Outcomes & Outputs
From The Communities That Care WIKI
Prevention Outcomes Team July 25th, 2006
Charter Members: Paula Daoust, Susan Robertson, Anita Cooper and Lorrie Bezinque Susan Robertson agreed to be the contact person for the team.
Plan:
● Develop specific prevention outcomes ● Consult with the other service areas so they can design their own outcomes (such as OPS, IT, HR and others) We should develop a model for them to use. ● Develop training on outputs and outcomes (There is already a group established and Leah Schmidt, Patti Mitts, Kathy McIntosh, Brenda Hayes and Bernie Doel are some of the members). Ensure staff understand the difference. ● Go back and review all program areas and the prevention outputs and outcomes that were listed in the inventory to ensure each has true prevention outcomes established.
We named the team and developed the above steps we would like to accomplish. We discussed additional members that we would like to recruit. Lori will advise of additional membership based on other Prevention team members who haven’t self selected into a team yet and other candidates based on geographical or organizational expertise.
Decided that our next team meeting will be at 1:30pm in the Overland Park office on August 10th. Some members may be connected by conference call. Team members should review the Outcome/Outputs Charter Plan (Attachment 17) on page 83 of the SRS Prevention Initiative Report.
Prevention Outcomes Team Meeting August 10, 2006
Charter Members: Paula Daoust, Susan Robertson, Anita Cooper, Jackie Aubert, Mary Weathers and Lorrie Bezinque (Mary unable to attend)
Discussed membership of our team. The list of expanded participants that Susan forwarded to Lori on August 2nd has not yet been approved. If approved this will add eleven more members. Will wait to receive approval from Lori before proceeding to include them in our planning.
Anita suggested that we change the name of our charter group to the “Yardsticks”.
Reviewed our plan: ● Develop specific prevention outcomes every program and dept should have at least one goal that has a prevention focus our charter team should be able to create overall prevention outcomes. We would like to include Kelly Peak on the development of the overall prevention outcomes due to her expertise. We recommend ROI studies to measure impact after these outcome measures have been established. ● Consult with the other service areas so they can design their own outcomes (OPS, IT, HR and others). We want to develop a model for them to use in developing these. Some ideas might be goals to be fiscally responsible or that we effectively use resources to support SRS outcomes; to have SRS be viewed as a preferred place to work and a goal for great customer service. Jackie and Paula will work on these. A discussion ensued about the SRS Outcomes currently in place and that there have been additional outcome measures recommended ● Develop training on outputs and outcomes. Ensure staff understand the difference. There has been a group established that is already working on this training as a part of other training being developed. Leah Schmidt, , Patti Mitts, Kathy McIntosh, Brenda Hayes and Bernie Doel are part of this group. We looked at a draft of their training plan and it looked excellent for this. We decided to ask the training team to create a short checklist to help determine if a statement is an outcome or an output. ● Review SRS agency outcomes and respective indicators. Assist in establishing true outcome measures for as many as possible.
We should all review the groups charter again. It is attachment 17 of the SRS Prevention Initiative Report and is on page 83 of that document.
Next meeting is scheduled for Tuesday, August 29th in the Overland Park SRS Service Center at 1:30pm. Please contact one of the members if you need to be connected by conference phone.
Outcomes/Outputs Charter Team Meeting November 2, 2006
Attendees: Bernie Doel, Leah Schmidt, Lorrie Bezinque, Susan Robertson, Paula Daoust, Monica Remillard, Ann Koci, Sharon Kress for Anita Cooper. Via Conf Call: Diane Dykstra, Jackie Aubert, Julie Corpening, Nan Putnam, Peg Spencer, Rick Shults, Susan Green.
Minutes: Susan Robertson asked all members on the conference phone and in the room to introduce themselves. This is the first meeting for the new members so the charter plan was reviewed with all attendees. The team did identify that the charter date should be corrected to 6-8-06. Susan described our subgroup and that we are a subgroup of the Statewide Prevention team and the reason that it was formed. She reviewed tasks for the group as:
● Develop specific prevention outcomes ● Consult with the other service areas so they can design their own outcomes (such as OPS, IT, HR and others) We should develop a model for them to use. ● Develop training on outputs and outcomes (There is already a group established and Leah Schmidt, Patti Mitts, Kathy McIntosh, Brenda Hayes and Bernie Doel are some of the members). Ensure staff understand the difference. ● Go back and review all program areas and the prevention outputs and outcomes that were listed in the inventory to ensure each has true prevention outcomes established
In the subgroup’s meeting in August 2006, we checked the status of each task and decided to wait for Leadership Team to approve the expanded group which will add expertise and diversity of program areas to our group.
