quarterly report training · 2018. 1. 5. · quarterly report training community partnerships...

Quarterly Report TrainingCommunity Partnerships DivisionMerlyn Meissner, MPH

December 2017

TOPICS TO BE COVERED

FY17 Section Review

Common Terms

Demographic Report

Outcome Report

Narrative Report

Other Required Reports

Questions

FY17 CSA Section Review

Behavioral Health

$4,874,241 6,546

Special Needs

$779,914 3,093

Independent Living

$208,280 28

Subsidized Child Care

$2,331,979 1,002

TOTAL $8,194,413 10,669

Funds Utilized

Clients served

Priorities

Haitian

Hispanic

Native

American

FY17 Race and Ethnicity

Maintained or improved developmental functioning

Reduced or eliminated drugs and alcohol use

Improved social and emotional functioning

Improved life skills

Were employed, seeking employment or in educational/vocational program

Maintained housing post-discharge

Received childcare subsidies

Quarterly Report Forms

Quarterly Reports Due Dates

Quarter Period Due Date

1 Oct. 1 – Dec. 30 Jan. 15

2 Jan. 1 – Mar. 31 Apr. 15

3 Apr. 1 – June 30 July 15

4 July 1 – Sept. 30 Oct. 15

***IMPORTANT***

*If due date falls on a weekend or a County observed holiday, invoices/correction packets are due the next

business day.

Common Terms - DefinitionsTerm Definitions

Carryover ClientClients served from one contract year to the next within the Life of the

contract. Initial contract year will begin with zero Clients.

Contract YearThe commencement date to expiration date specified in Exhibit A of the unit-

of-service contract and Article 3 of the consultant agreement.

Discharged

ClientsClient who change funding source or exit program after receiving services.

Drop-out ClientsClient-driven; Client is a no-show, failed to communicate/respond to follow up

requests for rescheduled appointments after receiving at least one service.

Life of the

contract

Total life of contract, includes Initial contract period + all option periods +

extensions (as needed)

Unduplicated

Client

An individual who is counted only one time during the contract year receiving

one or more services and/or have more than one episode of care. The Client

should be counted only once in the contract year regardless of how many

times he/she received services.

*Contract is defined as an executed agreement between Broward County and a second party.

Q. How many social workers does it take to change a light bulb?

A. The light bulb must first fill out all the

appropriate forms to determine eligibility for service.

Quarterly Reports

Demographic Report (Provider Handbook)

Outcome Report (Provider Handbook)

Narrative Report listing noteworthy activities& barriers in outcome achievement

Provider Handbook

Minimum # Unduplicated Clients

Demographic report tracks # of unduplicated clients

Circle appropriate reporting quarter.

Date the report was completed.

Circle the appropriate category

ABC Agency

Counseling 123456789 12/13/17

Demographic Report Calculating Section

Only complete white cells

Grey cells automatically calculate

a. # at the beginning of quarter (incl. carryover clients within same contract/program)

Demographic Report – Line a.

• Only enter in Qtr 1.

• The first demographic report form for the initial Contract period should be "0".

• Qtr 1 demographic reports for Option periods should include carryover clients from previous year for the same contract/program.

Note: Line h is for informational use only and will not change table totals.

b. # NEW Clients entering services during quarter

c. Total of Line A and B

d. # discharged/change in funding source during quarter

e. # dropped out during the quarter

f. Total number of Clients at the end of quarter

g. Total number of UNDUPLICATED Clients served, year-to-date

h. # discharged/dropped-out re-entering services during contract year

0 0 00

• New contract with County, Initial contract period (1st contract year)

• Program begins with 0 Clients, All Clients are NEW Clients

30 30 3030

• 1st Option Period with County

• Program begins with 30 Clients = carryover Clients from Initial contract period

Demographic Report – Line b.

• Enter number of clients who are new to the program in the quarter for the contract year and have never been included in previous demographic reports for the contract year.

• If Client is re-entering services (from discharge or drop-out) in the contract year, do not count as NEW.

• Enter re-entering Clients within the Contract Year in Line h.

75 75 7575

• 45 Clients began services in Quarter 1

Demographic Report – Line c.

• No entry, automatic calculation.

