Data reporting system for Community Builders Training for Service Providers September/ October 2011.

Data reporting system for

Community Builders

Training for Service Providers

September/ October 2011

Data Reporting Workshop

The purpose of today’s workshop is to guide you through the online data reporting system.

We will show you how to enter project activity details and how to access the surveys.

And... answer any questions you may have

2

Workshop program

3

Background

• Transition from CSGP to Community Builders

• Service Activity Descriptions Community Hub Community Capacity Building Community Skills Development Community Sector Development

• Performance-based Service Specifications

• Consistent data reporting

• Performance Monitoring Framework (PMF)

4

Importance of Data Reporting

• To consistently measure and report on the number and types of services delivered by Community Builders services across NSW

• To be able to report outcomes

• To improve the program

5

Data Use

• To assess project effectiveness against the service specification

• To measure the project’s contribution to the model and program

• To contribute to program evaluation

6

Principles for Data Reporting

• Minimise the reporting costs for service providers and Community Services

• Only collect data that will be used and is meaningful for compliance or evaluation

• Simplify systems for data collection, storage and analysis

7

Key Concepts

• This is reporting system not a management information system

• Reporting against Community Builders funding and your service specifications

• Project data items vs outcomes data

8

Key Concepts cont’d

• Snapshot vs whole period data

• Occasions of service

• Outlets are reported separately

Scope

ARTD was engaged by Communities and Early Years to develop a data reporting system to cover the 4 Community Builders service activity descriptions (SADs).

Each of the SADs has performance measures and data is reported under :• outputs (how much?)• quality (how well?)• outcomes (is anyone better off?).

Output data is reported through the on-line portal.Quality and Outcomes data is collected through service user surveys.

10

Data Reporting

• The system will be piloted for one year

• Data will be reported through a web-based system

• Each project will have its own data reporting web page

• Access to this system will be distributed by email

• Service providers may submit their project data as a data file

11

Project Data

• Will be submitted via an on-line portal

• One entry point regardless of the number of SADs

• Can be submitted incrementally or at the end of the reporting period

• Projects will only report to the activities defined in their Service Specifications

12

The data portal - a tab for each SAD

13

All projects will have their own data collection web page. These pages will be customised to the Service Specifications of each project. There will be a tab for each SAD a project is funded under.

Activity data – Snapshot and whole period

• Most data covers the whole reporting period.

• Two pilot periods to start with July- Dec 2011 and Jan-June 2012.

• In Hubs and Community Capacity Building there are a few activities where data will only be collected in ‘snapshot’ months: May and Oct (Nov this year)

14

Task name Measure – Number of… Timing

Clients connected with info

Individuals accessing information in person, electronically or on paper

Snapshot

Clients referred Assisted referrals Snapshot

Events (all types) Participants per event Whole period

Programs (all types)

Times the activity occurredTotal attendances per program

Whole period

Resources developed

Resource produced, people reached Whole period

Community workshops

Sessions heldTotal attendances per workshop

Whole period

Community networks/groups

Meetings held per group Whole period

On-line forums Times the forum was heldHits per forum

Whole period

Efficiency/Effectiveness

On-time, as planned Whole period

15

Overview of data required

Snapshot data form

16

The activities requiring snapshot data appear first in each SAD – shown below under a Hub portal page

Snapshot data form

17

Once ‘submit’ is clicked you cannot access

the data.

Use ‘save draft’ if you want to edit

later

Whole period activity data

18

Data for all other activities is entered by clicking the ‘add’ button next to each activity.

Adding activity data

19

When you click ‘add’ a pop-up where the data is to be entered appears.* Denotes mandatory fields – most fields are mandatory

Summary of activity data

20

When activities have been entered, they will be visible in summary form, with running totals.

Community Hub activities

Task name Measure – Number of…

Clients connected with info Individuals accessing information in person, electronically or on paper by support category (snapshot)

Clients referred Assisted referrals made (snapshot)

Services coordinated through the Hub Times service provided

Using community infrastructure Bookings/occasional users in snapshot month

Community consultation Participants per consultation

Events Participants per event

Community plans Participants per activity

Networks established Participating organisations per networkTimes the network met

Partnership projects Participating organisations per project

Integrated plans Participating organisations per activity

21

Hub pop-ups - events

22

Hub pop-ups – community plans

23

Hub pop-ups – networks

24

Task name Measure – Number of…

Clients connected with info Individuals accessing information in person, electronically or on paper (snapshot)

Clients referred Assisted referrals (snapshot)

Events (all types) Participants per event

Programs (all types) Times the activity occurredTotal attendances per program

Resources developed Resource produced, people reached

Community workshops Sessions heldTotal attendances per workshop

Community networks/groups Meetings held per group

On-line forums Times the forum was held

Efficiency/Effectiveness On-time, as planned

25

Community Capacity Building activities

CCB pop-ups – resource development

26

CCB pop-ups – networks/ groups

27

CCB pop-ups – social inclusion programs

28

Task name Measure – Number of…

Training (all types) Total attendances per activity

Resources developed (all types) Resource produced, people reached

Programs (all types) Total attendances per activity

Efficiency/Effectiveness On-time, as planned

29

Community Skills Development activities

Key term – Attendances

Programs

Please name all of the community activity programs your organisation held during the reporting period e.g. a community safety program or a community garden.

