Quarterly Reports

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Quarterly Reports

• What everyone wants to know
• Texas DSHS HIV Prevention
• Contractor Kick-off Meeting
• September 11-12, 2007
• Presenter Trish Larwood, Field Operations
  Consultant

2
Overview

• By the end of this session participants will be
  able to
• Briefly describe quarterly report roles and
  responsibilities
• List three Tips in completing reports
• Discuss one change to the report format

3
Contractor Role Responsibilities

• Submits accurate and complete quarterly reports
  on required schedule

4
CMU Role Responsibilities

• Receive reports
• Do a first-line review of reports
• Make reports available for programmatic review
  (The official state keeper or repository)
• Track delinquent reports

5
Field Operations Role Responsibilities

• Review content of report for accuracy and
  completeness
• Communicate with Contractor and CMU of any needed
  revisions
• Communicate with Contractor and CMU when report
  is complete and accurate

6
TIPS for Report forms

• Use the most current forms
• Check every quarter to see if format has been
  revised
• Go to the website at  http//www.dshs.state.tx.us/
  hivstd/fieldops/page9.shtm  

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Website
8
Tips for Cover page

• Complete cover sheet accurately
• Scope of workPrevention
• Source of FundsFederal or State
• Contract No. Begins with the year
• Provides important information
• Who to send it to
• When is it due

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Cover page(top)
10
Cover page(bottom)
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Tips for Section I PROGRAM ISSUES EVALUATION OF
OBJECTIVES

• A. Insert the specific intervention chart in
  this section
• Ensure that your performance measures are correct
• Complete by using the appropriate data collection
  and submission system (RECN, CRCS spreadsheet
  summaries, EBI data sheets, so on)

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Tips for Section I PROGRAM ISSUES EVALUATION OF
OBJECTIVES

• B. Discuss the reasons for shortfalls
• Address each shortfall
• Be clear about what intervention and what process
  objective you are referencing
• Some examples, staff issues, barriers
• Describe what youve tried, how did it work, what
  will you try next to meet the objective

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Tips for Section I PROGRAM ISSUES EVALUATION OF
OBJECTIVES

• Discuss reasons for exceeding
• What worked?
• How did it work?
• Share your successes!
• What program changes (if any) are being made?

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Tips for Section IIQuality Assurance

• What goes in this section?
• Summary of quality assurance activities
• Include a description, patterns noted
• What program changes will result from these
  activities?
• File audits, staff meeting, client satisfaction
  survey, staff observations, staff trainings, EBI
  tailoring requests

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Tips for Section IIIOutcome Monitoring

• Provide a summary of outcome monitoring
  activities
• These are not process objectives
• Submission of evaluation tools to DSHS for
  approval, collection of data, etc.
• If you are not currently conducting OM, then
  state it

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Tips for Section IVCollaborative Efforts

• Describe collaborative efforts with other
  programs.
• Describe activities that took place as a result
  of collaborative effort, personnel involved, and
  the participating agencies.
• Substance abuse, STD, TB, Ryan White programs EBI
  providers including those you have MOUs with.

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Tips for Section VProgrammatic summary

• Provide summary information on significant
  events/trends
• Successes and achievements
• Changes in program activities
• Staff changes
• Be specific which intervention you are referring
  to or if it is a general program-wide highlight

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Whats new?

• Keep your eyes open for a new Quarterly report
  format on the website.
• WHAT???

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Whats new is

• The Administrative Data Workbook
• Replaces Section VI. Personnel
• Tracks activities for entire contract period
• Update each quarter due with the rest of your
  report
• It is an Excel workbook
• Personnel log
• Training
• Monitoring

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Tips in completing the Administrative Data
Workbook (Excel)

• Start by reading through all of the instructions
• Begin completing as soon as you get back to your
  agency
• Training log-Tracks DSHS required trainings. Put
  other trainings in QA section.
• Monitoring-Tracks staff observations. Put file
  reviews and other QA activities in QA section
• Lets experiment

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Further Assistance

• General questions
• Contact the Contract Management Unit (CMU)
• Susana K. Garcia, Monitoring Oversight Manager
• E-mail Susana.Garcia_at_dshs.state.tx.us
• Phone [phone] Ext. 2118
• Programmatic questions
• Contact your Field Operation Consultant
• Phone [phone]

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Quarterly reports

• Thank you for your participation and your work in
  the community!