wdva agency overview briefing to deputy secretary - may 4, 2010

Deputy Secretary Briefing

Wisconsin Department of Veterans Affairs

May 4th, 2010

Agenda Morning

OFFICE OF THE SECRETARY 9:00 – Secretary Ken Black 9:05 – Executive Assistant - José LeónDIVISION OF VETERANS BENEFITS 9:10 – Employment and Training Section - Joe Bertalan 9:30 – Bureau of Claims - William Kloster 9:50 – Bureau of Veterans Benefits - Chris Schuldes 10:10 – Bureau of State Veterans Cemeteries - Mark MathwigBREAK 10:30 – 10:40 10:40 – Division of Veterans Benefits - James BondDIVISION OF ADMINISTRATION 11:00 – Bureau of Fiscal Services - Randy Krueger 11:20 – Bureau of Administrative Services - Amy Franke 11:40 – Bureau of Information Systems - Chris ApfelbeckLUNCH 12:00 – 12:45

Agenda Afternoon

DIVISION OF ADMINISTRATION (Cont) 12:45 – Division of Administration - Tony CappozzoOFFICE OF POLICY, PLANNING, AND BUDGET 1:05 – Office of Policy, Planning, and Budget - Colleen HoltanWISCONSIN VETERANS MUSEUM 1:25 – Wisconsin Veterans Museum - Michael TelzrowDIVISION OF VETERANS HOMES 1:45 – Wisconsin Veterans Home King - Jackie MooreBREAK 2:05 – 2:15 2:15 – Wisconsin Veterans Home Union Grove - Randy NitschkeQ & A – 2:35 TO 2:50Secretary Ken BlackADJOURNMENT 3:00

(Patrick Shaughnessy will be presenting)

José M. León Jr.Executive Assistant

May 4, 2010


Executive Assistant My Role

Legislative inquiries

Legislative liaison

Legislative updates

Representing the agency

Questions? Comments?

Division of Veterans Benefits

May 4, 2010


DIVISION OF VETERANS BENEFITSIncludes:

BUREAU OF CLAIMS

BUREAU OF STATE VETERANS BENEFITS

BUREAU OF STATE VETERANS CEMETERIES

EMPLOYMENT AND TRAINING SECTION

Joe Bertalan, Section Chief

Veterans Training & Education Section



Veterans Education (VetEd) Reimbursement Grant State Approving Agency Troops to Teachers Dislocated Veterans Program Campus Open Houses


Veterans’ Ed. (VetEd) Reimbursement Grant

Reimburses 100% tuition and eligible fees up to the UW-Madison rate per credit hour

Eligible schools: Academic institutions approved by the Wisc. Educational Approval Board (EAB) or WDVA’s State Approving Agency (SAA)

Amount of benefit depends on length of active duty -- up to eight semesters or 120 credits

Used by veterans ineligible for the Wisconsin GI Bill (entered from another state) or by veterans attending a private school

Fiscal 2010 YTD: - Budget: $1.9M (34% or $650,000 remains)- Serviced 748 applications to date

Staffing: 1 FTE plus seasonal assistance from other staff


State Approving Agency (SAA)

Inspect, approve and supervise educational/training programs taught at Wisconsin Institutions of Higher Learning, aviation schools, correspondence schools and Non-College Degree programs; programs must meet educational, vocational and professional objectives

Contractual obligations with VA: program approval, supervision of schools/training institutions, technical assistance, outreach, liaison and contract compliance; investigative responsibilities with questionable schools at direction of VA and DoEd

Staff: 3.5 FTE and 2 part-time LTE

FFY 2010: 140 active schools – 54 inactive schools

Budget (Contract with VA): $277,160 plus supplemental revenue

Monetary value to Wisconsin of the federal GI Bills: ~ $75,000,000

EMPLOYMENT AND TRAINING SECTION Troops To Teacher – TTT

Provide guidance and information on Wisconsin and Minnesota certification requirements, teacher training programs and employment opportunities

Eligibility: retired veterans and members of the Selective Reserves

Benefits for participants:

- $5K Stipend – to pay teacher certification costs; recipients teach for three years in approved districts

- $10K Bonus – for participants who teach for three years in approved schools

- Note: Pending legislation may expand eligibility and benefits

Staff: 1 FTE

Budget (Contract with DoEd/EOD): $101,900

EMPLOYMENT AND TRAINING SECTION Dislocated Veteran Worker Program

Coordinate benefits presentations for veterans and spouses being laid-off due to reductions-in-force (RIF) or plant closings

Presentations:- Staffing: CVSOs provide local coverage statewide; WDVA

backs-up events in proximity to Madison area- Provide benefits overview, brochures and booklets- Schedule follow-up meetings with a CVSO

YTD FY2010: served veterans/spouses at 16 companies; 20% of total workforce were veterans or spouses of veterans

EMPLOYMENT AND TRAINING SECTION Campus Open Houses

Goal: Identify student-veterans who are unaware of benefits and connect them with available benefits providers

Half-day outreach to students attending Wisconsin post-secondary schools

WDVA coordinates with schools to bring staff from: CVSOs, VA Medical Centers, NG Family Assistance, VA Vet Centers, ESGR, VA Vocational Rehab. & Employment, Vets Employment and others

Since 1/2008: 36 events have connected with 2,000 veterans

EMPLOYMENT AND TRAINING SECTION Recently Separated Veterans Program (RSVP)

Monthly mailing to veterans recently discharged from AD and returning to Wisconsin; averages about 500 mailings per month

Packet includes: Secretary’s letter, Depleted Uranium letter, Military Families in Transition (B0110), OEF/OIF POCs at VA Medical Centers, TTT, and State Programs and Services for Wisconsin Veterans (B0100)

Names and addresses are shared with: Armed Forces recruiters, VA Medical Centers in Wisconsin, Job Centers, Oneida Nation, VA Vet Centers and CVSOs

EMPLOYMENT AND TRAINING SECTION Challenges

VetEd Grant Program – two rule changes:- implemented 1/2010: applications now due 60 days after the start of the semester

- potential new rule: allow payment for up to eleven credits per semester for fulltime studies after a veteran has been out of AD for more than ten years

RSVP – pending decision to shift to new format for mailing to veterans returning from AD

Campus Open Houses – scheduling about ten campus events for Fall 2010

Bill Kloster, Director

Bureau of Claims

BUREAU OF CLAIMS

BUREAU OF CLAIMS

Wisconsin Veterans, spouses and dependants received over $744 million in Federal VA Compensation and Pension benefits in 2008

Almost 53,000 WI Veterans have a VA disability rating

The Claims Bureau provides services to veterans who are filing for disabilities by representing them through a Power of Attorney

BUREAU OF CLAIMS

Personnel Bureau Director 8 Claims Officers Administrative Supervisor 5 Administrative Support

Supplies and services budget $20,100

The Bureau Director is also administers the VSO Service Grant

BUREAU OF CLAIMS

Challenges

Increasing need for assistance Federal VA estimates 22% increase in applications GWOT soldiers are returning with more difficult conditions

Lack of automation

Experience and Training

Chris Schuldes, Director

Bureau of State Veterans Benefits



Loans

Grants

Outreach

BUREAU OF STATE VETERANS BENEFITS Assistance To Needy Veterans Grant Program

ANVG

Health Care Aid *

Annual budget: $921.7k

Staff: 2 FTE

Applications received fiscal YTD: 382

Payment of dental, vision and hearing care

* Temporary Funding Outage Declared in March 2010

Subsistence Aid

Annual budget: $172k

Staff: 2 FTE Applications received fiscal YTD: 93

Replacement of lost of income due to illness, injury or natural disaster

BUREAU OF STATE VETERANS BENEFITS Assistance To Needy Veterans Grant Program

Type of Aid\Benefit

Impending Limits *

•Dental $4,250*

•Hearing $3,950*

•Vision $400*

•Subsistence $3,000

*$7,500 combined lifetime limit

BUREAU OF STATE VETERANS BENEFITS Retraining Grant Program

Annual budget: $210k

Staff: 2 FTE (same as ANVG)

