Reviewing Totality
Close Out Reports
Why Reviewing Close Out
Reports is CRITICAL!
•
Information uploaded by supplier is utilized for State Reporting
purposes
•
Ensures supplier is within compliance policies and guidelines
•
Ensures supplier has uploaded data accurately
•
Appropriate level of review can avoid:
•
Disclosure of erroneous information about our interactions with Healthcare
Professionals/Providers.
•
Incorrectly reporting HCP spend to states
•
Product exclusions and fines
Totality Close Out Reports
-2 Different Types• Summary Report by HCP:
• Summarizes all payments made to HCP’s for that specific Totality
ID #
• Detailed Report by HCP:
• Details each payment made to HCP’s for that specific Totality ID #
• Provides additional fields of information regarding that payment and
HCP
• I.e. Airfare, lodging, ground transportation, meals, reimbursable
expenses
• If reviewing a Clinical project –only Detailed Report will be
required for review
E-Mail #1: “Supplier Has Completed Project Deliverables”
[TOTALITY TEST SUPPLIER 2 ! ] the supplier for Totality ID[4503] Titled [testing cognos bursting rpt] has attested they have
completed their project deliverables.
As the Project Manager, you and the supplier will be sent a report within the next business day detailing
the dollars related to the project activity with Healthcare Providers. Please review the report, the
supplier's documents and attach any additional compliance requirements to close out your project in
Totality. You can find this transaction in your Approved Transactions tab and "Select Close" to
complete project deliverables.
Once your project status is "Closed" in Totality, the supplier can no longer load any additional data templates or documents. If
additional uploads are required by the Supplier, you can re-open the project. Once all project deliverables are reviewed and
complete you will need to re-close the project.
Note: If you receive this email multiple times for the same project that means your supplier has attested more than
once. Please notify the supplier that he/she should only be attesting once, at the completion of the project.
For a quick tutorial on how to review the report that details the dollars related to the project activity with Healthcare Providers,
please click on the following link: https://stag-totality.eu.jnj.com/tpextranet
Please do not reply back to this email message as this email address is used for outbound messages only. If you are
not an intended recipient or if you have received this message in error, please promptly delete this message.
Thank You,
TotalityGateway
E-Mail #2a: “Supplier Has Completed Project Deliverables”
SUMMARY REPORT
The supplier has attested they have completed their project deliverables and attached below is a SUMMARY Report with the
project information and dollars related to project activity with Healthcare Professionals. You will be receiving a 2nd email
with a DETAIL Report.
Please review the Summary & Detail reports, the supplier's documents and attach any additional compliance requirements to close
out your project. For a quick tutorial on how to review the reports that details the dollars related to the project activity with
Healthcare Providers, please click on the following link:
https://stag-totality.eu.jnj.com/tpextranet/downloadFile?dir=login.dwnldfl.dir&fl=[Training Material.zip]
You can find this transaction in your Approved Transactions tab and "Select Close" to complete project deliverables. Once your
project status is "Closed" in Totality, the supplier can no longer load any additional data templates or documents. If additional
uploads are required by the Supplier, you can re-open the project. Once all project deliverables are reviewed and complete you
will need to re-close the project. "
Note: If you receive this email multiple times for the same project that means your supplier has attested more than once.
Please notify the supplier that he/she should only be attesting once, at the completion of the project.
Please do not reply back to this email message as this email address is used for outbound messages only. If you are not an intended
recipient or if you have received this message in error, please promptly delete this message.
Thank You,
Totality Gateway
PLEASE OPEN THE HTML REPORT FIRST THAN THE EXCEL REPORT
E-Mail #2b: “Supplier Has Completed Project Deliverables”
DETAIL REPORT
The supplier has attested they have completed their project deliverables and attached below is a DETAIL Report with the project
information and dollars related to project activity with Healthcare Professionals. You should have received a SUMMARY
Report in a previous email.
Please review the Summary & Detail reports, the supplier's documents and attach any additional compliance requirements to close
out your project. For a quick tutorial on how to review the reports that details the dollars related to the project activity with
Healthcare Providers, please click on the following link:
https://stag-totality.eu.jnj.com/tpextranet/downloadFile?dir=login.dwnldfl.dir&fl=[Training Material.zip]
You can find this transaction in your Approved Transactions tab and "Select Close" to complete project deliverables. Once your
project status is "Closed" in Totality, the supplier can no longer load any additional data templates or documents. If additional
uploads are required by the Supplier, you can re-open the project. Once all project deliverables are reviewed and complete you
will need to re-close the project. "
Note: If you receive this email multiple times for the same project that means your supplier has attested more than once.
