systematic online documentation and support system odss documentation training
TRANSCRIPT
Systematic Online Documentation and Support System
ODSS Documentation Training
Introductions Julie Hibben Debbie Synhorst Pat McGovern Ousmane Diallo Momina Sims
Webinar Reminders Participants will stay on mute Use the “questions box” to ask any questions throughout the presentation Will be recorded
Objectives: ODSS Training
Review ODSS Coding Access to Workstation
ODSS Expectations
SPF SIG Coordinator will enter data at least weekly Prevention Supervisor will select a secondary
data entry person Log-in sent to Coordinators in January
Data will not be entered until the county reaches implementation
ODSS Expectations
An ODSS Manual will be available in each ODSS site
IDPH will monitor and review data entry More information about this process will be
provided later
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Part 1: Reflection on use of Documentation
Why documentation?
What to document?
Why ODSS?
Management and Reporting Tool (MRT)
System to enter and collect county-level data
Supports SPF SIG evaluation
Why Documentation? To systematically document the activities
implemented by the group: “Add accomplishments” into the ODSS
To maintain the database: ODSS To access the database: 24/7 online availability To maintain the quality of the database:
Reliability scoring
Document your accomplishments:
Tell your story
Why Documentation and Feedback?
Why Documentation and Feedback?Generate Lists and Graphs:
See what is happening
Understand and reflect on your work:
What are we seeing? What does it mean?
Why Documentation and Feedback?
What are the benefits of documentation for the group?
See what is going on Communicating progress Plan and make adjustments (e.g., adjust
Action Plan) Technical assistance
Part 1: Reflection on use of Documentation:
Why documentation?
What to document?
What to document?
All entries of events that meet the
definition and criteria for following codes
(Events=activities, accomplishments, or outputs that are
facilitated by the initiative or group and related to its goals and
objectives)
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review (how to code)
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Part 2: Codes Review Community Change (CC) Community Action (CA) Services Provided (SP) Media Coverage (M) Resources Generated (RG) Development Activity (DA) Other (O) See the “Code Summary Index” in Codebook.
Community Change (CC): Definition
New or modified programs, policies, or
practices in the community or system
facilitated by the initiative and related to
its goals and objectives
Community Change (CC): Criteria Must: Have occurred (e.g., when a policy is first adopted; when
a new program is first implemented - not just been planned)
Be related to the initiative’s goals and objectives Be new or modified programs, policies, or practices in
different parts of the community or system (e.g., government, business, schools, health organizations)
Be facilitated by individuals who are members of the initiative or those acting on behalf of the initiative
Community Change (CC): Considerations
Considering whether an event is new or modified Considering whether to score multiple events Multiple entries of the same event The first instance of implementation of a new program or
practice A first time occurrence or enactment of a policy The first committed agreement of collaboration
Community Change (CC): Example For the first time, John and Ann from the Safe Streets
Initiative, a coalition focusing on the prevention of adolescent alcohol consumption, gave an informational presentation on the SPF SIG project for the administration at Lincoln High School. The presentation educated administration on the background of the project and the school policy strategy.
Have occurred Related to mission New or modified programs, policies, or practices Facilitated by individuals who are members of the initiative
Community Change (CC): Writing a good entry/description
For the first time, John and Ann from the Safe Streets Initiative, a grassroots organization focusing on the prevention of adolescent alcohol consumption, gave an informational presentation on the SPF SIG Project to the administration at Lincoln High School. The presentation educated parents on the background of the project and the school policy strategy.
Who was involved in this change and what are their positions/ responsibilities within the initiative or community/ system?
What new/modified program, policy, or practice was implemented? How might the community benefit from this change?
Community Change (CC): Non-Example
The Youth Tobacco Free Coalition plans to implement a new program to increase awareness of the effects of alcohol and other depressants on motor skills. This program will help educate high school students in the community.
Community Change (CC): Non-Example
The Youth Tobacco Free Coalition plans to administer a new program to increase awareness of the effects of alcohol and other depressants on motor skills. This program will help educate high school students in the community.