Paula Daoust next described the progress towards developing a teaching and raising awareness of outcomes/outputs. Her data savvy group has made great progress: –want to be able to train on the differences between outputs and outcomes –next level is to teach how to write good outcomes and outputs –must have a recognition that output measures are necessary. “Evidence Based Decision Making: Becoming Data Savvy” is a workshop to help train on this topic
Suggestion that this subgroup should begin by reviewing all of the indicators for programs and ensure that each program has at least some indicators/measures that integrate prevention. Some indicators may just need some editing to make it more clear that they do have a prevention focus.
Next task is to develop a balanced scorecard. We realize that what has been built so far falls short of what SRS really needs even though we have an excellent start. We will have the tools soon to do much more with financial issues. Are we getting our money’s worth? Does it help build self-sufficiency? Right now we don’t have ways to measure that. Paula also discussed that we haven’t taken a systematic look at our staff’s beliefs about how they are valued. For instance if we want to accomplish our outcomes we need to incorporate the Learning & Growth Perspectives.
Question came up? How do we build these additional indicators? Next discussion was that subgroup will ASSIST and BE A RESOURCE for establishing new outcomes and indicators. We don’t see our subgroup as mainly responsible.
Outcome—Top Level
Goals-------Next level down
Indicators–Next Level down from that
This is the terminology we will use. (In Strategic Mgmt they use the terms, Goals, Objectives, Measures).
The Performance Improvement Team (PIT) is responsible for building additional outcomes. Our subgroup will be working on ensuring indicators have a prevention focus.
Rick Shultz was invited to join the PIT. Paula plans to hire a View Administrator. We would like to add this person to the subgroup.
Clarification: The task for this subgroup is to address a prevention focus in our current indicators (in the 106 indicators document). So far these only deal with four outcomes. The PIT will work on moving the outcomes document to a balanced scorecard. The subgroup will review all indicators to determine whether it HAS a prevention focus or whether it can be revised to do so. She agrees that the subgroup should meet with the PIT to make sure we’re on the same page. What would we want to accomplish from this mtg? Maybe the first meeting to thoroughly understand what each of the 106 indicators mean. What is it measuring? How does it affect our customers? Is it a federal requirement? This will give us a clearer picture of where we are and then we can do a gap analysis.
Monica Remillard pointed out that the initial indicators were not all of the important indicators for each division–that they were just a handful selected. Diane Dykstra agreed that this was true. Paula doesn’t think that we need to start over and that we can still review those that are there. We recognize that the indicators are not complete.
Paula suggested doing the meetings of the PIT and this subgroup over several half days. Rick suggested that the core group keep track of the common themes so that these are collected. The CORE GROUP is Paula Daoust, Ann Koci, Rick Shultz, Susan Robertson and Peg Spencer. This core group should be at every meeting and will make it their priority to communicate decisions to the rest of the group. All subgroup members are invited to all of the meetings but it will be important that the program specific members attend when their program indicators are being dealt with.
Paula agreed to schedule the next set of meetings. There will be approximately five meetings scheduled every two weeks.
Prevention Outcomes MEETING MINUTES Date: 1/30/07 Time: 9-12 Place: SRS Learning Cen Attending: Susan Robertson, Nan Putnam, Mary Weathers, David Addington, Margo Lytton, Suzi Green, Patty Mitts, Monica Remillard, Matt Lybarger, Anita Cooper, Paula Daoust, Angela Hagen
Topic Discussion Decision and/or Action
Opening Remarks Expectations for the group have shifted
Set context for team, break into groups
Groups reporting back Clarify what group are we a part of; What’s expected of members?; What is our charge?—the whole group; Discuss the survey; Haven’t heard from Sec Jordan; How does this particular group benefit our customers? (Holistic/Systemic)?; Need to infuse prevention into existing outcomes but how do we measure?; How do we move from survival to prevention? (Customers and staff)?; How do we ignite passion in line staff?; How do we move a reactionary/mandated system to prevention? Demonstration projects with measurable outcomes to show movement from survival to prevention.
