ADVANCING YOUR UNDERSTANDING OF THE PROGRAM PERFORMANCE REPORT: CHANGES AND STRATEGIES TO USE IN REPORTING 2017 AIDD Technical Assistance Institute 1
SESSION AGENDA • What is the PPR and Why do we do it? • Changes to the PPR (By Section) • PPR activity (Why should we be the only ones having all of the fun?) • More changes, tips and tricks • Networking Activity • Q&A ITACC: 2017 AIDD Technical Assistance Institute 2
THE PPR IN A NUTSHELL The annual Program Performance Report - Due by Jan 1 1. Documents compliance 2. Updates analysis of state services, supports 3. Summarizes progress on your Plan 4. Describes the effectiveness of your strategies ITACC: 2017 AIDD Technical Assistance Institute 3
Notes from slide 3: The program performance report is an annual accounting of the Council’s work for a specific fiscal year. The PPR is due by January 1st of each year 4
THE PPR IN A NUTSHELL 1. Documentation of compliance: • Reporting the appropriate use of funds • Describing your work on required activities o Self-Advocacy o DD Network collaboration o Targeted disparity ITACC: 2017 AIDD Technical Assistance Institute 5
THE PPR IN A NUTSHELL 2. Update of analysis of state services, supports Adequacy of health care and other services, • supports, and assistance People living in ICFs • People receiving HCBS services • Federal and state initiatives impacting people • Other sections in the plan that apply • ITACC: 2017 AIDD Technical Assistance Institute 6
THE PPR IN A NUTSHELL 3. Summary of progress on your Five Year State Plan: • Activities conducted during the year • Outcomes of those activities • Progress toward meeting Goals and Objectives • Impact on the lives of people with DD ITACC: 2017 AIDD Technical Assistance Institute 7
THE PPR IN A NUTSHELL 4. Analysis of the effectiveness of your strategies: • What worked and why did it work? • What didn’t work and why didn’t it work ? This information can help you State PPR improve your Five Year State Plan Plan ITACC: 2017 AIDD Technical Assistance Institute 8
SECTIONS OF THE PPR • Section 1: Identification • Section 2: Comprehensive Review • Section 3: State Plan Implementation • Section 4: Progress Report • Section 5: Fiscal Information • Section 6: Measures of Collaboration ITACC: 2017 AIDD Technical Assistance Institute 9
Notes from slide 8: Section 1: No changes Section 2: Minor additions/changes Section 3: A good amount of changes Section 4: Some changes Section 5: Changes Section 6: No substantial changes This presentation will focus heavily on the sections that have the most changes (Sect. 3 & 4) 10
SECT. 3: STATE PLAN IMPLEMENTATION • Provides context of what is being reported in the PPR. • Includes: o Introduction o Evaluation of State Plan Implementation ITACC: 2017 AIDD Technical Assistance Institute 11
Notes from slide 9: Introduction: Overview of the entire section and PPR (Sect. 3 & 4). Evaluation of State Plan implementation: includes sections on evaluation activities, results of evaluation activities and efforts, and lessons learned and future work of the council based on evaluation efforts. Input on national priorities 12
SECT. 3A: INTRODUCTION Executive Summary • Overall efforts TIP: Write this section • Targeted areas of emphasis • last! • Strategies used to implement Be mostly broad • activities Include a few • details • Significant accomplishments (Ex. Aggregate • Barriers to implementation #’s) Do not duplicate • • Needs for State Plan amendments other sections • Cultural Diversity • Efforts to address needs of individuals with ID/DD and their families from culturally diverse communities ITACC: 2017 AIDD Technical Assistance Institute 13
Notes from slide 10: Question: If I provide a summary of the overall report, am I writing the report twice? Answer: No! This should be a much broader more abbreviated version of your larger PPR report. It should hit on larger ‘highlights’ of the whole year and report, not specifics for objectives. Think aggregate – ‘large picture’ overview. We recommend writing this section last! 14
SECT. 3B: EVALUATION ACTIVITIES • Describe the Evaluation Activities undertaken during the FY to assess overall progress of State Plan implementation • Examples of activities: o Monthly meetings going over progress on activity plans o Council evaluation committee o Building evaluation into contracts o Comparing pre-post data (qualitative and quantitative) ITACC: 2017 AIDD Technical Assistance Institute 15
