Self Assessment

1
Self Assessment Standards Training

• June 25, July 1
• 2008

2
Todays Objectives

• Highlight Self Assessment changes
• Show how Self Assessment items relate to
  Standards indicators
• Feature key findings from previous Self
  Assessments and Standards reviews.

3
Traditional Self Assessment Uses

• To account for collaborative and strategy
  implementation.
• To guide decision-making.
• To answer stakeholders questions about
  collaborative and strategy implementation.
• To publicize the work of collaboratives.

4
To guide decision makingKey sectors on
collaborative board
5
To answer stakeholders questionsCollaborative
Governance Type
6
To publicize the work of collaboratives
Dollars leveraged by collaboratives
7
To publicize the work of collaboratives
Dollars leveraged by collaboratives
8
Recent Self Assessment Uses

• To provide data for GaFCP outcome analyses.

9
To provide data for GaFCP outcome analyses
High School Graduation Rates Among
Early- and Late-Forming Collaboratives
10
Recent Self Assessment Uses

• To provide data to determine collaborative
  performance in relation to Family Connection
  Standards for Excellence in Collaboration and
  Community Decision-Making.

11
Why We Have Standards

• Guideposts of progress toward full collaboration
• Acknowledge and celebrate achievements
• Identify areas for potential growth or
  improvement.

12
Why We Have Standards

• Evidence of GaFCP accountability for implementing
  core collaboration practices across the state to
• State and local board members,
• Legislators
• Policy makers

13
Why We Have Standards -

• Proviso
• You must be earnest.
• We must be able to convince stakeholders the
  assessments are credible.

14
Re Earnest Credible

• The Self Assessment is a self-report.
• GaFCP staff do not recognize or correct
  mistakes!
• What is submitted (including typos and
  inaccuracies) goes into the GaFCP Database.
• Print and double check your Self Assessment
  entries before you hit the submit button in
  CIMS.

15
Standards Workgroup Composition

• One collaborative coordinator from each region,
  selected by the region.
• GaFCP staff.
• GaFCP consultants.

16
Standards Workgroup Role

• To develop and implement the Standards and
  related documents and procedures.
• Standards indicators have been added, deleted or
  modified.
• Self Assessment items have been added, deleted or
  modified.

17
Self Assessment Standards Facts Figures

• Just over two-thirds (69) of the 45 meets
  Standards indicators are measured by the Self
  Assessment.
• The remainder (31) are measured
• by plan and report reviews by GaFCP, and
• number of member surveys submitted.

18
Self Assessment Standards Facts Figures

• Nine (20) of the 44 proficient indicators are
  measured by the Self Assessment.
• The other 35 (80) are measured by
• plan and report reviews,
• member survey content, and
• portfolio of specified collaborative documents.

19
Findings from Meets Standards Reviews
20
Findings from Initial Proficient Screening,
Spring 2008
21
Major Self Assessment Changes

• New due date of September 2.
• Several questions removed, especially those now
  covered in the quarterly report.
• Programs and Activities, including Medicaid
• Systems Changes
• New items and modifications throughout other Self
  Assessment questions.

22
Question 1a products, protocols structures

• Tangibles.
• 3 Year Strategic Plan implementation period
• Tangibles developed/in use either during OR in
  preparation for the 3 Year Strategic Plan
  implementation period?

23
Question 1a products, protocols structures

• Governance
• CA1 Collaborative membership requirements.
• CA2 Collaborative by-laws and/or written
  procedures.
• CA3 Executive or governing board/body.
• CA4 Sub-committee structure (examples finance,
  evaluation, personnel.)
• CA5 Member roles responsibilities.

24
Question 1a products, protocols structures

• Planning Evaluation
• CA11 Comprehensive community assessment managed
  by the collaborative.
• CA12 3 year strategic and/or annual plan approved
  by the collaborative.
• CA13 Annual evaluation plan approved by the
  collaborative.
• CA14 Annual results evaluation report approved by
  the collaborative.

25
Question 1a products, protocols structures

• Budgeting Finance
• CA21 Fiscal inventory - level of resources
  applied to strategies.
• CA22 Community resource map - resources directed
  toward a specific strategy.
• CA23 Cost analysis of collaborative strategies.
• CA24 Written annual budget - approved by
  collaborative.

