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Tracking Indicators I R Croup

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The Missouri Internal ROMA Consultant Professional Alliance created the following PowerPoint to assist those in the MO CAA network in tracking and reporting of indicators on the Outcome of Efforts …

The Missouri Internal ROMA Consultant Professional Alliance created the following PowerPoint to assist those in the MO CAA network in tracking and reporting of indicators on the Outcome of Efforts Report. The PowerPoint was delivered as a webinar to the Missouri Network in October of 2010. The Webinar was not recorded but the PowerPoint is link here available for reference.

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  • 1. Tracking Indicators for the Missouri Outcome of efforts report
  • 2. Webinar Goals
    Goals
    Indentify multiple tracking systems for agency programs
    Discuss what, how, and when to track the various numbers for the Outcome of Efforts Report
    Provide agencies with a resource to assist in the completion of the Missouri Outcome of Efforts Report
  • 3. Outcome Of Efforts Why Is it important?
    Helps Tell Our Story
    Mandated Reporting Documents
    Grant Submissions
    Agency Publications
    Management Tool
    Track Progress
    Program Adjustments
  • 4. Systems for tracking
    Management Information System (MIS) - Currently used to report only on Goals 1 & 6
    Homeless Missourians Information System (HMIS)-ROSIE
    LINDSEY/HAPPY/YARDY-Other Section 8 Housing Data Collection
    ChildPlus/PROMIS or Other Head Start Data Collection System
    Head Start Families are eligible at 100% or below of poverty. Only 10% of HS families can be over 100% of Poverty, so the majority of HS families qualify for CSBG and emergency programs
    Missouri State Low-Income Heating Assistance Program (LIHEAP) report
    Missouri Weatherization Assistance Program (MOWAP) system
    “Toolbox” for workforce investment and employment training programs
    Women Infant & Children (WIC) Provides numbers from their own system
    Family Planning ( State System-MFHC-Missouri Family Health Council)
    Agency Specific Data Collection Systems
    Hard Copy and Hand Counting
    The most important thing is to be consistent in when, what, and how you count and provide unduplicated
    numbers. (Unless guidance indicates duplicated counts-Seniors and Disabled are sometimes reported out of total
    numbers)
    All agency program should be considered not just CSBG programs
    Not all Indicators can be counted by an agency, tracking is dependant on specific agency programs
    Keep in mind Tracking numbers are separate from Billing numbers (Agency may report more Adult Life Skills
    Participants, on 6.3.1 and 6.3.2 than is billed, due to the agency set program requirements on Life Skills billing)
  • 5. Low-Income People Become More Self-Sufficient
    Chart 1
  • 6.
  • 7. Indicator 1.1.A-E Tracking Items
    Indicators 1.1 A-E The number & percentage of low-income participants in Community Action employment initiatives who get a job or become self-employed
    Individuals do not have to be enrolled in employment training programs to be counted in this section
    Agency employees can be counted if they are enrolled in an agency program at the time of employment. Also count them on measure 2.4 if employee was hired through ARRA funding
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    1.1.A Unemployed and obtained a job
    1.1.B Employed and maintained a job for 90 days
    Stipends offered to people that return after 90 days (Employment Training Programs)
    1.1.C Employed and obtained an increase in income and/or benefits
    1.1.D Achieved “Living Wage” employment and/or benefits
    http://www.womenscouncil.org
    Missouri Self-Sufficiency Standard
    Self-Sufficiency Calculator
    Family Wage Calculator
    Follow Prompts
    1.1.E Moved from below the Federal Poverty Level to above the Federal Poverty Level (MO Indicator)
    http://aspe.hhs.gov/poverty/
    HHS Poverty Guidelines
    Computations for the poverty guidelines
  • 8. Outcome of Efforts Indicators 1.1.A-E Agency Programs to track
    Indicator 1.1.A-E Employment
    Workforce Investment Act (WIA) Programs or Employment Training Programs
    Toolbox
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    CSBG Family Supports (Case Management/MOSS Scaling)
    MIS Data
    If Family Supports is set up in the MIS system
    Hand Counting Family Supports Case Notes and Goal Planning forms (Missouri Self Sufficiency Scale)
    HUD Family Self-Sufficiency
    LINDSEY/HAPPY/YARDY Systems
    Other Section 8 Tracking Software
    Hand Counting from family case notes, family goal planning forms, scaling
    Possibly through the MIS if it is set up in the system
    TANF/Missouri Work Assistance Program
    Toolbox
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    CDBG
    Agency Specific Tracking Systems
    Hand Counted from program specific processes/tracking requirements
    Head Start (Home Visits/MOSS Scaling)
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Report 4010 (See Final Slides for Tracking Examples)
    Hand counted from Family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
  • 9.
