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 to report prevention and health promotion 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 of the Greek goddess, Athena.

Minerva 2.0, developed with Collaborative Planning Group Systems, Inc. (CPG), launched in February 2022, and is the successor to Minerva 1.0. The transition from Minerva 1.0 to Minerva 2.0 is complete, and Minerva 1.0 is no longer available.

Already have access to Minerva? Log into Minerva 2.0 here.

Getting started

  • Enter into a Data Share Agreement with the Washington State Health Care Authority (HCA) to access Minerva 2.0. If you have not already, review, complete, and sign the "User Agreement on Non-Disclosure of Confidential Information" within your contract. A signed form is required to be completed and kept on file for each person accessing Minerva 2.0.
  • If you have not already, create a Secure Access Washington (SAW) account. Your ‘Primary Email’ in SAW will be the same email you use to access Minerva. For a quick overview of how to access Minerva 2.0, watch the Minerva 2.0 Explained | Access video.
  • Complete the Minerva 2.0 Access Request Form and submit it to your prevention manager and include PrevMIS@hca.wa.gov. You will receive further instructions via email.
  • Join an upcoming Minerva Technical Support Call every 2nd Wednesday, from 9:05 to 10:00 a.m., and every 4th Tuesday, from 1:05 to 2:00 p.m.
  • Register for an upcoming Quarterly Minerva New User Training.

Reference documents

Surveys/Tests

Minerva updates

For CPWI/CBOs

Announcements for Community Prevention and Wellness Initiative (CPWI) and community-based organization (CBO) providers

Updates 10/20/23

Minerva 2.0 User Guide

Exciting news – the newly developed Minerva 2.0 User Guide has launched! The Minerva 2.0 User Guide can be accessed in Minerva 2.0, under Resources, inside State Resources, Help Resources. The guide has been designed to support data entry, with “Pro Tips” and best practices.

As you familiarize yourself in the coming weeks, if you have any comments, suggestions, or questions, please reach out to your prevention manager.

Updates 9/8/23

HYBRID CBO Provider/Contractor Minerva 2.0 Biennial Data Refresh Training

We’re happy to offer a one-day hybrid training for the Minerva 2.0 Biennial Data Refresh for CBO providers and contractors on Monday, October 9 from 10:35 a.m. to 4:30 p.m. Virtual training will be via Zoom and in-person training will take place at the Washington State Health Care Authority in Olympia. The training will be recorded.

We ask that you register here by September 25. Registration for this training will close 5 business days before the start of the training. Limit: 25 in-person participants.

Participants must have an active Minerva account login to participate in this training. To request an account, please complete the form linked here and submit it to PrevMIS@hca.wa.gov. Please mention you plan to attend the training.

This training is presented by The Minerva Team. For questions or concerns related to the training, please contact PrevMIS@hca.wa.gov.

Updates 8/15/23

Training Resources - Minerva 2.0 Biennial Data Refresh

Launching into this new biennium, CPWI, CBO, Tribe/UIO providers responsible completed the Biennial Data Refresh Training focused on simplified, accurate, required, and supported data entry.

The final training slides by provider type are now available for reference in Minerva 2.0, under the Resources tab, inside State Resources. Stay tuned in the coming weeks for a complete, updated Minerva 2.0 User Guide.

Updates 8/11/23

Minerva 2.0 Announcement – Archiving Notification

We’re excited to announce the first archive of the SFY24 biennial data refresh! All Logic Models for CPWI, CBO and Admin/Parent accounts attached to Programs & Strategies before 2023-2024 or 2024 will be archived this Saturday, August 12, and Sunday, August 13, 2023, between 8 a.m. and 4 p.m. Pacific Time. This is a routine process that will limit the Logic Models visible in the Plan Channel, under the Overview sub-channel.

This will have no impact on data entry in the Implement or Build Capacity channels. Archived Logic Models can still be restored upon request.

To request an archived Logic Model to be restored, please email the Minerva team.

Updates 6/16/23

Minerva 2.0 Biennial Data Refresh Update for Tribes and Urban Indian Organizations

We are happy to announce the launch of the Minerva 2.0 Biennial Data Refresh Training.

Who should attend? Tribal and UIO prevention and support staff responsible for prevention data entry in Minerva.

During this training, we will discuss prevention data entry best practices for the goal to improve ease of data entry and to improve data that is reported to federal and state funders.

Tribal and UIO prevention and data entry staff are invited to participate in one of the options below for this Minerva 2.0 Biennial Data Refresh Training. The options are as follows:

Please register by July 5. Note: Registration will close 5 business days before the start of each training. Note: The virtual training will be recorded.

This training is presented by The Minerva Team. For questions or concerns related to the training, please contact PrevMIS@hca.wa.gov.

If you have any questions or need other assistance, please reach out to your Prevention System Manager.

Updates 6/14/23

Reminder: Expanded Option for the Minerva 2.0 Biennial Data Refresh Training

Important reminder we have expanded tomorrow’s in-person training to hybrid! And there is also still time to join this Thursday's hands-on training later this week. Register below,

Hybrid (One Day): Wednesday, June 14 from 9 a.m. to 3 p.m. via Zoom. Register now to join virtually!