Paula to talk with Sec Jordan. Staff focus Want tools that can be used to help customers How do we help staff to see the big picture? Are we tracking and celebrating the right things? How do we create kudos for our staff? Create an inclusive context for prevention. Margo mentioned EES in Oct. Train the trainers work in South Central with Dr. Ruby Payne program
Learning Template Definitions Handout Breakout to discuss Prevention—Why are outcomes/outputs important? Using the template tool. Use the circle of beliefs, intentions, actions and outcomes with entry into the discussion at any point in the template. Discussions take a different focus depending on where you start in the circle. This is a tool to move to new thinking. Charter (handout) The current charter does not address the “more” we discussed earlier. We need to redo the charter. It doesn’t match with what we want and lacks measurable outcomes. We will discuss terms and background at a later meeting
Redo Charter Outcomes should be staff focused How do prevention focused indicators relate to what our staff does? What more are we going to do to get prevention into programs? What tells staff they are doing a good job? Addressing group report back items Discuss the survey on levels of prevention (handout). The group doesn’t have a common understanding of terms or objectives of the group. Prevention provides a different yardstick. It’s important to consider these measures in the big prevention initiative. If every outcome is a federal mandate, how do we know what is most effective for customers? Feds and contracts drive our outcomes. There are no real “prevention only” outcomes. Need to go to field staff and find out how they know when “a child is safe.” Need tools that can be used to help customers. Next Agenda topics Develop a common understanding of prevention within the group. Determine outcomes for this group and tasks for subgroups. Charter. Develop outcomes. Determine subgroup topics. Prepare charter. Next Meetings Feb 15 (Thurs) 9-2 KNI Wheatland Bldg, Classroom A March 14 (Wed) 10:30 to 4:30 Topeka Service Center, Room 147 Subgroup meetings (not defined yet) April 18 (Wed) 9:30 to 3:30 KNI Wheatland Bldg, Room B
Prevention Meeting 2/7 & 2/9/2007
What we are committed to? 1. Models at more meetings and calling it out Bernie Doel Anita Cooper
2. Press for debriefing, recording and finishing off the process Lorrie Bezinque
3. Diagraph on Prevention Committees Suzi Green
4. Use Open Space tool to setup agenda Paula Daoust
5. Using tools as we can Group
6. Type this on the Wiki Nan Putnam
7. Create a context to cultivate collective wisdom & build on it Paula Daoust and Susan Robertson
8. Diagraph as part of corrective Action Plan Diane Dykstra
What are we going to apply immediately?
1. Appreciative Inquiry Bernie Doel, Margo Lytton, Julie Corpening, Nan Putnam
2. Friday Night at ER Diane Dykstra
3. 15 % Paula Daoust, Anita Cooper, Patty Mitts, Diane Dykstra, Bernie Doel, Margo Lytton, Monica Remillard, and Angela Hagen
4. Diagraphs Paula, Angela, Bernie, Julie, Patty, Margo
5. Learning Template Lorrie, Julie, Susan
6. Open Space group
7. SBI Feedback Anita, Margo, Patty, Nan and Jule
8. Rule of 6 Julie, Bernie, Patty, Margo and Nan
Outcomes/Outputs Team Meeting February 15, 2007
Attendees: Paula Daoust, David Addington, Suzi Green, Anita Cooper, Bernie Doel, Margo Lytton, Julie Corpening, Nan Putnam, Patti Mitts, Peg Spencer, Angela Hagen, Susan Robertson
Used open spaces tool to answer the question "what are the things we need to do/talk about in developing a new charter?" Came up with 6+ areas:
Vision and Outcome
Nature of Relationship
Common Definitions
Passing through Evidence
Measuring Prevention
Scope
Possible vision statements for the Prevention Outcomes and Outputs Team For further consideration prior to the next meeting
Inspiring and continually increasing the level of measurable prevention outcomes that benefit customers.
Outcomes demonstrate that prevention makes a difference.
Inspiring the ongoing development of measurable prevention outcomes.
Inspiring an increasing proactive (effort) (focus) (culture) through measurable prevention outcomes.
Inspiring the continuous improvement of outcomes that demonstrate the benefits of prevention for customers.
Support all areas of SRS in their development of outcomes reflecting increased levels of prevention of risk factors of SRS customers.
Driving prevention focused outcomes to (continually) improve customer lives.
