL) Accrual Fund)
• Inpatient Third Party Collection Rates (Adjusted
  Standardized Amounts)
• BRAC, Realignment, and Optimization Studies
• Congressional Inquiries

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Summary

• Internal Management Controls are implemented at
  all levels of the MHS.
• At each stage of inputs, processes, and outputs
  there are policies and programs in place to
  promote data quality.
• MEPRS data are utilized internally to the MHS as
  well as externally for decision making and
  problem solving.

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QA

• Questions?