 

During the training, we will discuss the process of updating and renewing data entry practices for the incoming biennium. Minerva 2.0 Biennial Data Refresh Training required for all HCA DBHR Prevention/Promotion Service Providers and Providers/Contractors. By the end of the training, participants will be able to ensure data practices are accurate, non-duplicative, and have an improved ease of entry.

This training is presented by The Minerva Team. For questions or concerns related to the training, please contact PrevMIS@hca.wa.gov. If you have any questions or need other assistance, please reach out to your Prevention Manager.

Virtual (Part Two - Data Clinic): Thursday, June 15 from 2 to 5 p.m. via Zoom. Register now!

 

Updates 5/11/23

Required Training: Minerva 2.0 Biennial Data Refresh Update for CPWI and CBO Providers and Contractors

We are happy to announce the launch of the Minerva 2.0 Biennial Data Refresh Training. This training is required for HCA DBHR Prevention/Promotion Service Providers and Contractors.

During this training, we will discuss the process of updating and renewing data entry practices for the incoming biennium. By the end of the training, participants will be able to ensure data practices are accurate, non-duplicative, and have an improved ease of entry.

Providers and Contractors are required to participate in one of the options below for this Provider/Contractor Minerva 2.0 Biennial Data Refresh Training. You may participate in more than one as space allows. The options are as follows:

  • Option A – Virtual: Part 1, Thursday, June 8 from 1 to 4 p.m. and Part 2, Friday, June 9 from 9 a.m. to noon via Zoom. Limit: 50 participants. Registration for each part: Part 1 and Part 2
  • Option B – Virtual: Part 1, Monday, June 12 from 9 a.m. to noon and Part 2, Thursday, June 15 from 2 to 5 p.m. via Zoom. Limit: 50 participants. Registration Required: Part 1 and Part 2
  • Option C – In-Person: Attend in-person, Wednesday, June 14 from 9 a.m. to 3 p.m. at a location to be determined in Olympia, WA. Limit: 25 participants. Registration Required: Request registration form

We ask that you register by May 18. Note: Registration will close 5 business days before the start of each training.

All portions of virtual training will be recorded.

This training is presented by The Minerva Team. For questions or concerns related to the training, please contact PrevMIS@hca.wa.gov.

If you have any questions or need other assistance, please reach out to your Prevention Manager.

Updates 1/6/23

New participant import document and two new custom reports are now live!

The template participant import document has been updated. To access the updated import document, please select import participants in the Plan Channel. Please do not use the previous template for importing participants.

Two custom reports have been made available in Minerva 2.0: the Program Implementation Monitoring Report (PIM) and the CPWI Quarterly Report Output. These reports are not finalized and are currently being tested. The Program Implementation Monitoring Report provides detailed information about the planned and actual implementation of prevention services, while the CPWI Quarterly Report Output provides a summary of information reported in one or more CPWI Quarterly Reports. Once the content and outline of these reports are final, we will make an announcement that these are available for use.

If you have questions or need assistance, please contact your prevention manager. If you experience any technical difficulties, please contact PrevMIS@hca.wa.gov for assistance.

Updates 9/29/22

Contract and Program Extension

As announced at the annual contractor meeting, DBHR and CPGSI will be carrying out extensions to the end dates of contracts and programs after reviewing the Minerva data available to date. With some minor adjustments to data entry processes that will be announced soon, we have decided to move forward for the remainder of the 2023 state fiscal year in this way. Thank you for your continued efforts to ensure accurate reporting so far!

Contract and Program End Date Extensions

  • The DBHR Minerva team and CPGSI will be working to extend the end dates for active contracts that end by 6/30/2023 to 6/30/2023.
  • Active programs with end dates of 9/29/2022 will be extended to 6/30/2023 except for “Training Program Profiles” which will no longer be used.
  • SOR II CBOs will not have extensions done.

Action Needed after 10/5/2022

1. If you have active programs with current end dates other than 9/29/2022, please submit a change request through the system for review by your prevention manager to update the end dates as needed to accurately reflect service delivery.

2. New programs may also be added as needed through 6/30/2023.

3. For cohorts and campaigns that are tied to active programs, you may need to complete the following to accurately reflect service delivery for the remainder of the state fiscal year. Please contact your prevention manager for questions:

  • If a cohort is ongoing, update the number of sessions to align with your Action Plan.
  • If a campaign is continuing, no updates are needed.
  • If new group of people are being served, a new cohort or campaign should be created.
  • For any cohorts and/or campaigns that are not continuing, once all service data has been entered, the cohort or campaign should be closed.

4. Enter all training, including advance training costs per the Program Cost Clarification Memo, in the Build Capacity channel moving forward. Training Program Profiles will no longer be used to report trainings.

Please contact your prevention manager for questions.

Updates 8/4/22

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.
Updates 7/5/22

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).
Updates 6/22/22

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
Updates 5/27/22

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.
Updates 4/28/22

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
Updates 4/19/22

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
Updates 4/19/22

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.