  • 10. Indicator 1.2.A-I Tracking Items
    Indicators 1.2 A-I (J-L See next slides) The number of low-income participants for whom barriers to initial or continuous employment are reduced or eliminated through assistance from Community Action
    Only counting able bodied individuals to pursue employment or education
    Individuals do not have to be enrolled in employment training programs to be counted in this section
    Seniors and Disabled are counted in Chart 6
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Obtained skills/competencies required for employment  
    Completed ABE/GED and received certificate or diploma    
    Completed post-secondary education program and obtained certificate or diploma    
    Enrolled children in "before" or "after" school programs  
    • Count School-Age children only-No Head Start numbers  
    Obtained care for child or other dependant
    • Counting Head Start Households excluding Disabled and seniors
    Obtained access to reliable transportation and/or driver's license    
    Obtained health care services for themselves or family member  
    • Can Head Start Families excluding disabled and Seniors 
    Obtained safe and affordable housing
    • HPRP
    • 11. Head Start
    • 12. Count Section 8 Housing program that remove barriers to EMPLOYMENT  
    • 13. Do not count supportive housing (Continuum of Care)
    Obtained food assistance
    • WIC Numbers
  • Indicator 1.2.J-L Tracking Items
    Indicators 1.2.J-L The number of low-income participants for whom barriers to initial or continuous employment are reduced or eliminated through assistance from Community Action
    Obtained non-emergency LIHEAP energy assistance
    • LIHEAP State Report
    • 14. HERO Program (Example)
    Obtained non-emergency Wx energy assistance
    • This is any direct Weatherization measure provided to employable households
    L. Obtained other non-emergency energy assistance (State/local/private energy programs. Do Not include LIHEAP or Wx)
    • NON-Emergency is defined as a one time payment
  • Outcome of Efforts Indicators 1.2.A-I Agency Programs to track
    Indicator 1.2.A-I Employment Supports
    Workforce Investment Act (WIA) Programs or Employment Training Programs
    Toolbox
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    CSBG Family Supports (Case Management/MOSS Scaling)
    MIS Data
    If Family Supports is set up in the MIS system
    Hand Counting Family Supports Case Notes and Goal Planning forms (Missouri Self Sufficiency Scale)
    HUD Family Self-Sufficiency
    LINDSEY/HAPPY/YARDY Systems
    Other Section 8 Tracking Software
    Hand Counting from Family case notes, family goal planning forms, scaling
    TANF/Missouri Work Assistance Program
    Toolbox
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Head Start (Home Visits/MOSS Scaling)
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Reports 4010, 9730, 9911 (See Final Slides for Tracking Examples)
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Weatherization
    Missouri Weatherization Assistance Program (MoWAP)
    Agency Specific Tracking Systems
    HPRP
    HMIS
    MIS Intake Data, Family Supports Program Data
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Missouri State Low-Income Energy Assistance Program (LIHEAP) Energy Assistance (EA) Only
    Missouri DSS-Family Support Division CSBG Information Systems (IS) Report
    Other CSBG Projects or Agency Specific Projects (Including non-LIHEAP energy programs)
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from applications, sign-in documentation, contact notes, etc
  • 15.
  • 16. Indicator 1.3.A 1-4 Tracking Items
    Indicators 1.3.A.1-4 The number and percentage of low-income households that achieve an increase in financial assets and/or financial skills as a result of Community Action assistance, and the aggregated amount of those assets and resources for all participants achieving the outcome
    Indicators 1.3.A.1-4 Enhancement
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Number and percent of participants in tax preparation programs who qualified for any type of Federal or State tax credit and the expected aggregated dollar amount of credits
    • Report aggregated value of tax credits prior to deductions
    Number and percent of participants who obtained court-ordered child support payments and the expected annual aggregated dollar amount of payments
    • Head Start Hand Counted
    Number and percent of participants who were enrolled in telephone lifeline and/or energy discounts with the assistance of the agency and the expected aggregated dollar amount of savings.