Applications received fiscal YTD: 16

Recently unemployed or underemployed veterans may receive up to $3,000 per year for a maximum of 2 years, if they demonstrate a financial need while being trained for employment

BUREAU OF STATE VETERANS BENEFITS County Veterans Service Office\Tribal Veterans

Service Office Grants

CVSO GRANTS Annual Budget: $765.5K Staff: 2 Annual Applications: 72

TVSO GRANTS Annual Budget: $68K Staff: 2

Annual Applications: 8


County Transportation Services Grant Program

Annual budget: $100K

Staff: 2 FTE (same as ANVG & RTG)

Counties receiving grants in FY 2010: 38

Partial reimbursement of county expenses to transport veterans to VA hospital and clinics

Counties regularly serviced by the Disabled American Veterans (DAV) are not eligible


Wisconsin Disabled American Veterans Grant

Annual grant to Wisconsin Department of Disabled American Veterans to help transport state veterans to Federal VA medical appointments

Budget: $100K

Staff: 2


Veterans Loan Programs Staff: 8 FTE

Home Loan Program- Volume fiscal YTD: $9,566,358- Loans approved: 56- Remaining funding: $0

Home Improvement Loan Program- Volume fiscal YTD: $360,843- Loans approved: 16

- Remaining funding: $115,157

Personal Loan Program- Volume fiscal YTD: $2,356,689- Loans approved: 155- Budget: $5,000,000

BUREAU OF STATE VETERANS BENEFITSHome Loan Program *

30 year fixed interest rate

5% down

No private mortgage insurance

No funding fees

No points or pre-payment penalties

All veterans receive the same rate

Must have left active duty (federal service) within 25 years to qualify

* Funding outage was declared in November 2009


Home Improvement Loan ProgramHILP

Low fixed interest rates from 5.85%

Borrow up to 90% of home equity

Terms from 5 to 15 years

Must be used to improve residence


BUREAU OF STATE VETERANS BENEFITS Personal Loan Program

PLP

Low fixed interest rates from 5.85%

Mortgage secured loans to $25,000

Guarantor secured loans to $5,000

Terms from 3 to 10 years

Defer education loans up to 5 years



OUTREACH\MISSION WELCOME HOME

Provide statewide outreach to Wisconsin veterans, their families and stakeholders. Coordinate and attend re-integrations, demobilizations and other veterans events. Agency liaison to CVSO\TVSO community, WI GI Bill and Property Tax Credit.

STAFF: 3


National Guard Reintegration & Reserve Demobilization Services

Provide benefits information to NG and Reserve members returning from active duty

For NG: WDVA partners with WDMA during Phase I Reintegration

For Reserves: WDVA gives presentations and/or staffs benefits table

Process:- Drill weekend 30-90 days after returning to the state- Families (spouses, children and parents) often involved- Local armories, resort hotel or Ft. McCoy- Assign multiple WDVA staff when dealing with larger units- Greatest interest: How to pay for education using the Montgomery,

Post-9/11 and Wisconsin GI Bills? How to transfer to dependents?

Served over 11,700 troops in 60 units since 2003

BUREAU OF STATE VETERANS BENEFITS Wisconsin GI Bill

For Veterans

- Lifetime benefit: no income cap, no limit on level of study

For Dependents- Veteran must have a VA service-connected disability (SCD) of at least 30% or died in line of duty or from a SCD

- Qualifying dependents: 100% remission of standard academic tuition and segregated fees (UWS)/material fees (TCS) - Not other fees

- Spouse: Ten year delimitating date (From when veteran’s first effective date of 30% or greater.)

- Children: at least 17 and not yet 26 years old

BUREAU OF STATE VETERANS BENEFITS Wisconsin GI Bill

Remission (waiver) of tuition/fees for veterans and dependents for up to 8 semesters or 128 credits at UW campuses or Wisconsin Technical Colleges (WTCS)

Eligibility: Must have been a Wisconsin resident when entering active duty; character of service and active duty service requirements apply

WDVA certifies veteran status to the UW or Technical College

Benefit is administered by UW and Technical Colleges

This program is entirely separate from the federal GI Bills (Montgomery GI Bill and Post-9/11 GI Bill) and WDVA’s education programs, yet all programs impact how a veteran can use other state and federal programs.

BUREAU OF STATE VETERANS BENEFITSChallenges

Obtain adequate funding for PML and HILP loan programs

Develop new loan products and funding sources to generate income for the Veterans Trust Fund and Mortgage Loan Repayment Fund

Expand outreach services

Maintain adequate funding of ANVG-Health Care Aid

Mark Mathwig, Director

Bureau of State Veterans Cemeteries



Cemeteries

Military Funeral Honors (MFH)

Veterans Assistance Program (VAP)


Burial for veterans, spouses and dependents at three state veterans’ cemeteries: (Spooner, Union Grove, King)

Burials: 1,175 per year; (781 of the 1,175 burials at SWVMC)

Budgets/Personnel:

-NWVMC (Spooner): $373,493; 5 FTEs

-SWVMC (Union Grove): $704,600; 10 FTEs, 3 LTEs

-CWVMC (King): $42,400, Staff – King Home maintenance personnel


Revenues: -$300 plot allowance from USDVA for the burial of all veterans-$550 WDVA fee for burial of spouses and dependents -GPR: $25,000 yearly to CWVMC, no other state funding

Eligibility: Similar to VA’s National Cemetery Administration (NCA), but includes Wisconsin state residency requirement

Burial Options: Casket, Urn Garden, Columbarium or Scattering Garden

FY 10/11 initiatives: $5.3 million expansion at SWVMC Phase IIIa: $1.4 million for new columbarium (1,792 niches). Phase IIIb: $3.9 million for 4,782 added crypts on 19 newly

developed acres

Bureau of State Veterans Cemeteries Military Funeral Honors Program

Coordinate Military Funeral Honors for veterans and families throughout the state; provide MFH stipend to Veterans Service Organizations (VSO) to provide Honors.

Budgets/Personnel: $461,421; 11 FTE, 1 LTE Operations: Honors are coordinated from the central

office. MFH Teams are located at the three state veterans cemeteries.

MFHs provided: FY 09 – 5,963. MFH Stipend Budget: $240,900; VSO reimbursement

$25 or $50 stipend. MFHs provided by WDVA teams in FY 09 – 1140

Bureau of State Veterans Cemeteries Veterans Assistance Program – VAP

The VAP provides housing and services for up to 100 homeless veterans nightly

Discharge review services to upgrade military discharges Benefits services to incarcerated veterans

Women Veterans Programs

Walk-in services at the Milwaukee Service Center and Central Office in Madison


Veterans Assistance Program – VAP

Fiscal 2009: - Budget - $1.89M; $723K VTF; $1.17M Federal per Diem

- 100 VAP Transitional Housing beds in program including King (26), Union Grove (30), Fort McCoy (14), and Chippewa Falls (30)

- 292 Incarcerated Veteran Contacts; 581 Discharge Review Requests; 370 Medals and Records Requests

- 2,829 served at the Milwaukee Service Center; 4,088 at Central Office

- Creation of revenue source for WDVA – up to $75,600 per year for 8 Single Room Occupancy (SRO) at Union Grove and 10 at Chippewa Falls


Veterans Assistance Hot Issues

Management and Operation of Northern Center Achieving sufficient number of residents over 25 3rd year of running program with LTEs, either turn over to contractor or

make LTEs project position employees Purchase/Lease of new Vans (All vehicles have over 200K miles) Utility Costs Non self sustaining with current per diem from USDVA, we must have a

legislative appropriation to continue to operate this program. Mothballing Cottage 1 at Southern Wisconsin Center

Opposed by Wisconsin State Historical Society. Saves $25,000/year

Southern and Northern Center Escalating Utility Costs WDVA and Contractor Concern. Move off campus and give program to Contractor in their own facility. Letter to and response by Administrator of Division of State Facilities

(DSF), David Helbach.