Written in future tense—has not occurred yet
Community Change (CC): Non-Example
For the first time, Susan and Timothy from the Flint Hills Coalition, whose action plan centers on the reduction of drug use, will educate students about techniques to resist peer pressure when offered marijuana.
Community Change (CC): Non-Example
For the first time, Susan and Timothy from the Flint Hills Coalition, whose action plan centers on the reduction of drug use, will educate students about techniques to resist peer pressure when offered marijuana.
Written in future tense—has not occurred yet
Community Change (CC): Non-Example
With the aim of developing better substance abuse prevention interventions, Mary and Nate from the Wichita Coalition worked to develop a strategic plan. This will enable the group to determine its goals and objectives and to decide whether action plans need adjustment in order to deliver adequate services to the community.
Community Change (CC): Non-Example
With the aim of developing better substance abuse prevention interventions, Mary and Nate from the Wichita Coalition worked to develop a strategic plan. This will enable the group to determine its goals and objectives and to decide whether action plans need adjustment in order to deliver adequate services to the community.
Developed a strategic plan; did not implement a program/policy/practice
Community Change (CC): Non-Example
We implemented a series of programs last week at Greenwood Elementary School.
Community Change (CC): Non-Example
We implemented a series of programs last week at Greenwood Elementary School.
Description written without components such as who, did what…etc.
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Community Change (CC): Practice The Assistant Pastor of the AME church, a
partner with Central Coalition, started a new Sunday afternoon support group for youth at risk for substance use. This new program reduces the chance participants will start to use drugs.
Is this a Community Change (CC)? Yes or No?
Community Change (CC): Practice The Assistant Pastor of the AME church, a partner with
Central Coalition, started a new Sunday afternoon support group for youth at risk for substance use. This new program reduces the chance participants will start to use drugs.
Yes Who was involved in this change and what are their positions/
responsibilities within the initiative or community/ system? What new/modified program, policy, or practice was implemented? How might the community benefit from this change?
Community Change (CC): Practice For the first time, Nate and Mike from the
Northeast Coalition gave a presentation to the Chi Omega Sorority about the dangers of drinking and driving. The presentation’s goal was to teach attendees to resist peer pressure to ride with inebriated drivers.
Is this a Community Change (CC)? Yes or No?
Community Change (CC): Practice For the first time, Nate and Mike from the Northeast
Coalition gave a presentation to the Chi Omega Sorority about the dangers of drinking and driving. The presentation’s goal was to teach attendees to resist peer pressure to ride with inebriated drivers.
Yes Who was involved in this change and what are their positions/
responsibilities within the initiative or community/ system? What new/modified program, policy, or practice was implemented? How might the community benefit from this change?
Community Change (CC): Practice For the first time, Julie and Susan from the
Finney Coalition gave a presentation to their fellow coalition members on risk and behavior factors. This presentation will help the coalition to further its work.
Is this a Community Change (CC)? Yes or No?
Community Change (CC): Practice For the first time, Julie and Susan from the Finney
Coalition gave a presentation to their fellow coalition members on risk and behavior factors. This presentation will help the coalition to further its work.
No Gave a presentation to coalition to build its internal
capacity; did not implement a program/policy/practice in the community
Questions ????
Next Up: Community Actions
Part 2: Codes Review Community Change (CC) Community Action (CA) Services Provided (SP) Media Coverage (M) Resources Generated (RG) Development Activity (DA) Other (O) See the “Code Summary Index” in Codebook.
Community Action (CA): Definition Activities performed by members of the
initiative or group to bring about a new or modified program, policy, or practice in the community or system related to the initiative or group’s goals and objectives. e.g., acting directly to make changes in the community,
actively lobbying, or advocating with change agents. Examples include personal contacts, phone calls, demonstrations, petitions, and letter writing.
Community Action (CA): Criteria Must: Have occurred (not just been planned) Related to initiative goals and objectives Taken to bring about community/ system
changes Facilitated by individuals who are members of
initiative or acting on behalf of it
Community Action (CA): Example Eric and John from the Shawnee Coalition met with the
School Board to seek support in regard to their proposed revision of the Good Conduct Policy in the school district. Clearer enforcement may have a significant impact on changing youth behavior.
