Board Policy Revisions

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Accountability
Training
Friday, August 24, 2007 9 am - 12 noon
JWB Childrens Services Council of Pinellas County
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Board Policy Revisions
Presented By Lisa Sahulka Director of Contract
Management, Finance Research
JWB Childrens Services Council of Pinellas County
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Purpose

• Updated
• Simplified
• Reorganized
• Eliminated redundancy

JWB Childrens Services Council of Pinellas County
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Overview of changes

• Fund Criteria No change
• A.S.S.E.T. Policies Changes will be
  proposed next year
• Funding Process Additions to this section
• Funding Eligibility Significant changes
• Funding Categories Reduced
• Measurement system Clarification
• Fiscal policies minor changes

JWB Childrens Services Council of Pinellas County
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Funding ProcessHighlights

• Changes
• Competitive process definition
• Sole Source

Primarily Competitive
JWB Childrens Services Council of Pinellas County
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Funding Process Highlights

• Eliminated references to Community and Human
  Development, Personal Problem Solving and Support
  and replaced with statement of alignment with the
  Boards Strategic Plan.

JWB Childrens Services Council of Pinellas County
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Overview of changes

• Funding Eligibility Significant changes
• Funding Categories Reduced
• Measurement system Clarification
• Fiscal policies minor changes

JWB Childrens Services Council of Pinellas County
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Funding EligibilitySignificant changes

• All funded staff MUST be background screened
• BEST training for staff working directly with
  youth ages 11-18
• Services targeted for at-risk populations

JWB Childrens Services Council of Pinellas County
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Funding Eligibility Significant changes

• Fee scales must be submitted with budget. Revenue
  earned in the program stays in the program.
• Attendance records are required
• Agencies are required to provide access to
  documents, clients and staff related to JWB
  programs

JWB Childrens Services Council of Pinellas County
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Overview of changes

• Funding Categories Reduced
• Measurement system Clarification
• Fiscal policies minor changes

JWB Childrens Services Council of Pinellas County
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Funding CategoriesReduced

• Included
• Continuation funding
• Research Evaluation
• Community Contingency

• Eliminated
• Merger and Consolidation
• Program Contingency

• Added or Combined
• - Capital and Technology
• - Pilot Programs
• - Expansion Funding

JWB Childrens Services Council of Pinellas County
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Overview of changes

• Measurement system Clarification
• Fiscal policies minor changes

JWB Childrens Services Council of Pinellas County
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Measurement System

• Site visit
• Fiscal

• ASSET

• Contractual
• compliance

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Measurement System
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Fiscal

• Disaster Policy

• JWB would reimburse for 60 days (could be
  extended)
• Agency agrees to comply with requests of JWB and
  the Human Services Disaster Recovery Task Force.
• Executive Director can allocate funding at his or
  her discretion
• Executive Director can approve new contracts to
  respond to the emergency

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Timeline for implementation

• Phase 1 Board policy revisions recommended
  October 2007
• Phase 2 ASSET revisions developed
• Phase 3 ASSET policy revisions recommended
  October 2008

JWB Childrens Services Council of Pinellas County
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Contract Changes
Presented By Rod Cyr Performance Unit Manager
JWB Childrens Services Council of Pinellas County
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Attachment 1General Conditions

• If there is any discrepancy between
  program-related documents and this agreement,
  this agreement pre-empts all other documents.
• Any changes in non-JWB revenue must be reported
  to JWB.

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General Conditions

• Deleted requirement that all requests for any
  other financial support must be reported to JWB.
• Must adhere to SAMIS Business Rules.
• Staff with responsibility for SAMIS data entry
  must be trained in SAMIS within 60 calendar days
  of hire.