26
Question 1a products, protocols structures

• Budgeting Finance (Contd)
• CA25 Written fiscal policies and procedures -
  funds not handled by fiscal agent for the Family
  Connection grant.
• CA26 Collaborative process for resource
  development and sustainability.

27
Question 1a products, protocols structures

• Budgeting Finance (contd)
• CA27 Fiscal agent(s) written procedures for
  (check all that apply)
• compensation benefits.
• purchasing.
• contracting.
• reimbursement of travel and other expenses
• internal controls.

28
Question 1a products, protocols structures

• Budgeting Finance (contd)
• CA28 Collaborative member knowledge of how to
  access fiscal agents written procedures (see
  CA27.)
• CA29 finance or other designated committee that
  is responsible for fiscal oversight, budget
  development and other fiscal processes.

29
Question 1a products, protocols structures

• Communication Publicity
• CA31 Collaborative website.
• CA32 Resource guide and/or directory of
  agencies/services.

30
Question 1b ongoing activities

• Activities that occurred throughout the year.

31
Question 1b ongoing activities

• Governance
• CA41 Broadened collaborative membership to
  reflect all segments of the community.
• CA42 Collaborative members were involved in
  decision-making.
• CA43 Collaborative decisions were documented in
  meeting minutes or other records.

32
Question 1b ongoing activities

• Governance (Contd)
• CA44 Collaborative meetings occurred (check
  only one)
• monthly.
• bi-monthly (that is, every other month.)
• quarterly.
• other (please specify)
• CA45 Linked with other collaborative(s) within
  the county.

33
Question 1b ongoing activities

• Planning Evaluation
• CA51 Annual/strategic planning committee (or
  equivalent) with multiple members met regularly.
• CA52 Evaluation committee (or equivalent) with
  multiple members met regularly.
• CA53 Strategy team (or equivalent) with multiple
  members met regularly.

34
Question 1b ongoing activities

• Planning Evaluation (Contd)
• CA54 Developed best practice strategies based on
  research.
• CA55 Kept records and shared data for evaluation.
• CA56 Multiple collaborative members were engaged
  in data collection, data provision or some other
  role in evaluation process.

35
Question 1b ongoing activities

• Planning Evaluation (Contd)
• CA57 Conducted strategy level evaluation.
• CA58 Evaluation findings were provided to
  collaborative members to monitor progress toward
  goals and benchmarks.

36
Question 1b ongoing activities

• Budgeting Financing
• CA71 Finance committee (or equivalent) with
  multiple members met regularly.
• CA72 Redirected existing funds controlled by the
  collaborative to support plan implementation.
• CA73 Local partners supported collaborative
  strategic plan implementation (examples staff,
  funding.)

37
Question 1b ongoing activities

• Budgeting Financing (Contd)
• CA74 Partner agencies worked together to develop
  resources (examples joint grant writing or fund
  raising.)
• CA75 Developed long term financing/sustainability
  strategies for the collaborative process.

38
Question 1b ongoing activities

• Budgeting Financing (Contd)
• CA76 Allocated local government funds received
  for the implementation of the community plan.
• CA77 Written financial reports were presented at
  collaborative meetings.

39
Question 1b ongoing activities

• Budgeting Financing (Contd)
• CA78 Fiscal agent or designated representative
  attended (check only one)
• 0-24 of collaborative meetings.
• 25-49 of collaborative meetings.
• 50-74 of collaborative meetings.
• at least 75 of collaborative meetings.

40
Question 1b ongoing activities

• Budgeting Financing (Contd)
• CA79 Fiscal agent or designated representative
  who attended at least 75 of finance committee
  meetings.

41
Question 1b ongoing activities

• Communication Publicity
• CA91 Held training(s) for collaborative members.
• CA92 Had a process for communication among staff
  and members within the collaborative (examples
  email listserv, mail distribution list, website
  postings.)
• CA93 Distributed collaborative publicity material
  (examples logo, brochure.)