    • Can count referrals and those assisted with applications as long as the individuals assisted received a discount. The aggregated amount only has to be reported as the “expected” amount (not exact amount), however verification should be made that individual did indeed receive a discount
    Number and percentage of households that complete the HUD Family Self-Sufficiency program goals and earn escrow and the aggregated dollar amount of escrow. (MO Measure)
  • 17. Indicator 1.3.B 1-4 Tracking Items
    Indicators 1.3.B 1-4 The number and percentage of low-income households that achieve an increase in financial assets and/or financial skills as a result of Community Action assistance, and the aggregated amount of those assets and resources for all participants achieving the outcome
    Indicators 1.3.B.1-4 Utilization
    Number and percent of participants demonstrating ability to complete and maintain a budget for over 90 days
    Number and percent of participants opening an Individual Development Account (IDA) or other savings account
    Number and percent of participants who increased their savings through IDA or other savings accounts and the aggregated amount of savings
    • Report only increase in savings (Not if they opened and by opening increased their savings…report on 1.3.B.2)
    • 18. Report amount they saved, do not count matched funds
    • 19. The total of ALL participants (Including HUD self-sufficiency participants) is the aggregated amount
    Number of participants in a Community Action assets development program (IDA and others):
    a. Number and percent of participants capitalizing a small business with accumulated savings
    b. Number and percent of participants pursuing post-secondary education with accumulated savings
    c. Number and percent of participants purchasing a home with accumulated savings
    Number and percent of participants purchasing other assets with accumulated savings
    • Count individuals enrolled in IDA programs that have other savings for Car/Computer purchases
    • 20. You can include the HUD Family Self-Sufficiency program here
  • Outcome of Efforts Indicators 1.3.A & B Agency Programs to track
    Indicators 1.3.A & B Economic Assets Enhancement and Utilization
    CSBG or Independent Tax Preparation Programs
    MIS
    If program is set up in the MIS system
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Individual Development Accounts (IDA), Missourians Building Assets (MBA) or other Agency Specific Asset Development Programs
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted through case notes, contact notes, etc
    HUD Family Self-Sufficiency
    LINDSEY/HAPPY/YARDY Systems
    Other Section 8 Tracking Software
    Hand Counting from, Family case notes, family goal planning forms, scaling
    Head Start (Home Visits/MOSS scaling)
    ChildPlus/PROMIS or other Head Start data collection system (System case notes, system income data)
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Excel sheet -hand counted (See Final Slides for Tracking Examples)
  • 21. The Conditions in Which Low-Income People Lives are Improved
    Chart 2
  • 22.
  • 23. Indicator 2.1.A-I Tracking Items
    Indicators 2.1 A-I Increase in, or safeguarding of, threatened opportunities and community resources or services for
    low-Income people in the community as a result of Community Action projects/initiatives or advocacy with other public and
    private agencies
    Need to track both opportunities and number of projects/Initiatives
    Opportunities are defined as number of opportunity (# of sites implementing a program)
    Project/Initiatives are defined as number of agency programs offered to provide the opportunity
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Jobs created, or saved, from reduction or elimination in the community
    • Do not count ARRA jobs here
    Accessible "living wage" jobs created, or saved, from reduction or elimination in the community
    • Missouri Women’s Council standards refer to Chart 1 slides for information
    Safe and affordable housing units created in the community
    Safe and affordable housing units in the community preserved or improved through construction, weatherization or rehabilitation achieved by Community Action activity or advocacy
    • Total weatherization numbers
    Accessible safe and affordable health care services/facilities for low-income people created or saved from reduction or elimination
    • Can only count Head Start facilities if they are providing health care services and were instrumental in creating the health care aspect of the facility, or instrumental in saving the health care aspect of the facility from reduction or elimination
    Accessible safe and affordable child care or child development placement opportunities for low-income families created, or saved from reduction or elimination
    • Can count Head Start slots if the agency was instrumental in creating the Head Start Program, or instrumental in saving the program, from reduction or elimination. Count 1 Project with the number of Head Start slots listed under “Opportunities/Resources Preserved”
    Accessible before-school and after-school program placement opportunities for low-income families created or saved from reduction or elimination
    • School Age children only-no Head Start numbers
    Accessible new or expanded transportation resources, or those that are saved from reduction or elimination, that are available to low-income people, including public or private transportation
    Accessible or increased educational and training placement opportunities, or those that are saved from reduction or elimination, that are available for low-income people in the community, including vocational, literacy, and life skill training, ABE/GED, and post-secondary education
  • 24. Outcome of Efforts Indicators 2.1.A-I Agency Programs to track
    Indicator 2.1.A-I Community Improvement and Revitalization
    Head Start
    Head Start Program Information Report (PIR) Total Childcare Slots
    Hand Counted From Total Childcare Slots
    Weatherization
    Missouri Weatherization Assistance Program (MoWAP)
    Agency Specific Tracking Systems
    CDBG
    Agency Specific Tracking Systems
    Hand Counted from program specific processes/tracking requirements
    CSBG Projects or Agency Specific Projects
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from applications, contact notes, building contracts, employment records, MOU’s, Implementation plans, sign-in documentation, housing contracts , lease agreements, media releases and publications
  • 25.