JWB Childrens Services Council of Pinellas County
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General Conditions

• Programs charging a fee for services supported by
  JWB must forward a copy of the fee scale to JWB.
• Must provide JWB access during program monitoring
  to participant files, staff, and participants
  without program supervisor presence
• Must cooperate with JWB corrective action policy
  and procedures

JWB Childrens Services Council of Pinellas County
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General Conditions

• Lead agencies are responsible for monitoring
  subcontracts.
• Must report any critical incidents to JWB
  including anything that may reflect negatively or
  critically upon JWB.
• All staff employed in a program funded by JWB are
  required to undergo a national background check.

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Conditions That Have Not Changed Require Special
Attention
BUT

• Copies of board membership name, address, contact
  information, position on the board, and board
  meeting schedule.
• Copies of board approved meeting minutes.
• Audit, management letter, and agency response (if
  any).

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(Special Attn contd)

• Report changes in key staff to JWB.
• Report any changes in program methodology,
  receive JWB approval prior to proceeding.
• Subcontracts funded with JWB funds must be
  forwarded to JWB for review prior to
  implementation.

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(Special Attn contd)

• Subcontracts are subject to the conditions of the
  agreement.
• Maintain agency and program information in the
  211 Tampa Bay Cares database.

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Before signing the agreement

• Read the document.
• Review legal name, allocation, special
  conditions, measurable objectives, contract
  service levels, group activities, service areas,
  budget, and sources of revenue.
• Discuss any concerns with your contract manager.

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Return the signed document to JWB as soon as
possible
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Measurable Objectives
Presented by Starr Silver, Ph.D. Director of
Research Evaluation
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Measurable Objectives

• Purpose Importance
• Their role in JWB performance management
• Limitations Advantages
• Implications of new approach

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Purpose of Measurable Objectives and their
Importance

• What gets measured, gets done
• Gives feedback to program director and staff on
  how well it is getting done
• Gives JWB information on how well it is getting
  done
• Helps communicate with Board public

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Role of Measurable Objectives

• Measurable Objectives are part of JWB performance
  management system
• ASSET
• Site visits
• Fiscal strength
• Adherence to program methodology
• Contracted service levels

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Limitations of Measurable Objectives

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• Paper and pencil measures dont tell the whole
  story

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Fear about
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Advantages of Using Measurable Objectives

• Focus
• Accountability
• Communicates outcomesto funders and public

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MO Team Process

• Contract Managers, Research Evaluation Staff,
  Community Planners
• Reviewed measures for validity, reliability,
  feasibility of measuring in real world settings
• Reviewed trends in measured, met MOs, program
  methodology

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Goals

• Smaller number of instruments
• Standard set of instruments for like programs
• Training and Support Plan for programs
• SAMIS and business rules
• Corrective Action Plan
• Valid reliable and feasible to administer

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Measurable Objectives Changes

• Old New
• Program collected school, JWB will get results
• DJJ, or maltreatment data from these systems
• Progress on support plans Goal Attainment
  Scaling
• Youth development programs Healthy Kids Survey
• Satisfaction Eliminated
• Follow-through on referrals Independent
  verification

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Goal Attainment Scaling

• Developed by Kiresuk and Sherman in 1968
• Measures achievement of treatment or program
  intervention goals
• Can address different kinds of issues
• Can accommodate different numbers of goals
• Produces a Goal Attainment Scaling Score to track
  progress

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Establishing S.M.A.R.T Goals and Measuring
Outcomes
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Characteristics of SMART Goals

• Specific
• Measurable
• Attainable
• Realistic
• Time bound

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Specific

• Specifics help focus and define the overall
  effort and tasks involved
• Goals are no place to be vague ambiguous goals
  produce ambiguous results

• Specifics establish
• Who is involved
• What is to be accomplished
• Where it will be accomplished
• When it should be accomplished
• Which conditions are to be met (requirements and
  constraints)
• Why it is important (purpose or benefit)

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Measurable

• If you cant measure it, you cant manage it
• Establishing concrete criteria for measuring
  progress helps to
• Stay on track
• Reach target dates
• Observe change
• Know when the goal has been accomplished

