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8.0 Reporting to the Ministry

Applicable to: Application Entities
Legislative Authority for Policy Directive :
Section 7(2)3
Function of Application Entity under the Act:
Sections 8(13), 35
Effective Date:
August 15, 2013

Purpose

The purpose of this policy directive is to ensure efficient and transparent communication between the Ministry and the Application Entity and to ensure the collection of up-to-date data for the generation of reports that will inform community planning, and MCSS forecasting, performance measurement, and program and policy development.

Policy

The Application Entity shall be responsible for providing the Ministry with quarterly and annual reports that contain data from the assessment process and from MCSS service agencies, as set out in this directive, and additional reports as required by the Ministry.

Directive

The Application Entity shall:

  • use the information technology specified by the Ministry for the collection and maintenance of information;
  • follow procedures established for the MCSS-specified information technology and in the policy directive for Qualifications and Service Standards for Needs Assessment, to maintain the integrity, consistency and validity of the information collected and to meet reporting requirements;
  • prepare quarterly reports based on summary statistics including, but not limited to, the following:
    • Uptake and use of direct funding:
      • Number of direct funding agreements;
      • Dollar value of agreements;
      • Adult developmental services and supports being purchased, by MCSS detail code; and
      • The proportion of all applicants with direct funding agreements, by MCSS detail code.
    • Adult developmental services and supports inquiries:
      • Number and type of inquiries (including urgent requests).
    • Eligibility:
      • Number of applicants confirmed eligible;
      • Number of applicants deemed ineligible;
      • Number of decision review requests;
      • Number of decision review requests resulting in a decision that confirms eligibility; and
      • Number of decision review requests resulting in a decision that upholds the original decision that individual is ineligible.
    • Timing:
      • Average number of business days between initial contact and eligibility confirmation; and
      • Average number of business days between eligibility confirmation and the first Application Package interview.
    • Number of qualified assessors7:
      • Number of incumbents; and
      • Full Time Employees (FTEs).
    • The Application Package:
      • Exceptional medical and behavioural support needs (SIS®, section 3 raw scores);
      • Number of applicants by SIS® support needs index (Composite Standard Score);
      • Nature of current request (ADSS section 1, question 1);
      • Current situation of the applicant (ADSS section 1, question 2);
      • Age (ADSS section 1, question 3);
      • Gender (ADSS section 1, question 3);
      • Preferred language for the interview (ADSS section 1, question 9); and
      • Current living situation (ADSS section 2, questions 7).
    • Total number of in-progress Application Packages;

    • Total number of completed Application Packages, and the subtotals for:
      • Eligible applicants who completed their first Application Package who were not previously receiving any Ministry-funded adult developmental services and supports;
      • Eligible applicants who completed their first Application Package and who were receiving Ministry-funded adult developmental services and supports; and
      • Persons previously determined to be eligible for Ministry-funded adult developmental services and supports who were reassessed, by age group and type of reassessment (five-year reassessment vs. requested reassessment due to change in needs or circumstances).
    • Access to Ministry-funded adult developmental services and supports:
      • Eligible applicants who were not previously receiving any Ministry-funded adult developmental services and supports, who received adult developmental services and supports by MCSS detail code;
      • Eligible applicants who were not previously receiving any Ministry-funded adult developmental services and supports, and did not receive developmental services and supports; and
      • Persons previously determined to have a developmental disability who were requesting additional Ministry-funded adult developmental services and supports who received more, new, or different developmental services and supports, by MCSS detail code.
    • A comparative analysis of adult developmental services and supports obtained by applicants by direct-funding and those obtained through service agencies funded by the Ministry; and

    • An analysis of the changes in individual applicant needs from the administration of the initial Application Package and at five-year reassessment intervals.

Application Entities shall complete these reports every quarter and forward them as a package to the Regional Office for review no later than one month after the end of the fiscal quarter.

The reporting schedule for the quarterly reports and the annual report is as follows:

  • Q1 Report Due: July 31 (for April 1 - June 30);

  • Q2 Report Due: October 31 (for July 1 – September 30);

  • Q3 Report Due: January 31 (for October 1 - December 31); and

  • Q4 Report (for January 1 – March 31) and Annual Report Due: April 30.


7See Policy Directive: Qualifications and Service Standards for Needs Assessment