Please notify the supplier that he/she should only be attesting once, at the completion of the project.
Please do not reply back to this email message as this email address is used for outbound messages only. If you are not an intended
recipient or if you have received this message in error, please promptly delete this message.
Thank You,
Totality Gateway
PLEASE OPEN THE HTML REPORT FIRST THAN THE EXCEL REPORT
Reviewing Summary Report
by HCP – Example #1
Totality ID # 8720 – Speaker Training Program:
1.
•
•
•
•
•
•
Review data associated to all Purchase Orders
Daily Rates for Faculty and Speaker
# of Participants
Start & End Date of event
Location / Venue of event
NOTE: Summary report  Summarizes all
payments, which may appear out of line with Daily
Rate amounts
Summary Report by HCP –
Example #1 –Speaker Training
Review # of
Participants
Reviewing Detail Report
by HCP – Example #1
• Totality ID # 8720 – Speaker Training Program:
• Review data associated to all Purchase Orders
• Daily Rates for Faculty and Speaker –Ensure HCP’s were not paid
more than amount parameters
• # of Participants
• Start & End Date of event
• Location / Venue of event
• Perform a spot check for the following:
•
•
•
•
Honoraria
Airfare / Ground – Ensure at least one of these amounts is loaded
Lodging –Amount should be consistent among participants
Meals… etc.
Detail Report by HCP –
Example #1 –Speaker Training
Why is airfare so high?
Why is honoraria so
high?
Reviewing Summary Report
by HCP –Example #2
Totality ID # 6963 –Advisory Board:
2.
•
•
•
•
•
Review data associated to all Purchase Orders
Daily Rates for Faculty and Advisor
# of Participants
Start & End Date of event
Location / Venue of event
•
Review any documents that have been uploaded by the
supplier.
•
NOTE: Summary report  Summarizes all payments, which
may appear out of line with Daily Rate amounts
Summary Report by HCP –
Example #2 –Advisory Board
Only 9 participants listed in total –
Does this look accurate?
• Listed are the Documents
Uploaded by the supplier.
• You can find the attachments
in Totality.
Reviewing Detail Report
by HCP – Example #2
• Totality ID # 6963 – Advisory Board:
• Review data associated to all Purchase Orders
• Daily Rates for Faculty and Advisor –Ensure HCP’s were not paid
more than amount parameters
• # of Participants
• Start & End Date of event
• Location / Venue of event
• Perform a spot check for the following:
•
•
•
•
•
Honoraria
Airfare
Lodging
Ground
Meals… etc.
Detail Report by HCP –
Example #2 –Advisory Board
• It appears supplier loaded data
TWICE for the same Totality ID #.
• This can result In incorrect
reporting, potential exclusions &
fines.
Correcting the Issue:
• Send an email to tg@prd.us.jnj.com with file
ID # that needs to be removed.
• File ID can be found towards the right column
of the report
• Contact supplier to have them re-load data
accurately.
Reviewing Detail Report
by HCP – Example #3
• Totality ID # 15583 – Clinical Project:
• Review data associated to all Purchase Orders
• Review FMV Low & High Amounts
• Perform a spot check for the following:
• Current Actual Site Payments
• Study FMV Low – High
• Negotiated per Subject Cost
Detail Report by HCP –
Example #3 –Clinical Project
Perform a “spot check”
• It appears supplier did not load
data for the FMV values.
• This can result In incorrect
reporting.
Correcting the Issue:
• Send an email to tg@prd.us.jnj.com with file
ID # that needs to be removed.
• File ID can be found towards the right column
of the report
• Contact supplier to have them re-load data
accurately.
Questions??
Contact your Totality Local Admin
• For content, transaction and supplier related questions contact the
following HCC Operations Team Members:
•
•
•
•
Centocor
OMJ / OMJSA
OBI / TT / JJPS
ALL
Fizza Suri
Sherrie McKinley
Barbara Buerkle
Deb Lake
(609) 730-2429
(609) 730-2207
(908) 927-4553
(609) 730-2229
• Educational Grant related questions for ALL companies contact:
• Fizza Suri
(609) 730-2429
• For supplier related questions contact:
• Barbara Buerkle
(908) 927-4553