ELEMENTS OF A GREAT PROGRAM REVIEW

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ELEMENTS OF A GREAT PROGRAM REVIEW

• DSHS Prevention Contractor Kick-Off Conference
• September 11-12, 2007

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Agenda
What is a Good Program?

• DSHS Field Operations Consultant
• Preparation
• Review
• Follow-up
• Response
• Sanctions Process

• DSHS Prevention Contractor
• Preparation
• Review
• Follow-up
• Response
• Sanctions

Standard Review Schedule
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What makes a Good Program?

• Testing
• Multiple tests with high risk active populations
• Finding new HIV positives and linking them to
  care
• CRCS
• Transition clients to graduation through
  behavioral change
• GLI and CLI
• High of clients completing all sessions

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What are Good Program Practices?

• Program staff are hired and trained as soon as
  possible
• Program staff complete each intervention with
  fidelity
• Policies and procedures are developed
• Program maintains good communication with Field
  Operations Consultant
• Program exhibits problem solving capability
• Quarterly reports are complete, accurate and on
  time
• Program is fully prepared for DSHS site review

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DSHS Field Operations Consultant

• Site Review Preparation
• Coordinates dates with contractor and regional
  staff
• Informs contractor within 30 days of visit
• Reviews contractor work plan, objectives and
  Quarterly Reports
• References RECN (DSHS data base) entries
• Checks last complete site review report
• References CRCS and EBI data

6
DSHS Field Operations Consultant

• Review
• Prepares agenda for review
• Outlines review process at entrance interview
• Observes program sessions
• Attempts to observe all program staff delivering
  programs
• Informs contractor about missing documents
• Meets with other DSHS reviewers to discuss visit
• Addresses areas for improvement at exit interview
• Informs contractor about Technical Assistance

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DSHS Field Operations Consultant

• Follow up
• Completes Risk Assessment Tool (RAT) upon return
• Starts sanctions process if required
• Forwards promised documents/tools
• Drafts site review report with input from other
  reviewers
• Agrees upon final draft
• Mails final report and FOPs feedback form

8
DSHS Field Operations Consultant

• Response
• Checks response from contractor within 10 days of
  receipt
• Informs contactor if response is not satisfactory
• Mails letter of closure when response complete
  and accepted

9
DSHS Field Operations Consultant

• Sanctions Process
• Prepares draft defining reasons for sanctions and
  level of sanction and outlining corrective
  actions to be taken by contractor
• Draft is approved by Field Operations Manager
• CMU (Contract Management Unit) mails final
  sanctions letter

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DSHS Prevention Contractor

• Site Review Preparation
• Ensures that data entry is current
• Shares prevention review tool with program staff
• Prepares Review Binder containing
• Copies of Program and administrative documents
• Documentation to match review tool sections
• Checks client files for contents
• Makes room available for reviewers
• Sets client appointments for DSHS observation of
  interventions

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DSHS Prevention Contractor

• Review
• All program staff attend the entrance interview
• Program Manager/staff are available for questions
• Missing documents can be provided during site
  visit
• Program staff confirm clients permission for
  reviewers to observe counseling sessions
• All program staff and Executive Director attend
  the exit interview
• Board Chair invited to attend exit interview or
  represent Executive Director

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DSHS Prevention Contractor

• Follow up
• While waiting for DSHS report
• Program staff commence work immediately after
  exit interview on improvements suggested by
  reviewers, e.g. missing policies/procedures,
  incomplete client charts

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DSHS Prevention Contractor

• Response
• Contractor responds to requirements listed in
  completed report within 35 days of date on
  accompanying letter
• Attachments/documents/timetables or other items
  requested must be included with response

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DSHS Prevention Contractor

• Contractor if placed on Sanctions
• Develops plan with time lines to address program
  improvements
• Contacts Field Operations Consultant for
  Technical Assistance
• Contacts DSHS Regional staff for on site
  Technical Assistance if needed
• Ensures all time lines are met
• Prepares for follow-up site review in six months

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Standard Review Schedule

• Consultant has 45 days to mail out report to
  contractor
• Contractor has 35 days from date on DSHS letter
  for DSHS to receive a response
• Consultant reviews response within 10 days
• If response is acceptable
• Letter sent accepting response and closing the
  review
• If response is unacceptable
• Consultant will work with the contractor stating
  timelines for receipt of additional changes
• When total response is acceptable, close-out
  letter is mailed to contractor

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Thank you

• Have great site reviews!