Bureau of State Veterans Cemeteries Cemetery Challenges

SWVMC Phase III Expansion Project Additional 3 FTE manning required after expansion.

Local Inscription Program Grant Pre-positioned blank headstones.

Inscribed on site and No cost to state.

Capitol project request for SWVMC, Small project request for NWVMC.

State Cemeteries Grant Program Operations and Maintenance Grant $5 Million grant program being developed by USDVA/NCA.

Program statement has been prepared for headstone resetting and realignment or SWVMC with an approximate cost of $175 Thousand.

DIVISION OF VETERANS BENEFITS Division's primary responsibility:

Providing outreach, programs and services to Veterans to ensure they receive the benefits to which they are entitled

Developing, coordinating, administering, and maintaining state programs and services that provide health, educational, economic, and social assistance and lasting memorialization, in supplement and complement to those provided by the federal government

Proposed Draft Division Reorganization

DIVISION OF VETERANS BENEFITS

Unapproved Draft Org Chart 4/26/10


Questions?Comments?


Division of Administration

May 4, 2010

Bureau of Fiscal ServicesMission

The Mission of the Bureau of Fiscal Services is to deliver high levels of financial services, as well as maintaining high levels of internal controls, compliance, and review procedures for all WDVA financial operations

Bureau of Fiscal Services Organizational Chart

M-13

DEPARTMENT OF VETERANS AFFAIRSDIVISION OF ADMINISTRATIONBUREAU OF FISCAL SERVICES

BUREAU OF FISCAL SERVICES

Financial ManagerKrueger, Randall - Director 007068

DIVISION OF VETERANS HOMESBUREAUS OF FINANCIAL SERVICESKingFinancial Management Supv Stead, Stephen – Director 305118

Union GroveFinancial Management Supv Wiberg, Kenneth 333313

October 2009ORGCHART\DVAM13.VSD (10-05)

PROGRAM ACCOUNTING SECTION

Financial Program Supv Pullum, Bill 014927

Accountant - JourneyRuffin, Jerry 011777

Financial Spec 4Kampfer, Raquel 077453Newman, Leslie 081714Sorge, Rhonda 302613

GENERAL ACCOUNTING SECTION

Financial Program SupvKoprowski, Hope 005897

Accountant - SeniorSchweiger, John 307888

Financial Spec 5Grinnell, Laurie 007146

Financial Spec 4Vacant 017576

Financial Spec 3Danyeur, Benny 300961

Auditor-AdvVacant 335859

Accountant-AdvWarnken, Laurie 040911Kurtenbach, Paul 335859

Danyeur, Benny

Vacant

Bureau of Fiscal ServicesProgram Areas Supported

Accounts Payable processing: operating costs; travel vouchers; loan and grant disbursements

Accounts Receivable / Receipts processing

Loan Accounting, Servicing and Credit Bureau reporting

Maintain WARS, WDVA’s internal budget tracking and control system

Responsibility for internal controls and compliance for fiscal transactions

Pre-audit and Post-audit of financial transactions

Financial reporting to internal and external customers

Bureau of Fiscal ServicesCompliance Auditor

A compliance auditor position was recently added to the Finance staff.

This position will be responsible for reviewing the effectiveness and efficiency of agency operations, the reliability of financial reporting, compliance with laws and to develop a compliance program for financial reporting

Auditor is currently reviewing the Department’s Internal Control Plan as well as a Risk Management strategy for the Department.

Bureau of Fiscal ServicesQuarterly Budget Reviews

Implementation is in process for an internal budget review procedure to provide a uniform and consistent methodology to compare budget authority to projected expenditures for department programs.

This procedure will also provide a systematic method to identify and discuss budgetary issues and concerns.

Budget and expenditure files for each Division will be created.

Budget review objectives: Discuss summary data by appropriation line to address potential budget

problems Discuss planned budget alternatives Discuss suggested solutions Discuss status of new budget initiatives Discuss any other budgetary issues

Reviews will be completed on a scheduled quarterly basis or as requested by the Office of the Secretary.

Division of AdministrationMission and Responsibilities

The Division of Administration is a service division consisting of 54.5 staff whose primary responsibility is to provide support to WDVA’s program areas and staff for the following core business functions:

Finance Human Resources Payroll and Benefits Information Technology

Included in these core business functions are responsibilities for risk management, employment relations, records management, veterans’ eligibility determination, open records requests, facilities management, building and safety, purchasing and fleet management.

M-07

DEPARTMENT OF VETERANS AFFAIRSDIVISION OF ADMINISTRATION

DIVISION OF ADMINISTRATION

Administrative ManagerCappozzo, Anthony – Administrator 011134

BUREAU OF ADMINISTRATIVE SERVICES

Human Resources MgrFranke, Amy – Director 003018

BUREAU OF FISCAL SERVICES

Financial MgrKrueger, Randall – Director 007068

Office of the Administrator 2.0Bureau of Administrative Services 15.0Bureau of Fiscal Services 13.0Bureau of Information Systems 28.0 58.0

February 2010ORGCHART\DVAM07.VSD (02-22)

Executive Staff Assistant Mauger, Katherine 50% 032490

BUREAU OF INFORMATION SYSTEMS

Mgt Information MgrApfelbeck, Christopher-Director 301871

Office of the Administrator 1.5Bureau of Administrative Services 15.0Bureau of Fiscal Services 13.0Bureau of Information Systems 25.0 54.5

Division of AdministrationOrganizational Chart

Bureau of Administrative ServicesMission

The Mission of the Bureau of Administrative Services is to provide

effective management, direction and guidance for human resource,

payroll and benefit and program activities in support of WDVA’s

strategic and operational goals and strategies

Bureau of Administrative ServicesOrganizational Chart

Bureau of Administrative ServicesConsolidation of State Agency

Human Resources

Transfer of Agency Human Resource and Payroll/Benefits FTE positions to the Office of State Employment Relations (OSER).

The Department of Administration (DOA) speculates significant improvements in efficiencies and cost-effectiveness.

This will affect 15.50 WDVA staff.

Joint Committee on Finance is requiring DOA to develop a proposal for this consolidation and transfer of positions. This proposal will go under a 14-day passive review and approval process.

Other non-cabinet agencies are exempt from consolidation: Department of Employee Trust Funds; Investment Board; Justice and Public Instruction.

Amy Franke, HR Director, and I will have an exemption request for this consolidation completed for internal review by mid-May.

Bureau of Administrative ServicesOSER’S Annual Assessment

for Operational Funding

The 2009-11 Biennial Budget converted OSER operations and staff funding from General Program Revenue (GPR) to Program Revenue (PR) funding source.

This is an annual assessment.

On March 25, agencies received their share of the FY10 $5.4 million statewide assessment.

WDVA’s FY10 assessment is $124,224 and will be allocated at the appropriation level.

An encumbrance of funds will be created with eventual payment to DOA.

