Att C - HFI Requirements Document.docx

HFI Detailed Requirements | ONEBRIDGE

HFI Detailed Requirements

November 2024

HFI

(Health First Indiana) Detailed Requirements

Contents

Version History

Purpose As mandated by Senate Enrolled Act 4-2023, local health departments (LHDs) are required to report metrics related to core public health services which encompass both budget and operational activities. Reporting periods occur in June and December. During these intervals, LHDs provide updates on their progress for both Preventative and Regulatory core services.

The data collected serves as vital information for local health departments. It supports the exchange of ideas and collaboration among LHDs, enabling them to enhance core public health services collectively. Additionally, this data plays a crucial role for the Indiana Department of Health (IDOH) and its partners, informing strategies to effectively support LHDs in their mission to deliver essential public health services.

This document contains the detailed Health First Indiana (HFI) system requirements that will support those functions.

Scope PowerApps applications were previously developed to address the reporting requirements for LHD budgets and operational activities. However, based on challenges experienced with these existing applications, IDOH now seeks a more comprehensive understanding of the necessary specifications to create an alternative solution.

The scope of these requirements encompasses several key areas:

1. Access Considerations via Access Indiana: Ensuring seamless access to relevant data through the Access Indiana platform.

2. Activity Reporting by LHDs: Enabling efficient reporting of LHD activities.

3. Budget Reporting by LHDs: Streamlining the process for LHDs to report their budget-related information.

4. Core Service Progress Measures: A means to create Key Performance Indicator (KPI) reporting for both the state and local levels.

5. Reporting and Dashboard Needs: Addressing the reporting and dashboard requirements for both IDOH and LHDs. This includes consideration of how data can be accessed by both parties.

Approach & Methodology The approach to develop this document was designed to achieve a comprehensive understanding of the detailed requirements for the new HFI (Health First Indiana) system. Our methodology involved a blend of interviews and system demonstrations. During these interviews, Onebridge engaged with stakeholders from LHDs, ensuring representation of their diverse needs. Additionally, meetings were held to delve into the specifics of the required functionality across the entire end-to-end process, encompassing budget tracking, activity monitoring, and KPI (Key Performance Indicator) management.

This document contains descriptions of applicable process system requirements based on the role of the logged in user, screen mockups/wire frames by role (Appendix A), values for dropdown lists (Appendix B), and information about LHDs by region (Appendix C).

Stakeholders Interviews were conducted with the following IDOH and LHD stakeholders:

Indiana Department of Health

Local Health Departments Central

Northern

Southern

Data Field Definition Format The data fields are defined in tables throughout the document with the following format:

S-situational O-optional

e.g., Numeric, Text, Drop-down, etc.

If one or more required fields are missing, the application should display a message informing the user of the missing field(s). The user should be able to acknowledge the message overall, and the application should then redirect them to the errors in the order that they occurred.

System Home Page When users log into the HFI Portal, they should be greeted with the HFI Landing Page as the default view. From this landing page, users can easily navigate to different sections of the application by selecting the appropriate section from the HFI menu. The home page should provide a consolidated overview of current tasks and include the following sections:

· Current Budget Year Dynamic Summary: This section displays the Dynamic Budget Summary for the current budget year. Logic is required to ensure the summary includes metrics from the current budget year. IDOH Administrators are responsible for creating the Budget Plan Template and setting the effective dates for the new plan. These dates should be used to display the correct summary.

· Announcements Section: An expanded view for announcements, prominently displayed on the home page. Announcements are managed by IDOH Administrators to keep users informed of important updates and information.

· My Tasks Section: This section is tailored for LHD Contributors, IDOH Finance Administrators (FA), and IDOH Quality Coordinators. Tasks should be displayed here and function as shortcuts to the respective documents or filtered lists, depending on the user’s role. Refer to the Task Tracker for additional details on task management.

· Recent Section: This section should display the most recent documents accessed by the user, including all activities, budget documents, reports, and KPIs. Documents should be displayed with an icon, document name, timestamp (last accessed), and username (last updated).