Measuring: Succeeding with Prevention
Winning with Prevention Measures
Winning with Prevention
Modeling (Applying) meaningful prevention measures.
Better serve our customers through continual improvement of measurable prevention outcomes.
Better serve our customers by inspiring continual improvement of measurable prevention outcomes.
Supporting the agency through measurable prevention-focused outcomes to improve customer lives.
Developing measurable prevention outcomes which drive ongoing improvements in services.
Measurable prevention outcomes drive ongoing improvements in services.
Inspiring ongoing improvements with customer centered services through measurable prevention outcomes.
Challenge the agency: 1. Increased levels of prevention/continuum of prevention. 2. Evidence prevention works.
Next meeting-Wed March 14th 9:30am-3:30pm at the Topeka Service Center. Bring snacks to share and/or lunch.
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Outcomes/Outputs Team Meeting: March 14, 2007
Monica Remillard, David Addington, Paula Daoust, Suzi Green, Lorrie Bezinque, Mary Weathers, Bernie Doel, Diana Dykstra, Julie Corpening, Leah Shmidt, Margo Lytton, Matt Lybarger, Patti Mitts, Peg Spencer, Ann Koci, Susan Robertson
Established mission and vision statements for the team:
Mission statement is concrete, what actually doing.
To Support SRS in its ongoing development and measurement of prevention practices.
Vision statement is a conceptual goal, never quite achieve it fully.
SRS will be the best at developing measurable prevention outcomes that drive ongoing improvement in customer services.
Susan is posting the notes on the Wiki.
Discussed consulting United Way for prevention guidance.
It was decided we need to establish outcomes with time lines. Brainstormed ideas on flipcharts then grouped together to determine outputs for each outcome.
Outcome #1: SRS employees will be able to research, design, interpret and implement prevention measurement.
Outputs:
a. Implement an applied primary research workshop (collect and interpret descriptive data).
b. Develop a guide for secondary research (lit reviews).
c. Build a teaching aid to educate staff on prevention terms and develop common language. Consult PIT who is working on definitions of outcome/output.
d. Support SRS employees in the contribution to Prevention Practice literature.
Outcome #2: All SRS Outcomes will be continuously assessed for prevention and effectiveness.
Outputs:
a. Develop process for the annual review of measures for level of prevention.
- Determine logic model for developing outcomes.
- Self assessment tool for outcomes.
b. Develop a process for monitoring the effectiveness of prevention measures.
c. Develop a process for ensuring the validity of the prevention measures.
d. Develop a process for researching and forecasting future prevention needs.
e. Establish a baseline for the level of prevention of current SRS Outcomes/Indicators.
f. Develop a prevention continuum tool for assessing the level of prevention.
g. Promote consistency in measurement.
Outcome #3: SRS provides the tools and structure to promote increasing levels of prevention.
Outputs:
a. Develop a new employee Prevention Outcome Orientation Packet.
b. Promote and provide consultation for the measurement of prevention projects.
c. Develop a plan for ensuring ongoing use of teaching aids.
d. Communicate with all prevention subcommittees on outcomes/outputs that affect their work.
e. Assist employees see that what they do contributes to prevention.
Outcome #4: Assist Audits in developing standard outcome based performance measurements for grants and contracts.
Output:
Public posting on PB Views is a reward for staff. Public posting/press release of successful outcomes. Newsletters, conference presentations. (Discuss with communications group)
Determined priorities and time lines. Team members self selected which group to work on: (co-leads for subgroups are in bold)
Definition of common language: Margo, Ann, Susan, Lauren, Nan............Complete: June 15th
Workshop: Paula, Matt, Julie, Suzi, Leah, Bernie...................................Complete: June 15th
Tool for assessing prevention levels: Lorrie, Diane, David, Monica, Peg....Complete: June 15th
Rewrite Charter: Suzi..........................................................................Complete: March 26th
United Way Research: Mary W., Patty, Anita.......................................Complete: April 18th
Next meeting: Wed April 18th 9:30am-3:30pm. KNI, Wheatland Building, Classroom B
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Adopting Leveraged Behaviors for Moving Forward:
1.What are the implications for this team?
