The Aging Network

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Introduction:

Thank you for your interest in the revision process of the State Program Report (SPR).  The Administration on Aging has initiated efforts to modify the State Program Report (SPR) under the National Aging Program Information System (NAPIS).  This paper briefly explains the rationale for such changes and the circumstances surrounding the modification.  In addition, this paper explains the process that AoA has employed thus far in achieving acceptable modifications.

Rationale:

Multiple factors influenced the revision of the SPR at this time.  These factors include, but are not limited to the following:

• Expiration of the Office of Management and Budget (OMB) approval for the SPR under the Paperwork Reduction Act.

• The need to develop more permanent information requirements for the National Family Caregiver Support Program.

• The need to comply with the revised OMB standards for gathering information on Race and Ethnicity.

• The need to reduce the burden of the SPR/NAPIS requirements on States, Area Agencies on Aging, and service providers.

• The need to consider the collection of alternative data elements to reflect Network performance.

Burden reduction has been one of the principle elements in the process of revision to the SPR.  From the initial draft to be developed for consideration by the Network, AoA will propose to reduce requested data.  The reduction will be taken primarily in the client detail data that is currently requested under the SPR.

Guiding Principles:

AoA will not propose the development of a totally new reporting system.  AoA will build on the existing system that has been established.  Efforts will focus on ensuring that current systems can be adapted to accommodate modifications.

Proposed modifications will establish compliance with revised OMB standards for race and ethnicity.

Proposed modifications will include improvements to meet the needs of AoA and State and area agencies. 

Proposed modifications should consider necessary changes in definitions, such as service-unit definitions.  The SPR team will review current definitions and make recommendations for modifications and clarifications.

Proposed modifications should be designed to eliminate or at least significantly reduce the reporting issues and concerns that have resulted in data submission difficulties.

The SPR requirements should define principles that ensure that AoA and the States will minimize reporting burdens on small entities and will define requirements that are consistent with the technological capacity of entities to gather, maintain and report program data.

AoA and the entities of the Aging Network will pursue reasonable electronic means, including Internet technology, to satisfy the information collection requirements of the various entities.  This will specifically include the consideration of web-based reporting for the States.

AoA will pursue information technology solutions for the SPR that reduce the burden imposed on State agencies in attempting to interface with AoA information systems.

Process:

AoA has involved State, Area Agency on Aging, and service provider representatives in the modification process from the onset.  An SPR Modification team was identified that included AoA representatives, State representatives, AAA representatives, and service providers. The SPR Modification team has developed the modified requirements that will be subjected to comment throughout the Network prior to finalization and the pursuit of OMB approval under the Paperwork Reduction Act.

Steps Completed (As of 11-9-01):

From August-September, 2001, AoA representatives communicated intentions to develop revisions to the NAPIS/SPR.  In addition, AoA drafted an initial proposal and distributed it to the SPR Modification team members.  Team members submitted ideas/comments on the initial proposal to AoA.

During October-November, 2001, AoA coordinated conference calls with the SPR Modification team.  Each team member was allowed the opportunity to submit comments on content areas covered.  The first three conference calls included discussions regarding the following:

Call #1 - Reporting Areas Addressed:

• Section I.A- Unduplicated Client Count by Type of Service

• Section I.B- Unduplicated Client Count by Characteristics

• Revised OMB Standards Regarding Information Gathering on Race and Ethnicity

Call #1 – Selected Issues/ Questions Discussed:

• Should the Network collect more data on Transportation services?

• Agreement that there is not currently one standard way of estimating used throughout the Network (with regard to Unduplicated Counts)

• Suggestion that AoA provide more guidance on estimation procedures

• Question regarding the definition of “Rural”

• Discussion regarding implementation of revised OMB standards regarding Race and Ethnicity.  General agreement that a two- question format must be used in the revised SPR.

Call #2 – Reporting Areas Addressed:

Section II.A- Service Utilization Profile-Service Use

• New Persons Served

• Number of Minority Providers

• Information on Volunteers

Section III-Service Expenditures Profile

• Total Service Expenditures

Sections IV, V, VI, VII.A- (no proposed changes)

Section VII.B-AAA Staffing Profile

Call #2 – Selected Issues/ Questions Discussed:

Question regarding the necessity of “New Persons Served” category. (Some States use this information to monitor the need for outreach.)