Your Community Garden club meets 20 times in 6 months, with total attendance of 293

  Name How many times this activity occurred

Total number of attendances (for all sessions)

Program 1: Garden Club 20   293

Program 2:      

Program 3:      

30

Community skills development

31

Task name Measure – Number of…

Skills/training program Sessions per activityAttendances per activityOrganisations present per activity

Resources developed Resource produced, people reached

Community sector capacity building Sessions per activityAttendances per activityOrganisations present per activity

Data collection project Attendances per activityOrganisations present per activity

Plans produced Attendances per activityOrganisations present per activity

Sector planning/consultation workshops

Sessions per activityAttendances per activityOrganisations present per activity

Partnership projects Attendances per activityOrganisations present per activity

Efficiency/Effectiveness On-time, as planned

32

Community Sector Development activities

Key term - Organisations represented

Name of Skills Training Program

Sessions held

Total number of participants (for all sessions)

  How many of the following organisations were represented?

  NGO Local govt.

State Govt.

Other

Program 1: RBA  4  51    3  2  1  Program 2:              

Program 3:              

You hold an RBA training program with 4 sessions. 12 people attend all 4 sessions, and 1 attends 3

That is, 4 x 12 +3 = 51 participants.

Of the 12, 8 people come from 3 NGO’s, 2 from different Councils, and 2 from regional offices of Community Services

33

Community sector development

34

.

Outcome Survey relationship to key tasksProject Survey 1

Info & Referral Services

Survey 2

Events

Survey 3

Community Building Activity

Survey 4Skills &

Development Activities

Survey 5

Community Sector Info &

Planning

Survey 6Community

Sector Development & Training

Community Hub            Information and referral          Events          

Community consultation          

Community Capacity Building            Information and referral          Events/Events utilising infrastructure          

Programs/Programs utilising infrastructure

Community workshops          

Social inclusion programs          

Community Skills Development            Life skills program          Education/learning programs          Governance training        Leadership training        Mentoring programs        Train volunteers

Community Sector Development Skills/training program Community sector capacity building Sector planning or consultation workshops

Partnership projects        

Outcome surveys

• Each project will need to administer a number of outcome surveys. Which surveys and when will be determined by the business rules, and by decisions made at regional office.

• The surveys that a project is required to administer will appear on this tab.

• Only use surveys printed from your portal.

36

Survey Which activities? Who/ when?

1. Information and Referral

People connected with information

Assisted referrals

All people using the service in the snapshot period – May and October (Nov in 2011)

2. Community Events

Events Events (utilising infrastructure)

Sample of people attending each event, up to 4 events per year. If possible, survey 1 event per quarter.

3. Community Building activities

Community consultationProgramsProgram (utilising infrastructure)Community workshops

All people engaged with the activity during the survey quarter (Apr-Jun)

37

Which surveys and when to use

Survey Which activities? Who/ when?

4. Skills & development activities

Social inclusion programsLife skills programEducation/learning programsGovernance trainingLeadership trainingMentoring programTrain volunteers

All program participants at the completion of groups or activities in the survey quarter (Jan-Mar)

5. Community sector information and planning

Community sector capacity buildingSector planning or consultation workshopsPartnership projects

All people engaged with the project/service during the survey quarter (Apr – Jun)

6. Community sector development & training

Skills/training program At the completion of the activity, survey all skills/training participants in the community sector survey quarter (Apr - Jun)

38

Which surveys and when to use

Outcomes Surveys –Demography and priority groups

The surveys will provide demographic information about project participants – ‘how well?’ •Sex•Age•ATSI origin•Other language at home•Main income source•Financial disadvantage•Social exclusion•Postcode

39

40

Project level data

41

3 optional questions:

1. Project highlight

2. % funded time spent on coordination/ administration

3. % funded activity not covered in reporting data

Project survey

42

Feedback form

Providers will be asked to provide feedback through the online feedback form available through the project data collection website.

43

Reporting

• Service Providers will receive an annual report

• It will include outputs data, survey summaries and regional/state averages

• CPOs will also receive a copy of this report to assist them with the PMF

44

Where can I get help?

• The ? Buttons on the system

• Service Provider User Guidelines

• ARTD telephone help

• SRSOs for queries about your service specification or key tasks

• Changes to contact details email: [email protected]

• LCSA and YAPA

45

What’s next?

• You will receive your personal portal link via email in mid October

• The first snapshot period (for Info & Referral and Services Coordinated) starts in November

• The first reporting period is July-Dec 2011

• Close off date for entry of Jul-Dec data is 27 January

46

Any Questions?

LCSA & YAPA

LCSA – Transition Resource Project Officers

Lyn Lormer [email protected] Can Yasmut [email protected]

YAPA – Youth Sector Support Coordinator

Sophie Trower [email protected]