1. 2 Changing the Culture of the Workplace 1.Mission and Vision Family-centered practice. Community-based services. Individualized services to children.

2 Changing the Culture of the Workplace 1.Mission and Vision Family-centered practice. Community-based services. Individualized services to children and families. Strengthening the capacity of parents to provide for their children's needs. 2.Changing the day-to-day practice of caseworkers in the field. 3.Building an infrastructure that supports changed practice. Using Information and Data in Planning and Measuring Progress

3 Reports as Tools

4 Clear definitions of good practice and desired outcomes Clearly communicating expectations to staff Teaching staff to enter correct data and to enter data correctly Sharing information/data analysis Requiring staff to understand and use data (timeliness and accessibility) Flexible systems and measures Increasing data quantity Building reliance and trust in data through consistent usage What Makes Good Data? Improving Data Quality Requires: Using Information and Data in Planning and Measuring Progress

5 Accurate data mapping Knowledgeable users Effective administrative support Strong policy definitions Information analysis Information sharing Timely and complete entry by staff What Makes Good Data? Improving Data Quantity Requires: Using Information and Data in Planning and Measuring Progress

6 Reports as Tools 1.Resource Focused Basic Case Measures Resource Measures 2.Policy Focused Compliance/Process Measures 3.Client Focused Service Response Measures Outcome Measures Good reports answer the questions What is being done and how well? Reports can be grouped by type: Using Information and Data in Planning and Measuring Progress

7 Basic Case Measures Number served Client demographics Services provided Units of service Case status Basic case measures provide information on the amount of service being provided, and to whom. Examples are: Basic Case Measures Using Information and Data in Planning and Measuring Progress

8 Staff resources needed to cover the number of cases receiving services Demographics can provide insights on over or under representation of various groups of clients in the caseload Identifying service delivery needs Basic Case Measures Basic case measures provide certain insights that help with resource management. For example: Using Information and Data in Planning and Measuring Progress

9 Resources Measures Resource measures provide information on the acquisition and expenditure of resources as well as efficiency of how resources are used. Financial Placement Search for relatives Staffing Caseload standards Major resources tracked may include: Using Information and Data in Planning and Measuring Progress

10 Placement within licensed capacity Caseload standards List of staff trained on policy and procedures Resource Focused Reports Examples of Resource Focused Reports: Using Information and Data in Planning and Measuring Progress

11 Compliance Measures: Compliance measures provide feedback to managers on adherence to agency policies and procedures. Examples of compliance measures include: Commencement of investigation Completion of investigation Help insure standards of good practice are followed and that laws and regulations are carried out. Focus on process rather than outcomes. Are expressed both in case counts and rates that meet compliance. Compliance Measures: Using Information and Data in Planning and Measuring Progress

12 Client Focused Reports Repeat maltreatment within 6 months Maltreatment of children in care Children achieving permanency within 12 months (reunification), or 24 months (adoption/guardianship) Children re-entering care within 12 months Multiple placements (no more than 2 within 12 months) Examples of Client Focused Outcome Measures Using Information and Data in Planning and Measuring Progress

13 Service Response Measures Service response measures, or outputs, are the results of actions taken that contribute to achieving outcomes. Reduction in residential placements Stability in placement There is empirical evidence and a high degree of practice wisdom that doing these things result in improved outcomes or results. Possible supplemental service response measures: Placement of children in proximity to their home Parent-child visitation (in reunification cases) Using Information and Data in Planning and Measuring Progress

14 Priority attention to outcomes: Other performance measures are important, but are subordinate to outcomes. Outcome and service response measures should be emphasized and given priority attention by all staff. Outcomes represent the centerpiece of child welfare performance. Using Information and Data in Planning and Measuring Progress

15 Table of Numbers A Graph As Descriptive Text Or as a combination of these formats Data/Report Formats The best reports are simple and easy to interpret. They may present data in a number of ways for example they may present data as a: A chart or graph should indicate a positive outcome, with very few exceptions, i.e.; child deaths. The indicator may need to be reversed to accomplish this. The number of children NOT re-entering care or the number of children NOT abused in out-of-home care. Using Information and Data in Planning and Measuring Progress

16 Example of a Report in Table Format Using Information and Data in Planning and Measuring Progress

17 Example of a Report in Graphic Format With a Reverse Indicator Using Information and Data in Planning and Measuring Progress

18 Example of a Report in Text Format The incidence of abuse and neglect in out-of-home care has risen slightly over the past several months. This rise has has been less than one percent for all agency reporting districts with the exception of district number 2. The factors associated with this rise in district number 2 is being investigated. As soon as additional information is available it will be distributed. Using Information and Data in Planning and Measuring Progress