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Attainable

• Goals need to stretch and challenge current
  capabilities
• Goals that are unreachable at the onset, lead to
  negative experiences and frustration
• Attainable does not mean EASY

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Realistic

• Set the bar high enough for satisfying outcomes
  that participants are both willing and able to
  work toward
• The learning curve should not be a vertical slope
• Ask what conditions would have to exist to
  accomplish the goal

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Time bound

• Without a timeframe, there is little urgency to
  begin or continue to take action
• Time must be measurable, attainable, and realistic

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Training Supportfor Goal Attainment Scaling

• Training on Goal Setting Measuring --
  September 17 and 24
• Refreshers every other month
• FY 07-08 is a transition year

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Implementing Goal Attainment Scaling

• September 17 and 24 Initial Training
• Hands-on support
• Refresher training

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Data collection entryfor programs with new
MOsRemainder of FY 06-07 Continue with
current measuresFY 07-08 A phased approach to
new measures will be implemented
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Scenario 1 Pre-Test and Post-Test MO The
pretest Client excused
was done using from new
measurethe old measure in 07 08in FY 06 - 07
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Scenario 2 Post-Test Only MO

• Post-test only-- Program and No pre-test MO
  specific -was done in Contact your FY 06 07
  Contract Manager

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Programs will have time to complete data
collection for all clients served in FY 06 07
who are ready for measurement before 10/1/07
using the old measures.Data entry for FY 06
07 is due by 11/2/07Expired MOs cannot be
viewed after 11/2/07 unless the program contacts
Pam Needham at pneedham_at_jwbpinellas.org
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SAMIS DATA COLLECTION
Presented by Susan Rowden Senior Program Analyst
JWB Childrens Services Council of Pinellas
County
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What Is SAMIS ?

SAMIS stands for Services and Activities
Management Information System
It is a database used to collect and measure
data about the participants in your program
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SAMIS
Required field 10/01/07

• Foster Care

The following fields will be required if your
program serves these populations
Special Needs Teen Parent TANF (Temporary
Assistance for Needy Families)
Please have intake forms updated!
JWB Childrens Services Council of Pinellas County
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CDG Data Cleansing
SAMIS
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Data Cleansing EnhancementsParticipant Issues
SAMIS

• Lists participants where the same Reason for
  Participation has been selected as the Primary
  and Secondary Reason.
• Lists participants where the same
  Activity/Service has been selected as the Primary
  and Secondary Activity/Service.
• Lists participants were a Referred To selection
  is made in addition to No Referral Made.

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SAMIS
Data Cleansing EnhancementsMO Issues

• Participant does not have any open episodes but
  still has an open service component with
  non-follow-up objective(s) (service component
  should be closed)
• Participant has an open episode but is attached
  to a service component with follow up
  objective(s) (review status and either close
  episode or delete follow-up service component)

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SAMIS Enhancement
Administration Points Due Report
Enhancement released fall 2007
A P Due Report
AP Due Date Programming Target Completion Spring
2008
JWB Childrens Services Council of
Pinellas County
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(SAMIS Enhancement Cont'd)

• AP Due Report can then be run for any date due
• This enhancement will eliminate the need
  for Program Staff to manually track when to
  measure participants

JWB Childrens Services Council of Pinellas County
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SAMIS Data Entry Deadline for FY 06-07
REMINDER!

• The Static Database for 06-07 that will be used
  for the 06-07 Performance Report will be created
  on 11/5/07
• Friday COB 11/02/07

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Oh Gosh, What Did I Do?
Corrective Action Plans
Presented By Karen Sierra Senior Contract Manager
JWB Childrens Services Council of Pinellas County
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CAP
The Corrective Action Plan
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It's A Tool
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What Is It?
The Corrective Action Plan, a.k.a. CAP, is a
plan implemented by JWB to resolve and/or correct
any serious or substantial non-compliance issues
in the contract between the funded agency
and JWB Childrens Services Council
How Is It Determined?
An agency can be identified as needing a CAP,
through annual contract monitoring review or an
A.S.S.E.T. review
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Examples of why a CAP may be issued

• Failure to comply with the special and general
  conditions of the contract.
• Disallowances of 5,000 or more.
• Breaches of standard accounting procedures or
  uncorrected past breaches.