Discussion regarding the proposed collection of information on the estimated number of volunteers within the Network.  This information may be useful at illustrating both the support that the aging Network has from volunteers, where additional volunteers may be needed, and how the Network as a whole is saving through the use of volunteers.  At the same time, some States expressed a concern regarding the difficulty in collecting information on the characteristics of volunteers. 

Discussion regarding the proposed change of the definition of “Total Service Expenditure” to include all expenditures.  Would this help illustrate the full extent that the Network leverages funds for the listed services?

Suggestion that under Section VII-Staffing Profile that a total be reported and the individual reporting by each PSA be eliminated

Call # 3 Reporting Areas Addressed:

Client Detail

• Section II.B-Detailed Client Profile for Registered Services

• Section II.C-Summary of Client Profile for Registered Services

Title III-E: National Family Caregiver Program

• Section II. C.2 Summary of Caregiver Profile

• Section III- Service Expenditures Profile- Service #15 Caregiver Support

Call #3 – Selected Issues/ Questions Discussed:

Suggestion and general agreement that we continue to collect information on ADL’s/ IADL’s.  This information is useful in looking at high risk vs. low risk clients, future needs and assessments, and frailty.

Suggestion that Title III-E definitions be aligned with current   NAPIS definitions.  AoA will develop a proposal on Title III-E information collection.

Conference Call # 4:

This conference call gave each team member the opportunity to both share questions and concerns regarding any area of the revision process.

Call #4 Major Areas of Concern:

Remember throughout the process that the goal is to reduce burden and collect the least amount of information as possible.

Suggestion that the Performance Outcome Measure Project (POMP) be combined with NAPIS/SPR.  Suggestion that some information, such as nutrition, could be collected under POMP.

Suggestion that Sampling be used more in the future to gather some of the information currently collected under NAPIS/SPR.

General questions regarding the usefulness of the current Nutritional Screening Instrument

Suggestion that standard specs (format) be developed for AAA’s and providers to use for reporting

Reminder that we consider the impact of requesting data on all levels of the Network

Need for clarification on USDA meals and AoA meals.  Question: If AoA meals are the same as USDA meals then why are both reported?

Need for clarification on service definitions

Future Actions:

AoA representatives are in the process of compiling input from team members and developing the revised circulation draft for review by the Network.  In addition, AoA will distribute this draft to team members for review.  Team members will meet in D.C. to discuss the proposed changes and AoA will develop the final SPR proposal for OMB Approval.  The revised reporting standards will be open to public comment in the Federal Register. It is the goal of AoA to obtain OMB Approval by July, 2002 and for modifications to go into effect by October 1, 2002.

Conclusion:

The SPR Modification Team is still in the process of discussing proposed changes to the SPR.  At this time, a draft of such changes has not been distributed.  The overall rationale to reduce the burden at the State, Area Agency and provider levels will influence any proposed changes.  

Input is welcomed.  Please forward any requests and/or suggestions to the following email address: Frank.Burns@aoa.gov or contact any of the SPR Modification Team Members (SPR Modification Team List Attached)

SPR Modification Team Members

Area Agencies on Aging

Jose Gonzalez
Lower Rio Grande Valley Dev. Council AAA, TX
311 North 15^th Street
McAllen, TX 78501-4705
Jgonzalez@lrgvdc.org
Phone: (956) 682-3481
Fax: (956) 631-4670

Vidya R. Hogan
Mid-Florida AAA
5700 SW 34^th Street, #222
Gainesville, FL 32608
Phone: (352) 378-6649
Fax (352) 378-1256
Vhogan@mfaaa.org

Machelle Mitchell
White River Area Agency on Aging, AR
Contract Services Coordinator
PO Box 2637
Batesville, Arkansas 72503
(870) 612-3013
Fax: (870) 793-3971
Machelle@wraaa.org
Machelle_m@yahoo.com

Michelle Rainer
County of Riverside Office on Aging
6296 Rivercrest Drive, Suite K
Riverside, CA 92507
Phone: (909) 697-4697
Fax: (909) 697-4698
MRAINER@co.riverside.ca.us

Lynn Williams
Northwestern AAA, Wheeling WV
PO Box 2086
Welling WV 26003
1-800-924-0088
aging@mountain.net

