Program Participation System (PPS): Redesign Project

Parts of the Program Participation System are being replaced with a new data collection and reporting system built on a cloud-based platform. The current system runs on outdated technology. It is difficult to adapt to changing treatment practices and does not meet federal reporting requirements. The new system will simplify data submissions and better align data collection with current practices.

The new system does not yet have a name.

What is included in this project?

The project includes the following parts of the existing Program Participation System.

Mental health services and outcomes
Substance use services and outcomes
Mental health program participation
CORE module
Human services revenue report
942 expense report for human services

The mental health services and outcomes, substance use services and outcomes, and mental health program participation parts of the existing Program Participation System will be combined in the replacement system. There will be one module for mental health and substance use data.

What is the current status of the project?

The goal of the Program Participation System redesign project is to develop a cost-effective data system that improves federal data reporting as well as creates efficiencies in data submission by local agencies. Input on new system requirements was gathered from county agencies, representatives from electronic health records systems vendors, and advocates for people with mental health and substance use concerns. A system was then designed that incorporated this feedback while better aligning data collection with current practices and improving federal reporting data quality.

The development of the new system will be completed by Slalom at Carahsoft. Ongoing maintenance will be managed by DHS staff.

The proposed requirements are described on this page.

The new system is expected to be developed in the next year. DHS staff will continue to ask for input during the development phase. The final specifications will be shared when the development phase is completed.

Local agencies will have 2027 to align their data collection process, electronic health records system, and submission process with the new requirements. Local agencies and electronic health records systems vendors will receive guidance on how to implement these changes in their systems.

Local agencies will start reporting to the new system beginning in 2028.

How is this project being funded?

DHS is funding the development and maintenance costs of the new system. Local agencies will be responsible for costs to adapt to the new data requirements such as programming data into their electronic health records system. Tribal nations and counties will be provided with sufficient notice to plan for these expenses.

What are the proposed changes for data requirements and specifications?

No major changes are planned for the data requirements and specifications for the 924 expense report for human services and human services revenue report.

Changes planned for mental health and substance use

Many of the current mental health and substance use data requirements and specifications in the existing Program Participation System will remain the same due to federal and state rules. Some changes are planned. The changes will include:

Integrated mental health and substance use data requirements.
Updated data requirements on participant demographics and behavioral health needs.
Improved participant functional status indicators to measure effectiveness.

Data entry options will still include direct data entry and batch file submissions. The new system will also include an application programming interface (API) option to communicate with EHRs for data submission.

Various aspects of the proposed mental health/substance use module are described in the sections below. Several details are still to be determined, such as definitions for the SPC codes and specifics on the data. These details will be established during the design process.

Since the system has not yet been designed, these are still draft requirements. They can be used for estimating the amount of time and work needed to align with the requirements, but some of the specifics may evolve throughout the design process.

Key definitions for mental health and substance use

Module: Currently in Program Participation System, a mental health and/or substance use episode can be opened for a participant. Information can also be manually entered in the Mental Health Program Participation module. All of these modules (mental health, substance use, and Mental Health Program Participation) will be integrated into one module in the new system.
Episode: In the current mental health and substance use module, an episode is opened for a participant which includes one or more services. After a period of inactivity, episodes are to be closed. A new episode can be opened if a participant receives additional services. In the new system, the episode structure is being removed.
Service: In the current Program Participation System, services are entered using SPC codes to specify the service (for example, SPC code 501.00 for initial crisis intervention). Services will be submitted similarly in the new system using service codes. The mental health and substance use services codes will be integrated into one list and will account for the revised Wis. Admin. Code ch. DHS 75.
Current status report: The current mental health module includes the entry of consumer status indicators upon the opening of an episode, every six months and upon the close of an episode. In the new system, for each qualifying services (other than crisis, assessment, or ancillary services), current status indicators will be entered upon the start of service, every six months, and upon the end of the service.

Key changes for mental health and substance use

The episode structure will be removed. Services will be started and ended in a person’s records, but there will no longer be episodes to open and close. This is to reduce confusion and errors in the data entry process and to better align with local data systems. There will be data elements on the person-level, the service-level, and the current-status (currently consumer status) level.
The mental health, substance use, and mental health program participation modules will be combined into one module. All mental health and substance use services will be entered into this module. This is to reduce duplicate data entry and to better align with current practices of integrating treatment. The data elements will be consistent across all participants in this new module.
Fields from the current mental health, substance use, and program participation modules will be combined into this module. Approximately 30 fields will be removed, and 10 new fields will be added. This is to reduce data entry burden and improve federal reporting data quality.
The service data structure will be modified.
- For each service, a start of service record that includes the start date will be submitted at the beginning of the service. A service delivery record will be submitted for every month in which the individual receives the service at least once. At the end of the service, a record that includes the end date will be submitted.
- Since the episode structure is being removed, some of the fields from the episode-level are moving to the service-level. Fields like referral source, legal status, pregnant status, and responsible Tribal nation/county will be submitted in the start of service record. The service end reason, legal status, and services referred or transferred to will be submitted with the end of service record.
- The monthly delivery record will only include the provider ID and month. Quantity and units are being removed.
- If a participant is enrolled in two psychosocial programs, the services should be submitted only once. Therefore, service delivery records are not required for certain services. For example, if a participant is dually enrolled in Comprehensive Community Services and Coordinated Services Teams Initiative, delivery records may be entered only under Comprehensive Community Services. Only a start of service and end service record would be submitted for the Coordinated Services Teams Initiative program.
Current status (currently consumer status) reports at the start and end of qualifying services (those other than crisis, assessment, or ancillary services). Six-month updates will also be entered as long as the participant is still receiving services. The fields will be consistent for all service types. These indicators include substance use information, but there will be a "not applicable" option for participants without a substance use problem.
CANS scores for Coordinated Services Teams Initiatives participants may be entered manually into the website or sent through a separate batch file.

Changes planned for CORE module

Changes to the CORE module will be similar to those to the mental health and substance use modules. The case structure will be removed, and service delivery records will be submitted for every month in which the individual receives the service at least once.

Federal funding statement

This project is supported by the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award totaling $203,670,005.21 with 50 percent funded by CMS/HHS and 50 percent funded by SAMHSA/HHS. The contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by CMS/SAMHSA/HHS, or the U.S. Government.

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If you have questions about this project, email DHSDCTSPPSRedesign@dhs.wisconsin.gov.