  • 26. Indicator 2.2.A-E Tracking Items
    Indicators 2.2 A-E The quality of life and assets in low-income neighborhoods are improved by Community Action initiative or advocacy
    Must report Opportunities and Number of Projects
    Agency providing “mobile” services to various communities count 1 Project with each community served as separate opportunity /resources provided
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Increases in community assets as a result of a change in law, regulation or policy, which results in improvements in quality of life and assets
    Increase in the availability or preservation of community facilities
    Increase in the availability or preservation of community services to improve public health and safety
    Increase in the availability or preservation of commercial services within low-income neighborhoods
    Increase in or preservation of neighborhood quality-of-life resources
  • 27. Outcome of Efforts Indicators 2.2.A-E Agency Programs to track
    Indicators 2.2.A-E Community Quality of Life Assets
    CSBG Projects or Agency Specific Projects
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from, contact notes, building contracts, MOU’s, implementation plans, sign-in documentation, lease agreements, media releases and publications, agency to agency contracts
    CDBG
    Agency Specific Tracking Systems
    Hand Counted from program specific processes/tracking requirements
    Advocacy Projects
    Hand Counted from planning documents, meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, acknowledgement letters, letters of support
    Family Planning
    Hand Counted from contact notes, building contracts, MOU’s, implementation plans, sign-in documentation, lease agreements, media releases and publications, agency to agency contracts
  • 28.
  • 29. Indicator 2.3.a-b Tracking Items
    INDICATORS 2.3 A-B Community Engagement
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    This section of indicators provides total counts
    Number of community members mobilized by Community Action that participate in community revitalization and anti-poverty initiatives
    • Number of ALL Community Members (Low-income participants are considered community members)
    • 30. Include Head Start activities (In-Kind)
    Number of volunteer hours donated to the agency (This will be ALL volunteer hours)
    • Hours of ALL volunteer time
    • 31. Include Head Start Activities (In-Kind)
  • Outcome of Efforts Indicators 2.3.A & B Agency Programs to track
    Indicators 2.3.A & B Community Engagement
    CSBG CCRD Projects (Step up, Circles of Support)
    Agency Specific Tracking Systems
    Hand Counted from planning documents, meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, participant commitments, project curriculum documentation, media releases and publications, volunteer counts
    Poverty Simulations
    Hand counted based on sign-in sheets (Could including self declared income reporting to provide “cleaner”
    numbers
    Other CSBG Projects or Agency Specific Projects (Foster Grandparents)
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from planning documents, meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, participant commitments, project curriculum documentation, media releases and publications, volunteer counts
    Agency Board of Directors
    Agency Specific Tracking Systems
    Hand Counted based on sign-in sheets, meeting meetings and agendas
    Head Start and Head Start Policy Council
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Report 4310 (See Final Slides for Tracking Examples)
    Based on In-Kind numbers (Includes Head Start parent meetings and policy council participants)
    Hand counted from meeting sign-ins (parent meetings, policy council, etc)
  • 32.
  • 33. Indicator 2.4.A-B Tracking Items
    Indicators 2.4 A-B The total number of jobs created or saved, at least in part by ARRA
    Count jobs from April 2009-September 30, 2010
    Use OMB guidance to calculate hours into “Full Time Equivalent (FTE)” job positions
    See next slide for FTE guidance
    Jobs can only be counted as either created or saved but not both
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    2.4.A Jobs Created at least in part by ARRA funds
    New job positions
    2.4.B Jobs Saved at least in part by ARRA funds
    Retention -Job position saved
    Keeping positions from Lay-Off
    Additional Guidance on ARRA Reporting: (Per State Guidance)
    Report ARRA and Regular numbers separately. ARRA numbers can be counted back to April of 2009 if those
    clients were being billed to ARRA. Because Missouri did not report any ARRA activity in the IS report for FY09, please count
    ARRA activity even if occurred in FY09 and was billed under ARRA later.   This would apply to other sections also
    because we did not report ARRA activity on the FY09 IS that was submitted in March 2010.
