€¦ · Web viewMandatory MFRC Reporting Stats for Use of Veteran Family Program Funds. NB for...

Update: 17 January 2017

Mandatory MFRC Reporting Stats for Use of Veteran Family Program Funds

NB for MFRC Non-Pilot Locations: As a non-pilot location, you will likely only need to complete those sections related to transitioning members (see definition below). The tables associated with transitioning members have been designated in blue shading.

1. How many Veteran Family Program (VFP) clients accessed MFRC Services?

a. Total # VFP Clients Served by MFRC. This shows the total # of clients using the services.

Guidance:

Compiling the access to various MFRC services will help us identify specific programs that medically released veterans and their families need to transition to civilian community successfully. As closely as possible, please provide the total number of Veterans and family members served (including for welcome packages, referrals, workshops and all other VFP services).

Note that this question includes those clients with whom you as VFC have had direct client contact (via telephone, email or in-person) and those VFP clients who accessed other MFRC services and with whom you may not have had direct client contact. Some VFCs choose to send out a weekly email to staff, asking how many VFP clients they have assisted in the past week, in order to obtain such stats.

“Total # clients” refers to the total # of VFMs served in the reporting month. A child is 0-9 years, while a youth is 10-17 years; an adult military child (18+ years) is under “other”.

“New clients” refers to a VFM with whom you have had your first contact in the reporting month or a client who has previously been closed and is re-opened in that month.

“Total # contacts” refers to the number of substantivei VFM contacts. The reason is that the # contacts show the burden of effort for Coordinators (e.g.: one client may contact you numerous times in one month).

“Outside of the VFP” refers to those family members or MRV who are more than 2 years post-release.

“Transitioning members” refers to those MRVs who are in the middle of the release process.

TOTALS Veteran Spouse Children Youth Parent Other

Tra Total # clients

served

1


TOTALS Veteran Spouse Children Youth Parent Other

nsiti

onin

g -M

br

Out of total, # New Client Served

Total # contacts

VFP

Total # clients Out of total, #

New Client Served

Total # contacts

Out

side

VFP

Total # clients served Out of total, #

New Client Served

Total # contacts

b. Workshops / Briefings / Service. Name the type of workshop /briefing / session and how many clients (Veterans, spouse, children, youth, and parents) attended.

Guidance:

This section breaks down the clients, new clients and client contacts by activity area (e.g.: “welcome or community orientation” versus “workshops for children and teens”) and type of VFM.

Welcome or community orientation can include welcome briefings, presentations or sessions, welcome packages, warm line calls, site visits and meet and greet sessions, etc.

Welcome or Community

Orientation ServiceVeteran Spouse Children Youth Parent Other

Tran

sitio

ning

Total # clients Out of total, # New Client Served

# client contacts

VFP


# client contacts

O Total # clients

2


utsid

e VF

P Out of total, # New Client Served

# client contacts

Guidance:

Workshops for children and teens includes peer workshops and programs, youth retreats, youth feedback projects, teen and youth OSI or life skills workshops, etc.

Under “name and reason”, some examples of reasons can be: “Caregiver related; “Mental Health related; “information and referral; “Deployment/separation”; “Posting/relocation”; “childcare”; “education”; “employment”; “financial”; “healthcare”; “family relationships”

Service/Workshops: Children Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber

One-on-one work: Total # clients

One-on-one work: Out of total, # New Client Served

One-on-one work: # client contacts

# of Workshops Provided

Name and Reason # of Participants

VFP





3


Service/Workshops: Children Veteran Spouse Children Youth Parent Other


Out

side

VFP






Service/Workshops: Teens Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber






VFP






Ou One-on-one work:

Total # clients

4


Service/Workshops: Teens Veteran Spouse Children Youth Parent Other

tsid

e VF

P





Service/Workshops: Parenting Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber






VFP






5

Guidance:Workshops on parenting include lunch and learns and sessions on parenting skills, parenting children in a family with an OSI, Triple P, etc.