HFI Home Page / Dashboard Design Mockup By incorporating these sections, the HFI Landing Page will provide users with a comprehensive and efficient overview of their current tasks and important updates, enhancing their overall experience within the portal.

Navigation The HFI Portal will serve as a unified access point for users, featuring clear and concise prompts to assist with navigation.

Header

Header Bar The header bar contains the following items from left to right:

1. HFI Branding: Ensure consistent branding across the portal, including logos, colors, and fonts, to maintain a professional and cohesive look.

2. Search Bar: Allows users to search for documents using keywords (e.g., “Clinics,” “Car-seats”). The system should display results in a dropdown under the search bar. When a document is selected, the system should open the corresponding page view.

3. Announcements: An admin feature that allows the addition of custom messages as alerts. This can be accessed via the Admin Configuration section in the navigation menu.

4. Alerts: When a document is updated to “Revision Needed,” the system should add an alert to the LHD Contributors’ alert log. When the user selects the alert icon, a dropdown should display the message: “A revision has been requested for ‘the year and plan name (example: ‘2025 Hamilton County Budget Plan’).” The document name should function as a link that navigates the user to the corresponding document view. The user will acknowledge the alert. Once the alert is acknowledged, it will no longer appear in the alert area. If the user does not acknowledge the alert, it will remain in the alert area.

5. Profile: When the profile icon is selected, the Profile Menu should be displayed showing the current user’s username and role. Selecting “Profile” will display the Update Profile Form. Additionally, the user should have the option to sign out of the application. Designs have been provided below:

Profile Menu

Update Profile Form Side Navigation and Menu Navigation is available consistently on the left side of the screen through icons. It is also available from the dropdown menu button positioned at the top-left of the heading bar.

Navigation Menu

· Home: Provides access to the system home page.

· My Tasks: Provides an easy way to see what tasks are required for the user to complete.

· Activities: Provides access to track and manage various activities.

Activities Menu

· Budget Plans: Allows users to view and manage budget documents.

Budget Navigation

· Reports: Allows users to view and manage reports (see Reporting).

Report Navigation

· Core Service Progress Measures: Displays Core Service Progress Measures for statewide initiatives.

· FAQs: Displays frequently asked questions to help users find quick answers.

Task Tracker (My Tasks) Tasks are applicable to LHD Contributors and IDOH Finance Administrators. Tasks provide an easy way for the user to see what is outstanding that they need to handle. The task list shows a count of the number of tasks, in addition to a way for them to easily see what is outstanding.

· LHD Contributor: Once the contributor submits their document, an IDOH Finance Administrator (FA) or IDOH Quality Coordinator (QC) will begin the review process. If the FA or QC determines that the plan requires an update, they will change the plan status to “Revision Needed.” When this happens, the system should display the document name (e.g., “2025 Hamilton County Budget Plan”) along with its status in the “My Tasks” section for the contributor. Selecting the task will display the document.

My Tasks (LHD Contributor)

· IDOH Finance Administrator / Quality Coordinator: For FA’s and QC’s, My Tasks provides shortcuts to documents the user is working on for the current budget year. All non-compliant plans for LHDs should be grouped by the user’s respective region, then counted by status. When the user selects a status (All, Submitted, Under Review, or Revision Needed), the appropriate document list should display, automatically filtered by the selected status.

My Tasks (IDOH Finance Administrator and Quality Coordinator)

Activities Activity Process Overview A process flow diagram is provided below to provide an overview of the activities process that will be detailed in these requirements.

Activities Process Activities Navigation The activities navigation menu is designed to enhance user efficiency and accessibility by providing shortcuts to favorited documents, creating new activities, managing templates needed to submit activities, and the ability to view all activities.