# Clients at the beginning

of the quarter

# NEW Clients entered

services in quarter

TOTAL # Clients receiving services in quarter

75 75 7575

• 75 Clients received services in Quarter 1

Line d - #Clients discharged/change funding source during the quarter.

Demographic Report – Line d.

• Enter number of clients who changed funding source/discharged from the program during the quarter.

• Discharge = change in funding source or program exit.

75 75 7575

• 15 Clients were discharged or changed funding source Quarter 1

Line e - # Clients dropping out during the quarter.

Demographic Report – Line e.

• Enter number of clients who dropped out of the program during the quarter.

• Dropped-out = i.e. Client-driven; Client is a no-show, failed to communicate/respond to follow up requests for rescheduled appointments.

75 75 7575

• 2 Clients dropped out of the program after multiple attempts of contact for rescheduling in Quarter 1

Line f - Total number of Clients at the end of quarter.

Demographic Report – Line f.

Total Clients receiving services in quarter

- # Clients discharged/change in funding

source

- # Clients dropped out

= # Clients at the end of quarter

75 75 7575

• 58 Total Clients at the end of quarter 1

Line g - Total number of UNDUPLICATED Clients served, year to date.

Demographic Report – Line g.

• Unduplicated client = Individual who is counted one time during the contract year receiving one or more services and/or have more than one episode of care. Total all ages = Line g Total

Total Clients receiving services in quarter –counted only once for the contract year

75 147 147147

101 101

• 147 Total UNDUPLICATED Clients served year-to-date

Line h - # Clients discharged re-entering services during contract period

Demographic Report – Line h.

• Enter the number of Clients who re-enter services within the contract Year.

• Do not enter again in demographic information below.

• If Client is re-entering from a different contract year, include them as NEW in Line b.

• This number is for tracking only and will not calculate in table totals.

• 1 Client re-entered service in Quarter 2 after dropping out in Quarter 1

Data below must reflect the total of ALL (unduplicated) clients served year to date for this Agreement (See g. above).

AGE Under 5 5-12 13-17 18-24 25-34 35-44 45-54 55-64 65+ Unknown Total

Est Pov. Level

Under Over

< >GENDER

M F M F M F M F M F M F M F M F M F M F M F

RACE / ETHNICITY

1. Asian 0 0 0

2. Black 0 0 0

3. White 0 0 0

4. Haitian 0 0 0

5. Hispanic 0 0 0

6. Native American 0 0 0

7. Other 0 0 0

8. Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Age – Race / Ethnicity

AGE• Modified to be consistent with federal census age ranges

• Under 5

• 5-12

• 13-17

• 18-24

• 25-34

• 35-44

• 45-54

• 55-64

• 65+

• Enter Race/Ethnicity in correct Age cells

• Add the unduplicated Clients per quarter in appropriate cells

Under Over

RACE / ETHNICITY

1. Asian 3 2 5 3 7 10

2. Black 11 0 11 11

3. White 17 10 12 12 41 10 51

4. Haitian 5 5 0 5

5. Hispanic 8 9 10 15 45 72 15 87

7. Other 0 0 0

8. Total 3 2 0 5 17 10 13 0 9 0 10 15 12 0 45 0 12 11 0 0 121 43 164 0 0

GENDER

Est Pov. Level

Under 5

5-12 13-17 18-24 65+ UnknownAGE 25-34 35-44 45-54 55-64

Under Over

RACE / ETHNICITY

1. Asian 3 2 5 3 7 10

2. Black 11 0 11 11

3. White 17 10 12 12 41 10 51

4. Haitian 5 5 0 5

5. Hispanic 8 9 10 15 45 72 15 87

7. Other 0 0 0

8. Total 3 2 0 5 17 10 13 0 9 0 10 15 12 0 45 0 12 11 0 0 121 43 164 0 0

GENDER

Est Pov. Level

Under 5

5-12 13-17 18-24

60 91 164123

UnknownAGE

25-34 35-44 45-54 55-64

12 AGE / RACE / ETHNICITY

Enter Age, Race/Ethnicity for all Clients served in the contract Year. Update totals every

quarter. Do not subtract Clients who are discharged or drop-out. This is a cumulative total

for the contract Year.

