Using Outcomes Measurement to Secure Federal and Private ... · Using Outcomes Measurement to...
Transcript of Using Outcomes Measurement to Secure Federal and Private ... · Using Outcomes Measurement to...
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