Have occurred Related to mission To bring about a CC Facilitated by members of the initiative
Community Action (CA): Writing a good entry/description
Eric and John from the Shawnee Coalition met with the School Board to seek support in regard to their proposed revision of the Good Conduct Policy in the school district. Clearer enforcement may have a significant impact on changing youth behavior.
Who was involved in this action and what are their positions/ responsibilities within the initiative?
What was the action taken? What community change is it intended to bring about?
Community Action (CA): Non-Example
Local law enforcement will meet with Erika Smith from the Marion Coalition to discuss a possible ordinance allowing random “locker checks” for marijuana and other illicit drugs. This law will deter drug use in the middle and high school populations.
Community Action (CA): Non-Example
Local law enforcement will meet with Erika Smith from the Marion Coalition to discuss a possible ordinance allowing random “locker checks” for marijuana and other illicit drugs. This law will deter drug use in the middle and high school populations.
Written in future tense—has not occurred yet
Community Action (CA): Non-Example
The Paseo University Chancellor implemented a new policy calling for police enforcement of a tobacco free campus. This policy is intended to encourage smokers to make a smoke-free lifestyle change and to call attention to the detriments of smoking.
Community Action (CA): Non-Example
The Paseo University Chancellor implemented a new policy calling for police enforcement of a tobacco free campus. This policy is intended to encourage smokers to make a smoke-free lifestyle change and to call attention to the detriments of smoking.
Does not meet CA criteria How would you code this entry?
Community Action (CA): Non-Example
Jack and Jill called for the implementation of a new anti-drug program at the youth detention center, targeted at adolescents aged 12-19.
Community Action (CA): Non-Example
Jack and Jill called for the implementation of a new anti-drug program at the youth detention center, targeted at adolescents aged 12-19.
Written without components for a good entry
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Community Action (CA): Practice For the first time, Joan and Lisa from the Southwest
Coalition trained the Rosewood Elementary PTA about drug and alcohol prevention for students as they transition to junior high. The training encouraged parents to be open and honest with their adolescents to create an environment of trust. Is this a Community Action (CA)?
Yes or No?
Community Action (CA): Practice For the first time, Joan and Lisa from the Southwest Coalition
trained the Rosewood Elementary PTA about drug and alcohol prevention for students as they transition to junior high. The training encouraged parents to be open and honest with their adolescents to create an environment of trust. Is this a Community Action (CA)?
No Does not meet CA criteria How would you code this entry?
Community Action (CA): Practice
Sheryl and Carol from the Flint Hills Coalition met with stakeholders during a town hall meeting to identify people who would form a neighborhood watch group to battle adolescent cocaine use. Is this a Community Action (CA)?
Yes or No?
Community Action (CA): Practice Sheryl and Carol from the Flint Hills Coalition met with
stakeholders during a town hall meeting to identify people who would form a neighborhood watch group to battle adolescent cocaine use. Is this a Community Action (CA)?
Yes Who was involved? What was the action taken? What community change is it intended to bring about?
Community Action (CA): Practice
Three members of the Wichita Coalition met with a group of five local retailers that sell books featuring drinking games. The retail store representatives will consider discontinuing the sale of these books. A follow up conference call is scheduled for next week. Is this a Community Action (CA)?
Yes or No?
Community Action (CA): Practice Sheryl and Carol from the Flint Hills Coalition met with
stakeholders during a town hall meeting to identify people who would form a neighborhood watch group to battle adolescent cocaine use. Is this a Community Action (CA)?
Yes Has occurred Related to mission To bring about a CC Facilitated by members of the initiative
Questions ????
Next Up: Services Provided
Part 2: Codes Review Community Change (CC) Community Action (CA) Services Provided (SP) Media Coverage (M) Resources Generated (RG) Development Activity (DA) Other (O) See the “Code Summary Index” in Codebook.