 

For Tribal Partners/Urban Indian Organizations

Announcements for tribal partners/urban Indian organizations (UIOs)

Updates 10/20/23

Minerva 2.0 User Guide

Exciting news – the newly developed Minerva 2.0 User Guide has launched! The Minerva 2.0 User Guide can be accessed in Minerva 2.0, under Resources, inside State Resources, Help Resources. The guide has been designed to support data entry, with “Pro Tips” and best practices.

As you familiarize yourself in the coming weeks, if you have any comments, suggestions, or questions, please reach out to your prevention manager.

Updates 9/8/23

HYBRID Tribal/UIO Minerva 2.0 Biennial Data Refresh Training

We’re happy to offer a one-day hybrid training for the Minerva 2.0 Biennial Data Refresh for Tribes and Urban Indian Organizations on Thursday, October 5, 2023 from 11:05 a.m. to 5 p.m.

Who should attend? Tribal and UIO prevention and support staff responsible for prevention data entry in Minerva.

Please register here by September 21. Registration will close 5 business days before the start of the training. This training will be recorded. Limit: 25 in-person participants.

During the training, participants will be asked to log into their Minerva account. To request an account, please complete the form linked here and submit it to PrevMIS@hca.wa.gov; please mention you plan to attend the training. Individuals may attend the training without an account; however, they will not be able to participate in the interactive components within the system.

This training is presented by The Minerva Team. For questions or concerns related to the training, please contact PrevMIS@hca.wa.gov

Updates 8/15/23

Training Resources - Minerva 2.0 Biennial Data Refresh

Launching into this new biennium, CPWI, CBO, Tribe/UIO providers responsible completed the Biennial Data Refresh Training focused on simplified, accurate, required, and supported data entry.

The final training slides by provider type are now available for reference in Minerva 2.0, under the Resources tab, inside State Resources. Stay tuned in the coming weeks for a complete, updated Minerva 2.0 User Guide.

Updates 6/16/23

Minerva 2.0 Biennial Data Refresh Update for Tribes and Urban Indian Organizations

We are happy to announce the launch of the Minerva 2.0 Biennial Data Refresh Training.

Who should attend? Tribal and UIO prevention and support staff responsible for prevention data entry in Minerva.

During this training, we will discuss prevention data entry best practices for the goal to improve ease of data entry and to improve data that is reported to federal and state funders.

Tribal and UIO prevention and data entry staff are invited to participate in one of the options below for this Minerva 2.0 Biennial Data Refresh Training. The options are as follows:

Please register by July 5. Note: Registration will close 5 business days before the start of each training. Note: The virtual training will be recorded.

This training is presented by The Minerva Team. For questions or concerns related to the training, please contact PrevMIS@hca.wa.gov.

If you have any questions or need other assistance, please reach out to your Prevention System Manager.

Updates 1/6/23

New participant import document and two new custom reports are now live!

The template participant import document has been updated. To access the updated import document, please select import participants in the Plan Channel. Please do not use the previous template for importing participants.

Two custom reports have been made available in Minerva 2.0: the Program Implementation Monitoring Report (PIM) and the CPWI Quarterly Report Output. These reports are not finalized and are currently being tested. The Program Implementation Monitoring Report provides detailed information about the planned and actual implementation of prevention services, while the CPWI Quarterly Report Output provides a summary of information reported in one or more CPWI Quarterly Reports. Once the content and outline of these reports are final, we will make an announcement that these are available for use.

If you have questions or need assistance, please contact your prevention manager. If you experience any technical difficulties, please contact PrevMIS@hca.wa.gov for assistance.

Updates 9/29/23

Agreement and Program Extensions

After carefully reviewing the Minerva data available, DBHR and CPGSI will be carrying out extensions to currently active agreements and related programs. Thank you for your continued efforts to ensure accurate reporting so far!

Contract and Program End Date Extensions

  • The DBHR Minerva team and CPGSI will be working to extend active agreements that end by 6/30/2023 to 6/30/2023.
  • Active programs with end dates of 9/29/2022 will be extended to 6/30/2023.

Action Needed after 10/5/2022

1. If you have active programs with current end dates other than 9/29/2022, please submit a change request through the system for review by your prevention manager to update the end date as needed to accurately reflect service delivery.

2. New programs may also be added as needed through 6/30/2023.

3. For cohorts and campaigns that are tied to active programs, you may need to complete the following to accurately reflect service delivery for the remainder of the state fiscal year. Please contact your prevention manager for questions:

  • If a cohort is ongoing, update the number of sessions until the cohort is complete.
  • If a campaign is continuing, no updates are needed.
  • If new group of people are being served, a new cohort or campaign should be created.
  • For any cohorts and/or campaigns that are not continuing, once all service data has been entered, the cohort or campaign should be closed.

4. Enter all training in the Build Capacity channel moving forward. Please contact your prevention manager for questions.

Updates 8/4/22

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.
Updates 6/22/22

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
Updates 5/27/22

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.
Updates 4/28/22

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
Updates 4/19/22

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
Updates March 2022

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.