DD Suite

1. DD Suite A Data Management and Reporting Tool for Councils on Developmental Disabilities

2. Today’s Presentation • What is the DD Suite? • What does the DD Suite do? • Why was it developed? • Design Features • System Features • DD Suite vs. OLDC • Benefits to DD Councils • DD Suite National Partnership • The Future

3. What is the DD Suite? • Web Based Data Management and Reporting System • Developed exclusively for DD Councils • Collect, monitor, and manage data • Federal performance reporting • Create historical archive of project information • 2008 CIO Top 100 award - Recognized for innovation in data management and reporting

4. What is the DD Suite?

5. What is the DD Suite?

6. What is the DD Suite?

7. What Does the DD Suite Do? • Collects and stores quantitative and qualitative data on Council sub-grants and all other Council activities • Provides a tool for managing, monitoring and reporting data • Provides a centrally located archive of all Council projects and activities • Generates the Program Performance Report (PPR) for Councils at the push of a button

8. Why Was The DD Suite Developed? • The Government Performance and Results Acts of 1993 (GPRA) • President’s Management Agenda (FFY2002 Budget) • Program Assessment Rating Tool (PART) • Increasing expenses with limited allotments require us to do more with less • Requires better, more accurate, more timely data

9. Why Was The DD Suite Developed? • Inefficiency in compiling information • Too much paper • Too much time • Inconsistencies in information reported • Important activities not reported, underreported • There has to be a better way • Reduce the burden of data collection • Streamline the process, make it ongoing • Consistency in reported data

10. Why Was The DD Suite Developed? • Universal Data • Must be well-defined • Must be collected in the same manner using the same or similar tools • Must be stored and analyzed in the same manner

11. Design Features • Database is web-based and can be accessed from any computer through the Internet • Designed to be intuitive for all users • Online help file defines concepts and terms to help grantees and staff understand Federal and state requirements • Grant application and reporting framework takes the guesswork out of writing grants, improves the effectiveness of approved grants

12. Design Features • Security • The DD Suite Server provides the necessary level of security at a fraction of the cost of other solutions with fewer administrative needs • Levels of access within the DD Suite allow for multiple users to access the site without compromising proprietary, confidential, or privileged information • Optional SSL encryption provides an additional level of security for those Councils that require it

13. Design Features • Accessibility • Designed for universal access • Takes advantage of many of the access features available in HTML and modern browsers • Text-based so users with visual impairments can use their own settings for increased contrast or other needs • Images are not used to convey information • Mouse pointing is not necessary to navigate the site

14. System Features • On-Line Features • Grants • Notices of Funding Availability • Grant Applications • Grant Awards, Contracting • Grantee Monitoring & Reporting • Grantee access to their own submitted reports and data • Council Activities • Staff/Council Members can enter, monitor, and manage Council activities

15. System Features

16. System Features

17. System Features • Can generate the annual program performance report (PPR) at the push of a button • Fully replicates the report currently submitted through the on-line data collection system (OLDC) • Creates files that have the capacity to be uploaded to the OLDC, eliminating the need for on-line data entry • When federal reporting format requirements change, the data dictionary changes are easily updated in the DD Suite

18. System Features • Reports • Active project lists for grants, Council activities, or both • Project specific reports on grantee performance and expenses • Project performance measures status reports • Project status reports for Council meetings • PPR performance measures lists by project and measures

19. DD Suite vs. OLDC

20. DD Suite vs. OLDC

21. DD Suite vs. OLDC

22. Benefits to DD Councils • Efficiency • Calculation by the MA DD Council showed • 40% reduction in administrative costs (2007) • Staff time to compile data for PPR reduced from 2.5 months to < 1 week • Staff time to complete the PPR reduced from 2 weeks to 1 day • Reduction in turnaround time for new grants of up to 700% from the paper method in some instances

23. Benefits to DD Councils • Effectiveness • Number of performance measures reported increased by 31% after adoption of DD Suite • Giving grantees access to data helped to improve effectiveness by keeping them focused on the objectives of the grant • Reports are more accurate, and supporting data for reported figures are readily available

24. Benefits to DD Councils • Implementation • DD Suite has been designed by Councils and built by Councils for the use of Councils • While each Council has different state requirements, our federal reporting requirements are all the same • The DD Suite is flexible and adaptable, allowing for streamlined implementation • New Councils can be added in as little as 3 days

25. DD Suite National Partnership The partnership continues to evolve with active users, Councils piloting the DD Suite, and those investigating adoption of the DD Suite.Today, there are approximately 40 Councils involved in the partnership.

26. DD Suite National Partnership

27. DD Suite National Partnership

28. DD Suite National Partnership

29. DD Suite National Partnership

30. The Future • Announcing New Modules! • PPR • PPR Reporting Module – Ready now! • Aggregates data from the DD Suite to prepare the report • Supports manual entry and creation of the PPR, even if not utilizing the data management features in the DD Suite • Fiscal • Fiscal Reporting Module – Ready now! • Allows Councils to use the DD Suite to generate required Federal reports (ADD02B, SF425) • Fiscal Planning Module - Ready for FY2011! • Allows Councils to plan and project expenses, obligations, and encumbrances.

31. The Future • Partnership Continuous Improvement Program • Partnership manages implementation of the DD Suite project • Users identify potential system enhancements • Enhancements • New Features Planned • Five-Year Strategic State Plan Module (2011) • New Charts and Graphs • Grantee Communication and Activity Logs • Audit Trails for Budget and Programmatic Activities • Press releases • Grantee surveys • Customer Satisfaction surveys • Grant award letters and federal assurance forms • Congressional and State correspondence letters

32. The Future • Enhancements, Continued • Public Information Module • Will allow public access to certain information about Council projects • To engage the public and create an awareness of Councils • Will increase transparency and accountability for programs

33. Questions? • THANK YOU!