Noteworthly Information:

Individual who is counted one time during the fiscal year receiving multiple

services and/or have more than one episode of care. (ie. 10/1/17-9/30/18)

The client should be counted only once in this period regardless of how

many times he/she received services.

Length of Services:

Client service limits still apply regardless of client carryover to new contract

year and/or contract.

Demographic Totals:

Ensure all totals down and across demographic portion of the form are

accurate an correct, vertically and horizontally.

(ie. Total all ages = Line g Total)

Definition of Unduplicated

Client:

Outcome Report

Outcome Report FormPerformance Report for FY 2018

Provider's Name:

:Agreement #:

Program Name / #:

1 Submission Status (Circle Appropriate Status): Original Revision

Circle Quarter #: 1 2 3 4

Preparer Name/Title (Print): Approver Name/Title (Print):

Preparer Signature: Approver Signature:

2 Outcome Measure #

3 Indicator #

Relevant Clients: Clients who have received the service referenced in the indicator.

Item Quarter 1 Quarter 2 Quarter 3 Quarter 4 YTD

4 Total # Clients receiving services referenced in indicator during each quarter.

5 # pending evaluation (have not met time frame)

6 # who dropped out of program 0

7# unable to be evaluated (data missing, change funding source, other - explain

in narrative)0

8 # previously evaluated for the indicator 0

9 # meeting time frame to be evaluated for the indicator 0 0 0 0 0

10 # attaining the indicator 0

11 % Attainment for the Quarter #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

2 Outcome Measure #

3 Indicator #

Item Quarter 1 Quarter 2 Quarter 3 Quarter 4 YTD

4 Total # Clients receiving services referenced in indicator during each quarter.

5 # pending evaluation (have not met time frame)

6 # who dropped out of program and unable to evaluated 0

7# unable to be evaluated (data missing, change funding source, other - explain

in narrative)0

8 # previously evaluated for the indicator 0

Submission Status:

1. Circle submission status:

1. Original = First time submission

2. Revision = Revised submission

2. Circle reporting quarter: 1, 2, 3, 4

3. Enter preparer / approver printed names, titles and signatures

1. Must be the same Approver from Invoice

Outcome Report

• Outcome Measure # & Indicator #

- Entered by Contract Grants Administrator (locked cells)

- Directly copied from executed agreements1

* Relevant Clients who have received service referenced in

indicator.

Outcome Report

Enter the number of Clients actively receiving the

particular service referenced in the indicator during

the current reporting quarter.

The indicator may reference one taxonomy or

service such as individual counseling.

Outcome Report – Item 4

11 % Attainment for the Quarter 0.0%

Total # Clients receiving services referenced in indicator during each

quarter.

# pending evaluation (have not met time frame)

Outcome Measure #

# who dropped out of program

# previously evaluated for the indicator

# meeting time frame to be evaluated for the indicator

# attaining the indicator

# unable to be evaluated (data missing, change funding source, other -

explain in narrative)

1. Clients possess knowledge and skills to function independently.

85% of Clients improve skills as indicated by improvements on the Casey

Life Skills Assessment.

Quarter 1

Indicator #

150 Clients received services by ABC Agency in Quarter 1 to increase knowledge and skills to live independently.

50 Clients received services by ABC Agency in Quarter 1 to improve family functioning.

Quarter 1

Outcome Measure # 3. Clients will improve family functioning.

Indicator #75% of Clients improve family functioning at discharge/transfer, as

indicated by a decrease of one point on the Index of Family Relations.

% Attainment for the Quarter 0.0%

# attaining the indicator

# meeting time frame to be evaluated for the indicator 50

# unable to be evaluated (data missing, change funding source, other -

explain in narrative)

# who dropped out of program and unable to evaluated

Total # Clients receiving services referenced in indicator during each

quarter.

Enter the number of Clients who are not eligible to be evaluated

because duration of service requirements have not yet been met

but were served during the quarter for the service referenced in

indicator. For some indicators, services must be delivered for a

designated time frame before progress can be assessed. In that

case, the indicator will state the amount of service time needed

before each Client's progress will be included in the report.

• 60 Clients received services by ABC Agency in Quarter 1 to improve family functioning

• But 30 Clients have not yet received services for 3 months.