In the meantime, WDVA will express concerns to OSER regarding the timing of this assessment, raise accountability issues, as well as the cost/benefit of the services provided by OSER.

Bureau of Administrative ServicesDOA’s Centralized Position Review (CPR) System

The CPR system is a DOA initiative started on 10/24/2008 with no known sunset date.

All staffing transactions for FTE, LTE, transfers and project positions must go through this process.

A justification is prepared by the agency hiring manager and goes through an internal WDVA review and approval by WDVA’s Secretary.

Upon internal approval, this justification is forwarded to the DOA Secretary for approval.

Upon DOA approval, staffing action may be started.

Planning on the part of the hiring manager is critical as this CPR process may add 3 weeks or more to the recruitment process.

Bureau of Administrative ServicesState Workers Furlough System

In effect over the course of the 2009 – 2011 biennium One of the measures implemented by the Governor’s Office to

address the $6.6 billion state budget deficit over the 2009 – 2011 biennium

Requires all represented and non-represented state employee hours of work to be reduced by 64 hours (8 days) each of the next two fiscal years.

The reduction will be for a total of 128 hours (16 days) over the

course of the 2009 – 2011 biennium

Bureau of Administrative ServicesAgency Reorganization

WDVA’s current organization will be reviewed for efficiencies to be gained by a reorganization.

Human Resources will provide a briefing to the Agency Leadership Team regarding the reorganization process and timelines.

Some reorganization activities need DOA and budgeting approval. A reorganization timeline and priority recommendation will be

prepared for the Office of the Secretary’s review and approval.

Bureau of Information SystemsMission

The Mission is to provide information technology resources in support

of WDVA’s strategic and operational strategies. This IT support

includes customer support (Help Desk, web page administration, IT

training), technical support (network and desktop) and application

development support.

Bureau of Information Systems

Organizational Chart

M-14

DEPARTMENT OF VETERANS AFFAIRSDIVISION OF ADMINISTRATIONBUREAU OF INFORMATION SYSTEMS

BUREAU OF INFORMATION SYSTEMS

Mgt Information ManagerApfelbeck, Christopher 301871

TECHNICAL SUPPORT UNIT

IS Network Services SpecialistBerge, Beth 301561Sievert, Michael 327898

IS Technical Services SpecialistMcGarvey, James 327900

IS Technical Services SeniorSoleimani, Mark 327897Trieloff, Debbie 077975

IS Technical Services ProfessionalSobczak, Cindy 333929

SYSTEMS SUPPORT SECTION

IS Supervisor 2Vacant 307978

KING SUPPORT SECTION

IS Supervisor 2Vacant 030261

Customer Support Unit

IS Technical Services SeniorVoeck, Stuart 301873Wrensch-Cwirla, Sharon 071364

IS Compre Supp Tech-SeniorEmery, Karen 038897

IS Network Supp Tech-InterLesh, Pam 042981

SYSTEMS DEVELOPMENT UNIT

IS Systems Dev Services SpecialistRenoos, Steven 300958

IS Systems Dev Services SeniorBraker, Alan 307979Harris, Darryle 305741Harrison, Randolph 030256Shay, Audrey 015545

September 2009ORGCHART\DVAM14.VSD (09-25)

IS Network Services SeniorGibbs, Bruce 043880

IS Systems Dev Serv Cons/AdmnKluck, Gary 320708

IS Data Services SpecialistWroblewski, Pamela 322247

IS Comprehensive Services SeniorGarza, Ricardo 028623

IS Technical Services SpecialistPamperin, Jared 327896

IS Technical Services SeniorBarber, Vicki 310029

IS Technical Services ProfVergauwen, James 327875Shear, Robert 27875E

Bureau of Information SystemsWebsite Re-design

WDVA’s website was launched in 1997 with the last major re-design completed in 2005.

A re-design team was recently formed representing each Division, as well as, both of the Homes.

A kick-off meeting was held on April 23, 2010.

Recommendations for the Website re-design, as well as, a project timeline will be forthcoming.

Bureau of Information SystemsIT Committee

WDVA has an IT Committee that meets on a semi-annual basis to identify new projects and to make project priority recommendations to the Office of the Secretary.

The IT Committee’s scheduled to meet in the months of June and December.

Every Division and Office, including both of the Homes are represented on the IT Committee.

The IT Committee helps to reduce contention for IT resources through this project prioritization process.

Bureau of Information SystemsBasefile Imaging System

Expenditure authority received in the FY2008-09 biennial budget for $690,000 to image 288,000 basefiles (5.8 million pieces of paper): $90,000 for computer hardware and software $600,000 ($300,000 in each fiscal year) for temporary staffing to perform

document imaging tasks

Project start date: January 2008 Scope Change: On 2/15/2008, the project scope changed to image

only new and active basefiles. The rationale was to reduce expenditures for the project. There was also a cost/benefit question as to whether it was cost effective to image inactive basefiles, as they are rarely accessed by staff.

Bureau of Information SystemsBasefile Imaging System

Project highlights: Basefiles can be retrieved in VBATS ( a WDVA developed software

application) so that paper basefiles no longer need to leave the Records area

As of 4/20/10, nearly 46,500 basefiles have been scanned. Use of temporary staff to do imaging will end approximately January

2011. In the future, existing WDVA staff will be transitioned into performing the document imaging functions

Questions?Comments?


Office of Policy, Planning and BudgetColleen Holtan, Director

May 4, 2010

Office of Policy, Planning and Budget

DEPARTMENT OF VETERANS AFFAIRSOFFICE OF POLICY, PLANNING & BUDGET

SECRETARYBlack, Kenneth

DEPUTY SECRETARYVacant

Office of Policy, Planning & Budget

Administrative Mgr.Abrahamsen, Kenneth 028544

M-03February 2010ORGCHART\DVAM03.VSD (02-22)

Program & Planning Analyst AdvBaumann, Jeffrey 010338

EXECUTIVE ASSISTANT

UnclassifiedLeon, Jose 036748

Budget & Policy Analyst Agency - Adv.Eubanks, Zolonda 032753Mattix, Susan 313837

Finance/Internal Audit

DVA Finance and Bond OfficerHoltan, Colleen 302019

Policy Initiatives Advisor- Exec.Kleinsteiber, Larry 041099

Policy Initiatives Advisor – Exec. Schuster, Andrew 036402

Office of Policy, Planning and BudgetMission

To develop, monitor and manage the department’s annual and biennial operating and capital budgets;

To provide financial, policy and statistical analysis of department programs; and

To maintain effective working relationships with the State Budget Office, Legislative Fiscal Bureau and federal VA officials.

Office of Policy, Planning and BudgetOperating Policy and Budget Analyst

Zolonda Eubanks

Major Responsibilities:

Establish annual operating budgets for central office;

Prepare s.13.10 and s.16.515 requests

Prepare and submit appropriation increase and transfer transactions to DOA State Budget Office for approval

Prepare fiscal estimates and bill analyses as requested by the State Budget Office

Office of Policy, Planning and Budget Operating Policy and Budget Analyst

Zolonda Eubanks

Major Responsibilities, continued:

Prepare biweekly salary projections

Permanent salaries

LTE salaries

Overtime

Monitor position vacancies/new hires for central office

Reconcile Position Management Information System (PMIS) with payroll


Zolonda Eubanks


Coordinate setting up federal grant budgets

Monitor grant and gift/bequests budgets

Biennial budget development


Zolonda Eubanks

Current Projects:

Loading annual operating budgets into WiSMART

Preparing Fringe Benefit Supplement Requests

Preparing salary projections

Budget training

Biennial budget development

Office of Policy, Planning and Budget Capital Policy and Budget Analysts

Susan Mattix and Dale Koebke


Oversee and coordinate development of the department’s biennial capital (construction) budget.

