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Completing Your SHIP Annual Report May 12, 2010 Sapna Swaroop & Joanne Moze SHIP Evaluation Team 2009 Interim Reports Thank you for submitting your 2009 Interim Reports! They were the cornerstone of the SHIP Legislative Report (January 2010)

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Completing Your SHIP Annual Report

May 12, 2010

Sapna Swaroop & Joanne Moze

SHIP Evaluation Team


2009 Interim Reports

  • Thank you for submitting your 2009 Interim Reports!

  • They were the cornerstone of the SHIP Legislative Report (January 2010)

  • We are currently using the reports to identify areas for technical assistance

  • We took your feedback into account and revised our reporting mechanism


Purposes of SHIP Reporting

  • Helps track progress for each grantee and across the state

  • Identifies areas for modification

  • Highlights technical assistance needs

  • Provides rationale and evidence for sustained funding


Reporting Logistics

  • All grantees complete the same form

    • SHIP Reporting Page

  • Reporting Period: July 1, 2009 through June 30, 2010 (State Fiscal Year)

  • Due Date: July 30, 2010 by 4:30 pm

  • Please submit electronically to us at: diane.lauren@state.mn.us


Reporting Overview

  • Part I is general information about your progress on grant activities

  • Part II is specific reporting on each intervention

  • Please include attachments that you would like to share or think would be helpful for us


Part I: General Information

  • Purpose

    • Helps summarize and synthesize your SHIP work

    • Provides information about overarching topics (e.g., communications, at-risk/high-risk populations)

  • Be specific!

  • Please respect the 12-page limit


Box 1: Grantee Information


Box 2: Summary

  • If you were stuck in line at the farmers’ market for 5 minutes, what would you tell your fellow customers about your SHIP work?

    • Should contain overarching, broad-brush information about your most important activities

    • You will get more detailed in the intervention-specific reporting section


Box 3: Community Leadership Team

  • Listing the organizations is sufficient – not necessary to include information about the individuals on your Team

  • Answers should give us a sense of the purpose of your Team and how it helps move your SHIP work forward


Box 4: At-Risk/High-Risk Populations

  • Reducing health disparities is vital to reducing statewide obesity and tobacco use rates

    • SHIP funds should be used to move this work forward

  • If you are not doing work in this area, use your answers to this question to assess your needs in this area

    • Partner with community organizations that serve these populations?

    • Ensure your SHIP interventions work to address the issue of disparities


Box 5: Communications

  • Lets us know how and to whom you have communicated about SHIP

  • Helps evaluate “reach” of SHIP across the state outside of your interventions

  • Helps give perspective on the statewide “movement” toward reducing obesity and tobacco use/exposure

  • Can highlight SHIP successes


Box 6: Duplication

  • Helps account for all the different sources of funding you are using to do your SHIP (or similar) work

  • Be specific about what SHIP funds are being used for compared to other sources of funding

  • Answers to this question are important for us to demonstrate the unique value that SHIP funds add to work on obesity and tobacco


Box 7: Success Stories


Box 7: Success Stories

  • Helps us tell the rich, detailed stories of your successes

  • Modified system for collecting success stories

  • List the three successes that you are most excited about or have moved your work forward the most – your Rock Star successes!

  • Someone will follow up with you to interview you about at least one of your successes

  • Please include contact information for the most appropriate person to be interviewed about each success


Box 8: Feedback for MDH

  • Prior responses were helpful and resulted in:

    • streamlined reporting process

    • regional trainings

    • identification of master technical assistance providers

  • We would really appreciate your response!


  • Part II: Intervention-Specific Reporting

    • Purpose

      • Provides information about each selected intervention

      • Ensures that your evaluation is moving along well

      • Identifies areas for technical assistance across interventions

    • Please do this for each intervention

    • Respect the 12-page per intervention limit

    • May need to carefully choose what you report

    • Be specific!

    • In special circumstances, please contact us


    Box 1: Summary


    Box 1: Summary

    • You just got an extra 5 minutes in line at the farmers’ market! Tell your fellow customers about one intervention

    • Answers the following questions:

      • What is the intervention?

      • Whom does the intervention affect?

      • How many people does the intervention affect?

      • How is it going?


    Box 1: Summary

    • Quick summary of your intervention beyond the MDH-designated description

    • Simple list of sites is fine

      • No additional description is necessary, but please include the information if you would like


    Box 1: Summary

    • Organizational Reach

      • List the number of sites you are affecting

      • List the number of sites you could affect

      • Estimate the percent of sites you are affecting (this is the organizational reach)

        - Divide the number of sites you are affecting by the possible number of sites you might affect


    Box 1: Summary

    • Population Reach

      • List the number of people per site that you are affecting and add them up

      • List the number of people per sites you could affect and add them up

      • Estimate the percent of the population you are affecting (this is the population reach)

        - Divide the total number of people you are affecting by the possible number of people you might affect


    Box 1: Summary

    • Be specific!

    • Brag about your successes

    • Be honest about your challenges


    Box 2: Action Plans


    Box 2: Action Plans

    • Include major changes that substantially alter the direction of your work

      • Dropping or adding sites

      • Major barriers have emerged that need to be addressed

      • Change in focus of activities

      • Moving from a policy change to a systems change

    • Do not include more minor changes

      • Changing the order of activities or action steps

      • Doing a focus group instead of a key informant interview

    • You will need to define ‘substantial change’ for your specific work


    Box 2: Action Plans

    • If there are common steps by site, list those first and then list site-specific Action Steps

    • Include only ‘major’ Action Steps

    • Because of space constraints, you may need to be selective in what you report


    Box 2: Action Plans

    • Focus is on the tangible evidence that an Action Step has been completed

    • If there are results associated with an Action Step, please outline these results

      • For example, if an assessment has been completed, please give a brief overview of the key findings of the assessment

    • These are linked to the process indicators in your Evaluation Plans


    Box 3: Results


    Box 3: Results

    • If you have implemented any PSE changes, please outline the key content of these changes

    • If you have not implemented any PSE changes, indicate that it is not applicable


    Box 3: Results

    • Why are we asking you to measure health behaviors?

      • We need some ‘short-term wins’ in health behavior change

      • Smaller-scale, site-specific health behavior change will be evident sooner than larger-scale change

    • When should you measure health behaviors?

      • If the intervention directly addresses health behaviors

      • Prioritize where to focus your evaluation efforts


    Box 3: Results

    • If you have implemented any PSE changes, please outline how these changes are being enforced, or the plan for enforcement

    • If you have not implemented any PSE changes, indicate that it is not applicable


    Reporting Due Dates

    • Year One

      • Interim Report: December 1, 2009

      • Final Report: July 30, 2010

    • Year Two

      • Interim Report: January 31, 2011

      • Final Report: August 1, 2011


    Questions?

    Sapna Swaroop

    SHIP Evaluation Coordinator

    Email: sapna.swaroop@state.mn.us

    Phone: 651-201-5441

    Joanne Moze

    CDC Research & Evaluation Fellow

    Email: joanne.moze@state.mn.us

    Phone: 651-201-5393


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