42
Question 1b ongoing activities

• Communication Publicity (Contd)
• CA94 Regularly informed the community about the
  conditions of children and families (example
  community wide newsletter.)
• CA95 Distributed resource guide and/or directory
  of agencies/services.
• CA96 Distributed collaborative report(s)
  (examples results report, Kids Count fact sheet,
  collaborative annual report.)

43
Question 1c periodic administration operation
activities

• This question is about collaborative
  administration operation activities
• This question is about activities that occurred
  once or periodically during the year.

44
Question 1c periodic administration operation
activities

• CA101 Annual/strategic planning (or equivalent)
  with multiple members occurred in a retreat or
  other planning session(s).
• CA102 Coordinator participated in at least one
  GaFCP sponsored training event during the year.
• CA103 Coordinator attended at least half of
  regularly scheduled Peer-to-Peer meetings.

45
Question 1c periodic administration operation
activities

• .
• CA104 Collaborative leaders provided appropriate
  supervision or oversight for collaborative
  coordinator (such as specification of operational
  supervisor, approval of leave and travel, annual
  performance review, fulfillment of contract
  deliverables.)

46
Question 1d ongoing administration operation
activities

• This question is about collaborative
  administration operation activities
• This question is about activities that occurred
  for at least half the year.

47
Question 1d ongoing administration operation
activities

• CA111 Collaborative had fulltime designated
  person(s) to facilitate and carry out functions
  of the collaborative, including(check all that
  apply)
• implementing collaborative strategic and annual
  plan.
• planning and holding meetings in partnership with
  governing body.
• assisting and supporting collaborative
  leadership.
• engaging collaborative members and community.

48
Question 1d ongoing administration operation
activities

• CA112 Coordinator was responsible for and
  maintained collaboratives ability to function,
  including (check all that apply)
• maintaining records of collaborative.
• monitoring progress.
• preparing and submitting reports and other
  documents.
• carrying out policies and procedures as defined
  by the collaborative.

49
Question 1d ongoing administration operation

• CA113 Answer this question ONLY if one or more
  collaborative personnel were employed
• Collaborative had and used written personnel
  policies, including(check all that apply)
• job description.
• annual performance review.
• compensation, benefits and leave.
• orientation.
• travel and expense reimbursement.
• termination and grievance.

50
Question 1d ongoing administration operation

• CA114 Answer this question ONLY if one or more
  collaborative personnel were contracted
• Collaborative had and used a written, signed FY08
  contract that included(check all that apply)
• description of duties.
• deliverables.
• terms of service.
• compensation.
• orientation.
• travel and expense reimbursement.
• termination of contract.

51
Question 2 Family Engagement

• Format like question 1
• Products, protocols structures (tangibles)
  developed and in use either during OR in
  preparation for the 3 Year Strategic Plan
  implementation period?
• Activities conducted for at least half the year
• Activities conducted once or periodically during
  the year.

52
Question 2 Family Engagement

• Relevant indicators for standards Collaborative
  uses tool to assess itself on family support
  principles and family engagement.
• FE1 Assessment of collaborative family support
  and engagement using a tool such as a survey or
  focus group.

53
Question 2 Family Engagement

• Relevant indicators for standards Seeks input
  of family members.
• FE31 Collaborative actively sought input of
  family members (examples surveys, focus groups,
  community assessment).

54
Question 2 Family Engagement

• Relevant indicators for standards Has
  representation that provides the input of family
  members.
• FE4 Collaborative family advisory board.
• FE11 Family members participated in collaborative
  governing body.
• FE12 Family members participated as members of
  collaborative committees, task forces, etc.

55
Question 2 Family Engagement

• Relevant indicators for standards Has
  representation that provides the input of family
  members (Contd)
• FE13 Family members participated as leaders or
  co-leaders of committees, task forces, within the
  collaborative.
• FE34 Family members served on interview
  committees to hire collaborative staff.

56
Question 2 Family Engagement

• Relevant indicators for standards Family
  members participate in collaborative activities.
• FE4 Collaborative family advisory board.
• FE11 Family members participated in collaborative
  governing body.
• FE12 Family members participated as members of
  collaborative committees, task forces, etc.

