Program Tracking and Reporting Webinar April 16, 2013

1. Program Tracking and ReportingWebinarApril 16, 2013 Division of State Assistance Office of Community Services (OCS) Community Services Block Grant (CSBG) Tribal Organizations T&TA This publication was created by Lux Consulting Group, Inc., in the performance of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Community Services, Community Services Block Grant contract number HHSP233201100175A

2. The handouts for this webinar are available athttp://luxlead.luxcg.com/tribalcsbg/flyer.htm Webinar Handouts

3. Agenda • Welcome & Introductions • Purpose • Learning Objectives • Tools & Resources • Questions & Answers

4. Purpose • Data collection and reporting concept • Using the data to make decisions about program adjustments, replication, and resource allocation • Analyzing and presenting the information in a meaningful and useful way • Sharing tools and resources

5. Learning Objectives • Planning the data collection • Collecting the data • Recording/tabulating the data • Analyzing the data • Using and reporting findings

6. Planning the Data Collection Data collection planning has a variety of benefits: • The data gathered contain real information • It prevents errors • It saves time and money

7. Planning for data collection: • Usefulness • Easyto collect • Plan to sample or test • Keep the program’s needs in mind.

8. Minimize the possibility of errors • Provide clear, explicit directions • Use existing data whenever possible • Train all the data collectors how to collect the data correctly

9. Collecting the Data

10. Why Collect Data? • Establish a basis for making decisions • Determine the effectiveness of programs • Ensure program objectives are met • Gather information about service delivery • Make changes that improve programs

11. Uses of Collected Information • Improve programs and services • Advocate for service population • Obtain funding • Market services or organization • Promote policy change

12. Collecting Data Effectively

13. Who Collects the data • Staff • College students • Volunteers

14. What Data to Collect

15. Selecting the right instrument: During the data collection planning is when you determine which data collection tools are appropriate. Note that there may be a need to create a tool. The tool has to provide the proper information needed, the source of information, and the person who will collect it.

16. A good data collection tool should be: Simple Appropriate for the target population A measure of the right construct Realistic Used consistently In a useful form Photos Courtesy of Microsoft ClipArt

17. Examples of types of tools include: • Questionnaires • Checklists • Computer-assisted programs / electronic tools

18. When to Collect the Data Data can be collected: • At the start and/or completion of a program • As often as needed or required

19. How to Collect the Data • In-person interviews • Mail, phone, or Internet surveys • Focus groups • Observation

20. Recording/Tabulating the Data • Data is clearly documented • Data is transparent • Data integrity is maintained

21. Analyzing the Data Once all the information has been collected, the next step is to determine its meaning.

22. Quantitative data: • Make a copy of all master data, including completed questionnaires. Use these copies to make edits and notes. • Tabulate information. • If a question is a multiple-choice question, it may be useful to compute the average of the answers. • It may be useful to show the range or answers.

23. Qualitative data: • Read through all of the data • Organize data into categories • Identify trends or patterns

24. Once the data have been organized and analyzed, the next step is to: • Examine the trends, patterns, and relationships to determine what the data means to you. • Determine what story the data tells you about your program and how the information can be used to improve programs and services, staff performance, and the success of individuals you serve. • Derive conclusions and recommendations that result in program and service improvement.

25. Using and Reporting Findings The final step in data collection process is to report results. The report should contain: • A comprehensive summary describing the purpose • The methods used to collect the data • The findings • Recommendations

27. Data Collection Plan TOOLS AND RESOURCES

28. Framing Your Data Collection

30. HUD’s Neighborhood Networks – Evaluating Center Programs http://www.hud.gov/offices/hsg/mfh/nnw/resourcesforcenters/target/section11.pdf Department of Education – Understanding Evaluation Handbook http://www2.ed.gov/PDFDocs/handbook.pdf Bureau of Justice Assistance – Guide to Program Evaluation http://www2.ed.gov/PDFDocs/handbook.pdf U.S. General Accounting Office - Program Evaluation and Methodology Division. Washington, DC: https://www.bja.gov/evaluation/guide/documents/documentbb.html

31. Administration for Children and Families (ACF) - Office of Planning, Research and Evaluation (OPRE) http://www.acf.hhs.gov/sites/default/files/opre/program_managers_guide_to_eval2010.pdf Department of Health and Human Services – HRSA - Evaluating Your Community-Based Program Part https://www2.aap.org/commpeds/htpcp/evalguide1.pdf Department of Health and Human Services – HRSA - Evaluating Your Community-Based Program Part II http://www2.aap.org/commpeds/htpcp/EvalGuide2.pdf

32. Questions and Answers

33. Federal Staff Assignments by Region

34. Contact Information: Dianne Perrote, Project Director, Contractor dianne.perrote@luxcg.com Silvia Escalante, Senior Program Specialist silvia.escalante@luxcg.com Telephone Number: (301) 585-1261