Outcome Measure #

# meeting time frame to be evaluated for the indicator 30# attaining the indicator

# unable to be evaluated (data missing, change funding source, other - explain in

narrative)

1. Parents gain knowledge and skills necessary to advocate for their children.

80% of Clients or their families gain knowledge by showing an increase of at

least one point in overall score at 3 months of service or at discharge if earlier.

Quarter 1

Indicator #

Total # Clients receiving services referenced in indicator during each quarter.

% Attainment for the Quarter

Enter the number of Clients who dropped out of

the program during the quarter.

Dropped-out = i.e. Client-driven; Client is a no-

show, failed to communicate/respond to follow

up requests for rescheduled appointments.

• 30 Clients have not yet received services for 3 months (pending evaluation)• 10 Clients never showed up after intake to appointments and after

multiple attempts, agency never heard from them again.

11 % Attainment for the Quarter

narrative)

Quarter 1

Indicator #

Outcome Measure #

Enter the number of Clients who cannot be evaluated but would have been

eligible to be evaluated.

This exclusion may include Clients who 1) attended the program

sporadically, not enough data and cannot be evaluated; 2) became eligible

for services provided by another funding source, 3) failed to complete post-

test, closed for non-compliance. Other exclusions may apply; when in

doubt, discuss with the Contract Grants Administrator.

Explain in the narrative report. If applicable, include any quality/process

improvement strategies for retention or other identified deficiencies.

• 30 Clients have not yet received services for 3 months (pending evaluation)• 10 Clients never showed up after intake to appointments and after multiple

attempts, agency never heard from them again.• 5 Clients were switched for funding source before meeting the 3 months.

Outcome Measure #

narrative)

Quarter 2

Indicator #

• Enter the number of Clients who have been reported for this indicator in

the past for the contract year.

• Depending on the nature of the service, some Clients' progress may be

assessed multiple times for a particular indicator in the contract year.

• When in doubt, discuss with the Contract Grants Administrator.

• 60 Clients received services by ABC Agency in Quarter 1 to improve family functioning • 30 Clients have not yet received services for 3 months (pending evaluation)• 10 Clients never showed up after intake to appointments and after multiple attempts,

agency never heard from them again.• 5 Clients were switched for funding source before meeting the 3 months.• 10 Clients were previously evaluated

82%% Attainment for the Quarter

narrative)

80% of Clients or their families gain knowledge by showing an increase of at least

one point in overall score at 3 months of service or at discharge if earlier.

Quarter 2

Indicator #

5# attaining the indicator

Outcome Measure #

603010

Quarter 1

• No entry; self calculates.

• Calculation subtracts all the exclusions included above.

Total Clients receiving services

- # pending evaluation

- # drop-outs

- # unable to be evaluated

- # previously evaluated

= # Clients able to be evaluated

• 60 Clients received services by ABC Agency in Quarter 1 to improve family functioning • 30 Clients have not yet received services for 3 months (pending evaluation)• 10 Clients never showed up after intake to appointments and after multiple attempts,

agency never heard from them again.• 5 Clients were switched for funding source before meeting the 3 months.• 10 Clients were previously evaluated

82%% Attainment for the Quarter

narrative)

80% of Clients or their families gain knowledge by showing an increase of at least

one point in overall score at 3 months of service or at discharge if earlier.

Quarter 2

Indicator #

Outcome Measure #

603010

Quarter 1

Enter the number of Clients who cannot be evaluated but would have been

eligible to be evaluated.

This exclusion may include Clients who:

• 1) attended the program sporadically, not enough data and cannot be

evaluated

• 2) became eligible for services provided by another funding source

• 3) failed to complete post-test, closed for non-compliance

• Other exclusions may apply; when in doubt, discuss with the Contract

Grants Administrator.

Explain in the narrative report. If applicable, include any quality/process

improvement strategies for retention or other identified deficiencies.

• 30 Clients have not yet received services for 3 months (pending evaluation)• 10 Clients never showed up after intake to appointments and after multiple attempts,

agency never heard from them again.• 5 Clients were switched for funding source before meeting the 3 months.• 10 Clients were previously evaluated• 4 Clients attained/met the indicator

Approver Signature:

Outcome Measure #

603010

Quarter 1

Preparer Signature:

# unable to be evaluated (data missing, change funding source, other - explain in narrative)

80% of Clients or their families gain knowledge by showing an increase of at least one point in

overall score at 3 months of service or at discharge if earlier.