Activities Menu (LHD Contributor) All roles prefixed with “IDOH” should have the Activities Reader role assigned. The options available in the activities section vary based on the role of the logged-in user. These options are detailed below (see Role Based Access Control):

Starred By favoriting an activity (i.e., making it a starred document), users can quickly access frequently used activities, saving both time and effort. When a user selects the starred icon, the Activities List should display with the applied filter:

Activities List Filtered to Starred Items New Activity LHD users must be granted permissions through the LHD Contributor role to create a new activity. This role ensures that users have the necessary access rights to perform critical tasks related to activities, such as entering and updating activity details, questions, and submitting activities. From the Activities menu bar, when a LHD Contributor selects a New Activity, the Activity Page will appear. The new Activity will be associated with the LHD of the logged in user.

Templates Given the repetitive nature of activities, it is essential that LHD Contributors can create and manage personal templates. Templates streamline the process by allowing users to specify fields that can be pre-populated, significantly enhancing efficiency, allowing the ability to quickly create new activities. When a user selects “Templates” from the Activities menu, additional options should be displayed to allow the user to create a new template, edit an existing template, or remove a template.

New Template This option allows LHD Contributors to create a new template tailored to their specific needs. Users can define which fields should be pre-populated, ensuring that frequently used information is readily available, thus saving time and reducing errors. When New Template is selected, the following menu should display, prompting the user to enter a name (required) and a description(optional):

New Template Prompt for LHD Contributors Once the user saves a new template, the Activity Page should display with the status set to “Template.” Additionally, the template will be accessible in the Templates section of the navigation menu.

Modify Template To modify a template, users must have the LHD Contributor role. With the necessary permissions, users can navigate to the Templates section in the navigation menu and select the edit icon next to the template name. Initially, a blank Activity Page will display with the status set to “Template.” Once the user modifies the template, it will load with the pre-saved fields. Users can save their progress by selecting the Save button located in the Action Bar. An example is provided below.

Action Bar for LHD Contributors with Template Status View Activities When the user selects the View Activities button, the activities list displays a header with the word “Activities” and an identifier (dependent on the role of the logged in user) as follows:

· LHD Contributor: Display the name of the LHD

· IDOH Administrator: Display “IDOH Administrator”

· IDOH Finance Administrator / Quality Coordinator: Display the name of their default region e.g., “Northern Region”

Activities List View The list itself displays the filtered results of their selections. The columns displayed on the list are:

· Selection Box: This box allows the user to select one or more activities.

· ID: Each activity will be assigned a unique ID by the system upon creation. The ID will be automatically generated and prefixed with “CPHSA-,” followed by a six-digit number starting from 000001 and incrementing sequentially.

· LHD: Local Health Department for the associated LHD Contributor.

· Health Activity: This is the description of the activity. This value is provided on the Activity Page in the Activity Details section.

· Core Services: The Core Services selected in the Core Services section of the Activity Page. Acronyms, and unique colors, should be used for each core service for display purposes as well as for reporting.

· People Served: Number of unique people served. LHD Contributors enter this data in the “How many unique people were served?” field located in the Activity Details section on the Activity Page.

· Start Date: LHD Contributors enter this data in the “Start Date” field in the Activity Details section on the Activity Page.

· End Date: LHD Contributors enter this data in the “End Date” field in the Activity Details section on the Activity Page.

· Submitted By: Displays the username of the LHD Contributor that originally created the activity. This should only be updated when an activity is resubmitted (following a revision) by a different user.

· Last Updated: The last update date and time of the activity referred to on the line in MM/DD/YYYY HH:MM AM/PM format.

· Action: The allowable action icons for that plan item, based on the type of item and the user role. Allowable actions include:

View

Edit

Download

Star (Favorite)

The list should fit on one screen. If there are more items in the list than can fit on one page, provide navigation for users to go to the next items and back to the previous items.

There are two options above the list which are:

· Filter: When the user selects the filter option, the system will filter the list according to their selections. (Refer to Activity Filters) for additional details on filter criteria.

· Export: When the user selects the export icon, the system will export results from the filtered compliant listing. (Refer to Export) for additional details on exporting activities.