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(Examples contd)

• Failure to attain A.S.S.E.T. certification in a
  contract compliance standard.

• Breach of the program methodology.

• Failure to meet contracted services level(s)
  (CSLs) for primary participants for 2 (two)
  consecutive years.

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(Examples contd)

• Failure to meet measurable objective(s) for 2
  (two) consecutive years.
• Failure to measure 100 of eligible primary
  participants scheduled to be measured within a 12
  (twelve)-month period (less acceptable reasons
  for not collecting the data).

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The Executive Director or his/her designee
may decide to suspend payment per
Board Policy, Funding Guidelines 2 13
Withholding of Reimbursement, for egregious
policy violations
FINALLY
The JWB Childrens Services Council Executive
Director or his/her designee may decide to
terminate a contract
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Remember ! ! !

• The JWB Executive Director must approve the
  agency/program to be placed on corrective action
  and the CAP to be put in place.
• The entire Corrective Action process
  will not exceed ten (10) months.

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• Agency Responsibilities

• JWB Responsibilities

• Contract Manager prepares letter and CAP.
• JWB ED approves CAP issues CAP to agency
• Meeting with agency to review CAP/Technical
  assistance provided throughout by contract
  manager
• CAP is reported to JWB Board
• 3 month review completed by the Contract
  Manager/Report sent to agency
• End of 6 month monitoring review completed by
  Contract Manager/Report sent to agency
• Scheduling of meeting between agency and JWB to
  discuss results of CAP

• Certified letter and CAP received by agency ED
  and Board Chair.
• Meeting with Contract Manager to review plan.
• Up to 30 days to submit a response and course of
  action.
• Up to 4 months to put course of action into
  place.
• Monthly reports submitted to JWB on
• Progress/ 6 months monitoring
• Comply with scheduled and unscheduled site
  visits.
• Agency Board minutes should reflect CAP and
  progress

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If Corrective Action Plan is not met the
following action(s) may include

• Compliance report to the JWB Childrens Services
  Council Board of Directors
• Formal notification to the agency Board of
  Directors
• A 6 (six)-month contract renewal
• Additional sanctions
• Revocation of current A.S.S.E.T. certification
• A funding denial
• Or any other action as directed by JWB Childrens
  Services Council

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C.A.P. HERO
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We Want To Partner With YOU!
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The JWB Childrens Services Council reserves the
right to waive these requirements of the
aforementioned stated procedures where warranted
by special circumstances.
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FISCAL
Update
Presented By Rodney MacKinnon Fiscal Analyst
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What We Fund
Evidence-Based
Cost Effective
Non-discriminatory
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What We Don't Fund
Activities Under the Jurisdiction of the School
Board
Most Capital Expenses other than Equipment
Renovation Funding
Direct Medical Expenses
Programs Requiring Worship or Regular Religious
Instruction
Supplementation of Ongoing Reserves
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What Else We Don't Fund
Debt Service
Fundraising
Expenses from Another Fiscal Year
Contributions to Charities or Political Campaigns
Supplantment of Existing Funding by another
Agency without Board approval
Anything not in the best interest of JWB at the
Board's discretion
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Disallowances
Sales Tax
Late Fees
Check Sent After Reimbursement by JWB
Other Expenses Not Delineated in Your Contract
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New Administrative Cost Policy
Limited to 17 of the Total Program's
Allocation from JWB
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Thank You for Your Time and Attention ! ! !
JWB Childrens Services Council of Pinellas County