Oversee and coordinate development of the department’s six-year and long range preservation plan.

Coordinate with program staff to develop program statements and project requests for the department’s major capital projects.



Major Responsibilities, continued: Develop estimated budgets, timelines and comprehensive

plans for capital budget projects

Prepare agency requests for submission to the State Building Commission (SBC)

Present agency requests for approval at SBC

Develop and manage assigned construction projects from their inception through completion




Serve as Department’s primary contact in planning and construction meetings for assigned projects.

Monitor capital project budgets

Coordinate submission and monitoring of USDVA State Home Construction Grants with Policy Initiatives Advisor

Submit and monitor USDVA State Cemetery Grants

Office of Policy, Planning and Budget Capital Policy and Budget Analyst

Susan Mattix

Assigned Major Projects:

WVH-KING

Wandering Member System $2.62M

Olson Hall Window Replacement $2.10M

Olson/Stordock Bathing Rooms $2.45M

Campus Site Work $2.30M

New Chiller and Cooling Tower $ 925K

Water Tower Painting $ 346K

MacArthur Hall Re-roof $ 321K


Susan Mattix


WVH-Union Grove/SWC

Campus Water Distribution and

Sanitary Sewer Repairs $2.66M

Electrical Upgrade Phase II $1.83M

Southern Wisconsin Veterans Memorial Cemetery

Preset Crypt Expansion,

New Committal Shelter $3.89M


Dale Koebke


WVH-Chippewa Falls $20.0M

Museum Preservation Facility $30.0M

Museum Historical Center $131 M

Office of Policy, Planning and Budget Policy Initiatives Advisor

Larry Kleinsteiber

Major Responsibilities: Identify veterans home capital projects that may qualify for

state home construction grants from the U.S. Department of Veterans Affairs

Develop grant pre-applications and applications for eligible capital projects

Coordinate the completion of all VA requirements for state home construction grants where funds are set aside, to include meeting all required time frames


Larry Kleinsteiber


Coordinate with DVA and DSF project managers, A/Es, State Budget Office and Governor’s office, as needed, to insure they provide necessary documentation required by VA for state home construction grants

Brief executive leadership and the Board of Veterans Affairs, as needed, regarding the state home construction grant program


Larry Kleinsteiber


Work with National Association of State Veterans Homes to learn about/advance issues with VA that state veterans homes

Maintain effective working relationship with federal VA officials in VISNs 12 and 23

Coordinate annual review and renewal of sharing agreement for leased space in Wallace Hall on WVH-UG Campus by the Milwaukee VA Medical Center


Larry Kleinsteiber


Report information to Wisconsin’s Office of Recovery and Reinvestment (ORR) on capital projects funded by VA with Recovery Act funds

Coordinate VAMC involvement in WDVA Supermarkets

Prepare Long Term Care Committee capital report


Larry Kleinsteiber

Major Projects:

Develop grant pre-applications/applications for VA FFY2011 Priority List

Completion of requirements for projects with VA funds set aside

Preparation of ARRA Accountability Plan

Quarterly Reporting to ORR on ARRA Funded Projects

Office of Policy, Planning and Budget Program and Planning Analyst

Jeff Baumann


Collection and analysis of demographic data concerning Wisconsin veterans and veteran benefit usage.

Create large databases of relevant statistics to keep informed of current trends.

Obtain, review, and analyze various data, for use in analyzing the effect on program operations.


Jeff Baumann


Provision of fiscal and policy analysis to determine effect of program changes on agency operations and veterans needs.

Create fiscal estimates, analyses, and reports on proposed changes to determine effect on WDVA operations.

Prepare demand analyses and projected fund outages for the Primary Mortgage Loan to anticipate and rectify fund shortages.


Jeff Baumann


Research of long-range and strategic planning initiatives to meet the needs of Wisconsin veterans

Based on statistical analysis, propose new programs, modifications of existing programs, eligibility changes, and procedural changes in current programs

Prepare recommendations and means of financing previously unmet needs of veterans and veteran dependents.


Jeff Baumann

Major Projects:

Long-term demand analysis in support of developing facility investment plan for veterans homes.

Update of stress test for the assisted living facility at Union Grove.

Assistance with biennial budget

Office of Policy, Planning and Budget DVA Finance and Bond Officer

Vacant


Provide senior management and the Board of Veterans Affairs with timely financial data and analysis for decision making in accordance with fiduciary responsibilities

Coordinate the timing and sizing of bond issuances based on market conditions and program demand


Vacant

Major Responsibilities, continued :

Devise strategies, including the utilization of extraordinary redemption provisions to minimize negative arbitrage

Coordinate tax law compliance with Capital Finance, State Bond and Tax Counsel, and the state’s quantitative analysis firm

Provide internal audit services to the Office of the Secretary as requested


Vacant

Major Responsibilities, continued :

Assist in the development of the biennial budget by preparing cash flow projections and revenue and expenditure balance reports


Vacant

Major Projects:

Prepare financial statements for the Board

Update assumptions and projected cash flow for the Veterans Trust Fund

Work with the state’s quantitative analysis firm to update assumptions and projected cash flow for the Mortgage Loan Repayment Fund

Coordinate extraordinary redemptions


Vacant

Major Projects, continued:

Review care rates developed by Homes for compliance with statutory requirements

Assist Homes administrator in resolution of accounts receivable balances at WVH-UG

Financial projections for proposed veterans Home at Chippewa Falls

Liaison to the Legislative Audit Bureau for the audit of the Wisconsin Veterans Homes


VTF Ending Cash Balances 2009 Wisconsin Act 28, Adjusted for FY10 PLP Disbursements

($20,000,000)

($10,000,000)

$0

$10,000,000

$20,000,000

$30,000,000

$40,000,000

FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 FY23 FY24 FY25


MLRF Projected Cash Balances

($20,000,000)

($10,000,000)

$0

$10,000,000

$20,000,000

$30,000,000

$40,000,000

$50,000,000

$60,000,000

$70,000,000

$80,000,000

5/1/

09

11/1

/09

5/1/

10

11/1

/10

5/1/

11

11/1

/11

5/1/

12

11/1

/12

5/1/

13

11/1

/13

5/1/

14

11/1

/14

5/1/

15

11/1

/15

5/1/

16

11/1

/16

5/1/

17

11/1

/17

5/1/

18

11/1

/18

5/1/

19

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/19

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20

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/20

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/21

5/1/

22

11/1

/22

5/1/

23

11/1

/23

5/1/

24

11/1

/24

5/1/

25

11/1

/25

General Fund Cash Insurance Reserve Cash Required Insurance Reserve

Wisconsin Veterans MuseumAn Educational Activity of the Wisconsin

Department of Veterans Affairs

Michael Telzrow, Director


Wisconsin Veterans MuseumMission

Commemorate, acknowledge, and affirm the role of Wisconsin veterans in America’s military. (Wis. Statutes 45.014)

Achieved through instructive exhibits and educational programs

WVM serves as a reminder of the importance of memory

Wisconsin Veterans Museum Institutional History

1901 – State established a museum in the Capitol building to honor CW-era Wisc. veterans and those serving in “any subsequent war.” (Chap. 125. Wis.. Laws, 1901)

Grand Army of the Republic operated the facility until 1945 when newly est. WDVA assumed control.

Wisconsin Veterans Museum Institutional History

Development of new museum began in 1990 when a lease was secured at 30 West Mifflin.

New Wisconsin Veterans Museum opened in June 1993.