Activity Page The activity page is designed to streamline the management of activities and includes several key features to assist LHD users in completing the required fields. Previously, the process often resulted in duplicative activities due to restrictions on how activities were allocated to core services. To address this issue, the system should include the following features and functionalities on the activities page:

Activity Page (Blank) Activities Action Bar

Activities Action Bar The activities action bar should display the following items:

· Activity ID: A unique identifier assigned to each activity. When an activity is created using the New Activity shortcut, the system should automatically generate an ID. This ID should be prefixed with the letters "CPHSA-" (an acronym for “Core Public Health Service Activity”) and followed by a six-digit number, starting from 000001 and incrementing sequentially.

· Activities Icon: When selected, the menu should expand from the left side of the page, providing easy access to all navigation options.

· Local Health Department (Top): Ensure consistent branding across the portal, including logos, colors, and fonts, to maintain a professional and cohesive look. This will display the LHD associated with the plan that has been selected.

· Document Name (Bottom): The name of the document which was selected e.g., “Health Activity.”

· Document Status: The status of the document using the color code provided below:

Document Status Colors

· Comments: The number of resolved comments out of the number of total comments. See comments below for further explanation.

· Favorite Button: When the user selects the favorite button, the activity should display when the “Starred” section is selected in the navigation menu.

· Edit: Should be grayed out for non-LHD Contributors. When selected, updates all form fields to be editable.

· Save: Manual option to save the user’s progress in addition to saving automatically on a regular basis. For LHD Contributors, an additional option to save as a template is available.

Save as Template Option for LHD Contributors

· Actions: When the actions dropdown is selected, the system should display the following activity-related actions available by role: (Refer to Actions for additional details)

Action Bar (Actions by Role) Activity Details The activity details section allows LHD contributors to provide key information about the activity:

Activity Details Section

YES - When selected, the switch should display “YES.” Color should be used to provide feedback to the user that the switch was enabled

NO (default) – The system should default the switch to no and display “NO.” If enabled, users should have the ability to disable the switch.

e.g., 100, 1,000

History The system should capture all edits including the username, type of edit, date/time, and field changes. When a user selects the “History” tab, the following fields and sections should be displayed in the History view:

· History Snapshot: Positioned on the left of the History view. The History Snapshot section should include the following key features:

· Date Subsections (Collapsible): Subsections should be collapsible and grouped by “Day.” The header of each section should easily identify (e.g., Today, Yesterday, Last Week, Last Month, etc.) the time-period of the subsequent changes

· Username: The username of the LHD Contributor, IDOH Finance Analyst, or IDOH Regional Coordinator responsible for the edit or change

· Type of Edit: Edits should be categorized into one of the following actions:

· Changed the Status (e.g., John Smith changed the status from under review to revision needed)

· Created / Submitted (e.g., John Smith created the activity)

· Made Field Changes

· Date/Time: Timestamp of when the user made the edited a field or status

· History Details: Positioned to the right of the History view. The History Details section should include the following key features:

· Heading Subsection: The history should be categorized into subsections for ease of identifying and locating the changed record

· Previous Field Value: Upon editing a field or record, the previous value should be retained. This value should be rendered with a gray font, gray background, and strikethrough formatting

· Updated Field Value: Upon editing a field or record, the current value should be stored. This value should be displayed adjacent to the previous value with a green background for clear differentiation.

Activities History Tab Core Services The Core Services section should be prominently displayed in the top-right corner of the Activity Page. The list of services should only include preventative services. Refer to Core Services for a list of preventative and regulatory services. The selections made in this section will function as a filter for the subsequent Data Tracker section. The Data Tracker section should dynamically adjust the questions displayed based on the core services selected.

Core Services Section for LHD Contributors Data Tracker (Dynamic) As mentioned above, the data tracker can have one or more items associated with one activity. The Data Tracker section should be integrated seamlessly with the Core Services section. This section will dynamically adjust the questions (see provided HFI Activity Questions document) displayed based on the core services selected in the Core Services section. The Data Tracker must support real-time updates, meaning any changes made in the Core Services section should immediately reflect in the Data Tracker section without requiring a page reload.