- -Early adaptors-growing our team
- -We seem to be growing faster-designated taks on sub committee-already brought in partner from local PRC to help develop tool
- -Working well, progressing well
- -Building on PIT work-higher momentum from beginning
- -Need to know where other teams are-updates from all charter groups
- -Our role to make it real is to help define it
- -Brought in new resources to help-called in experts (some outside of SRS)
- -Breaking into sub committees has helped our momentum
- -People on team are committed, focused, task oriented. Find work rewarding, breaking into sub committees and completing tasks has helped
- -Redesigning charter, developing mission and vision helped with ownership
- -Definitions work of this group will help in making it real to those now joining (front line)
2.What are the behaviors team members choose to model?
- -Committed, task oriented
- -Everyone participates
- -Well rounded but could be more-not enough front line workers on team
- -Extensive prepwork was done with front line and do not want to lose that piece
- -Could connect more with front line customers. Get their perspective, input, conversations
3.What’s the work the team needs to do?
- -Finish sub committee work
- -Pilot tools/training with front line staff
- -Solicit feedback
- -Update our own Region/facilities (entities)
- -Provide team work updates thru communications with groups/teams
4.What roles would be helpful? Logistics? WIKI?
- -Tools and descriptions need to be available
- -Getting examples for using tools for what type of situations. Tap into colleagues experience
- -Recognize tools learning may/will probably need to be more than WIKI
- -Partner to practice tool use
- -Tailor tool to you and your community
- -Share tools as you use them
- -List of people to call who have used a particular tool
5.Who will do what when?
- -Need to discuss with all team leads as some items on list have cross over responsibility
- -List of people to call who have used a tool-communications team?
- -Get updates from other groups-team leads and newsletter?
- -Ownership of policy-done by splitting into sub committees
- -Getting more examples on WIKI-Omega Point?
- -Forward WIKI link to O/O team-Susan asap
- -Put Wiki link on Prevention webpage-put prevention webpage on SRS Intranet as well as the internet.-Communication team?
- -Share with entities our work-each member of O/O by next meeting in June
- -Data Savvy training in Central Office-Central Office staff (field staff have volunteered to help deliver
- -Pilot tools/training with line staff-sub committees team responsible for these
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Attending:Susan Robertson, Anita Cooper, Margo Lytton, Mary Weathers, David Addington, Ann Koci, Paula Daoust
Used the Peter Block technique-Transformational Conversations. Broke into two small groups to answer two questions:
1-What did you have to give up/sacrifice in order to particpate in the meeting today?
2-Why was it important to you to make the sacrifice to participate in the meeting?''
Then came back to one group to discuss what struck us in our conversations:
- Committment to the team
- All had stuff to juggle
- Where we are at & sharing directions
- Good setting to listen and participate
- Not asking makes you listen
- Shared understanding of struggles early on
- Personal
- Catch up on other topics
Review of the "blue wall" from the Team Lead meetings in June. Discussed wants/needs of groups for O/O group and our own wants/needs.
David discussed the assessment tool and its development. Everyone liked the tool and thought having David explain it helped understand how to use it. Discussed using it in the presentation to Secretary Jordan and other Executive team. Group had further discussion in the afternoon portion of the meeting and has suggestions for the assessment tool committee:
- Use language unknown, potential and known instead of initial, intermediate and long term
- On the definitions page-use SRS examples instead of heart related issues
- Come up with a different title than Prevention Assessment Tool
- Develop a cover sheet for tool that explains purpose and how to use the tool
Mary gave update from the committee that had been identified as the United Way Group. Jennifer has put together a list of journal articles and websites on prevention strategies. Not sure what the committee's next step is. Anita is on the committee and will get with Jennifer to find out what direction Jennifer was given in gathering the information she has been gathering.
Ann brought a messgae from the Capacity Enahncement group. They would like O/O help to co-create and coordinate on a new employee orientation. Groups is willing and asked Ann tot ake back the messgae we are ready and will find 1-2 volunteers plus Lauren Otto to help build lectora for the orientation. Ann will serve as a liason since she is on both teams.
Margo reported the common language document is being worked on but work will continue as the workshops are being designed and additional language is being used. Margo is keeping the document and updating as needed.
Paula reported on the research workshops that are being developed. We want people to be able to use research and design research. The committee has developed five workshops. They will initally be delivered in Topeka beginning in August. They will be one day sessions-one per month for five months. There will be training of trainers available to build capacity. Sessions wil be limited to 20 attendees. A pilot session will be delivered to 8 staff in the end of July-invitation only.
Next meeting will be scheduled after team lead meeting at end of July.
