Measuring for Effectiveness When Nobody is Looking M A N A GE M E N T I N FO R M A T I O N S Y S T E M S : A V I T A L T O O L FO R S U PPO R T I N G H E A L T H CA R E A N D S O CI A L S E R V I CE PR O GR A M S Sapphire Aw ards and Sym posium Blue Cross Blue Shield of Florida Foundation Terry J. Rhodes, D. Min. The Peabody Orlando Director of Research, Evaluation and Systems February 21, 2013
Journal of Technology in Human Services Volume 27, Number 3, July-September 2009 Managem ent Inform ation System s: Applications in Hom e Visiting Program s Designed to Prevent Child Abuse and Neglect MARY KAY FALCONER and TERRY RHODES Ounce of Prevention Fund of Florida, Tallahassee, Florida KRISTEN COTTER MENA Datatude, Almeda, Houston ROBERT REID Prevent Child Abuse America, Chicago, Illinois Routledge – Taylor & Francis Group
Objectives Identify questions to consider when choosing or developing a management information system (MIS) Define features of useful system reports Consider the benefits of a MIS to program success
Managem ent Inform ation System s: A vital tool for supporting health care and social service program s QUE STI ON S TO KE E P I N M I N D WH E N CH OOSI N G OR DE VE LOP I N G A M AN AGE M E N T I N F ORM ATI ON SYSTE M
Questions to Consider about Choosing a Management Information System Should I consult with someone before choosing a system? Do you need something off the shelf or a customized system? Are there different funding options?
Should I Consult with Someone before Choosing a Management Information System? Do you know the questions that you want to answer? Do you have a systematic understanding of the data elements necessary to answer the questions? Have you identified the functions that you want the MIS to provide? Do you have someone on staff who has experience with an MIS? Are you aware of the options that might be available to you?
Do You Need a MIS Off-the-Shelf or a Customized System? Off-the-Shelf Custom System Requires time to design Requires research of to your specific needs each system to Not as readily available determine proper fit for deployment Readily available for Will fit your specific deployment application May not fit like a glove Flexible with respect to Less flexibility with modifications and modifications enhancements
Are there different funding options? Up front investment with annual maintenance fees (typical of off-the-shelf versions) Annual subscription fee (typical of off-the-shelf versions) Payment spread out over the course of a year (customized systems) Payment in stages as components are developed over time as funding becomes available (customized systems)
Managem ent Inform ation System s: A vital tool for supporting health care and social service program s DEFI NE TH E FEATURES OF A USEFUL MANAGEMENT I NFORMATI ON SYSTEM REP ORT
Define the Features of a Useful Management Information System Report Define the report to answer a specific question, performance measure, or function that must be addressed repeatedly on a periodic basis Use existing reporting templates as a potential layout Provide a sort function for each information item in the report Provide functionality that will allow the report to be generated by individual staff, teams, satellite offices or other useful units Structure the report so that it can be generated for any time frame
Define the Report to Answer a Specific Question, Performance Measure, or Function
Use Existing Reporting Templates as a Potential Layout
Provide a Sort Function for Each Information Item in the Report
Structure the Report to be Generated by Multiple Units and Flexible Time Frames
Managem ent Inform ation System s: A vital tool for supporting health care and social service program s UNDERSTAND TH E BENEFI TS OF A MI S TO P ROGRAM SUCCESS
Benefits of a Management Information System Measure performance – Process and Outcomes Make data driven decisions – Staff and resource management Establish credibility as an evidence-based program – Ready to engage in scientific evaluations Demonstrate results to funders Meet accreditation and quality assurance standards
Measure Performance Process Measures – Measuring what you do Collect data on a participant level Identify the critical services, activities, and events you provide Measure frequency and duration Link to location and direct service staff Outcome Measures – Measuring the difference you make Collect data on a participant level Collect outcome data to the most specific level possible (item, subscale and domain scores) Identify what you did that brought about the difference Identify high performing staff Identify correlations between services provided and outcomes achieved
Make Data-Driven Decisions Policies/ Protocols Create a culture of innovation based on objective data rather than subjective opinions Make decisions based on objective data rather than historical precedent Personnel Provide staff with an efficient means of managing a caseload in terms of tracking client assessments, services, referrals, support plans, and outcomes Enable supervisors with objective performance data to develop staff Resources Readily assess staffing levels relative to service delivery patterns Prioritize critical services that are linked to outcome success
Establish Credibility as an Evidence-based Program Data organized around program goals, objectives and outcomes Policies, protocols, forms, data collected and supporting goals, objectives and outcomes Data management system that mirrors this content Systematic performance review of critical functions and outcomes using user-defined and user-friendly reports Monitor what makes you successful Access to data should answer your critical questions Positioning your program to participate in a scientific program evaluation Begin with performance monitoring Move to conducting a random control trial or well-matched quasi-experimental design that supports causality
Demonstrate Results to Funders Retrieve data easily for content in responding to Request for Proposals Enhances your organizational capacity in the eyes of the funder Enables you to automate grant reporting functions reducing time and resources Provide added value in reporting to your funder without excessive costs Enables you to demonstrate your results efficiently
Meet Accreditation and Quality Assurance Standards Build in your accreditation and quality assurance standards Monitor your progress regularly, not once a year or every few years Utilize your data management system to provide tracking for professional development Extract/ Export data expeditiously in response to accreditation and quality assurance entities
Contact Information Terry J. Rhodes, D. Min. Ounce of Prevention Fund of Florida 111 N. Gadsden Street, Suite 200 Tallahassee, FL 32301 Telephone: 850-933-3825 (Cell) Email: trhodes@ounce.org
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