Quarter 2

Indicator #

• No entry; self calculates

11 % Attainment for the Quarter

# of Clients who attained indicator

Total # of Clients who received services in indicator

Clients who

Attained

• 30 Clients have not yet received services for 3 months (pending evaluation)• 10 Clients never showed up after intake to appointments and after multiple attempts,

agency never heard from them again.• 5 Clients were switched for funding source before meeting the 3 months.• 10 Clients were previously evaluated• 4 Clients met the indicator

Approver Signature:

Outcome Measure #

603010

Quarter 1

Preparer Signature:

# unable to be evaluated (data missing, change funding source, other - explain in narrative)

80% of Clients or their families gain knowledge by showing an increase of at least one point in

overall score at 3 months of service or at discharge if earlier.

Quarter 2

Indicator #

Narrative Report

Provider Handbook Details

Provider must submit a narrative with the report, to include:

a) the challenges impacting results of any unmet indicator

b) an action plan to address each challenge

c) quality assurance efforts/adjustments instituted to effectively meet each challenge

d) an explanation of the Clients excluded from evaluation in item 6 and 7

e) any successes and other noteworthy activities for the quarter

The Outcome Report will not be accepted or considered complete without the narrative

report.

TEMPLATE

QUARTERLY REPORT NARRATIVE

FY201_

AGENCY NAME

Quarter (Check One):☐ Q1 (Oct –Dec) ☐ Q2 (Jan – Mar) ☒ Q3 (Apr – Jun) ☐ Q4 (Jul – Sep)

Broward County’s Community Partnership Division uses quarterly reports to monitor each

program’s progress on meeting its contracted outcomes and indicators. Quarterly reporting

requirements include the submission of a 1) Quarterly Narrative Report, 2) Demographic Report

and 3) Outcome Report. Quarterly reporting is due along with the monthly invoice each quarter.

INTRODUCTION: Provide program narrative related to the contracted.

1.Include summary on changes to staff, staff training provided, Client success stories, noteworthy

activities, agency accomplishments and/or challenges. Provide analysis of any changes in Client

demographics, trends in data and/or service requests.

2.Describe improvements/changes made to Client services and/or service delivery this quarter as aresult of satisfaction surveys, and other activities to enhance the quality of services provided.

3.Describe activities and/or any improvements made during the quarter in your agency’s internalprocess for data collection, entry and oversight to ensure data integrity.

4.Does your agency have any upcoming monitoring reports/visits and/or received any accreditation

reports for a similar program?

1st Section

2nd Section

OUTCOMES: List each outcome individually and detail performance for the quarter on

the indicators for each outcome.

OUTCOME 1: type the outcome here

INDICATOR 1: type the indicator

Improvement/Decline in performance for the quarter?

How were the results measured? What was the formula used to determine the

percentage performance?

How did the agency determine which clients were included in the calculation and

which were excluded? What efforts did the agency make to include clients who were

not able to be evaluated?

Any supportive information or explanation for performance. If performance indicator

not met, what was the biggest challenge(s)?

Steps agency is taking to address challenges where performance is below standard or

is decreasing from the last quarter.

If any Clients re-entered service within contract year, provide reasons why they

returned. If appropriate, how to reduce number of Clients re-entering for service.

Repeat for any additional indicators under the outcome and/or additional outcomes

and those indicators.

Narrative Report Template

3rd Section Narrative Report Template

SIGNATURES: Two signatures are required and should be the same signatures that

appear on the outcome performance data sheet.

____________________________ ______________________________

Preparer Signature Approval Signature

Other Required Reports

Monitoring reports issued by

agencies or funding source for

similar services.

Accreditation reports

Single audit reports

The following reports must be submitted to Contract Grants Administrator within 30 calendar days of receipt by Provider:

Due within 120 days after the close of Providers fiscal year end; submit to Repository

Provider

Incident Report

Due within 24 hours

4 QuestionQuiz

Good luck!

Monitoring VisitsHow was it handled last year?

Collaborative visits will be scheduled by the end of the year.

https://www.surveymonkey.com/r/QRT1217

QUESTIONS???

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