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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

Completing Your SHIP Annual Report

May 12, 2010

Sapna Swaroop & Joanne Moze

SHIP Evaluation Team

2009 interim reports
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
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
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
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
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 2 summary
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
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
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
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
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 stories14
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
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
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 summary18
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 summary19
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 summary20
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 summary21
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 summary22
Box 1: Summary
  • Be specific!
  • Brag about your successes
  • Be honest about your challenges
box 2 action plans24
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 plans25
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 plans26
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 results28
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 results29
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 results30
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
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
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