CONTRACTOR REPORTING TRAINING

1. COMMUNITY AND BUSINESS ADVANCEMENT CONTRACTOR REPORTING TRAINING

2. Welcome & Meeting Purpose Amanda D’Angelo, Manager, Compliance & Regulatory Performance

3. Contractor Reporting Training Welcome • Introduction of Community & Business Advancement (CBA) staff Purpose of Meeting • Data driven outcomes • Data quality • Advocacy/trending

4. Overview and Changes Cathy Backos, Program Manager, Caregiver and Social Services

5. Current Elements of the CPR Tool Logic Model • Developed with input from contractors for each specific service • Road map to describe the many elements of a specific program • Identified long-term goal for each specific service • Shapes the planning, management, evaluation and communication of the specific program to achieve the long-term goal

6. Current Elements of the CPR Tool (cont’d) Long Term Goal • Long range broad perspective outcome that the specific program is designed to accomplish • Example: Adult Day Health Service LTG To promote the safety, health and well-being of older adults with dementia, or adults with disabilities, and their caregivers/families, to enable the caregivers/ families to provide care for the care receiver at home in the community for a longer period of time, preventing early institutional placement.

7. Current Elements of the CPR Tool (cont’d) Outcomes • Important events to accomplish to achieve the long term goal • Reflect AAA 1-B’s programmatic and targeting priorities • Short Term – Measurable change over one year or less • Intermediate – Measurable change over three years • Pre-determined and included on the worksheet • Mandatory (cannot be modified) and optional

8. Current Elements of the CPR Tool (cont’d) Outputs • Pre-selected measurable data from the logic model to be collected • Mandatory for each contractor for that specific service • Reported on quarterly • Result from action steps, and advance progress toward the outcomes and long-term goal

9. Current Elements of the CPR Tool (cont’d) Action Steps • Steps that will result in progress towards accomplishing desired short-term and intermediate outcomes • Must be S.M.A.R.T. (Specific, Measurable, Achievable, Relevant, and Time-Specific) • A completion date should be indicated for each step Inputs • Detailed information on the resources needed to complete the action steps

10. Evaluation of First Year Reporting on CPR Tool Benefits and Strengths Identified • All reporting tools are located in one document • Mandatory outputs and outcomes measured across contractors for each individual service • Improved data collection process on effectiveness of each contracted service • Improved tracking and reporting for targeting priorities

11. Evaluation of First Year Reporting on CPR Tool (cont’d) Problems and Reporting Issues Identified: • Mandatory and optional outputs and outcomes – too many to measure • Often incorrect reporting of outputs and outcomes • Outputs and outcomes data reported is not always measurable or relevant • Information listed for some outputs are actually action steps

12. Recommendations to Improve Data Reporting on CPR Tool Recommendations: • Training & review of CPR tool reporting for contractors • Remove optional outputs and outcomes to simplify tool • Maintain mandatory outputs and outcomes for the three year contract cycle • Revise mandatory outcomes for some contract services for improved measurement of outcome results • Revise action steps yearly as needed to reach desired outputs and outcomes

13. AAA 1-B Tracking Tool Melissa Maxwell, Contracts and DSP Coordinator

14. Example of AAA 1-B Tracking Tool(Internal Document)

16. Outcomes Report Filled Out

17. Example of AAA 1-B Tracking Tool Completed (Internal Document)

18. How to Report Kristin Wilson, Program Manager, Nutrition and Wellness Services

19. Helpful Hints to Accurate Reporting • Every quarter, report the same number of action steps, outputs and outcomes as outlined on the ‘Contractor Planning and Reporting Worksheet –page 1’. • Example: If you have 6 action steps you should be reporting the action that occurred for each of the 6 steps. • Numbers in the update should correlate with those listed in the plan

20. Helpful Hints for Accurate Reporting – New Participants Unduplicated Participants • Anyone who is served within the fiscal year regardless of if they were served in the previous year • Can only count an unduplicated participant once within a fiscal year New Participants • For FY15 – new participants are individuals who did not receive the service in FY14 • For FY16 – new participants are individuals who did not receive the service in FY14 or FY15

21. Helpful Hints for Accurate Reporting – Baselines and Percents • Baselines are being established this current fiscal year –FY14 Outcome – 10% increase in new participants • Target/Goal = number new of participants that you would need to reach within the fiscal year

22. Helpful Hints for Accurate Reporting – Baselines and Percents Continued • Percent equals number of new participants (per quarter) divided by the target/goal x 100% Example: 36 divided by 150 = .24 x 100 = 24% Please note: the total percents (Q1-Q4) by the end of the fiscal year should be equal to or greater than 100% in order to meet the outcome of a 10% increase in new participants