Services Provided (SP) The delivery of information, training,
materials or other valued goods or activities by members of the initiative to people in the community. e.g., classes, programs, screenings, workshops,
material goods (e.g., food, shelter), communications (e.g., pamphlets), or other valued goods or activities.
Services Provided (SP):Criteria
Have occurred and/or are ongoing Information training, material goods, or other
services Conducted by members of the initiative Delivered to community
Distinguishing between CCs and SPs
The first instance of a program, which provides information and/or training by members of the initiative to the community, is coded as both CC and SP
The first training of Responsible Beverage Service Training is coded as CC and SP
Distinguishing between CCs and SPs
Subsequent trainings of Responsible Beverage Service Training is coded as SP
Modification of Responsible Beverage Service Training (such as a change to the program’s components), would be coded as CC and SP
Services Provided (SP): Example
Joan and Mike from the Hills Foundation Coalition delivered part 3 of their tobacco prevention seminar to parents at the Parkville Community Center. The training encouraged parents to observe their teens and to look for the warning signs associated with initiation of adolescent smoking.
Have occurred Training, material goods, or other services Facilitated by members of the initiative Delivered to community
Services Provided (SP): Writing a good entry/description
Joan and Mike from the Smoke Free Coalition delivered part 3 of their tobacco prevention seminar to parents at the Parkville Community Center. The training encouraged parents to observe their teens and to look for the warning signs associated with initiation of adolescent smoking.
Who was involved in providing this service? What information, instruction, or skill development
was provided? Who received the services?
Services Provided (SP): Non-Example
Next week, Bill and Samantha from the Drug Free Lincoln Coalition will offer their second presentation on the prevention of adolescent alcohol use to the Holy Cross Church congregation. This presentation will provide parents with information about placing boundaries on their children to prevent alcohol use.
Services Provided (SP): Non-Example
Next week, Bill and Samantha from the Drug Free Lincoln Coalition will offer their second presentation on the prevention of adolescent alcohol use to the Holy Cross Church congregation. This presentation will provide parents with information about placing boundaries on their children to prevent alcohol use.
Written in future tense—has not occurred yet
Services Provided (SP): Non-Example
Tom and Joan from the South Central Coalition were interviewed about part I in their movie series “Anti-Drug America” in a local press release.
Services Provided (SP): Non-Example
Tom and Joan from the South Central Coalition were interviewed about part I in their movie series “Anti-Drug America” in a local press release.
Does not meet SP criteria
Services Provided (SP): Non-Example
For the second time, Annie gave a presentation to local Representatives.
Services Provided (SP): Non-Example
For the second time, Annie gave a presentation to local Representatives.
Written without components
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Services Provided (SP): Practice
The Lincoln Coalition held a conference on evidence-based substance abuse programs for 20 community agencies. Is this a SP?
Yes or No?
Services Provided (SP): Practice The Lincoln Coalition held a conference on
evidence-based substance abuse programs for 20 community agencies. Is this a SP?
Yes This is a Service Provided since it is an
educational program related to the goals and objectives of the initiative.
Services Provided (SP): Practice Nicole and Heather from the Southeast Coalition showed
the 5th documentary in a 6-video series about alcohol-related motor vehicle crashes to Sedgwick High School seniors. Students watched as survivors of these car accidents related their experiences and encouraged their peers to abstain from participating in behaviors that might lead to the same outcomes. Is this a SP?
Yes or No?
Services Provided (SP): Practice Nicole and Heather from the Southeast Coalition showed
the 5th documentary in a 6-video series about alcohol-related motor vehicle crashes to Sedgwick High School seniors. Students watched as survivors of these car accidents related their experiences and encouraged their peers to abstain from participating in behaviors that might lead to the same outcomes. Is this a SP?
Yes This is a SP since it is an educational program related to
the goals and objectives of the initiative.
Services Provided (SP): Practice
Jimmy and Kristen from the Colby Coalition will present part 3 in a marijuana prevention documentary series to 10th graders at Cloud High School. This movie series focuses on alternative/positive after-school activities. Is this a SP?