Data Tracker View (No Services Selected) Core Service Sections Due to the large volume of questions, the questions should be grouped under their relevant core service. Each section should be collapsible to maximize space. Additionally, when multiple services are selected, the sections should be ordered alphabetically as illustrated below.

Minimized and Alphabetically Ordered Data Tracker Sections Questions Refer to the provided HFI Activity Questions document to determine which questions should be included in each section. This document is structured to filter by core service or by category for all 235 health-related questions. To isolate the questions for each section, first filter by core service, then sort alphabetically by category.

Example using Child and Adult Immunizations When Child and Adult Immunizations is selected in the Core Services section, the relevant questions from the HFI Activity Questions table should be displayed with the following fields and functionality:

Data Tracker View (Multiple Core Services Selected)

· Category: Categories (e.g., Clinics, Other, etc.) should be used to logically group questions and should remain consistent across all core services. Each category should be left-aligned and displayed in bold font.

· Question(s): Refer to the HFI Activity Questions document (excel) to determine the questions to display. For Child and Adult Immunizations, the following questions should be left-aligned displayed in regular font:

Questions from HFI Activity Questions Document

· Text Field: Optional field for users to provide numeric inputs for the related question. The system should ensure non-numeric characters are not accepted. These fields should be right aligned.

· Other (category): Each core service section must include this category. It allows users to enter details on activities not represented by the current available questions.

· Add New Item: Users should have the ability to create a new question by selecting the “Add New Item” prompt located in the top-right corner of the category section. When a user selects “Add New Item,” the system should add a new line with an editable text field for the user to provide the metric. Additionally, each new line should also include a text box.

Modify Questions (IDOH Admin)

Activities Menu for IDOH Administrators To modify questions that are displayed in the Data Tracker on the Activity Page, IDOH Administrators should navigate to the Activities section and select the Modify Questions shortcut. Upon selection, the following Activity Plan template will be displayed:

Activity Page Template (IDOH Administrators) To modify questions, the related core service must be selected in the Core Services section. The Dynamic Data Tracker will then display the core service along with its associated questions. By clicking the gear icon next to the core service section name, editable form fields are enabled. In this view, IDOH Administrators should have the ability to:

· Add New Category: Categories can be added by selecting the “Add Category” button positioned at the top-right of each section. When selected, the form should add a new section positioned above “Other.”

· Add New Question: Questions can be added by selecting the “Add Question” button positioned at the top-right of each category. When selected, a new editable line should be added to the category subsection.

· Edit Categories/Questions: Both Categories and Questions should be editable by selecting the text field the item is displayed in.

· Delete Question: Questions can be deleted as needed by selecting the “X” icon to the right of the question. If a question is deleted, all data, including the question itself, from previous submissions should be retained to ensure there is no data loss. Deleting a question should only hide it from being displayed.

· Save Changes: Updates made to Categories or Questions should not be saved until the IDOH Administrator selects the “Save” button in the action bar, confirming the changes.

Comments Functionality should mirror the Budget Plan Comments. Please refer to the Budget Plan Comments for additional details.

Actions Submit for Review (LHD Contributor) The LHD Contributor will submit the activity for IDOH Finance Administrator review within the action bar. This will update the status of the activity from draft to submitted.

Share Activity (LHD Contributor) The LHD Contributor will share the activity when a Partner is required to enter data in the Health Activity. Requesting access for partners is a prerequisite to ensure the partner will have the appropriate access (see Partner RBAC Role) before the link is sent.

Share Health Activity (LHD Contributor) Update the Status (IDOH Finance Administrator) The IDOH Finance Administrator will update the status of the activity using the action menu within the action bar.

Action Bar Status Update Export (LHD Contributor, IDOH Admins/Coordinators) Refer to Export for additional details on exporting activities.

Budget Documents The budget portion of the HFI application is designed to support the budget process and ensure compliance with Indiana Senate Bill 4, passed by the 2023 Indiana General Assembly to transform public health. It will assist IDOH and LHDs in planning, managing, and tracking their financial resources. This application enables administrators to forecast future financial needs and allocate resources effectively, ensuring that funds are available for essential services and initiatives. By documenting and reporting all financial activities in accordance with Indiana Senate Bill 4, the budget application will support compliance with regulatory requirements. The system will enable automation for the budgeting process, significantly reducing the time and effort required to manage finances. It will also allow administrators to focus on other critical tasks, thereby improving overall efficiency and effectiveness.