Notes from slide 11: Question: Where do we come up with our evaluation activities? Answer: The first place we suggest starting is with the evaluation section of the State Plan – here you would have outlined all of the different approaches your council has outlined for evaluating progress on your state plan, secondly check out some of the evaluation tools that will be coming out of ITACC in the near future, third reach out to other councils and see what activities they are undertaking to help evaluate their state plan 16
SECT. 3B: EVALUATION RESULTS • This section is a summary of the evaluation data you have collected over the last FY • Types of data included: Qualitative and Quantitative • How do I know what to summarize in this section? o Review your Evaluation Plan o Review your logic model o Review your FY17 Work Plan in your State Plan o Review the AIDD PMs in your FY17 Work Plan o Review of grantee quarterly reports ITACC: 2017 AIDD Technical Assistance Institute 17
• • • • • • • • Notes from slide 12: This section is a summary of the evaluation data you have collected over the last FY Types of data included: Qualitative and Quantitative Quantitative or qualitative data on outputs from objectives/activities Quantitative or qualitative data on outcomes from objectives/activities Quantitative or qualitative data on customer satisfaction How do I know what to summarize in this section? Review your Evaluation Plan Review your logic model Review the Data Evaluation and Measurement sections of your FY17 Work Plan in your State Plan Review of grantee work plans Review the AIDD PMs you agreed to report on in your FY17 Work Plan for each objective 18
SECT. 3B: EVALUATION RESULTS TIPs: • Look at the data Summarize the following information: collected and decide how best to • Data collected from Evaluation summarize it activities • Make sure the data • Progress on outputs and outcomes you collected matches the data • Effectiveness of the strategies used you agreed to • Results of customer satisfaction collect in your FY17 Work Plan data • Be prepared to • Progress made on State Plan goals explain missing data • Summarize additional data ITACC: 2017 AIDD Technical Assistance Institute 19
• • • • • • • • Notes from slide 13: Summarize the following information – Information collected from all your evaluation activities Progress made in achieving the outputs and outcomes of your state plan goals and objectives, especially self-advocacy Effectiveness of the strategies used to achieve the goals/objectives of the State Plan Summarize results of customer satisfaction data collected Determination of whether the projected Council results are being achieved Findings regarding progress made toward achieving State Plan goals TIPS: Look at the data collected and decide how best to summarize it Make sure the data you collected matches the data you agreed to collect in you FY17 Work Plan If data is missing, be prepared to explain what happened, and if this changes what will be collected in FY18 If you collected additional data beyond what you included in the Data Evaluation and Measurement sections of your FY17 work plan, make sure to summarize it as well Question – If I report the results here, do I have to report any results in the progress narratives? Answer – Yes. All narrative must include a summary of evaluation activities to monitor progress and impact of council supported activities; data collected during the year, data sources (where you got the data), and data collection methods (how you got the data). And all narratives must include the AIDD performance measures for the activities being reported in the narrative. 20
SECT. 3B: LESSONS LEARNED • Report on lessons learned during the FY • How will the council use these lessons learned? • How will the council use the data gathered to move council work forward? o Possibly to: Adjust future annual work plans, Amend current annual work plans Amend the State Plan Shift project focus/strategies ITACC: 2017 AIDD Technical Assistance Institute 21
SECT. 3C: NATIONAL PRIORITIES • Purpose: to provide AIDD input on possible national priorities and areas of potential collaboration at the federal level • Where do these ideas come from? o Evaluation results of Council’s projects o Policy work/collaborations with other groups o Needs assessments data in your state o Brainstorming with your Council Executive Director, staff, and members o Survey of the DD Network Partners in your state ITACC: 2017 AIDD Technical Assistance Institute 22
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