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Minerva

Welcome to the Division of Behavioral Health and Recovery (DBHR) Substance Use Disorder Prevention and Mental Health Promotion Online Reporting System!  

Known as Minerva, this reporting system is used by DBHR contractors to report on prevention services. Minerva is the Roman "Goddess of a thousand works" known for intellect, wisdom, science, and as the inventor of numbers. Minerva is the Roman equivalent to the Greek Goddess Athena.  

General info

Account management - getting started with Minerva

Q: I don't have a Minerva 2.0 account. What do I do?
A: Please follow these steps. Note: this is a multi-step process that will take multiple days to complete.

  • Step 1: Complete the User Access Form and submit it to PrevMIS@hca.wa.gov.You will receive further instructions via email. 
  • Step 2: Complete training. 
  • Step 3: Following the completion of training, you will be sent the Getting Started Guide which will show how to set up SAW and link SAW to Minerva 2.0.

Minerva 2.0 Updates

The transition from Minerva 1.0 to Minerva 2.0 is complete and Minerva 1.0 is no longer available.  

Announcements for CPWI/CBOs 

Key Performance Indicators (KPIs)
  • The KPIs on the dashboard have been disabled temporarily. We are working through the functionality of the KPIs. Once the functionality is finalized, we will work to reestablish the KPIs on the dashboard. 
Survey Selection Guide
  • We have updated the Survey Selection Guide for Minerva 2.0! The Survey Selection Guide can be found here as well as in Minerva 2.0 under the resources tab in the document library section. Surveys which are italicized in the Survey Selection Guide might not be currently added to Minerva 2.0 but will be added upon request. Please let your Prevention manager know if you have a need for the addition of this survey and we will work to add this survey to the system. 
Help Ticket Reminders
  • We are sharing out a reminder that all Help Tickets submitted through Minerva 2.0 must be under 250 characters in length. If a ticket has more than 250 characters in length, it will not be submitted to the Minerva 2.0 Help Desk. If you have a ticket that exceeds this character length, please send an email to support@collaborateandgrow.com
Deadlines around survey entry into Minerva 2.0
  • Surveys are now available to all active end-users in Minerva 2.0! Backlogged survey data (unentered survey data from Minerva 1.0 and surveys from February, 2022 onward) is expected to be entered into the system by August 1, 2022. If end-users have questions about whether survey data entry is a requirement for their programs, they should speak with their HCA Prevention System Manager (PSM).

Extending Contracts and Programs

Programs & strategies end dates for all currently active CPWIs and CBOs will be extended to 9/29/2022. For all CPWI and CBO contracts attached to these Programs & Strategies, the contract (and subcontracts) end dates will also be extended to 9/29/2022. 

Key Performance Indicators (KPIs)

The purpose of the KPIs is to provide real-time metrics in one place to display performance and progress against an indicator. These are now available for viewing purposes on the dashboard and include the following metrics:

  • Number Served by Program and Strategy, Current SFY
  • Activity Count by Program & Strategy, Current SFY
  • Active Program & Strategies

We have been working to enhance the user experience in Minerva 2.0!

  • Review Channel:
    • We have updated the Review Channel to include a search feature. For those of you who have access to this channel, you can now search through Programs and Strategies that need to be “accepted/finalized”.
  • Contracts page within the Plan Channel:
    • We’ve modified the Contracts page in the Plan Channel to make it more user friendly. Once an end-user navigates to the table display within the Contracts page of the Plan Channel, they will see the contracts displayed so that you may search, filter and sort more easily. 
  • Minerva 2.0 Technical Assistance Calls:
    • We have updated the calendar to reflect upcoming Minerva 2.0 Technical Assistance calls into December 2022. These calls do not require prior registration and all individuals with Minerva 2.0 accounts are encouraged to attend as needed.

New Guidance Document for Minerva 2.0
We are releasing the guidance document, Community Mentoring Reporting Guidance, for Minerva 2.0, which outlines the following items:

  • Key Changes
  • Key Definitions
  • Community Mentoring Hours Reporting
  • Calculating Community Mentoring Hours Sample 
  • Minerva 1.0 access for reports (no data entry) will be no longer be available as of April 30. Please ensure that you are pulling all the reports that you need for data from February 2022 and before.
  • Minerva 2.0 System Updates:
    • Evaluate Channel:
      • The Program Services Report (previously referred to as SPEP) is now available!
        • Please only use this for data from February 1, 2022 and onwards.
    • Build Capacity Channel:
      • The CPWI Quarterly Data Entry section is live in the Build Capacity Channel!
        • Most of the content is the same as that in the Implementation Channel in Minerva 1.0, however, some items may be shortened in nature.
        • The report within the Evaluate Channel is not available, yet and DBHR is working through this.
    • Plan Channel:
      • Program strategies button terms have been changed.
        • You will now see “Accepted/Finalized” as opposed to “Accepted”.
      • There is now an updated program type category for Tribe/UIO cultural program
        • The option that used to read “Tribal Traditional Teaching” (program type category) and now reads "Tribal/UIO Traditional Cultural Program" (program type category)
      • Tribal Logic Flow is “Tribal Prevention & Wellness” and is different than CPWI/CBOs and projects (this is visible under Contracts)
        • There are some slight differences in field availability.
    • Plan Channel and Implement Channel:
      • SAMHSA requirements are now stated as required with bold in demographics section and have an accompanying statement to make this clear
  • Guidance Documents for Minerva 2.0:
    • Per multiple requests for written guidance on the Building Capacity Channel in Minerva 2.0, we are releasing the attached guidance document.
      • This document outlines the following items:
        • Build Capacity Channel Key Definitions
        • CPWI Coordination Hours Reporting
        • CBO Coordination Hours Reporting
        • CPWI/CBO Training Reporting
        • Build Capacity Activity Types and Sub-types visual
        • Glossary of Terms

Minerva 2.0 has launched! Please note, you will not be able to access Minerva 2.0 until you have completed your first training and account set-up has been completed. 

  • Account Access: Account access is granted through a secure process called SecureAccess Washington (SAW). Upon completion of your training, you will receive instructions to set up your account and be granted full access to Minerva 2.0. 
  • Training: Trainings were held February 28–March 23 and are now complete. 
  • Minerva 2.0 Technical Assistance (TA) for CBOs and CPWIs: The special TA sessions following trainings are complete, but please attend regularly scheduled TA sessions for ongoing updates and assistance. 
  • Data migration from Minerva 1.0 to Minerva 2.0: The data migration was completed on March 2, 2022. We are excited to let you know that we migrated most of the data into the system! For example, we got 99% of the approved programs and strategies and 91% of the services. This is an incredible amount of data to move over, and we hope this will ease your use of the new system and support your community efforts. It is also important to note that these systems are different. You will see that some of your data may look a little bit different than how you are used to seeing it. Lastly, there are still some places where the data is incompatible between the systems, and therefore some of the data is currently missing, there are blank fields, and/or there is unusable data by entities. What this means is that, for some of you, when you open migrated Programs and Strategies and Activities, you may see blank pages or fields and/or may receive an error message.    
  • Welcome to Minerva 2.0 next steps: Once you have competed the Getting Started and have access to the system, please follow the Minerva 2.0 Welcome Guide, which outlines your first steps once you are in Minerva 2.0.
  • Minerva 1.0 closeout. Minerva 1.0 will continue to remain closed to data entry; however, Minerva 1.0 will remain open through April 29 to allow providers to run reports as needed. Please plan ahead as the system will be slow if everyone is running reports at the same time.
  • Data entry and invoicing: Data for prevention services through January 2022 was due in Minerva 1.0 by February 8. Data for services from February 2022 forward must be entered into Minerva 2.0 following your successful completion of the required training(s) and account set-up. From there, any remaining invoicing for February services will be able to take place.

Transition timeline

A complete timeline outline can be found here.

Upcoming actions:

  • There are no upcoming actions. 

Trainings

The trainings have concluded. Specific trainings for CPWI and CBOs, as well as trainings designated for those of you that are for “subcontractors” were offered in February and March, 2022.

Announcements for tribal partners/urban Indian organizations (UIOs)

Key Performance Indicators (KPIs)
  • The KPIs on the dashboard have been disabled temporarily. We are working through the functionality of the KPIs. Once the functionality is finalized, we will work to reestablish the KPIs on the dashboard. 
Survey Selection Guide
  • We have updated the Survey Selection Guide for Minerva 2.0! The Survey Selection Guide can be found here as well as in Minerva 2.0 under the resources tab in the document library section. Surveys which are italicized in the Survey Selection Guide might not be currently added to Minerva 2.0 but will be added upon request. Please let your Prevention manager know if you have a need for the addition of this survey and we will work to add this survey to the system. 
Help Ticket Reminders
  • We are sharing out a reminder that all Help Tickets submitted through Minerva 2.0 must be under 250 characters in length. If a ticket has more than 250 characters in length, it will not be submitted to the Minerva 2.0 Help Desk. If you have a ticket that exceeds this character length, please send an email to support@collaborateandgrow.com

Extending Contracts

The end dates of all Tribe/UIO contracts (and subcontracts) will be extended to 6/30/2023. Tribal PSMs will work with Tribes to create new programs and strategies for SFY 2023.