Budget Forms To support the budget process and its associated stages, the system must include the ability to manage multiple budgetary forms and the capability to create relationships between them. This ensures that related forms are linked for any given fiscal year. Implementing the following forms will significantly reduce the administrative burden on both LHDs and IDOH, leading to a more efficient and accurate budgeting process.

Budget Plan LHDs participating in HFI for 2024 must submit their Budget Plans to IDOH by June 1, 2024, and annually thereafter when they opt in. The current budget process is resource-intensive, involving significant effort due to communication hurdles, manual calculations, and duplicative entries. The requirements outlined in this document aim to alleviate these challenges by automating and streamlining processes for both the LHD users responsible for submitting each plan and the IDOH Finance Administrators (FAs) responsible for reviewing them.

Financial Report In addition to the budget plan, LHDs must submit their Financial Reports (Actualized Budget Plan) by March 1, 2025, and annually thereafter. The budget application will streamline the creation of financial reports by prefilling all data captured in the proposed budget plan. It will maintain the same form structure as the initial plan, with additional columns to capture actualized expenses and the variance between proposed and actualized totals.

Carry-over Plan The Carry-over Plan is a form required to capture funds that were not spent or allocated in the actualized financial report. This document should mirror the same format as the Budget Plan Page to ensure consistency and ease of use. LHDs will use the Carry-over Plan to report any unspent funds, providing a detailed account of these funds and their intended future use. This helps in maintaining transparency and accountability, ensuring that all financial resources are effectively managed. The Carry-over Plan will be submitted alongside the Budget Plan and Financial Report, allowing IDOH to have a comprehensive view of both actualized and carry-over funds for each fiscal year.

Budget Process Overview A process flow diagram is provided below to provide an overview of the budget process that will be detailed in these requirements.

Budget Process

Budget Plan Navigation The budget navigation menu is designed to enhance user efficiency and accessibility by providing shortcuts to favorited budget documents, creating new budget plans, managing templates (IDOH Admin), and the ability to view all budget documents.

Budget Menu (LHD Contributor)

Budget Menu (IDOH Administrator)

All roles prefixed with “IDOH” should have the Budget Reader role assigned. The options available in the Budget section vary based on the role of the logged-in user. These options are detailed below (see Role Based Access Control):

By favoring a document (i.e., making it a starred document), users can quickly access frequently used budget plans, saving both time and effort. When a user selects the starred icon, the Budget List should display with the applied filter as depicted below:

Budget List Filtered to Starred Items New Budget Plan (LHD Contributor) LHD users must be granted permissions through the LHD Contributor role to either manually create or upload a new plan. This role ensures that users have the necessary access rights to perform critical budgeting tasks, such as entering and updating budget information, and submitting budget plans. From the budget plan menu bar, when a LHD Contributor selects a New Budget Plan, the Budget Plan Page will appear. The budget plan year is determined by the plan name provided in the budget plan template. IDOH Administrators can modify the plan name by selecting the “Modify Budget Plan” shortcut in the budget plan menu bar and selecting the gear icon next to the plan name and are responsible for setting the effective dates for any given plan.

The new budget plan, when created, will be associated with the LHD of the logged in user.

Upload Budget Template (LHD Contributor) Selecting this option should allow the user to upload an existing Excel budget template to initiate the budget process. As with the manual option, the plan will be added to the list and be associated with the LHD of the logged in user. Each field in the template must be mapped to the corresponding application fields. If a field cannot be automatically mapped, it should be left blank for the user to fill in manually. When selecting upload, the user will be instructed to search and select a file.