Ken Wilson
Council on Aging of SW Ohio
644 Linn Street, Suite 1100
Cincinnati, OH 45203
Phone: (513) 345-8612
Toll Free: (800) 252-0155x 612
Fax: (513) 721-0090
Wilson@help4seniors.org
State Agencies on Aging

Greg Anliker
Iowa Department of Elder Affairs
Clemens Building, 3^rd Floor
200 10^th Street
Des Moines, IA 50309-3609
Phone: (515) 242-3303
Email: Greg.Anliker@dea.state.ia.us

Tim Catherman
Deputy Commissioner, Support Services
Virginia Dept. on Aging
1600 Forest Avenue, Suite 102
Richmond, VA 23229
tcatherman@vdh.state.va.us
(804) 662-9309

Cyndy Marshall
2 Empire State Plaza
Albany NY 12223-1251
(518) 474-3585
Cyndy.marshall@ofa.state.ny.us

Colleen Noon
Aging Division-Wyoming Department of Health
(307) 777-7986
Fax: (307) 777-5340
6101 Yellowstone Road, Suite 259B
Cheyenne, WY 82002-0710
CNOON@state.wy.us

James (Jim) Schmidlkofer
Wisonsin- Bureau of Aging and Long Term Care Resources
Phone: (608) 266-5364
schmijj@dhfs.state.wi.us

Holliace Spencer
(517) 373-9365
or Emma Buycks (517) 373-9364
Fax: (517) 373-4092
611 W. Ottawa, N Ottawa Tower
3rd Floor
PO Box 30676
Lansing, MI 48909
hspencer@voyager.net
holliace#032#spencer@state.mi.us

AoA Representatives:

Frank Burns
Planning and Evaluation
(202) 260-3931
Frank.Burns@aoa.gov
200 Independence Ave
Washington D.C. 20201

Carol Crecy
Carol.Crecy@aoa.gov
(202) 619-2617
State and Community Programs
330 Independence Ave
Washington D.C. 20201

Brandt Chvirko
(202) 619-0067
Brandt.Chvirko@aoa.gov
State and Community Programs
330 Independence Ave
Washington D.C. 20201

Steve Cordasco
(202) 619-0905
steve.cordasco@aoa.gov
330 Independence Ave
Washington D.C. 20201

Bill Ellis
(202) 619-3094
William.Ellis@aoa.gov
Planning and Evaluation
330 Independence Ave
Washington D.C. 20201

Jessica Horkan
Planning and Evaluation
(202) 619-0441
Jessica.horkan@aoa.gov
330 Independence Ave
Washington D.C.
Cohen Building

Bill Laughlin
Region 10 (WA)
(206) 615-2298
2201 Sixth Street
Seattle, WA 98121
Bill.Laughlin@aoa.gov

Legan Wong
Region 2 (NY)
(212) 264-4591
26 Federal Plaza Room 38-102
New York, NY 10278
Legan.Wong@aoa.gov

Providers:

Isaias Aguayo
Deputy Director
Amigos Del Valle, Inc.
*use fax number
iaguayo@amigos.vt.com
(956) 581-9494
Fax: (956) 581-2210

Ed Bowman
Executive Director, Brooke County Commission on Aging
Provider-Nutrition services and Title III-B
BROOKEED@aol.com
948 Main Street
Follansbee, WV 26037
(304) 527-3410
Fax: (304) 527-4278

Ann Chickowski
Broward Meals on Wheels (Florida)
5950 West Oakland Park Blvd.
Suite 301
Lauderhill, FL 33313
(954) 731-8770 ext.109
ann954@bmow.com

Kaye Curtis
Director of Senior Services
Northwest Arkansas Economic Development, INC
PO Box 190
Harrison, Arkansas 72602-0190
(870)-741-8007
Fax: (870) 741-1905
lkcurtis@alltel.net

Ray Kingsbury
raykingsbury@msn.com
Lifesphere
4131 Cooper Road
Cincinnati, OH 45242
(513) 984-1234
Voicemail: (513) 782-8316

Gina Nellor
Council on Aging of Sonoma County (non-profit)
730 Bennett Valley Road
Santa Rosa, CA 95404
(707) 525-0383
mowcoa@sonic.net