    Please submit updated FY10 targets for ARRA and regular CSBG by October 1.  
  • 34.
  • 35. Outcome of Efforts Indicators 2.4.A & B
    Indicators 2.4.A & B Employment Growth from ARRA Funds
    CSBG Projects or Agency Specific Projects
    Agency Specific Tracking Systems
    Hand Counted from job placement advertisements, interview processes, employment records, human resources documentation, hired contractor employment reporting
    Weatherization
    Agency Specific Tracking Systems
    Hand Counted from job placement advertisements, interview processes, employment records, human resources documentation, hired contractor employment reporting
    Head Start
    Agency Specific Tracking Systems
    Hand Counted from job placement advertisements, interview processes, employment records, human resources documentation, partnership contracts
    HPRP
    Agency Specific Tracking Systems
    Hand Counted from job placement advertisements ,interview processes, employment records, human resources documentation
    Consider Any and ALL Agency Programs and Initiatives
  • 36. Low-Income People Own a Stake in Their Community
    Chart 3
  • 37.
  • 38. Indicator 3.1.A Tracking Items
    Indicator 3.1.A Total number of volunteer hours donated by low-income individuals to Community Action (This is ONLY the number of volunteer hours from individuals who are low-income)
    • Only count Low-Income Persons
    • 39. Use the definition of low-income of whatever program individual is connected to
    • 40. If someone is not affiliated with a program use the CSBG definition of low-income
    • 41. Some agencies have utilized a quick self reported income question on Sign-In Sheets
  • Outcome of Efforts Indicators 3.1.A Agency Programs to track
    Indicator 3.1.A Community Enhancement through Maximum Feasibility Participation
    CSBG CCRD Projects (Step up, Circles of Support)
    Agency Specific Tracking Systems
    Hand Counted from meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, participant commitments, volunteer counts
    Poverty Simulations
    Hand counted based on sign-in sheets (Could including self declared income reporting to provide “cleaner”
    numbers)
    Other CSBG Projects or Agency Specific Projects (Foster Grandparents)
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from applications, contact notes, sign-in documentation, participant commitments, , email
    correspondence, volunteer counts
    Agency Board of Directors
    Agency Specific Tracking Systems
    Hand Counted based on sign-in sheets, meeting meetings and agendas
    Head Start and Head Start Policy Council
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Report 4310 (See Final Slides for Tracking Examples)
    Based on In-Kind numbers (Includes Head Start parent meetings and policy council participants)
    Hand counted from meeting sign-ins (parent meetings, policy council, etc)
  • 42.
  • 43. Indicator 3.2.A-D Tracking Items
    Indicators 3.2.A-D The number of low-income people mobilized as a direct result of Community
    Action initiative to engage in activities that support and promote their own well-being and that of
    their community.
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Number of low-income people participating in formal community organizations, government, boards or councils that provide input to decision-making and policy setting through Community Action efforts
    • Head Start Policy Council low-income participants
    Number of low-income people acquiring businesses in their community as a result of Community Action assistance
    Number of low-income people purchasing their own homes in their community as a result of Community Action assistance
    Number of low-income people engaged in non-governance community activities or groups created or supported by Community Action
    • Head Start Parent meetings or other Head Start activity participants
  • Outcome of Efforts Indicators 3.2.A-D Agency Programs to track
    Indicator 3.2.A-D Community Empowerment through Maximum Feasibility Participation
    CSBG CCRD Projects (Step up, Circles of Support)
    Agency Specific Tracking Systems
    Hand Counted from meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, participant commitments, volunteer counts
    Poverty Simulations
    Hand counted based on sign-in sheets (Could including self declared income reporting to provide “cleaner”
    numbers
    Other CSBG Projects or Agency Specific Projects (Foster Grandparents)
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from applications, contact notes, sign-in documentation, participant commitments, , email
    correspondence, volunteer counts
    Agency Board of Directors
    Agency Specific Tracking Systems
    Hand Counted based on sign-in sheets, meeting meetings and agendas, board roster
    Head Start and Head Start Policy Council
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Report 4310 (See Final Slides for Tracking Examples)
    Based on In-Kind numbers (Includes Head Start parent meetings and policy council participants)
    Hand counted from meeting sign-ins, policy council member list (parent meetings, policy council, etc)
    Individual Development Accounts (IDA)
    Missourians Building Assets (MBA)
    Agency Specific Asset Development Programs
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted through case notes, contact notes, etc
    HUD Family Self-Sufficiency
    LINDSEY System
    Other Section 8 Tracking Software
    Hand Counting from ,Family case notes, family goal planning forms
  • 44. Partnerships among supporters and providers of services to low-income people are achieved
    Chart 4
  • 45.