New Carry-Over Plan (LHD Contributor) Selecting this option should display the Carry-Over Plan page. Users must have the LHD Contributor role to create or edit this plan. The Carry-Over plan is linked to the Financial Report, as it involves handling HFI funds that were not spent according to the actualized expenses in the report. These carry-over funds must be managed separately from the associated budget plan or financial report.

Alternate Method to Create Carry-Over Plan

Templates (IDOH Admin) IDOH Administrators must have the ability to create a new template for both the budget and carry-over plans. Templates provide an efficient method of determining effective dates which can be referenced to ensure the correct plan is created when LHD Contributors initiate the budget process. When “New Template” is selected in the budget plan navigation menu, the following will be displayed:

Create Template Menu (IDOH Administrator) Once a template has been created, an IDOH Administrator can modify the Name, Columns, and Effective Dates by selecting the edit button in the action bar.

Budget Plan Template View (IDOH Administrator) Modify Budget Plan (IDOH Admin)

Budget Header for IDOH Admin IDOH Admins should have the ability to edit the Budget Plan template by navigating to the Budget Plan section in the navigation menu and selecting “Modify Budget Plan. Refer to Configuration Management for additional details on modifying the Budget Plan.

Modify Carry-over Plan (IDOH Admin) Similar to the Budget Plan, the Carry-Over Plan is accessed through the navigation menu under the Budget Plan section. Carry-Over plans share the same template and functionality as Budget Plans. Refer to Configuration Management for additional details on modifying the Carry-Over plan.

IDOH Admin Carry-Over Plan Header Archiving (No Longer Active) Budget plans should be archived and no longer editable on January 31st the following year of the effective end date for any given plan. Effective Dates are determined by IDOH Administrators and can be referenced in the “Effective Dates” section of the budget plan template. Refer to Templates (IDOH Admin) section for additional details.

The effective dates should be used to determine the template that should be created when LHD Contributors select New Budget Plan in the navigation menu.

View Budget Documents When the user clicks the budget list button, the budget list displays a header which is dependent on the role of the logged in user as follows as well as the Budget List:

· LHD User: Display the name of the LHD

· IDOH Finance Administrator: Display the name of their region

· IDOH Administrator: Display IDOH Administrator

Budget List Headers The list itself displays the filtered results of their selections. The columns displayed on the list are:

· Selection Box: This box allows the user to select one or more budget documents.

· Year: The year of the plan referred to on the line. Plans will be displayed sorted in date order, from most current to least current.

· Document: Type of document, determined by the shortcut used to create it. There are two types of documents in the Budget Plans section of the navigation menu: New Budget Plan and New Carry-Over Plan, Additionally, there is one type of document in the Reports section: New Financial Report.

· Local Health Department: Name of local health department for the plan referred to on the line. This column should be hidden for any LHD users because the name displayed in the column would only be for their LHD.

· HFI Funding: Dollar amount of HFI funding granted for the current budget. This is system generated, based on the values in the HFI Funding Amounts list. IDOH Administrators can view and modify this list by selecting the “HFI Funding Amounts” shortcut in the Admin Configuration section of the navigation menu.

· Allocated Funds: Dollar amount which is the sum of all items entered into the budget. If the total of allocated funds is greater than the HFI Funding calculated above, display this in red color and bold font.

· Remaining Funds: System calculated as HFI Funding minus Allocated Funds. This may appear as a positive or negative number. If it is negative, display text in red color and bold font.

· PCS Amount: Dollar amount which is the sum of entries from all Preventative Core Services (PCS) categories. The system will compare the total in PCS to the total HFI Funding. If the total PCS amount is less than 60% of the HFI Funding amount display the dollar amount in red color and bold font. If the total PCS amount is equal or greater than 60% of the HFI funding amount, display normally.

· RS Amount: Dollar amount which is the sum of entries from all regulatory services (RS) categories. The system will compare the total in RS to the total HFI Funding. If the total RS amount is greater than 40% of the HFI Funding amount display the dollar amount in red color and bold font. If the total RS amount is equal to or less than 40% of the HFI funding amount, display normally.

· Last Updated: The last update date and time of the plan referred to on the line in MM/DD/YYYY HH:MM AM/PM format.