Awarded AAM re-accreditation 3/2010. Unbroken record

since 1974.

Wisconsin Veterans Museum Museum Administration

Michael Telzrow, Director

Lynnette Wolfe, Assistant Director

Ensure fulfillment of the Museum’s mission

Demonstrate leadership, sustain public support, expand through partnerships

Wisconsin Veterans Museum Facilities

WVM occupies four floors 10,000 sf first floor exhibit space 11,000 sf, basement collections storage and processing 1,800 sf 2nd floor office space 3,140 sf 2nd floor Ed. Center 3rd floor Research Center/NG Exhibit

Wisconsin Veterans Museum Satellite Museums

Marden Center at Veterans Home in King, Wisconsin (approx. 2,000 sf.)

Assumed control of the Wisconsin National Guard

Museum at Volk Field in 1999 (approx 2,800 sf.)

DEPARTMENT OF VETERANS AFFAIRSWISCONSIN VETERANS MUSEUMS

SECRETARYBlack, Kenneth

DEPUTY SECRETARYVacant

Wisconsin Veterans Museums

Director, WI Veterans MuseumsTelzrow, Michael 034203

Assistant Director, Veterans MuseumsWolfe, Lynnette 035899

Curator Brewster, William 320768Vacant 320767

M-06February 2010ORGCHART\DVAM06.VSD (02-22)

EXECUTIVE ASSISTANT Unclassified Leon, Jose 036748

Marketing SpecialistMuseum Gift Shop Mgr Lawson, Gregory 318225

Curator Lent, Eric 80% 327796Zickuhr, Kristine 322252

Archivist Martinson, Gayle 327795Horton, Russell 320769

Marketing Specialist Kollath, Jeffrey 327793

Communications Specialist-SrCarlson, Jennifer 325992

Executive Staff Assistant Tranchita, JoAnn 028348Temporary Assignment

Wisconsin Veterans Museum Organizational Chart

Wisconsin Veterans Museum Programs/Exhibits

Develop and promote educational programs that support our mission

How? Instructive public programs & exhibits, lectures,

publications, teacher in-services, living history, etc

Wisconsin Veterans Museum Archives & Research Center

Acquires, preserves, organizes manuscripts, photos, books, periodicals, maps, film, etc.

Oversees Veterans Oral History project

Provides a unique service to Wisconsin Veterans by collecting their stories

Wisconsin Veterans Museum Collections

Acquisition, cataloging, conservation and storage of 3-dimensional artifacts

Manage, preserve and safeguard the Museum’s artifact collection numbering 22,000 objects

Made accessible for public research and exhibit purposes

Wisconsin Veterans Museum Museum Store

Supports the Museum by making available merchandise that is substantially related to the Museum’s educational mission

Wisconsin Veterans Museum WVM Foundation

501 (c)3 corporation chartered by the State of Wisconsin for the sole purpose of assisting the Wisconsin Veterans Museum in raising funds for acquisitions, exhibits and programs.

Publishes quarterly newsletter The Bugle

A fifteen member Board of Directors oversees the Foundation.

Wisconsin Veterans Museum WVMF Special Events

Annual WVM Foundation Gala – Net average profit - $10K

Annual WVM Foundation Golf Outing – Net average profit - $17K

Wisconsin Veterans Museum Museum Attendance

FY 2004 – 82,685 FY 2005 – 90,569 FY 2006 – 98,477 FY 2007 – 100,271 FY 2008 – 105,771 FY 2009 – 93,574 (flood) Includes, Programs, outreach, school/group and walk-in

Wisconsin Veterans Museum JPSF

$25 million Joint Preservation Storage Facility housing archives and collections of WVM and WHS

Located on ten acre site at Central Wisconsin Center, Troy Drive

DOA owned building – WVM/WHS as tenants

80,000 sf, WVM to occupy approx. 26,000

Estimated move costs over $1mil

WVM Capital Equipment costs est. 2009-2001 Biennium was $5.7mil – General fund supported – (entire project must be funded by general funds)

Wisconsin Veterans Museum History Center Complex

Co-location with WHS on the Square 20,000 sf of WVM exhibit space 3,000 sf WVM research center WDVA Administrative Offices $131 million project Staff currently responding to program verification

requests from Potter Lawson 2003 Wisconsin Act 129 – “The State may contract

public debt in an amount not to exceed $30,000,000 for this purpose.”


Wisconsin Veterans Home

King

May 4, 2010

Welcome to the Wisconsin Veterans Home at King

Wisconsin Veterans Home KingOverview

1. Who we are

2. What we do

3. Looking ahead to the future

Wisconsin Veterans Home King State and Federal Regulations

1. HFS 132, Wisconsin Administrative Code

2. Chapter 50, Wisconsin Statutes

3. CFR 38 Part 51

4. Chapter 45 Wisconsin Statutes

5. VA 6 Wisconsin Administrative Code

6. Life Safety Codes

7. HIPAA

Wisconsin Veterans Home King Staffing

King employs approximately 900 employees including permanent and LTE staff

About 500 of the staff are nursing employees

King has very low turnover compared to most nursing homes

Wisconsin Veterans Home King King Senior Leadership

Wisconsin Veterans Home King Residents are Referred to as Members

King has 721 skilled nursing beds and 28 domiciliary beds (cottage district)

& Members are why we are here!

TOTAL WVH RESIDENTS BY COUNTY

ACTUALS AS OF January 2010

7

1

2

1

40

3

10

2

4

81

35

6

3

0

12

2

8

2

1

0

5

0

1

2

8

5

0

0

5

0

812

9

16

5

7

0

47

12

8

11

48

5

00

0

39

5

326

4

1

2 18

23

84

48

271

11 5

206

6

3

7

0

0

16=entered from out of State

50 Miles

100 Miles

150 Miles

Wisconsin Veterans Home King Who Does King Serve

1. Demographicsa) 250+WWII, 130+Korean Conflict, 90+Vietnam, 57

Otherb) Longest length of residency is over 35 yearsc) Youngest are in 30’s & oldest are over 100d) 53 couples (106 members) living @ Kinge) 514 single members f) 62 members with spouse living in the community

2. Socio-economics: a) Average social security is $981 per month b) Average member contribution $2279 per monthc) MA dependent – King 83.5% (industry 64%)

3. About 1/3 of our members have no spouse or children for a support system

1. “I Owe You! It’s part of our deal!”a) Veterans have made many sacrificesb) Veterans have unique issues

2. Estimated that 128,000 veterans over age 65 will live in WI in year 2030

3. Factors increasing the need for Long Term Care (LTC) for Veterans

a) Increased life spansb) Fewer informal caregiversc) Baby Boomersd) Alzheimer’s/Dementia increasing incidence needede) Special Health needs PTSD, Substance Abuse, Multiple

chronic illnesses etc

4. Decreased availability of LTC due to regulatory requirements & low reimbursement rates

Wisconsin Veterans Home King Why We Need Veterans Homes

Wisconsin Veterans Home King Differences from Other Nursing Homes

1. Male to female ratioa) Industry 70% femaleb) King 78% male

2. Age range: 30’s to 100+

3. Veterans mental health issues: PTSD, substance abuse, etc. 4. Largest Nursing Home in the State of Wisconsin 5. King is like a military base or college campus

most “nursing homes” do not have miles of roads/sidewalks, 24/7 Security/Safety, pontoon boats, theater, bowling alley, dentist, power plant, full transportation fleet, etc