Out

side

VFP






Guidance:Emergency Childcare includes emergency, casualty support and emergency respite childcare as per MFS policy

Emergency Childcare Service Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber


# client contacts # hours of CC

provided

VFP



provided

Out

side

VFP



provided

Guidance:

6


Info and referral includes every contact (whether via email, phone, or in-person) where information is provided to assist a VFM as well as compiling all referrals provided external to your MFRC services.

Info and Referral Service/Workshop Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber




# of Workshop Provided


VFP






Out

side

VFP






Guidance:

7


Employment/education assistance includes PLAR sessions, employment workshops, job search sessions, Job Hunting 101, etc. Note: this does not include SCAN’s they are to be captured in Briefings, Partnerships and and Outreach section.

Employment / Education Assistance

Service/WorkshopVeteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber






VFP

One-on-one work: Total # clients One-on-one work: Out of total, # New Client Served




Out

side

VFP





8


Guidance:Personal growth and development includes various mental health sessions (including Family Liaison Officer), groups, workshops and conferences, including in the subject of: self-help; short-term intervention; crisis support; Managing Angry Moments; mental fitness; health and wellbeing; self-esteem; Living Life the Full; compassion fatigue; self-care; Shifting Gears; Financial Plan for Transition; Inner Warrior Wellness; Coffee and Conversation. It also includes various personal growth sessions on subjects like: financial planning; legal planning education, etc. Note that it DOES NOT include FOCUS, R2MR or Mental Health First Aid, which are calculated in their respective tables lower down.

Personal Growth and Development


Tran

sition

ing

Mem

ber





VFP





Out

side

VFP



9


Personal Growth and Development




Second Language Service/Workshop Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber

One-on-one wrk: Total # clients One-on-one work: Out of total, # New Client Served




VFP





Out

side

VFP



# of Workshop

10


Second Language Service/Workshop Veteran Spouse Children Youth Parent Other

Provided Name and Reason # of Participants

FOCUS Service/Workshop Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber





VFP





Out

side

VFP





11


Mental Health First Aid Service/Workshop Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber





VFP





Out

side

VFP





Guidance:This includes R2MR, Bounce Back and Living Life to the Full.

12


Other Veteran Spouse Children Youth Parent OtherTr

ansiti

onin

g M

embe

r One-on-one work:

Total # clients One-on-one work: Out of total, # New Client Served


Name of the Service or Workshop

Reason # of Participants

VFP





Out

side

VFP





13


c. How many people were assisted with a Family Transition Plan (#people i.e.: Veterans, spouses, children, youth, parents). Not included in Total in 1a (to avoid duplication).

How many people were assisted with a

Family Transition PlanVeteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber



VFP



Out

side

VFP



2. # of referrals to Community Services: How many Veterans, Spouses, Children, Youth, Parent or Other Service Providers were referred to the following community services?

Guidance:We are compiling the total number of referrals as well as capturing the type or name of the service referred. Providing this information will identify the assistance and resources needed to help in the transition to civilian lifestyle with a physical or mental injury. “Referrals to Community Services” includes referrals to other MFRC services, such as the MFRC social worker or FLO.

14


a. Referrals to VAC

a. All referrals to: VAC Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber

# clients referred Out of total, # New Client referred# client contacts Reason for

each referral

VFP

# clients referred Out of total, # New Client referred# client contacts Reason for

each referral

Out

side

VFP

# clients referred Out of total, # New Client referred# client contacts Reason

b. Referrals to Community Services

c.Referral to Community svs Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber # clients referred

Out of total, # New Client referred# client contacts Reason

VFP

# clients referred# New clients referred# client contacts Reason

O # clients referred

15


c.Referral to Community svs Veteran Spouse Children Youth Parent Other

utsid

e VF

P Out of total, # New Client referred# client contacts Reason

Guidance:

Please, DO NOT include numbers from previous tables in this section. This section is for any additional outreach, briefings, and partnerships that do not fall into the categories in the tables above. Outreach includes VFC reaching out to new stakeholders to recruit their help in assisting VFMs (who are NOT part of your current stakeholder registry nor to whom you refer regularly). For those stakeholders who are part of your stakeholder registry and to whom you refer regularly, please include them in “Info and Referral” above. Your connection with other local organization to better assist VFMs. For instance, if you make a first contact with the Legion to assist a VFM, then it would count as 1 stakeholder (with whom you might have numerous contacts in one month) and you should state the reason for the outreach below (e.g.: assisting with homeless VFM). This table is used for military SCAN seminars.