19 Draw standard lines on graphs - When data are graphed, a goal line on the chart gives the user the ability to instantly interpret their performance in relation to the standard. Show the extent over or under - When data are presented in tables, an additional column can be provided that shows how far current performance is above or below standard. Effective Reports The most effective reports are ones that provide standards or expected levels of performance. Using Information and Data in Planning and Measuring Progress

20 Specialized Reports Detail Reports Exception Reports Distribution Reports Count Down Reports Trend Reports Incident Counts Using Information and Data in Planning and Measuring Progress

21 Client data on re-entry might show: How are they assessing readiness for reunification, Possibly developing supervisory review of these cases, and Intensifying aftercare efforts in the first 3 months for these kinds of cases. They are generally teenagers, They are in non-abuse/neglect cases, and They come back into care within 3 months. While the data doesnt indicate what to do, staff may want to look at: Using Information and Data in Planning and Measuring Progress A Trend Report Might Indicate

22 Policy and Practice Data and Information Knowledge & Analysis Decisions Quality Decisions Require Quality Data The Decision Pyramid Using Information and Data in Planning and Measuring Progress

23 Policy and Practice Data Knowledge & Analysis Decisions Poor Decisions Are Often Based on Little or No Data The Decision Pyramid Some people use the decision pyramid in reverse! Dont confuse me with the facts. I know what to do! Using Information and Data in Planning and Measuring Progress

24 Continuous Quality Improvement Using Information and Data in Planning and Measuring Progress

25 Exception reports: Identify missing data Detail reports: Whats behind the numbers by worker/case/client Cohort reports: Select specific groups of clients/cases Clients served after a major change in policy Cases closed following a change in procedure Staff hired under new guidelines Quality Assurance Reports Using Information and Data in Planning and Measuring Progress

26 Policy is well defined and communicated Practice always follows written policy The content of the case record is clearly defined Someone assumes ultimate responsibility for the case record Case record is reviewed regularly to insure accuracy If it isnt in the automated record it didnt happen! Quantity and Quality of Agency Data Factors that impact data quality and quantity: Automation increases accountability for everyone! Using Information and Data in Planning and Measuring Progress

27 Using Outcome Indicators Enable you to be an informed consumer of the information; Help you understand outcomes data in a way that you can improve the performance of your unit; and Prepare you to advocate for good reports and access to data in your jurisdiction if you don't already have it. Focusing on the outcome indicators provides you with specific information on how these measures are computed. This will: Using Information and Data in Planning and Measuring Progress

28 Clear definitions of good practice and desired outcomes Clearly communicating expectations to staff Teaching staff to enter correct data and to enter data correctly Sharing information/data analysis Requiring staff to understand and use data Flexible systems and measures Increasing data quantity Building reliance and trust in data through consistent usage What Makes Good Data? Improving Data Quality Requires: Using Information and Data in Planning and Measuring Progress

29 Accurate data mapping Knowledgeable users Effective administrative support Strong policy definitions Information analysis Information sharing Timely and complete entry by staff What Makes Good Data? Improving Data Quantity Requires: Using Information and Data in Planning and Measuring Progress

30 Analyzing Data to Monitor Improvement Focusing on the TARGET! Using Information and Data in Planning and Measuring Progress

31 Analyzing Data to Monitor Progress The goals that are set represent the priorities of your agency (outcomes versus just compliance), Progress toward goals is measured in a way that provides accurate, valid, and timely feedback on outcome attainment (measures are well constructed, and good report systems are developed) Decisions made are based on how to best achieve the desired outcome. Using Information and Data in Planning and Measuring Progress Spreadsheet link!

32 Putting It All Together Using Information and Data in Planning and Measuring Progress

33 Source: Iowa Department of Human Services, Data Informs Us Training Using Information and Data in Planning and Measuring Progress

34 Wrap-up Using Information and Data in Planning and Measuring Progress

35 Wrap Up and Evaluation Closing comments Final questions? Evaluation NRC-CWDT contact information: Phone: 202/662-4285 Phone: 202/662-4285 e-mail: [email protected] e-mail: [email protected] Web site information www.nrccwdt.org Web site information www.nrccwdt.org Tips, Tools and Trends Tips, Tools and Trends Conferences Conferences Other NRCs and additional Resources Other NRCs and additional Resources Using Information and Data in Planning and Measuring Progress

1. 2 Changing the Culture of the Workplace 1.Mission and Vision Family-centered practice. Community-based services. Individualized services to children.

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