6. Receives higher Medicaid reimbursement as well as VA per diem payments

7. Staff values providing service back to our Veterans8. Strong sense of “community” on the King campus

Wisconsin Veterans Home King Why Veterans Choose King

1. Reputation & History

2. Locationa) Lake front campus

b) Geographically centered

3. “Camaraderie” of Military

4. Veteran and community supporta) Donations, donations, donations

b) Volunteers – 53,492 hours

c) Sponsored events

Wisconsin Veterans Home King Why Veterans Choose King (con’t)

5. All inclusive care on-site at no additional costa) comprehensive physician services

b) complete dental

c) pharmacy

d) ancillary services1. Lab

2. X-ray

3. Therapies – Physical, Occupational, Speech

4. Barber and beauty shop

5. Transportation - Medical and recreational


Activities – Extensive on & off campus

Commissary


6. Economics – Additional Income Opportunities & No Hidden Expenses!

a) VA Per Diem payments for cost of care to veterans -- $2358 a month FY 10

b) Aid and Attendance Pensions for War Time Veterans – More personal spending money

c) Work Therapy Program for members1. Up to $200 a month

2. Promotes self esteem & maintain highest functioning level

Based on 2008 Data

1. Continue Culture Change Progressa) Improve the dining experienceb) Focus on person-centered care and specific needs of

members with Alzheimer’s and dementia diagnosisc) Update furniture in member living areas

2. Upgrade facilities a) Create a 20 year facility plan b) Start process for a new member residence hall (industry

standard--single rooms with toilet)3. Increase the census

a) Shorten the admissions process b) Reduce the amount of paperworkc) Enhance marketing and outreach

4. Improve Long-Term Planninga) Initiate electronic medical record coordination effortsb) Evaluate expenditures and revenue areas of opportunityc) Look for areas to partner with Union Grove and Chippewa Falls

Wisconsin Veterans Home King King’s Working Goals: Striving for Excellence

Wisconsin Veterans Home King Consolidated Services – King and Union Grove

Medications – King packages medications for Union Grove

Food – King’s Central Kitchen prepares meals for both facilities

Items are trucked to Union Grove three days/week

Working together saves money

Wisconsin Veterans Home King Infrastructure Projects

2010…1. Streets, curbs & sidewalks throughout the facility will be repaired2. OH & SH bathing areas & nursing stations will be upgraded3. OH windows will be replaced4. Some exterior lighting will be replaced

Just about done1. Safe Member Handling—Ceiling lifts in about 30% of rooms2. King/Union Grove Facility Assessments

Completed1. Pharmacy renovated2. OH Water Pipe Replacement3. Marden Entrance had pavement replaced4. Conversion from use of lake water to 100% well water5. Laundry Equipment Replacement--Energy Efficient

Wisconsin Veterans Home King

Thoughts for the Future

1. Increase focus on specialized medical care units

a) Alzheimer’s/Dementia increase capability

b) Mental Health/PTSD/TBI add capability

2. Decommission the 28 cottage beds for use at other WDVA locations

3. Maximize culture change & upgrade facilities

4. Work together to gain efficiencies

WISCONSIN VETERANS HOME UNION GROVE

May 4, 2010


Wisconsin Veterans Home Union Grove

Campus Overview

Nursing Home - Boland Hall 120 beds Assisted Living Gates Hall 42 bed RCAC (Residential Care

Apartment Complex) Shemankse Hall 41 bed CBRF (Community

Based Residential Facility) Fairchild Hall 40 bed Memory Care CBRF

Employees – 220 Share Campus with DHS and DOC Size – about 20 acres and 6 buildings, approx 250,000

sq ft

Wisconsin Veterans Home Union GroveFinancial

Current Census and Trends – Boland Hall = 99% Occupancy, AL’s = 72% occupancy.

FY10 budget projections – positive in BH, challenged in AL’s unless we get our occupancy up to 95% . Expense control is favorable as of March 31, 2010.

New financial checks and balances are in place…quarterly financial meetings are held with all Dept. Heads, and monthly status updates forwarded for their feedback. Members are now screened on admission for all possible benefits (i.e. VA pension, Aid and Attendance).

Wisconsin Veteran Home - Union GroveComparison - YTD March 31, 2010 to Prior Year

Financial

FY10 Budget Status As of 03/31/10 (75%)WVH - Union Grove-Supplies & Services

AL

447855.02, 29%

142690, 9%

947701.98, 62%

Encumbered YTD Expended Uncommitted


FY10 Budget Status As of 03/31/10 (75%)WVH - Union Grove-Supplies & Services

SNF

703667.495, 23%

1686929.505, 56%

620856, 21%

Encumbered YTD Expended Uncommitted

Financial



Personnel

Current staffing level is at 94% filled, with LTE’s included we are at 100% filled.

Key positions filled in last 12 months –Finance Director, Senior Accountant, HR Director, HR Assistant, Payroll Benefits Coordinator, Food Services Manager, Volunteer Coordinator, Nursing Supervisor, Social Worker-Senior and Marketing Specialist.

Increased staff accountability has led to a reduction in absences by approx. 70%.

Wisconsin Veterans Home Union Grove Programs and Services

Reorganization of Activity Therapy in AL’s – result was an increased volume of activities and increased staff accountability… difficult change but the end result was that members are happier; staff has adjusted.

New Medicaid Dental Services on campus – will save approximately $50K in FY10. (Previous dentist would not accept Medicaid patients so we ended up paying the dental bills for Medicaid members).

Aid to Indigent Veterans Program – suspension/action plan (was projected to overspend in FY10 so we suspended. Action plan = new AIV policy was approved by Board of Veterans Affairs at April 2010 Board Meeting.

Achievement of Family Care Provider status completed, currently under consideration for feasibility.

New Restorative Nursing Program in Boland Hall was implemented on January 18, 2010.

Implemented new Pharmacy Services provided by King on July 1, 2009 – expecting to save approximately $200K in FY 10. Also increased revenue will be captured for facility through billing of Medicare Part D by King pharmacy.

Improved relations with CVSO’s, VSO’s and Recreation Committee. All 72 Pathways recommendations were implemented as of January 2010.

(Standardization of policies and procedures between King and UG will be ongoing for some time).

Wisconsin Veterans Home Union Grove Technology

Implemented electronic medication administration records system at Boland Hall– helps reduce medication errors.

Secured computer access to Zablocki’s electronic medical records (CPRS) to improve quality of care. WVH-UG staff and attending physicians now have immediate access to consult results at VA Zablocki Medical Center to expedite medical interventions.

As of April 2010, Boland Hall Skilled Nursing Facility has implemented state-of-the-art Electronic Pyxis Medication Administration System. Comments from the Nursing staff regarding the Pyxis system include, “Love it,…much less paperwork…no faxing….saves time….reduces chance of medication errors….effective and safe control of narcotics and contingency medications”.

Wisconsin Veterans Home Union Grove Facility Improvements Completed

Renovated and converted 20 double rooms to 15 single rooms at both Fairchild and Shemanske Halls.

Completed installation of new stand-alone electrical switching equipment for WVH-UG. When SWC looses power…we don’t.

Installed new movie sound system in basement of Boland Hall – per Member council request.

Wisconsin Veterans Home Union Grove Facility Improvements Projected in FY10

Slated to start interior upgrades (dining rooms and living rooms) and exterior upgrades (patios) at Fairchild and Shemanske Halls in Summer/Fall 2010 subject to availability of Federal funding.

Parking expansion in Spring 2010 subject to availability of Federal funding.

Wisconsin Veterans Home Union Grove Facility Improvements Denied

Connectors – risk factor to members.

Sidewalk expansion – risk factor to members.

Garage/Storage – allows for protection of assets from elements.

Wisconsin Veterans Home Union Grove Regulatory and Quality

CMS’s new 5 star rating system – brief explanation.

