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Quarterly Report TrainingCommunity Partnerships DivisionMerlyn Meissner, MPH
December 2017
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TOPICS TO BE COVERED
FY17 Section Review
Common Terms
Demographic Report
Outcome Report
Narrative Report
Other Required Reports
Questions
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FY17 HCS Section Review
Special Health Care
$715,324 204
Mental Health
$2,484,740 3,100
Primary Care $15,580,652 42,779
TOTAL $18,780,716 46,083
Funds Utilized
Clients served
Priorities
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Asian
2%
Black
50%
White
19%
Haitian
0%
Hispanic
23%
Native
American
0%Other
6%
FY17 Race and Ethnicity
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Have learned to keep themselves safe from harmful situations
Improved emotional stability
Healthy babies were born
Have positive social functioning
Received services for Mental Health
Developed appropriate behavior responses
Remain in community
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Quarterly Report Forms
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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.
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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.
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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.
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Quarterly Reports
Demographic Report (Provider Handbook)
Outcome Report (Provider Handbook)
Narrative Report listing noteworthy activities& barriers in outcome achievement
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Provider Handbook
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Minimum # Unduplicated Clients
Demographic report tracks # of unduplicated clients
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Circle appropriate reporting quarter.
Date the report was completed.
Circle the appropriate category
ABC Agency
Counseling 123456789 12/13/17
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Demographic Report Calculating Section
Only complete white cells
Grey cells automatically calculate
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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.
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Total
0
0
0
0
0
Note: Line h is for informational use only and will not change table totals.
0
Qtr 4
0
Qtr 3
0
0
0
0
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
Qtr 2
0
0
0 0 00
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
0
0
• New contract with County, Initial contract period (1st contract year)
• Program begins with 0 Clients, All Clients are NEW Clients
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Total
0
0
0
30
0
Note: Line h is for informational use only and will not change table totals.
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
30
30
30 30 3030
Qtr 2
30
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
30
30 30
Qtr 4
30
Qtr 3
30
30
30
30
• 1st Option Period with County
• Program begins with 30 Clients = carryover Clients from Initial contract period
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b. # NEW Clients entering services during quarter
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.
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Total
45
0
0
75
0
Note: Line h is for informational use only and will not change table totals.
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
75
75 75 7575
Qtr 2
75
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
75
75 75
Qtr 4
75
Qtr 3
75
75
75
75
• 45 Clients began services in Quarter 1
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c. Total of Line A and B
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
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Total
45
0
0
75
0
Note: Line h is for informational use only and will not change table totals.
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
75
75 75 7575
Qtr 2
75
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
75
75 75
Qtr 4
75
Qtr 3
75
75
75
75
• 75 Clients received services in Quarter 1
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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.
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Total
45
15
0
75
0
Note: Line h is for informational use only and will not change table totals.
60
Qtr 4
60
Qtr 3
60
60
60
15
60
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
60
60
Qtr 2
60
60
75 75 7575
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
• 15 Clients were discharged or changed funding source Quarter 1
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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.
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Total
45
15
2
75
0
Note: Line h is for informational use only and will not change table totals.
58
Qtr 4
58
Qtr 3
58
58
58
152
58
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
58
58
Qtr 2
58
58
75 75 7575
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
• 2 Clients dropped out of the program after multiple attempts of contact for rescheduling in Quarter 1
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Line f - Total number of Clients at the end of quarter.
Demographic Report – Line f.
• No entry, automatic calculation.
Total Clients receiving services in quarter
- # Clients discharged/change in funding
source
- # Clients dropped out
= # Clients at the end of quarter
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Total
45
15
2
75
0
Note: Line h is for informational use only and will not change table totals.
58
Qtr 4
58
Qtr 3
58
58
58
152
58
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
58
58
Qtr 2
58
58
75 75 7575
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
• 58 Total Clients at the end of quarter 1
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Line g - Total number of UNDUPLICATED Clients served, year to date.
Demographic Report – Line g.
• No entry, automatic calculation.
• 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
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Total
117
41
5
147
0
Note: Line h is for informational use only and will not change table totals.
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
58
75 147 147147
Qtr 2
58
26
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
101
3
101 101
Qtr 4
101
Qtr 3
101
101
101
152
72
130
• 147 Total UNDUPLICATED Clients served year-to-date
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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.
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Total
65
40
3
95
1
Note: Line h is for informational use only and will not change table totals.
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
30
4575
58
75
0
95
1
9595
Qtr 2
58
25
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
52
1
52 52
Qtr 4
52
Qtr 3
52
52
52
152
20
78
• 1 Client re-entered service in Quarter 2 after dropping out in Quarter 1
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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
Total
all
ages
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
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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+
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• Enter Race/Ethnicity in correct Age cells
• Add the unduplicated Clients per quarter in appropriate cells
Under Over
< >
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 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
6. Native American 0 0 0
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
Total
all
ages
Total
GENDER
Est Pov. Level
Under 5
Data below must reflect the total of ALL (unduplicated) clients served year to date for this Agreement (See g. above).
