Self Assessment & Standards Training

Self Assessment & Standards Training June 25, July 1 2008

Today’s Objectives • Highlight Self Assessment changes • Show how Self Assessment items relate to Standards indicators • Feature key findings from previous Self Assessments and Standards reviews.

Traditional Self Assessment Uses • To account for collaborative and strategy implementation. • To guide decision-making. • To answer stakeholders’ questions about collaborative and strategy implementation. • To publicize the work of collaboratives.

To guide decision making:Key sectors on collaborative board

To answer stakeholders’ questions:Collaborative Governance Type

To publicize the work of collaboratives:Dollars leveraged by collaboratives

Recent Self Assessment Uses • To provide data for GaFCP “outcome” analyses.

77 75 73 HS Graduation (%) Collaborative 71 Formation 1993 69 Collaborative Formation 2002 67 65 1998 1999 2000 2001 2002 2003 2004 2005 Year of Measurement To provide data for GaFCP “outcome” analyses: High School Graduation Rates Among Early- and Late-Forming Collaboratives

Recent Self Assessment Uses • To provide data to determine collaborative performance in relation to “Family Connection Standards for Excellence in Collaboration and Community Decision-Making.”

Why We Have Standards • Guideposts of progress toward full collaboration • Acknowledge and celebrate achievements • Identify areas for potential growth or improvement.

Why We Have Standards • Evidence of GaFCP accountability for implementing core collaboration practices across the state to: • State and local board members, • Legislators • Policy makers

Why We Have Standards - • Proviso – • You must be earnest. • We must be able to convince stakeholders the assessments are credible.

Re: “Earnest” & “Credible” • The Self Assessment is a “self-report.” • GaFCP staff do not recognize or correct mistakes! • What is submitted (including typos and inaccuracies) goes into the GaFCP Database. • Print and double check your Self Assessment entries before you hit the “submit” button in CIMS.

Standards Workgroup Composition • One collaborative coordinator from each region, selected by the region. • GaFCP staff. • GaFCP consultants.

Standards Workgroup Role To develop and implement the Standards and related documents and procedures. • Standards indicators have been added, deleted or modified. • Self Assessment items have been added, deleted or modified.

Self Assessment – Standards Facts & Figures • Just over two-thirds (69%) of the 45 meets Standards indicators are measured by the Self Assessment. • The remainder (31%) are measured • by plan and report reviews by GaFCP, and • number of member surveys submitted.

Self Assessment – Standards Facts & Figures • Nine (20%) of the 44 proficient indicators are measured by the Self Assessment. • The other 35 (80%) are measured by: • plan and report reviews, • member survey content, and • portfolio of specified collaborative documents.

Findings from ‘Meets Standards’ Reviews

Findings from Initial ‘Proficient’ Screening, Spring 2008

Major Self Assessment Changes • New due date of September 2. • Several questions removed, especially those now covered in the quarterly report. • Programs and Activities, including Medicaid • Systems Changes • New items and modifications throughout other Self Assessment questions.

Question 1a: products, protocols & structures • Tangibles. • 3 Year Strategic Plan implementation period: • Tangibles developed/in use either during OR in preparation for the 3 Year Strategic Plan implementation period?

Question 1a: products, protocols & structures • Governance: • CA1 Collaborative membership requirements. • CA2 Collaborative by-laws and/or written procedures. • CA3 Executive or governing board/body. • CA4 Sub-committee structure (examples: finance, evaluation, personnel.) • CA5 Member roles & responsibilities.

Question 1a: products, protocols & structures • Planning & Evaluation: • CA11 Comprehensive community assessment managed by the collaborative.* • CA12 3 year strategic and/or annual plan approved by the collaborative. • CA13 Annual evaluation plan approved by the collaborative. • CA14 Annual results evaluation report approved by the collaborative.

Question 1a: products, protocols & structures • Budgeting & Finance : • CA21 Fiscal inventory - level of resources applied to strategies. • CA22 Community resource map - resources directed toward a specific strategy. • CA23 Cost analysis of collaborative strategies. • CA24 Written annual budget - approved by collaborative.*

Question 1a: products, protocols & structures • Budgeting & Finance (Cont’d): • CA25 Written fiscal policies and procedures - funds not handled by fiscal agent for the Family Connection grant. • CA26 Collaborative process for resource development and sustainability.*

Question 1a: products, protocols & structures • Budgeting & Finance (cont’d): • CA27 Fiscal agent(s) written procedures for: (check all that apply)* • compensation & benefits. • purchasing. • contracting. • reimbursement of travel and other expenses • internal controls.

Question 1a: products, protocols & structures • Budgeting & Finance (cont’d): • CA28 Collaborative member knowledge of how to access fiscal agent’s written procedures (see CA27.)* • CA29 finance or other designated committee that is responsible for fiscal oversight, budget development and other fiscal processes.*

Question 1a: products, protocols & structures • Communication & Publicity: • CA31 Collaborative website. • CA32 Resource guide and/or directory of agencies/services.

Question 1b: ongoing activities • Activities that occurred throughout the year.