· Action: The allowable action icons for that plan item, based on the type of item and the user role. Allowable actions include:

View

Edit

Download

Star (Favorite)

The list should fit on one screen. If there are more items in the list than can fit on one page, provide navigation for users to go to the next items and back to the previous items.

· Filter: When the user selects the filter option, the system will filter the list according to their selections.

· Export: When the user selects the export icon, the system will export results from the filtered compliant listing.

Budget Plan Page The Budget Plan page is designed to streamline the planning process and includes several key features to assist LHD users in completing the required forms needed. Previously, the process often required manual calculations to allocate expenses due to regulations on fund allocation for preventative core services, regulatory services, and capital outlays. To address these friction points, the system should include the following features and functionality on the Budget Plan page:

Budget Action Bar

Budget Action Bar The budget action bar should display the following items:

· Budget Plan Icon: When selected, the menu should expand from the left side of the page, providing easy access to all navigation options.

· Local Health Department (Top): Ensure consistent branding across the portal, including logos, colors, and fonts, to maintain a professional and cohesive look. This will display the LHD associated with the plan that has been selected.

· Document Name (Bottom): The name of the document which was selected.

· Document Status: The status of the document using the color code provided below:

Document Status Colors

· Comments: The number of resolved comments out of the number of total comments. See comments below for further explanation.

· Favorite Button: When the user selects the favorite button, the document should display in the “Starred” section in the navigation menu. If the document is a plan, it should display in the Budget Plan section, if the document is a report, the Reporting section.

· Edit: Should be grayed out for non-LHD Contributors. When selected, updates all form fields to be editable.

· Save: Manual option to save the user’s progress in addition to saving automatically on a regular basis.

· Actions: When the actions dropdown is selected, the system should display the following:

Budget Action Bar (Actions by Role)

Dynamic Budget Summary The Dynamic Budget Summary section should provide an overview of key metrics relevant to the LHD’s current HFI budget. This feature will provide a means of guiding the user in ensuring funds are allocated appropriately as well as providing real-time validation to indicate when proposed allotments have exceeded the required limits for public health services and capital outlays.

Dynamic Budget Summary Overview with LHD Name, Form Title, and Status

Detailed Requirements and Validation Rules

Validation: fx = Allocated Amount must be ≤ HFI Funding Amount

Validation: fx = Capital Outlays Total must be ≤ (HFI Funding Amount x 0.1) When false, display text in red color and bold font

Validation: fx = CO % must be ≤ 10% when false, display text in red color and bold font

Validation: fx = PCS % must be ≥ 60% When false, display text in red color and bold font

Validation: fx = RS % must be ≤ 40% When false, display text in red color and bold font

Budget Plan Navigation The Budget Plan Form gives the user the ability to navigate between the different sections of the budget by clicking on the tab. This is designed to keep them easily usable and on one page.

Budget Plan Navigation Options The Budget Plan tabs are designed to feel like a spreadsheet for entering the budget, since LHD users are accustomed to doing that today.

Personnel Tab When the user selects Personnel, display the following form fields:

Salaries and Wages Form

Salaries & Wages Subsection

Table Columns/Fields

(multi-select) (See Appendix B: List 1) Note: staff members can have more than one primary role

Full Time Full Time - Previously Part Time Contract (See Appendix B: List 2)

Users should be able to select multiple roles

Hourly

e.g., “$50,000.00” or “$25.00 /hr.”

If Pay Type = Salary, then fx: Positions x Rate If Pay Type = Hourly, then fx: Positions x Rate x Hours

“Public Health Preparedness”

(Shortcut) When the shortcut is selected, a text box should display to allow comments to be added.

IDOH Finance Administrators may request that LHD users enter a justification for a line-item. This field should allow enough characters for users to add detailed comments for additional context that may be requested.

Employee Benefits Form

Salaries & Wages Subsection

“EHS/Admin/Vital Records” or “PHN”

Additional Payroll Areas Form

Additional Payroll Areas Subsection

Overtime Raises Stipend