24. FIRST SECOND THIRD 1) Distributed program information to Lakecrest Baptist Church & Franklin Road Church of Christ; 2) Vendor at Senior Power Day & Health Fair at St. Joe’s Senior ER; 3) Surveys mailed out to participants who received services in the second quarter; 4) Donation memo and envelopes mailed to participants after service is rendered; 5) 2 presentations scheduled for 4th quarter; 6) Met with social worker at St. Joe’s who expressed interest in developing a referral process. Currently working on a referral form that can be used by social workers/discharge planners at the hospital when service is needed. Hope to finalize form in 4th quarter. 1) 44 new participants2) 250 evaluations distributed/120 received 3) $250 4) 2 5) 0 1) 29% 2) 87% satisfied/very satisfied3) 44 1) 86%2) 42%3) In progress – one potential partner FOURTH 1) Met with parish leaders from Holy Nazarene and Holy Calvary Church will be providing info to include in parish newsletter; 2) Vendor at St. Joseph Hospital fall prevention event; 3) Surveys mailed out to participants served in 3rd quarter; 4) Donation memo provided to participants after service is rendered; 5) Presentation held at Oak Park Senior Apts. & Southfield Public Library; 6) Was unable to meet with a homecare agency, but continue to work with St. Joe’s and have finalized referral pad. Piloting process in October 1) 48 new participants2) 150 evaluations distributed/60 received 3) $300 4) 3 5) 30 1) 32%2) 88% report being satisfied/very satisfied3) 56 1) 88%2) 50%3) One

26. Questions???? • Will the new forms have a place for baselines to be documented so we have that information? - We are still trying to determine if this information will fit. Stay tuned… • Provider was previously told to use FY13 as a baseline for FY14. - To maintain consistency across providers we are now using FY14 as baseline numbers.

27. Questions???? • If in FY14 we are establishing a baseline, how can we show a percent increase in an outcome when reporting in the 4th quarter of FY14? - You won’t be reporting an increase because you are establishing your baseline this year. If you are to report number of new participants this year, then you would report all unduplicated clients per quarter as new for FY14. • How will I know which outputs/outcomes are mandatory and which are optional? - We are taking out all of the optional so all you will see on the forms are the mandatory outputs/outcomes.

28. Questions???? • If we have an intermediate outcome of increasing something by X% (i.e. 20% increase in participants) do we have to increase by 20% each year ? No, the intermediate outcome is to be accomplished by the end of FY16. We encourage you to report your progress along the way, but the goal would be to reach the increase by the end of FY16.

29. Questions??? • Will we be getting a new tool for FY15? – Yes, we are in the process of making tweaks and tools will either be emailed out or you will receive a link to the AAA 1-B website to find the forms. • Do we use the new form to complete the 4th quarter report for this year (FY14)? – No, use the form you are currently using to report 4th quarter. The new tools will be sent out and used for FY15.

30. Thank you for participating! Everyone dismissed except Nutrition Providers

31. Nutrition Outcomes Reporting and Changes Kristin Wilson, Program Manager, Nutrition and Wellness Services

32. Changes for HDM Nutrition Service Chart & Nutrition Education (annual) • To be completed prior to the start of the fiscal year Targeting Plan (annual) • To be completed prior to the start of the fiscal year Plan & Progress • Outputs - Changes to the outputs incorporate some data from the Quarterly HDM Outcomes and Values report • Outcomes -Changes to the outcomes incorporate some data to be used for the Silver Key Campaign

33. Changes for HDM Continued Quarterly Narrative & Waitlist Report • No Change – report quarterly HDM Outcomes & Values report • Removed • Some outputs/outcomes were incorporated onto the plan and progress tool

34. Plan & Progress Tool - HDM

35. Changes for Congregate Meals Nutrition Service Chart (annual) • To be completed prior to the start of the fiscal year Targeting Plan (annual) • To be completed prior to the start of the fiscal year Plan & Progress • Outputs– Minor changes • Outcomes –Changes that make outcomes more measurable Quarterly Narrative and Waitlist Report • No change

36. Plan & Progress Tool - Congregate

37. Questions???? • Clarification on 24 hour meal deliver; this is not really an outcome. – the expectation is that meals will be delivered next business day – providers might want to consider a policy that outlines this more specifically. When reporting this we are looking for ‘yes’ or ‘no’ response. We will move from the outcomes to the waitlist report. • Is the 20% increase in congregate for ‘new’ participants or any/all participants? - 20% increase in overall participants