Data reporting system for Community Builders

1. Data reporting system for Community Builders Training for Service Providers September/ October 2011

2. Data Reporting Workshop The purpose of today’s workshop is to guide you through the online data reporting system. We will show you how to enter project activity details and how to access the surveys. And... answer any questions you may have

3. Workshop program • Background – context, purpose and scope • Project data – overview - activity level information - project level information - feedback • Outcomes surveys – overview • timing

4. Background • Transition from CSGP to Community Builders • Service Activity Descriptions • Community Hub • Community Capacity Building • Community Skills Development • Community Sector Development • Performance-based Service Specifications • Consistent data reporting • Performance Monitoring Framework (PMF)

5. Importance of Data Reporting • To consistently measure and report on the number and types of services delivered by Community Builders services across NSW • To be able to report outcomes • To improve the program

6. Data Use • To assess project effectiveness against the service specification • To measure the project’s contribution to the model and program • To contribute to program evaluation

7. Principles for Data Reporting • Minimise the reporting costs for service providers and Community Services • Only collect data that will be used and is meaningful for compliance or evaluation • Simplify systems for data collection, storage and analysis

8. Key Concepts • This is reporting system not a management information system • Reporting against Community Builders funding and your service specifications • Project data items vs outcomes data

9. Key Concepts cont’d • Snapshot vs whole period data • Occasions of service • Outlets are reported separately

10. Scope ARTD was engaged by Communities and Early Years to develop a data reporting system to cover the 4 Community Builders service activity descriptions (SADs). Each of the SADs has performance measures and data is reported under : • outputs (how much?) • quality (how well?) • outcomes (is anyone better off?). Output data is reported through the on-line portal. Quality and Outcomes data is collected through service user surveys.

11. Data Reporting • The system will be piloted for one year • Data will be reported through a web-based system • Each project will have its own data reporting web page • Access to this system will be distributed by email • Service providers may submit their project data as a data file

12. Project Data • Will be submitted via an on-line portal • One entry point regardless of the number of SADs • Can be submitted incrementally or at the end of the reporting period • Projects will only report to the activities defined in their Service Specifications

13. The data portal - a tab for each SAD All projects will have their own data collection web page. These pages will be customised to the Service Specifications of each project. There will be a tab for each SAD a project is funded under.

14. Activity data – Snapshot and whole period • Most data covers the whole reporting period. • Two pilot periods to start with July- Dec 2011 and Jan-June 2012. • In Hubs and Community Capacity Building there are a few activities where data will only be collected in ‘snapshot’ months: May and Oct (Nov this year)

15. Overview of data required

16. Snapshot data form The activities requiring snapshot data appear first in each SAD – shown below under a Hub portal page

17. Snapshot data form Once ‘submit’ is clicked you cannot access the data. Use ‘save draft’ if you want to edit later

18. Whole period activity data Data for all other activities is entered by clicking the ‘add’ button next to each activity.

19. Adding activity data When you click ‘add’ a pop-up where the data is to be entered appears. * Denotes mandatory fields – most fields are mandatory

20. Summary of activity data When activities have been entered, they will be visible in summary form, with running totals.

21. Community Hub activities

22. Hub pop-ups - events

23. Hub pop-ups – community plans

24. Hub pop-ups – networks

25. Community Capacity Building activities

26. CCB pop-ups – resource development

27. CCB pop-ups – networks/ groups

28. CCB pop-ups – social inclusion programs

29. Community Skills Development activities

30. Key term – Attendances Programs Please name all of the community activity programs your organisation held during the reporting period e.g. a community safety program or a community garden. Your Community Garden club meets 20 times in 6 months, with total attendance of 293

31. Community skills development

32. Community Sector Development activities

33. Key term - Organisations represented You hold an RBA training program with 4 sessions. 12 people attend all 4 sessions, and 1 attends 3 That is, 4 x 12 +3 = 51 participants. Of the 12, 8 people come from 3 NGO’s, 2 from different Councils, and 2 from regional offices of Community Services

34. Community sector development .

35. Outcome Survey relationship to key tasks

36. Outcome surveys • Each project will need to administer a number of outcome surveys. Which surveys and when will be determined by the business rules, and by decisions made at regional office. • The surveys that a project is required to administer will appear on this tab. • Only use surveys printed from your portal.

37. Which surveys and when to use

38. Which surveys and when to use

39. Outcomes Surveys –Demography and priority groups The surveys will provide demographic information about project participants – ‘how well?’ • Sex • Age • ATSI origin • Other language at home • Main income source • Financial disadvantage • Social exclusion • Postcode

41. Project level data • 3 optional questions: • Project highlight • % funded time spent on coordination/ administration • % funded activity not covered in reporting data

42. Project survey

43. Feedback form Providers will be asked to provide feedback through the online feedback form available through the project data collection website.

44. Reporting • Service Providers will receive an annual report • It will include outputs data, survey summaries and regional/state averages • CPOs will also receive a copy of this report to assist them with the PMF 44

45. Where can I get help? • The ? Buttons on the system • Service Provider User Guidelines • ARTD telephone help • SRSOs for queries about your service specification or key tasks • Changes to contact details email: communitybuildersdata@facs.nsw.gov.au • LCSA and YAPA 45

46. What’s next? • You will receive your personal portal link via email in mid October • The first snapshot period (for Info & Referral and Services Coordinated) starts in November • The first reporting period is July-Dec 2011 • Close off date for entry of Jul-Dec data is 27 January 46

47. Any Questions?

48. LCSA & YAPA LCSA – Transition Resource Project Officers Lyn Lormer Lyn@lcsa.org.auCan Yasmut Can@lcsa.org.au YAPA – Youth Sector Support Coordinator Sophie Trower Kit@yapa.org.au