  • 46. Indicator 4.1.A-M Tracking Items
    Indicators 4.1.A-M The number of organizations, both public and private, that Community Action actively works with to expand resources and opportunities in order to achieve family and community outcomes.
    Unduplicated number of Partners per agency. (If CSBG and Head Start utilize the same partner, this partner should only be counted once)
    If you are part of a collaboration you would only count that ONE collaboration not every organization that is part of the collaboration
    One School District with several schools under that school district you would not count individual schools
    Private Schools could be counted as a Non-Profit partnership agency, not as part of 1 school district
    Utilize an agency wide tracking system for partnership counts
    Agencies need to define “partnership” c
    Partnerships can be informal and formal partnerships
    Can list agencies in the gray column E “Examples of Community Action Programs or Activities”
    Non-Profit
    Faith Based
    Local Government
    State Government
    Federal Government
    For-Profit Business or Corporation
    Consortiums/Collaboration
    Housing Consortiums/Collaboration
    School Districts
    Institutions of post secondary education/training
    Financial/Banking Institutions
    Health Service Institutions
    State wide associations or collaborations
  • 47. Outcome of Efforts Indicators 4.1.A-M Agency Programs to track
    Indicators 4.1. A-M Expanding Opportunities through Community-Wide Partnerships
    CSBG CCRD Projects (Step up, Circles of Support)
    Agency Specific Tracking Systems
    Hand Counted from meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, participant commitments, volunteer counts, MOU’s
    Poverty Simulations
    Hand counted based on sign-in sheets
    Other CSBG Projects or Agency Specific Projects
    Agency Specific Tracking Systems
    Hand Counted from contact notes, sign-in documentation, participant commitments, , email
    correspondence, volunteer counts, MOU’s
    Agency Board of Directors
    Agency Specific Tracking Systems
    Hand Counted based on sign-in sheets, meeting meetings and agendas, board rosters
    Head Start and Head Start Policy Council
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Report 4310)
    Based on In-Kind information (Includes Head Start parent meetings and policy council participants)
    Hand counted from meeting sign-ins, policy council member list (parent meetings, policy council, parent meeting facilitators, etc)
    Individual Development Accounts (IDA)
    Missourians Building Assets (MBA)
    Agency Specific Asset Development Programs
    Hand Counted through, contact notes, participant commitments, , email correspondence, volunteer counts, MOU’s, etc
    CDBG
    Agency Specific Tracking Systems)
    Hand Counted from contact notes, sign-in documentation, participant commitments, , email
    correspondence, volunteer counts, MOU’s
    Advocacy Projects
    Hand Counted from planning documents, meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, acknowledgement letters, letters of support
    Weatherization
    Missouri Weatherization Assistance Program (MoWAP) Contractor information
    Agency Specific Tracking Systems
    Family Planning
    Hand Counted from contact notes, building contracts, MOU’s, implementation plans, sign-in documentation, lease agreements, media releases and publications, agency to agency contracts
  • 48. Agencies increase their capacity to achieve results
    Chart 5
  • 49.
  • 50. Indicator 5.1 Tracking Items
    5.1 A-M The number of human capital resources available to Community Action that increase agency capacity to achieve family and community outcomes.