57
Question 2 Family Engagement

• Relevant indicators for standards Family
  members participate in collaborative activities.
• FE13 Family members participated as leaders or
  co-leaders of committees, task forces, within the
  collaborative.
• FE19 Adult family members were involved in
  programs and activities for their children and
  youth.

58
Question 2 Family Engagement

• Relevant indicators for standards Family
  members participate in collaborative activities
  (Contd)
• FE34 Family members served on interview
  committees to hire collaborative staff.
• FE38 Collaborative involved families in planning
  process and in designing strategies.

59
Question 3 Indicators for Children Families

• Was the indicator addressed by any collaborative
  activity at any time during the year?
• Indirect removed this year.

60
Question 4 Indicators for Children Families

• Provide information here about locally developed
  indicators (for example, low birth weight.)

61
Question 5 Collaborative Participation

• public agencies
• nonprofit organizations
• business community
• consumers
• family representatives
• faith community
• civic organizations
• local government
• youth

62
Question 5 Collaborative Participation

• Community group or organization is
• a collaborative member
• on the governing board
• not on the governing board
• not a collaborative member
• though it is present in the county
• but it is not present in the county

63
Question 5 Collaborative Participation

• Extensive participation
• Example participates in most collaborative
  meetings, is active on committees, contributes to
  strategic planning, etc.)
• Moderate participation
• Example attends many collaborative meetings,
  occasionally contributes to other collaborative
  functions, etc.)
• Slight participation
• Example occasionally attends collaborative
  meetings, etc.)

64
Question 6 Financing

• Do report
• contributions/awards pledged and first paid this
  year.
• contributions/awards pledged in prior years and
  first paid or continuing to be paid out this year.

65
Question 6 Financing

• Do NOT report
• the IN-KIND, NON-CASH contributions/awards given
  in your answer to question 7.
• the program and activity costs that were
  ANTICIPATED in your annual plan section titled
  Projected...Costs and Revenue Sources, but
• Do report here all ACTUAL awards applied to these
  costs.

66
Question 6 Financing

• Do NOT report
• the IN-KIND, NON-CASH contributions/awards given
  in your answer to question 7.
• the program and activity costs that were
  ANTICIPATED in your annual plan section titled
  Projected...Costs and Revenue Sources, but
• Do report here all ACTUAL awards applied to these
  costs.

67
Question 6 Financing (continued)

• A good rule of thumb
• If your collaborative had primary authority for
  deciding how the cash contribution was spent or
  dispensed, report it here.

68
Question 6 Financing (continued)

• Note If you received more than one award from
  the same source
• Enter the sum of all awards from that source in
  the Amount column,
• Answer the match to qualify column based on the
  largest award, and
• Enter brief descriptions of all awards in the
  Award Purpose column.

69
Site Visits Overview

• To support credibility of findings
• Site visits every year to verify responses.
• In FY 09
• Sixteen collaboratives (10) will be selected.
• Random selection across state, rather than
  one/region as in the past.

70
Site Visits Overview (Contd)

• Collaboratives exempt in FY 09
• The 27 collaboratives selected for site visits in
  December 2006 and December 2007.
• All collaboratives awarded proficient status in
  Fiscal Years 2007 and 2008.
• All other collaboratives eligible

71
Site Visits Overview (Contd)

• Site visits teams
• Two-person teams
• One Georgia Family Connection Partnership (GaFCP)
  representative
• One Family Connection Collaborative Coordinator
  from a different region,
• Both members of Standards Workgroup.
• Site visit findings
• Over-ride Self Assessment entries
• GaFCP database will be adjusted accordingly.

72
Site Visits Overview (Contd)

• Site visits will occur in Fall 2008.
• Site visit findings
• Over-ride Self Assessment entries
• GaFCP database will be adjusted accordingly.
• Site visits will occur in Fall 2008.

73
Documents Used In Standards Reviews
74
For more information

• For questions on the Self Assessment, contact
  eval_at_gafcp.org
• For questions on the Standards, contact
• standards_at_gafcp.org
• For input on the Standards, contact your regional
  PTPN representative on the standards workgroup.