Key Performance Indicators (KPIs)

The purpose of the KPIs is to provide real-time metrics in one place to display performance and progress against an indicator. These are now available for viewing purposes on the dashboard and include the following metrics:

  • Number Served by Program and Strategy, Current SFY
  • Activity Count by Program & Strategy, Current SFY
  • Active Program & Strategies

We have been working to enhance the user experience in Minerva 2.0!

  • Review Channel:
    • We have updated the Review Channel to include a search feature. For those of you who have access to this channel, you can now search through Programs and Strategies that need to be “accepted/finalized”.
  • Contracts page within the Plan Channel:
    • We’ve modified the Contracts page in the Plan Channel to make it more user friendly. Once an end-user navigates to the table display within the Contracts page of the Plan Channel, they will see the contracts displayed so that you may search, filter and sort more easily. 
  • Minerva 2.0 Technical Assistance Calls:
    • We have updated the calendar to reflect upcoming Minerva 2.0 Technical Assistance calls into December 2022. These calls do not require prior registration and all individuals with Minerva 2.0 accounts are encouraged to attend as needed.

New Guidance Document for Minerva 2.0
We are releasing the guidance document, Community Mentoring Reporting Guidance, for Minerva 2.0, which outlines the following items:

  • Key Changes
  • Key Definitions
  • Community Mentoring Hours Reporting
  • Calculating Community Mentoring Hours Sample 
  • Please note that Minerva 1.0 will now be open until April 29 for pulling reports.
  • Minerva 1.0 access for reports (no data entry) will be no longer be available as of April 30. Please ensure that you are pulling all the reports that you need for data from February 2022 and before.
  • Minerva 2.0 System Updates:
    • Evaluate Channel:
      • The Program Services Report (previously referred to as SPEP) is now available!
        • Please only use this for data from February 1, 2022 and onwards.
    • Build Capacity Channel:
    • Plan Channel:
      • Program strategies button terms have been changed.
        • You will now see “Accepted/Finalized” as opposed to “Accepted”.
      • There is now an updated program type category for Tribe/UIO cultural program
        • The option that used to read “Tribal Traditional Teaching” (program type category) and now reads "Tribal/UIO Traditional Cultural Program" (program type category)
    • Plan Channel and Implement Channel:
      • SAMHSA requirements are now stated as required with bold in demographics section and have an accompanying statement to make this clear

Minerva 2.0 officially launched on Wednesday, March 30. Please note, you will not be able to access Minerva 2.0 until you have completed your first training and account set-up has been completed. 

  • Dear Tribal leader Letter – on February 15, 2022, a DTLL was sent out to provide an update and timeline on the transition to Minerva 2.0. 
  • Account Access: Account access is granted through a secure process called SecureAccess Washington (SAW). Upon completion of your training, you will receive instructions to set up your account and be granted full access to Minerva 2.0. 
  • Training: Trainings were held March 30–April 19 and are now complete.
  • Minerva 2.0 Technical Assistance (TA) for tribal partners and urban Indian organizations (UIOs): Don’t forget to plan to attend one of the TA sessions following your training for additional information and the opportunity to begin your data entry with live assistance. 
  • Data migration from Minerva 1.0 to Minerva 2.0: HCA is reviewing the migrated data and will provide information about any action needed.
  • Minerva 1.0 closeout. Minerva 1.0 will continue to remain closed to data entry; however, Minerva 1.0 will remain open through April 29 to allow providers to run reports as needed. Please plan ahead as the system will be slow if everyone is running reports at the same time.
  • Data entry and invoicing/QERs: Data for prevention services for FY22 Quarter 2 - October 1, 2021 – December 31, 2021 was due in Minerva 1.0 at the following timeframes: cost reimbursement – March 2, 2022, advance payment – January 31, 2022. Data for services for FY22 Quarter 3-4 (January 2022 forward) must be entered into Minerva 2.0 following your successful completion of the required training(s) and account set-up. From there, any remaining invoicing for February services will be able to take place. Please reach out to your prevention system manager or OTA for additional information.

Transition timeline

A complete timeline outline can be found here.

Upcoming actions:

  • Before April 30, 2022 - Tribe/UIOs should download and save reports from Minerva 1.0 as needed.