Briefings/ Partnerships/Outreach Veteran Spouse Children Youth Parent Other

Tran

sition

ing

Mem

ber

# stakeholders Out of total, # New stakeholders # stakeholder

contacts Reasons and name(s) of stakeholder(s) # of Briefings


VFP


contacts Reasons and

name(s) of stakeholder(s)

# of Briefing Provided

16


Briefings/ Partnerships/Outreach Veteran Spouse Children Youth Parent Other


Out

side

VFP


contacts Reasons and name(s) of stakeholder(s) # of Briefings


3. # VFC Client File Management:

Guidance:Please indicate the number of new files, ongoing open files, closed files and transferred files per Veterans, Spouse, Children, Youth, and Parent. These numbers will confirm the VFC positions necessary.

Note that this question includes ONLY those clients with whom you as VFC have had direct client contact (via telephone, email or in-person).

“# new files” refers to # new clients you have for that month

“# ongoing files” refers to # files open for minimum 1 month and client continues accessing svc in that month plus dormant files

“# closed files” refers to when the client is no longer accessing services 3 months passed the last service delivered to the client.

“# transferred files to another MFRC” refers to how many medically released veterans and their families transferred to another MFRC for services.

Tran

sition

ing

Veteran Spouse Children Youth Parent OtherNew files # # # # # Clients # # # # #Ongoing open files # # # # #

Clients # # # # #Closed files # # # # #

17


Mem

ber

Clients # # # # #Transferred files # # # # # Clients # # # # #

VFP


Clients # # # # #Closed files # # # # # Clients # # # # #Transferred files # # # # # Clients # # # # #

Out

side

VFP


Clients # # # # #Closed files # # # # # Clients # # # # #Transferred files # # # # # Clients # # # # #

4. VFP Promotion and Awareness:

a. Administration

i. Creation of materials: # of marketing material received from MFS #

ii. Creation of materials: # of marketing material created by MFRC with VFP funds

#

iii. Materials pushed out, without request: # of marketing material distributed to medically released veterans and their families (combined local MFRC material and MFS Material)

#

iv. Materials supplied, with request: # of requests for product and/or information from medically released veterans and their families

v. #

b. Awareness

i. Awareness: How VFP users become aware of the program?

18


Guidance:Compilation of these numbers will help identify how medically released veterans and their families become aware of the VFP, and what might be the most effective way of promoting program awareness.

Awareness Transitioning Member

VFP Outside VFP

i. Word of mouth (#):

ii. MFRC Staff (#):

iii. MFRC website (#):

iv. Familyforce.ca (#):

v. VAC (#):

vi. CAF health Services (#):

vii. IPSC/JPSU (#):

viii. Legion (#):

ix. Brochure (#):

x. Posters (#):

xi. Local Advertising (#):

xii. Family Info Line (#):

xiii. Contact via Warm Line Call (#):

xiv. Contact via Community Event (#):

xv. Contact via Email (#):

xvi. Contact via Welcome Letter (#):

xvii. If the person became aware from a different method please identify here.

19


Please attach any evaluations from the training sessions to evaluate if the training helped in the transition within the civilian community.

Your monthly comments (or client testimonials) are appreciated below:

5. # Staff hours dedicated to the program.

Guidance:Compilation of remunerated staff hours and non-remunerated staff hours (including stat holidays and vacation paid for by VFP funds) will identify extra time and funds spent towards the VFP that are from MFS budget and not from current VAC allocated budget.

This is a standard measure used by Public Works, Charity Navigator, Donner Fdn, etc.

Program hours are defined as hours spent on the delivery of VFP programs, which includes: program planning, program delivery and program evaluation. It does not include administrative activities (e.g.: meetings not related to planning/delivery, accounting/auditing, insurance, office management, human resources and other centralized services) or fundraising activities.

E.g.: Program hours for an Employment Coordinator might include hours spent on individual employment counselling, review of skills and experience, meeting with prospective employers but would not include general meetings not directly related to employment counselling, such as meetings about MFRC administration, workplace health and safety, etc.