Question 1b: ongoing activities • Governance: • CA41 Broadened collaborative membership to reflect all segments of the community. • CA42 Collaborative members were involved in decision-making. • CA43 Collaborative decisions were documented in meeting minutes or other records.

Question 1b: ongoing activities • Governance (Cont’d): • CA44 Collaborative meetings occurred: (check only one) • monthly. • bi-monthly (that is, every other month.) • quarterly. • other: (please specify) • CA45 Linked with other collaborative(s) within the county.

Question 1b: ongoing activities • Planning & Evaluation • CA51 Annual/strategic planning committee (or equivalent) with multiple members met regularly. • CA52 Evaluation committee (or equivalent) with multiple members met regularly. • CA53 Strategy team (or equivalent) with multiple members met regularly.

Question 1b: ongoing activities • Planning & Evaluation (Cont’d): • CA54 Developed best practice strategies based on research. • CA55 Kept records and shared data for evaluation. • CA56 Multiple collaborative members were engaged in data collection, data provision or some other role in evaluation process.

Question 1b: ongoing activities • Planning & Evaluation (Cont’d): • CA57 Conducted strategy level evaluation. • CA58 Evaluation findings were provided to collaborative members to monitor progress toward goals and benchmarks.

Question 1b: ongoing activities • Budgeting & Financing: • CA71 Finance committee (or equivalent) with multiple members met regularly. • CA72 Redirected existing funds controlled by the collaborative to support plan implementation. • CA73 Local partners supported collaborative strategic plan implementation (examples: staff, funding.)

Question 1b: ongoing activities • Budgeting & Financing (Cont’d): • CA74 Partner agencies worked together to develop resources (examples: joint grant writing or fund raising.) • CA75 Developed long term financing/sustainability strategies for the collaborative process.

Question 1b: ongoing activities • Budgeting & Financing (Cont’d): • CA76 Allocated local government funds received for the implementation of the community plan. • CA77 Written financial reports were presented at collaborative meetings.

Question 1b: ongoing activities • Budgeting & Financing (Cont’d): • CA78 Fiscal agent or designated representative attended: (check only one) • 0-24% of collaborative meetings. • 25-49% of collaborative meetings. • 50-74% of collaborative meetings. • at least 75% of collaborative meetings.

Question 1b: ongoing activities • Budgeting & Financing (Cont’d): • CA79 Fiscal agent or designated representative who attended at least 75% of finance committee meetings.

Question 1b: ongoing activities • Communication & Publicity • CA91 Held training(s) for collaborative members. • CA92 Had a process for communication among staff and members within the collaborative (examples: email listserv, mail distribution list, website postings.) • CA93 Distributed collaborative publicity material (examples: logo, brochure.)

Question 1b: ongoing activities • Communication & Publicity (Cont’d): • CA94 Regularly informed the community about the conditions of children and families (example: community wide newsletter.) • CA95 Distributed resource guide and/or directory of agencies/services. • CA96 Distributed collaborative report(s) (examples: results report, Kids Count fact sheet, collaborative annual report.)

Question 1c: periodic administration & operation activities • This question is about collaborative administration & operation activities • This question is about activities that occurred once or periodically during the year.

Question 1c: periodic administration & operation activities • CA101 Annual/strategic planning (or equivalent) with multiple members occurred in a retreat or other planning session(s). • CA102 Coordinator participated in at least one GaFCP sponsored training event during the year. • CA103 Coordinator attended at least half of regularly scheduled Peer-to-Peer meetings.

Question 1c: periodic administration & operation activities . • CA104 Collaborative leaders provided appropriate supervision or oversight for collaborative coordinator (such as specification of operational supervisor, approval of leave and travel, annual performance review, fulfillment of contract deliverables.)

Question 1d: ongoing administration & operation activities • This question is about collaborative administration & operation activities • This question is about activities that occurred for at least half the year.

Question 1d: ongoing administration & operation activities • CA111 Collaborative had fulltime designated person(s) to facilitate and carry out functions of the collaborative, including:(check all that apply) • implementing collaborative strategic and annual plan. • planning and holding meetings in partnership with governing body. • assisting and supporting collaborative leadership. • engaging collaborative members and community.

Question 1d: ongoing administration & operation activities • CA112 Coordinator was responsible for and maintained collaborative’s ability to function, including: (check all that apply) • maintaining records of collaborative. • monitoring progress. • preparing and submitting reports and other documents. • carrying out policies and procedures as defined by the collaborative.

Question 1d: ongoing administration & operation CA113 Answer this question ONLY if one or more collaborative personnel were employed • Collaborative had and used written personnel policies, including:(check all that apply) • job description. • annual performance review. • compensation, benefits and leave. • orientation. • travel and expense reimbursement. • termination and grievance.

Question 1d: ongoing administration & operation CA114 Answer this question ONLY if one or more collaborative personnel were contracted • Collaborative had and used a written, signed FY08 contract that included:(check all that apply) • description of duties. • deliverables. • terms of service. • compensation. • orientation. • travel and expense reimbursement. • termination of contract.

Self Assessment & Standards Training