Completing Your SHIP Annual Report

1. Completing Your SHIP Annual Report May 12, 2010 Sapna Swaroop & Joanne Moze SHIP Evaluation Team

2. 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

3. 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

4. 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

5. 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

6. 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

7. Box 1: Grantee Information

8. 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

9. 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

10. 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

11. 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

12. 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

13. Box 7: Success Stories

14. 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

15. 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!

16. 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

17. Box 1: Summary

18. 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?

19. 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

20. 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

21. 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

22. Box 1: Summary • Be specific! • Brag about your successes • Be honest about your challenges

23. Box 2: Action Plans

24. 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

25. 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

26. 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

27. Box 3: Results

28. 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

29. 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

30. 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

31. 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

32. 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