Tracy Cromwell at Mainland BC does the following: “Once a year—at most twice a year—I meet with staff and we determine their allocation of time. For example, my program and volunteer manger allocates her time (approximately) as follows: 15% administrative duties (supervision for others plus her own administrative tasks time sheets etc); 55% programming; 30% volunteer duties. When I prepare reports, rather than having her track what she's doing each and every hour, I use a percentage of her total hours in the time covered by the report. It's not exact, but I'm satisfied, this gives me a good representation of what's happening.”

“Total VFC staffing hours spent on duties outside of the VFP” is included as some VFCs may continue to assist with MFRC duties that fall outside of the VFP. This is very important data for all to have, as it may

20

https://www.donnerawards.org/main/index.php?page_id=91

http://www.charitynavigator.org/index.cfm?bay=search.summary&orgid=7587


indicate the need for more MFRC staffing resources to offer programs and services to families through a mechanism like Contingency Funding.

a. Total staffing hours

Tran

sition

ing

Mem

ber TOTAL staffing hours this month in VFP (including any over and

above FTE funded by VFP, MFS or other funder) Out of the total above, # EXTRA staffing hours to support the VFP that was charged to MFS (e.g.: other MFRC staff’s hours spent serving your Veteran Families)

Out of the total above, Please indicate the number of extra staffing hours to support the VFP that was NOT charged to MFS and explain why (e.g.: another MFRC staff person who is not paid for by MFS or VFP who is helping with Veteran Families).

VFP

TOTAL staffing hours this month in VFP (including any over and above FTE funded by VFP, MFS or other funder)

Out of the total above, # EXTRA staffing hours to support the VFP that was charged to MFS (e.g.: other MFRC staff’s hours spent serving your Veteran Families) Out of the total above, please indicate the number of extra staffing hours to support the VFP that was NOT charged to MFS and explain why. (e.g.: another MFRC staff person who is not paid for by MFS or VFP who is helping with Veteran Families).

Out

side

VFP

TOTAL staffing hours this month in VFP (including any over and above FTE funded by VFP, MFS or other funder)

Out of the total above, # EXTRA staffing hours to support the VFP that was charged to MFS (e.g.: other MFRC staff’s hours spent serving your Veteran Families) Out of the total above, please indicate the number of extra staffing hours to support the VFP that was NOT charged to MFS and explain why. (e.g.: another MFRC staff person who is not paid for by MFS or VFP who is helping with Veteran Families).

MFR

C du

ties Total VFC staffing hours spent on duties for the MFRC,

outside of VFP (#)

b. Program hours

TOTAL # program hours to support VFP:

21


Out of the total above, # program hours to support the VFP over and above the VFP funds and thus charged to MFS (#):

Out of the total above, # program hours to support the VFP over and above the VFP AND MFS funds (#):

VFP




Out

side

VFP




22

i A substantive contact is contact in which a good deal of information shared (e.g.: a community orientation briefing with a group of family members) versus a “fleeting contact” (e.g.: phone call that simply redirected caller to other service or only provided contact address). Substantive contacts tend to one-on-one. For example, a “conversation” with a client via email about services would be a substantive contact where a group/listserv email to many clients about general information would not be substantive.

More impact-focused and accurate statistics (to include in your total # of contacts) tend to be those which are substantive (a good deal of information shared), have a registration list, in which you can identify individual participants.

Here are some examples of those statistics to include:

o # family contacts for community orientation briefings/information sessionso # family contacts during registration in children/teen workshopso # family contacts through education/employment/parenting workshopso # family contacts for Emergency/Emergency Respite/Casualty Support Child Careo # family contacts during outreach/personal growth and development

Less impact-focused and accurate statistics (to avoid including in your total # VF contacts) tend to be those which are large, less substantive (not very much information shared or a brief interaction), no registration list, in which individuals cannot be accurately identified.

Here are some examples of those statistics which you should avoid including:

o # family contacts during special/social eventso # family contacts via calls/emails to MFRCo # family contacts in special workshops/events/activities

# family contacts for general info and referral services

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