On June 30, 2008, State Fiscal Year 2008 draws to a close. Please review the following timelines and closeout procedures to ensure a smooth transition to the new fiscal year.
Closing out State Fiscal Year 2008
All SFY 2008 contracted services must be completed on or before June 30, 2008. This includes all direct service sessions as well as any supplies or materials that were to be ordered as part of your Benchmark SFY 2008 contract. In order to receive payment for SFY 2008 services, all invoicing for SFY 2008 contracted services MUST be submitted through PreventionIdaho.net by July 15, 2008, 5:00 PM PT.
This means that prior to the deadline, all attendance data and outcomes data (if applicable) must be entered into the data system and all invoices must be submitted if you wish to receive payment for the services you have completed. According to your Benchmark contract, invoices received after the July 15, 2008 deadline WILL NOT be processed.
July 15, 2008, 5:00 PM PT is a hard deadline
Benchmark strongly encourages all prevention providers to work diligently to enter their remaining attendance and outcomes data and submit their invoices by the deadline. Because the Benchmark prevention subcontract is based on a fee for service model, any unused funds remaining in your contract as a result of undelivered or uninvoiced services will be returned to the State.
Outcomes data entry and program closeout procedures
To close your outcomes data entry sessions, click on the Outcomes link to the right of each recurring program on your homepage. Once you have finished entering your pre-test and post-test survey data, change the status in Step 4 for each to Complete. In addition to activating the outcomes report link for that program, moving the statuses to Complete indicates that you have met the outcomes requirement for that program.
To change each program status to Completed, click on the "Change Status" link to the right of each program once the program or activity has been completely delivered and all data are entered. If a program was cancelled and no classes were delivered or invoices submitted, please change the status to Cancelled. There should be no Active classes on your homepage after July 15, 2008.
Financial reports
PreventionIdaho.Net generates two financial reports to help with end of fiscal year accounting. From the Reports link on your homepage, you can run the "Program Financial Summary" and "Fiscal Year Check History" reports. The Program Financial Summary shows the funding level, total amount of services invoiced and payment status for each of your SFY 2008 programs or services. The Fiscal Year Check History report shows all check or direct deposit payments made to your organization in SFY 2008, as well as which programs and program sessions were covered by each check.
For those who enrolled in Benchmark’s direct deposit program, payments made by electronic funds transfer can be identified by “check numbers” in the 50,000s. If you would like to enroll in Benchmark’s electronic direct deposit program for next year, please contact your regional manager.
Both reports were developed in response to questions and suggestions from PreventionIdaho.Net users. And, as always, if you have suggestions on improving these reports or ideas about other reports that could be useful, please use the Comment link on most PreventionIdaho.Net pages to let us know.
Take a look at your program outcomes
The purpose of the outcomes survey process is to understand and improve your substance abuse prevention efforts. To review your outcomes, click on the Reports link on your homepage and pick "Outcomes Report - All Programs." Then pick a program where you have complete outcome data entry and look at your results. Because most programs have small numbers of completed pre- and post-tests, you might try clicking on the "Combine with another set" link in the top row of the Outcomes Summary table. This will take you to a page where you can combine outcomes surveys collected from different cohorts or years, and is the best way to look at enough surveys to be sure that your numbers are relatively stable.
If you have any questions about interpreting your outcomes results or using them to improve your prevention program, please contact your Regional Manager: Duncan Leonhardy, Regions 1 and 2: 208-310-9084; Greg Munson, Regions 3 and 4: 208-724-9311; and Annette Ludington: Regions 5, 6, and 7: 208-403-4953 or John Grimes at 208-892-0620.
State Fiscal Year 2009
Benchmark is in the process of finalizing regional prevention plans with DHW. Once each region’s prevention plan has been reviewed, we will begin contacting applicants that will receive funding for SFY 2009 substance abuse prevention services. As in the past, Benchmark will prioritize those with summer prevention programs planned.
We appreciate the work everyone has done to promote substance abuse prevention over the past five years. We have enjoyed working with you to promote healthy decisions and lives for Idaho's children and families and look forward to working with you next year.