5-12 13-17 18-24 65+ UnknownAGE 25-34 35-44 45-54 55-64
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Total
149
54
18
164
0
Note: Line h is for informational use only and will not change table totals.
Under Over
< >
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 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
6. Native American 0 0 0
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
1
92
Qtr 4
55
Qtr 3
29
61
4
2
55
12
3
31
76
35
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
41
96
3
12
29
32
Total
all
ages
Total
GENDER
Est Pov. Level
D
a
t
e
S
t
a
m
p
Under 5
Data below must reflect the total of ALL (unduplicated) clients served year to date for this Agreement (See g. above).
5-12 13-17 18-24
Qtr 2
45
65+
45
60 91 164123
UnknownAGE
a. # at the beginning of quarter (incl. carryover clients within same contract/program)
Qtr 1
15
45
60
25-34 35-44 45-54 55-64
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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:
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Outcome Report
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Outcome Report FormPerformance Report for FY 2018
Provider's Name:
Date
Rec'd
: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:
Item
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!
Item
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 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
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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
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• 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
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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
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Item
2
3
Item
4
5
6
7
8
9
10
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
150
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator
# attaining the indicator
150
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 1
Indicator #
150 Clients received services by ABC Agency in Quarter 1 to increase knowledge and skills to live independently.
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50 Clients received services by ABC Agency in Quarter 1 to improve family functioning.
Item
2
3
Item
4
5
6
7
8
9
10
11
50
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.
Relevant Clients: Clients who have received the service referenced in the indicator.
% Attainment for the Quarter 0.0%
# previously evaluated for the indicator
# 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
# pending evaluation (have not met time frame)
Total # Clients receiving services referenced in indicator during each
quarter.
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Outcome Report – Item 5
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.
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• 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.
2
3
Item
4
5
6
7
8
9
10
11
Outcome Measure #
# who dropped out of program
60
30
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator 30# attaining the indicator
Item
0.0%
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 1
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
% Attainment for the Quarter
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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.
Outcome Report – Item 6
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• 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.
2
3
Item
4
5
6
7
8
9
10
11 % Attainment for the Quarter
Item
0.0%
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 1
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator 20# attaining the indicator
Outcome Measure #
# who dropped out of program
60
30
10
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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.
Outcome Report – Item 7
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• 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.
2
3
Item
4
5
6
7
8
9
10
11
Outcome Measure #
# who dropped out of program
60
30
10
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator 15# attaining the indicator
Item
5
0.0%
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 2
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
% Attainment for the Quarter
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• 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.
Outcome Report – Item 8
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• 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
2
3
Item
4
5
6
7
8
9
10
11
7
7
11
9
82%% Attainment for the Quarter
Item
5
0.0%
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 2
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator
10
5# attaining the indicator
Outcome Measure #
# who dropped out of program
603010
Quarter 1
50
20
5
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• No entry; self calculates.
• Calculation subtracts all the exclusions included above.
Outcome Report – Item 9
Total Clients receiving services
- # pending evaluation
- # drop-outs
- # unable to be evaluated
- # previously evaluated
= # Clients able to be evaluated
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• 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
2
3
Item
4
5
6
7
8
9
10
11
7
7
11
9
82%% Attainment for the Quarter
Item
5
0.0%
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 2
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator
10
5# attaining the indicator
Outcome Measure #
# who dropped out of program
603010
Quarter 1
50
20
5
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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.
Outcome Report – Item 10
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• 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:
2
3
Item
4
5
6
7
8
9
10
11
Outcome Measure #
# who dropped out of program
603010
Quarter 1
50
20
5
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator
10
5# attaining the indicator
Item
5
80.0%
Preparer Signature:
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 2
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
% Attainment for the Quarter
4
7
7
11
9
82%
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• No entry; self calculates
Outcome Report – Item 11
11 % Attainment for the Quarter
# of Clients who attained indicator
Total # of Clients who received services in indicator
% of
Clients who
Attained
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• 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:
2
3
Item
4
5
6
7
8
9
10
11
Outcome Measure #
# who dropped out of program
603010
Quarter 1
50
20
5
# previously evaluated for the indicator
# meeting time frame to be evaluated for the indicator
10
5# attaining the indicator
Item
5
80.0%
Preparer Signature:
# 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.
Relevant Clients: Clients who have received the service referenced in the indicator.
Quarter 2
Indicator #
Total # Clients receiving services referenced in indicator during each quarter.
# pending evaluation (have not met time frame)
% Attainment for the Quarter
4
7
7
11
9
82%
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Narrative Report
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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.
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TEMPLATE
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QUARTERLY REPORT NARRATIVE
FY201_
AGENCY NAME
DATE
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
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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
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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
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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:
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Due within 120 days after the close of Providers fiscal year end; submit to Repository
Provider
Provider
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Incident Report
Due within 24 hours
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4 QuestionQuiz
Good luck!
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Monitoring VisitsHow was it handled last year?
Collaborative visits will be scheduled by the end of the year.
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https://www.surveymonkey.com/r/QRT1217
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QUESTIONS???
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