Yes or No?
Services Provided (SP): Practice Jimmy and Kristen from the Colby Coalition will
present part 3 in a marijuana prevention documentary series to 10th graders at Cloud High School. This movie series focuses on alternative/positive after-school activities. Is this a SP?
No Written in future tense—has not occurred yet
Questions ????
Next Up:Media
Media (M): Definition
Coverage of the initiative or its activities through a media outlet
e.g., TV, Radio, internet, newsletter
Media (M): Criteria
Occurred (not just planned) Instance of coverage through radio time,
television time, newspaper article, internet, advertising, newsletter, or other media outlet
Feature the initiative or its activities If coverage is focused on something other than
the initiative, then coverage must be facilitated by the initiative
Media (M): Considerations
If coverage is educational in nature about the issue (not the initiative)—such as the presentation of information to promote awareness on a particular issue—it would be coded CC, SP, or both, depending upon the entry
Media coverage must be connected to SPF-SIG strategies/initiative
Media (M): Considerations
Becky Jones was interviewed by KCUR during a segment about prevention methods to combat adolescent alcohol use. This entry would be coded as both CC and SP, because
although Becky is part of a coalition, the information being conveyed is about the issue and is not naming the initiative or covering its activities.
Media (M): : Example
A newspaper article covered the Garden City Coalition for promoting a alcohol-free campus policy. Carol B (coalition staff member) had met with the newspaper to prompt this newspaper article.
Occurred Instance of coverage Feature the initiative
Media (M):Writing a good entry/description
A newspaper article covered the Garden City Coalition for promoting a alcohol-free campus policy. Carol B (coalition staff member) had met with the newspaper to prompt this newspaper article.
What type of media coverage occurred? What topic and/or initiative was covered? How was the initiative involved? (Must be either featured by
name OR facilitated by a member of the initiative)
Media (M): Non-Example
An article on a substance abuse prevention effort in Washington, D.C. public schools appeared in the local newspaper.
Media (M): Non-Example
An article on a substance abuse prevention effort in Washington, D.C. public schools appeared in the local newspaper.
The article covered an effort in Washington D.C., not for the initiative documenting the event.
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Media (M): Practice
Sue Evans from the Miami Coalition posted three articles on Facebook providing information about binge drinking. Is this an instance of Media?
Yes or No?
Media (M): Practice Sue Evans from the Miami Coalition posted three
articles on Facebook providing information about binge drinking. Is this an instance of Media?
No This is coverage of the issue, not the initiative
Media (M): Practice
Five, 10 minute radio spots describing the Stay Classy campaign aired on the local FM radio station. Amy Martin, the SPF SIG Coordinator was interviewed and spoke about the details of the campaign. Is this an instance of Media?
Yes or No?
Media (M): Practice Five, 10 minute radio spots describing the Stay
Classy campaign aired on the local FM radio station. Amy Martin, the SPF SIG Coordinator, was interviewed and spoke about the details of the campaign. Is this an instance of Media?
Yes What type of media coverage occurred? What topic and/or initiative was covered? How was the initiative involved?
Questions ????
Next Up: Resources Generated
Resources Generated (RG): Definition
Acquisition of funding or other resources for the initiative through grants, donations, or gifts in kind e.g., money, materials, and people's time
Resources Generated (RG): Criteria Occurred In the form of money, materials, or people’s donated
time Used to facilitate activities related to the goals and
objectives of the initiative Allocated to the initiative
Resources Generated (RG): Example
Safeway grocery store donated 10 boxed lunches to the Central Prevention Initiative. These boxed lunches were served at the Central Prevention Initiative’s planning retreat held at the end of the month.
Occurred In the form of Allocated to the initiative
Resources Generated (RG): Writing a good entry/description
Safeway grocery store donated 10 boxed lunches to the Central Prevention Initiative. These boxed lunches were served at the Central Prevention Initiative’s planning retreat held at the end
of the month.
What was the resource generated? (the money, material, or donated time)
How was the resource used?