Boland Hall continues to achieve 5 stars for the last 5 quarters (only 15% of 15,000 nursing homes nationally have achieved this.)

Implementation of “70% rule” – implications= approximately $116,000/year expense with 7 members currently qualifying.

Wisconsin Veterans Home Union Grove Risk Management

Completed internal audit of all contracts – in full compliance with state (DOA) contracting requirements.

Initiated standardization of policies and procedures with King to mitigate risk (PAT teams).

Installed new door security systems at Gates Hall and Shemanske Hall.

Implemented new technologies to reduce risk. (i.e. Electronic Medication Administration Records, Pyxis).

Wisconsin Veterans Home Union Grove Strategic Plan

STR E N G TH S W E AK N E SSE S O P P O R TU N ITIE S TH R E ATS

C ar ing and c o m pe te nt s taf fH igh s taf f to m e m be r r at io sS tro ng vo lunte e r and do nat io n s uppo r t f ro m Ve te ransSe rvic e O rganizat io ns and c o m m unityS tate -o f - the -ar t f ac i l i t ie s at B o land H all (SN F andG ate s H all (R C AC )G e ne ro us M e dic aid r e im burs e m e nt le ve ls fo r ve te ransFe de ral VA pe r D ie m sB o land H all (SN F) c o ns is te nt ly r ate d "F ive S tar s " byC M SFull c o nt inuum o f c are o n o ne c am pus

C am pus lo c at io ns pe r iphe ral to m ains tr e am m arke tTwo o f thre e as s is te d l iving fac i l i t ie s are o ld and inne e d o f upgrading (She m ans ke and Fairc hi ld H al l -M e m o ry C are )Ve te ran 's s po us e s do no t have ac c e s s to s am e f inanc ialbe ne f i ts as ve te rans to c o ve r the c o s t o f the ir c are (AL )C ur re nt po s i t io n autho r i ty do e s no t c o ve r r e plac e m e ntfac to r le ading to s t r aine d re lat io ns hips with unio nsF inanc e de par tm e nt is unde r s taf fe d le ading to ac c o untsre c e ivable c hal le nge sFac i l i ty lac ks s to rage fo r c api tal inve s tm e nts ( i .e . fo urbus e s /vans , m ainte nanc e t r ac to r s /e quipm e nt

M utual e xc hange o f ide as and be s t prac t ic e s be twe e nU G and K ingStandardizat io n o f po l ic ie s and pro c e dure s be twe e n U G& K ing wil l he lp m it igate r is kC o ntinue c ulm inat io n o f c l in ic al , C O -H R and f inanc ials ys te m s to gain e f f ic ie nc ie sIn c o njunc t io n with the unio n and H R , de ve lo p and pi lo ts c he duling pro gram with the go al o f r e duc ing fo rc e do ve r t im e and s c he duling par t- t im e s taf f up to ful l - t im eho urs .C re ate a s taf f ing f lo at po o l to al le viate "o ve rs c he duling" o f s taf fE ve ry c o nc e rn o ur m e m be rs e xpre s s is an o ppo r tuni tyfo r im pro ve m e nt

G ro wth o f m e m be rs c o ve re d unde r ne w "7 0 % rule "R is k to m e m be rs po s e d by lac k s ide walks and e nc lo s e dc o nne c to r s be twe e n bui ldingsO ve rus e o f "fo rc e d o ve r t im e " le ading to e m plo ye ere te nt io n pro ble m sP e nding M e dic are c uts wi th ful l im ple m e ntat io n o fM D S 3 .0 in O c t . 2 0 1 0M is c o nc e pt io ns abo ut the C o o k C hil l pro c e s s le adingto m e m be rs dis s at is f ac t io n

O u r C o n ce pt fo r th e Fu tu reTo be th e be s t a t ca rin g fo r o u rNa t io n s ' h e ro e s s e rv in g a s a ne x e m pla ry m o de l to a ll v e te ra n sH o m e s a cro s s th e co u n try .

W h y W e Ex is tTo s e rv e th o s e wh o s e rv e d a s we pio n e e ra n e n v iro n m e n t o f e x ce lle n ce in th epro v is io n o f re s ide n t ia l a n d h e a lth ca res e rv ice s

W h a t M a t te rs M o s t To W V H -UGO u r n ation s h e r oe sO u r c om pe te n t an d c ar in g e m ploye e sT h e tr u s t of al l ve te r an s g r ou psO u r c om m itm e n t to pr ofe s s ion al i s mHon or , r e s pe c t an d dig n i ty of th e ve te r anT h e e ffi c i e n t an d wis e u s e of r e s ou r c e sA " c an -do" atti tu de

Vi s i o n M i s s i o n Val ue State m e nt

Pu b lish & p ro mo te owne rsh ip o f W VH-UG mission ,v is io n & va lu es

Se cu re a fu ll co mp lime n t o f W VH-UG sta ffImp leme n t be st p ra ctices in pa rtn e rsh ip with

W VH-Kin gMa ximize re imb u rse me n ts an d ge ne ra te ne w

sou rces o f reve nu eId e n tify /track a nd min im ize costs

How we will achieve our mission and advance towards our vision (decisive points)

Maximize the Quality of Care & Quality ofLife for our Veterans & their Spouses

Value, Support and develop our employ eesEnhanc e Communic ation and

PartnershipsEnsure available resourc es are used

wiselyGrow and protec t business/invest in the

future

In c ollaboration with W VH-Kingdetermine and implement best prac tic esto enhanc e quality of c are

Develop a standardized attendanc epolic y for the Homes whic h improvesretention, minimizes absenteeism andsubsequent disc iplines

Continue partnership with W VH-King torefine new pharmac y delivery sy stem

Continue to enhanc e monthly financ ialreports/and quarter ly fac e-to-fac efinanc ial reviews with all departmentheads to insure wise use of resourc es

Promote and market W VH-UG to all ourstake holders to grow financ ial andin-kind support for the c ampus

Integrate MDS 3.0 into existing qualityimprovement initiatives, polic ies, andproc edures

Implement S ilverChair automated stafftraining and development program toenhanc e employ ee skill base andpersonal growth

Continue standardization of polic y &proc edures with W VH-King to mitigater isk

Inc rease c ampus wide c ensus to 95%oc c upanc y by Dec ember 2010

Streamline admission proc ess toinc rease Medic are c ensus, Case MixIndex (CMI) and thus enhanc ereimbursement levels

Update pharmac y polic y & proc edures toreflec t c hanges in new pharmac y sy stemwith W VH-King

Develop and implement programs toimprove employ ee retention

W ork c losely with all internal and externalc ustomers to improve c ommunic ationand response time related toterminations, FMLA and disc iplines

Ac hieve c ampus-wide break even statusin FY11

Sec ure funding to build garage/storagebuilding to protec t c apital investments( i.e. four buses, vans, trac tors andequipment)

Continue to update Infec tion ControlPolic y & Proc edures to reflec t evolvingCDC and DHS guidelines

Improve interview and or ientationproc esses to enhanc e employ eeretention

Partner with the Federal VA Medic alCenter (Zabloc ki) to integrate their "rootc ause analy sis" proc ess into our QualityImprovement program

Implement a c ampus-wide approac h tominimize duplic ation of sc arc e resourc es

Fully implement AR ac tion plan

Sec ure federal funding to buildc onnec tors between buildings to reduc erisk to members and enhanc e quality oflife

Ac tively support, internal promotions,staff development and hir ing of disabledveterans

W hat Specifically Can W e Do? Strategic Imperatives or Action Plans

Question & Answer Session

Closing Remarks

wdva agency overview briefing to deputy secretary - may 4, 2010

Documents