Using Outcomes Measurement to Secure Federal and Private ... · Using Outcomes Measurement to Secure Federal and Private Funding. Thursday, March 11. th. 2009. Toll Free Number: 866-699-3239

Using Outcomes Measurement to Secure Federal and Private Funding

Thursday, March 11th 2009

Toll Free Number: 866-699-3239 | Event ID 715 879 910

Agenda

I. Welcome - Father Larry Snyder and Lee ShermanII. Natalie Wood – Catholic Charities of the Archdiocese of

Galveston-HoustonIII. Rimma Zelfand – Jewish Family and Children’s

Services of Greater BostonIV. Isazetta Spikes – Catholic Charities of BaltimoreV. Q&A

Catholic Charities of Houston: Looking

Towards the Future

Natalie M. Wood, MA LPCDirector, Quality and Staff Development

Selection and Early Implementation of an Outcomes Measurement Tool

Programs and Community Services

Food Pantry & Financial AssistanceVilla Transitional LivingCounselingDisaster RecoveryRefugee Resettlement ServicesCabrini Legal ServicesFoster Care – DomesticURM/St. Jerome’s Foster CareAIDS Ministry

Pregnancy and Adoption Services

Post AdoptionSenior ServicesSt. Michael’s Home for

ChildrenCentralized IntakeHousing Counseling

20 Year Vision and 5 Year Strategic Plan

2007–2012

Three main initiatives: Geographic expansion of high demand

programs Seniors Housing

Strategic Plan Overview

Gap Analysis

• Increase Program Capacity• Increase Funding Resources• Increase Reporting Capabilities

Expand and Upgrade our Technical Capabilities

Increase Program Capacity:

Online SystemMigrate Data RoutinelyCCUSA & UW ReportsOutputsOutcomesUser Friendly

Increase Funding Resources:

Slice and Dice our DataOutcomes!Outcomes!!Outcomes!!!

Data Base Task Force

Identified the Top 7Mazeratti 2 Funders2 online – standard ETO

9

Evaluation Process

Hands On 1-Week of Top 3Staff Evaluate

Live Demo Top 5Staff Evaluate

7 PresentationsStaff Evaluate

10

Staff Selected ETO

Very User Friendly Generate Client Reports Track Staff Use and Training

#1 – Outcomes Focus

August 1, 2009 Implementation11

Challenges:

12

Conceptually Different Terminology is Different Identifying Outcomes for Build-Out Can Do So Much, Can’t Learn Fast

Enough Previous Case Data

Successes

Staff Love System – Easy to Change Exceptionally Quick to Learn Import Data Easily Running Output Reports by November Verify End of Year Numbers Starting to Run Outcome Reports Support to and from other Catholic

Charities13

JF&CS Greater Boston’s Use of ETO in Securing Funds

Rimma Zelfand, Senior VP of ProgramsJFCS Greater Boston

Changes in the funding world

• Schmoosing to outcome-based• Outcome-based funding focuses on

changes that will occur as a result of the investment

• Funds are drying out-needs even greater• Funders and social investors give to

organizations that can demonstrate impact and effectiveness

Why Outcomes?

• Need to measure what is important – not what is easy

• Articulating outcomes helps to create meaningful and compelling proposals

• Achieves a greater level transparency to funders, participants and their families

• Highly meaningful to Boards and business community leaders

• Ability to demonstrate outcomes secures limited/dwindling funding

Why ETO?• Flexible options for data collection

– Customized fields allow us to collect what we/funders are specifically looking for

– Can be challenging; this is a tool, not a prescription

• Ability to aggregate data across multiple programs– Can get organization-wide data easily– Addresses funder requirements (ethnicity,

income, age, geography)

JFCS Greater Boston’s ETO Implementation Timeline

Fall 2007: Signed contract Spring/Summer 2008: Began pilot of 3

programs ( CHAI works, visiting moms and interfaith) Oct 08 - Sept 09: built all programs +

entered client demographics in ETO Oct 09 – Sept 10: begin activity

tracking specific to all programs

ETO Today• 41 programs of JF&CS using ETO• 14 using advanced features :

Groups/Attendance-shows participation across multiple activities for individuals.

Assessments – aggregation of data about program-specific issues ( type of call, reason for call, referral source, etc)

Effort tracking – aggregates types of activities, time spend on activities and/or measurement of client change

Funds management reporting of 1)funds provided to which client for what purpose, 2) distributions done within a program from multiple funds.

ETO Today

From October through February 2010

• Enrolled 1,371 new clients into JF&CS programs

• JF&CS unduplicated program participants total 4,738

• 71 JF&CS staff logged into ETO a total of 4,105 times

Structure of ETOThree sites:• JF&CS Programs:

– 30+ programs, 80 users• JF&CS Administration:

– Volunteers, community contacts, 5 users• Homelessness Prevention/Rapid Rehousing

Program (HPRP): – Collaborative project with 9 other orgs

entering data into the system, 50 users

ETO Sample Reporting

• Reports are professional

• Metrics mimic what leadership/board might see in the business community

• Allows dashboard snapshots for entire agency

Active Participants by Program FY09

ETO Reporting Example• Job Development for adults with disabilities

– Low volume but intense serviceSummary:

-8 participants receiving services from 6 staff members

-In the course of 1 year, 3 participants progressed towards a job

-The average time spent on producing this outcome was 2.5 hours

How this sells: Parts of a grant• WHO:

– Ability to clearly address question of who is served on multiple levels (program, group, organization)

• WHAT NEED:– Track activities – how much time we spend

working on particular issues• TO WHAT END:

– Once clear outcomes are defined, tracking and aggregation become a matter of running reports.

More successes - Differentiation

• Improved infrastructure is unique to Nonprofits– Improves our leadership position; we can

address data collection on our own, or on project specific terms

– Security built in, making this tool ideal for managing community-wide initiatives (HPRP)

– Grant makers are impressed with the capabilities of the system

HPRP SuccessJF&CS was selected as the Lead Agency in a

10 agency partnership for the $900,000 grant

• ETO allowed JF&CS to have one data base system into which the 9 partner agencies enter data

• ETO could effectively collect the data required for HUD • ETO allowed staff of the 10 total agencies to upload

applications and verification forms so that JF&CS as the lead agency could approve services

• ETO allowed us to create a system for staff across these agencies to track numbers of hours and activities for each client

• ETO generates the reports for the invoices for reimbursement• ETO allowed us to do everything we needed to be the lead

agency for this large project

HPRP Reports• We can measure where clients start and where they end up:

Client homeless status at the beginning and end of service• We can find out the number of clients receiving multiple

services across agencies and which services and agencies• We are able to ensure that clients are not receiving duplicate

services across agencies • Information can be cross referenced: for example we can find

out for all the people who successfully were discharged from the program / what was the average number of hours of service provided and which ones. How much financial assistance was needed to keep someone housed.

• The number of hours provided for each client and by the project as a whole by category: case management, housing search and placement, credit repair and legal services– This helps us understand the specific needs of clients and

what is successful

HPRP Report• Trained 50 new users at JF&CS and 9

other collaborating organizations• Served 91 new families across the

project (all organizations )• Reviewed $115,279.29 in financial

assistance to prevent or alleviate housing concerns

• Over 450 hours of case management services logged by staff project wide

Ultimate goal

Social Solutions Follow up

Kathy Keh – National Director of Business Development Social Solutions Inc.

Email – [email protected] – 941-366-3805