Planning for the PPR: Timelines, Strategies & Tips

1. Planning for the PPR: Timelines, Strategies & Tips

2. Planning for the PPR: Timelines, Strategies & Tips • Agenda: • PPR 101 • Planning & Organizing for Success • Strategies To Organize Your Data • Collecting Data • Sample Timelines • Other PPR Resources & Tools • Questions & Answers • Please Note: • Information presented today is not a substitute for knowing the federal reporting requirements set forth by the DD Act or AIDD. • Councils are all very unique. Use tools and advice according to your individual Council’s needs. • This webinar will not be covering DD Suite or Performance Measures in detail. ITACC will be hosting a DD Suite webinar this fall.

3. Announcement: DD Suite You can begin working on your PPR in DD Suite on October 1st!

4. Program Performance Report (PPR) 101 • What is the PPR? • Who reviews the PPR? • When is it due? January 1st!

5. Strategies to Organize Your Data & Submit a Great PPR

6. Planning & Organizing For Success • Create a plan for approaching the PPR that makes sense for your Council. • Determine who will be involved, in what capacity, and make sure everyone knows their roles and responsibilities. “Every Minute you spend in planning saves 10 minutes in execution.” - Brian Tracy • Identify your Council’s key constraints and focus on alleviating them quickly. • Examples: • Slow to respond grantees • Unorganized initiative files • Reserve large blocks of time on your calendar to work on the PPR • Reduces distractions • Increases productivity • Increases quality

7. Step 1: Assign Sections & Determine What You Need To Report On • Did anything major happen in the state that needs to be addressed in the Comprehensive Review? • Look at your State Plan: • What objectives had activities during this PPR reporting period? • Where are your satisfaction surveys? • What other information on activities, funded and unfunded, need to be fed into the PPR? TOOL: PPR Section Chart

8. Step 2: Establish How You Will Organize Data Organizing is what you do before you do something, so that when you do it, it is not all mixed up. – A.A. Milne GOOD! BAD

9. Step 2: Collect Activity Data

10. Components of the PPR

11. Section 1: Identification • Data Sources: • Organizational chart • Current Council membership list

12. Section 2: Comprehensive Review • Provide an update on the comprehensive review and analysis included in the State plan. • Note any significant changes in: • political, • social, • legislative, and • economic arenas • Update any waiting list numbers • Examples of Potential Data Sources: • Newsletters • Policy analysis documents • Reports generated in the last year • Press releases • Social media archives

13. Section 3: Progress Report – Goals • Areas of Emphasis • Strategies • Intermediaries/Collaborators • Examples of Potential Data Sources: • RFPs/RFAs • Initiative work plans • State Plan • Quarterly reports

14. Section 3: Progress Report – Goals & Objectives • Timeline • Narrative • Examples of Potential Data Sources: • Initiative work plans • Quarterly reports • Published materials • Newsletters • Press releases • Logic model

15. Section 4: Consumer/Stakeholder Satisfaction Data • Data Source: • Completed Consumer Satisfaction Surveys

16. Section 5: Measures of Collaboration • Examples of Potential Data Sources: • Published materials • Newsletters • Press releases • Quarterly reports • Staff feedback

17. Section 7: Dissemination of Annual Report Data for this Section Determined by Council Leadership: • Who will the report be sent to? • How will it be sent out? • Hard Copy & Electronic Format • When will it be sent? • Where will the PPR be disseminated? • What alternative formats are available? • What Executive Summary will be available?

18. Step 3: Validate Data Do the performance measure numbers make sense? Are all reporting periods accounted for? Have you received Satisfaction Survey data from all Council funded events? Do you have enough information to write a robust “Annual Progress Report on Objective” narrative? Are you aware of all collaborators for each activity that happened during the reporting period?

19. Step 5: Begin Drafting/Review Process • Draft in Microsoft Word • Know your character limits! These sections are typically the most time consuming to draft. Start them early!

20. Step 6: Enter, Validate, & Submit in DD Suite • Remember: only one person in DD Suite at a time to avoid entry errors! • After all information is entered, you can print out a draft from DD Suite to review. • Validate Early & Often! By using the “Validate” function, you can get an up to date list of what required information is missing. • Submit & Smile!

21. Sample Timelines Sample Timelines can be found/modified in the 2013-2014 PPR Tools Excel File

22. PPR is due January 1st!!!

23. But I have a question about… The ITACC Staff has developed a wide array of resources to help you complete the PPR Successfully. Tools and guides can be found at: http://itacchelp.org/resources/annual-program-performance-reports-appr/ Resources Include: • 2014 PPR Self-evaluation Tool for Annual Progress Report Narrative • 2014 PPR Self-evaluation Rubric Review Tool for Annual Progress Report Narrative • AIDD DD Council PPR and State Plan/Amendment REVIEW TOOL – July 2014 • DD Suite APPR User Guide 2013 • FY 2013 DD Suite Refresher PPT for Completing the APPR • Consumer Satisfaction Toolkit • AIDD APPR definitions updated November 2013 • AND MORE!!!!

24. Additional Optional Tools These Excel sheets can be found in PPR_Tools.xls DD Suite Initiative Checklist Initiative Contact Info Form PPR Section Chart

25. Questions/Discussions • Any questions? • Tools discussed today will be emailed out to the ITACC Listserv • Please complete a short satisfaction survey: moourl.com/APPR2014 • Thank you for attending!