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Streamlining CSBG-IS Reporting with FACSPro MCAAA 2012 Summer Conference Agenda Presented by DHS – Bureau of Community Action and Economic Opportunity 1 Welcome to Streamlining CSBG-IS Reporting with FACSPro 2 Getting Back to the Basics with ROMA 3 CSBG FY2013 – ROMA Plans 4 Group Activity 5 Activity Discussion 6 FACSPro Action Plans 7 Questions and Comments U Full CSBG Plans due electronically by July 31, 2012 Getting Back to the Basics with ROMA Results Oriented Management and Accountability (ROMA) ROMA is an approach to management that builds accountability into the daily activity of employees and the daily operations of an organization. ROMA is an avenue for organizations to continually evaluate the effectiveness of their programs and plot a course for improvements in agency capacity and performance. ROMA provides a framework for results-based planning and evaluation ROMA Cycle Results Oriented Management and Accountability (ROMA) ROMA provides: • Accountability for daily activity and operations • Evaluation for the Effectiveness of Programs • Improvement of Agency Capacity and Performance CSBG FY2013 – ROMA Plan Planning Phase – Use assessment data and mission statement to results and strategies ROMA Planning Phase Agency Planning Components: Federal and State Planning Components: •Tripartite Board Leadership •Executive Director Leadership •Federal Guidelines and Requirements •National Performance Indicators (NPI) •Agency Mission Statement •Agency Strategic Plans •Agency Annual Plans •State Guidelines and Requirements •CSBG IS Annual Reporting Requirement •FACSPro System Requirement •Funding •Past Findings •Community Needs Assessment •CSBG IS Prior Year’s Results •Program Evaluation •Systems (FACSPro) Planning Notes: •The NPIs collect data on ALL of the agency’s activities (not just CSBG-funded activities) CSBG FY2013 – ROMA Plan Planning Phase – Use assessment data and mission statement to results and strategies ROMA Planning Phase National Performance Indicators: Goal 1: Low-income people become more self-sufficient (Family) Goal 2: The conditions in which low-income people live are improved (Community) Goal 3: Low-income people own a stake in their community (Community) Goal 4: Partnerships among supporters and providers of services to low-income people are achieved (Agency) Goal 5: Agencies increase their capacity to achieve results (Agency) Goal 6: Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive systems (Family) CSBG FY2013 – ROMA Plan Planning Phase – Use assessment data and mission statement to results and strategies ROMA Planning Tools • ROMA Six National Goals • National Performance Indicators Quick Reference Guide • Preliminary Agency Checklist • Measurement Tools Reference Guide • FACSPro – Streamlining BCAEO Program Action Plans ROMA Plan Components • CSBG Direct Program Expenditure Plan by Category Employment Education Income Management Housing Emergency Servics Linkages Health Self Sufficiency • ROMA Outcome Based Indicators by Programs CSBG IS Requirements • Performance Objectives • Program Accomplishments and Activities • Comparison of Planned and Actual Expenditures for Prior Fiscal Year • Profile of Participants Served • Statistical Report on CSBG Program Services/Categories • Training and Techincal Assistance ROMA Outcome-Based Indicators Steps to Complete the ROMA Outcome-Based Indicators: • Enter the Program or Activity Name Select a Program or Activity • If FACSPro will be used with this program? Enter yes or no • If yes – Enter the FACSPro Agency Name • If yes – Enter the FACSPro System Name • For CSBG Funded Programs – Select the appropriate Service Category • Describe the Problem, Need or Situation of the Program • Was this problem, need or situation identified in the Community Needs Assessment – Enter yes or no Use tools to help identify which indicators and measurement types are appropriate • Enter the Activity along with a Description • Why has the agency selected/continued this program/activity – Enter information based from your evaluation of the program/activity • Will this program provide direct client assistance – Enter yes or no • List Partnerships and describe the rolls • Outcomes will be listed – Adjust as necessary Complete all ROMA OutcomeBased Indicator templates that apply to the program • Planned Indicator chart is provided – Use evaluation to help you project and plan for FY2013 outcomes • List the measurement tool your staff will use to verify information and results • List tasks associated with the goal – Tasks will be entered into FACSPro to manage results and outcomes ROMA Outcome-Based Indicators Group Activity Instructions: Select a Program or Activity • Each Group needs to select a Case Study • Each Group should have a NPI Quick Reference Guide, Preliminary Agency Checklist, Measurement Tool, and a FACSPro Guide • Each Group should identify a note taker and a reporter Use tools to help identify which indicators and measurement types are appropriate Complete all ROMA OutcomeBased Indicator templates that apply to the program • Review the Case Study (You can change or make up details that may be missing) • Identify the appropriate NPIs to track and report on • Identify requirements • Identify measurement tools • Identify staff training needs • Identify Result and Outcome goals for the year • Determine the need • The Group will need to complete the appropriate ROMA Outcome-Based Indicator Template Form(s) for their case study • Each Group Reporter will need to share their work • Summarize the Case Study • Which NPIs did the Group select? Why? • What was the Groups planned Outcome? • Which items on the Indicator chart was selected ? What was the Groups projection? • What measurement information did the Group identify? • Did the Group list any Tasks? What were the tasks? • What did your Group discuss that was relevant to the success of the program? How should your CAA use this information to ensure the success of the program? FACSPro Action Plans Results Oriented Management and Accountability (ROMA) Every program in FACS Pro has an action plan attached to it. The action plan serves as the case management tool for the agency and its outreach workers. The action plan consists of tasks and interventions which allow the system to track the progress and timeliness of how and when a customer is serviced and outcome goals are achieved. The tasks serve as a guide for outreach workers and caseworkers to remind them of tasks they need to accomplish to help a customer. An example of a task could be 1) Verified customer employment. Once a case worker has completed the task, they put in the date that the task was completed. The interventions in a task plan show exactly how a customer was helped. Ex. Customer received emergency services. Every intervention is linked to a National Performance Indicator. Ex. 6.2.A. Emergency Food. The outreach worker or casework dates the intervention with the date that the customer actually received assistance. Streamlining FACSPro Action Plans Results Oriented Management and Accountability (ROMA) BCAEO is working toward creating a standardized list of the National Performance Indicators each agency must use for the BCAEO funded programs. This will ensure that each agency is reporting consistently. This is a change from the current practice that allows agencies to create their own action plans and decide which National Performance Indicators they want associated with each program. Programs that BCAEO will create action plans for are: Weatherization and all programs involving CSBG monies. The information below will provide an example of what the current action plan is for each BCAEO program within FACS Pro. It also lists the proper naming convention per CSPM 900 Series for the agency program along with which service category the program is reported under to NASCSP. Agenda Presented by DHS – Bureau of Community Action and Economic Opportunity 1 Welcome to Streamlining CSBG-IS Reporting with FACSPro 2 Getting Back to the Basics with ROMA 3 CSBG FY2013 – ROMA Plans 4 Group Activity 5 Activity Discussion 6 FACSPro Action Plans 7 Questions and Comments U Full CSBG Plans due electronically by July 31, 2012 THANK YOU!