Resources Generated (RG): Non-Example
An article on an underage drinking prevention effort in Washington, D.C. public schools appeared in the local newspaper.
Resources Generated (RG): Non-Example
An article on an underage drinking prevention effort in Washington, D.C. public schools appeared in the local newspaper.
Does not meet RG criteria How would you code this entry?
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Resources Generated (RG): Practice
The Tobacco Free Youth Coalition donated an office space for the Smithville Regional Prevention Center’s Strategic Planning Meeting last month. Is this a Resources Generated?
Yes or No?
Resources Generated (RG): Practice
The Tobacco Free Youth Coalition donated an office space for the Smithville Regional Prevention Initiative’s Strategic Planning Meeting last month. Is this a Resources Generated?
Yes Has occurred In the form of Allocated to the initiative
Resources Generated (RG): Practice
Becky Jones co-presented a prevention seminar with Melinda Williams. Is this a Resources Generated?
Yes or No?
Resources Generated (RG): Practice Becky Jones co-presented a prevention seminar
with Melinda Williams. Is this a Resources Generated?
No Does not meet RG criteria How would you code this entry?
Questions ????
Next Up: Development Activities
Development Activities (DA): Definition
Actions taken to prepare or enable the initiative to address its goals and objectives (e.g., attending a training session for self-development, working on a strategic plan, receiving CSAP training).
Development Activities (DA): Criteria
Have occurred Provided to members of the initiative or
those acting on behalf of the initiative Help address initiative goals Are not (or not yet) Services Provided,
Community Actions, Media, Resources Generated, or Community Changes
Development Activities (DA): Example
John and Carol from the Highland Park Initiative attended a webinar series focused on the prevention of alcohol use by high school students.
Have occurred Provided to members of the initiative Helps address goals
Development Activities (DA): Writing a good entry/description
John and Carol from the Highland Park Initiative attended a webinar series focused on the prevention of alcohol use by high school students. This activity will further inform the group’s efforts in the prevention of underage drinking.
Who was involved in this product or result? What was the activity? How does the activity enable/help the group prepare
for its goals?
Development Activities (DA): Non-Example
Maria Holmes, executive director of Safe Streets Coalition, gave a presentation to the City Council to raise awareness about the SPF SIG Project and what it has accomplished.
Development Activities (DA): Non-Example
Maria Holmes, executive director of Safe Streets Coalition, gave a presentation to the City Council to raise awareness about the SPF SIG Project and what it has accomplished.
This should be coded SP (and CC, if it’s the first time).
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Development Activities (DA): Practice
Melinda Williamson attended a training on the Online Documentation and Support System. This will enable her to code accomplishments and to train other staff members. Is this a DA?
Yes or No?
Development Activities (DA): Practice
Melinda Williamson attended a training on the Online Documentation and Support System. This will enable her to code accomplishments and to train other staff members. Is this a DA?
Yes This training is provided to a coalition staff
member to help address initiative goals
Development Activities (DA): Practice
Sue and John from the Summerville Prevention Initiative gave a presentation to the City Council to raise awareness about the project and what it has accomplished. Is this a DA?
Yes or No?
Development Activities (DA): Practice
Sue and John from the Summerville Prevention Initiative gave a presentation to the City Council to raise awareness about the project and what it has accomplished. Is this a DA?
No This involves providing information to those outside
of the initiative. How would you code this entry?
Questions ????
Next Up: Other
Other (O): Definition
Additional activities that are recorded for which no code or definition has been created. These activities should be coded with an "O."
Overview: ODSS Training
Part 1: Reflection on use of documentation
Part 2: Codes review
Part 3: Practice
Part 4: Step by step access to the workstation
and the ODSS
Part 5: Q and A
Workstation and ODSS:
WorkstationODSS
Accessing the WorkStation through:
a) myctb.org—look for Iowa SPF-SIG
b)https://www.myctb.org/wst/iowaspfsig/default.aspx
Part 1: Step by step access to the Workstation and the ODSS
Contact Information
Julie Hibben [email protected] Synhorst [email protected] McGovern [email protected] Diallo [email protected]
Questions?