    Targets will be the number the agency seeks to achieve and the actual number accomplished during time period will be “Achieved”
    Number of C-CAPS
    Number of ROMA Trainers
    Number of Family Development Trainers
    Number of Child Development Trainers
    Number of staff attending trainings
    • Can include “In-House” training participants
    Number of board members attending trainings
    • Can include “In-House” training participants
    • 51. Include Head Start Policy Council Members
    Hours of staff in trainings
    • Can include “In-House” training hours
    Hours of board members in trainings
    • Can include “In-House” training hours
    • 52. Include Head Staff Policy Council Training Hours
    Number of Weatherization employees awarded BPI Auditor Credential (MO Measure)
    Percentage of agency employees with Associates Degree. (MO Measure)
    Percentage of agency employees with Bachelors Degree. (MO Measure)
    Percentage of agency employees with Masters Degree. (MO Measure)
    Number and percentage of agency employees that obtain other credentials that increase their capacity to achieve results. (Please identify.) (MO Measure)
  • 53. Outcome of Efforts Indicators 5.1.A-M Agency Programs to track
    Indicators 5.1.A-M The number of human capital resources available to Community Action that increase agency capacity to achieve family and community outcomes
    All Agency Programs
  • 54.
  • 55. Indicator 5.2.a & B Tracking Items
    Indicators 5.2.A-B Agency Programs Achieved Accreditation, demonstrating that programs meet or exceed nationally recognized standards.
    A. Number and percentage of early childhood care and education sites that have received NAEYC or other recognized forms of accreditation. (MO Measure)
    B. Number and percentage of programs that have achieved other forms of recognized accreditation. (Please identify.) (MO Measure)
  • 56. Outcome of Efforts Indicators 5.2.A & B Agency Programs to track
    Indicators 5.2.A-B Agency Programs Achieved Accreditation, demonstrating that programs meet or exceed nationally recognized standards.
    Head Start
    WIA or Employment Training Programs (WorkKEYS)
    Other Examples?
  • 57. Low-Income People, Especially Vulnerable Populations, achieve their potential by strengthening family and supportive environments
    Chart 6
  • 58.
  • 59. Indicator 6.1.a-B Tracking Items
    Indicators 6.1.A-B The number of vulnerable individuals receiving services from
    Community Action who maintain an independent living situation as a result of those
    services
    Senior Citizens (seniors can be reported twice, once under Senior Citizens and again if they are disabled under Individuals with Disabilities, ages 55-over)  
    Seniors are defined as persons age 55 or older
    B. Individuals with Disabilities  
    Ages: 0 - 17  
    Can Count Head Start Children with Disabilities here
    18 - 54  
    55 - over
    Also include Seniors with Disabilities (Even if Seniors were already included on 6.1.A)
  • 60. Outcome of Efforts Indicators 6.1.A & B Agency Programs to track
    Indicators 6.1.A & B Independent Living
    CSBG and Other Agency Specific Programs (Including Non-LIHEAP energy programs)
    MIS Data
    If program is set up in the MIS system
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from meeting attendance
    records, meeting agendas and minutes, contact notes, email
    correspondence, participant commitments, project curriculum documentation, documented case notes (Non-Family Supports), targeted coaching case notes
    Head Start (Head Start Application/Home Visits/MOSS Scaling)
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Reports
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Weatherization
    MISData (Must ensure count is not duplicated from MoWAP system)
    Missouri Weatherization Assistance Program (MoWAP) (Must ensure count is not duplicated from MIS system)
    Agency Specific Tracking Systems
    HPRP
    HMIS
    Hand counted from HPRP Application
    MIS Intake Data (Unduplicated numbers from HMIS)
    Missouri ‘s Low-Income Energy Assistance Program (LIHEAP) Energy Assistance (EA) Only
    Missouri DSS-Family Support Division CSBG Information Systems (IS) Report
  • 61.
  • 62. Indicator 6.2.A-K Tracking Items
    Indicators 6.2.A-K The number of low-income individuals served by
    Community Action who sought emergency assistance and the number of those
    individuals for whom assistance was provided
    Can count direct services provided as well as referrals, as long as you can track the referral and verify receipt of services. The distinction between “seeking” and “receiving” is to show how individuals may be receiving more services than they initially requested and show how the agency is communicating all their service offerings to customers.
    Individuals can be counted on several indicators (The same individual could receive both temporary shelter and food and would be counted on both indicators)
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Emergency Food
    Emergency fuel or utility payments funded by LIHEAP or other public and private funding sources
    Emergency Rent or Mortgage Assistance
    Emergency Car or Home Repair (i.e. structural, appliance, heating system, etc.)
    Emergency Temporary Shelter
    Emergency Medical Care
    Emergency Protection from Violence
    Emergency Legal Assistance
    Emergency Transportation
    Emergency Disaster Relief
    Emergency Clothing
  • 63. Outcome of Efforts Indicators 6.2.A-K Agency Programs to track
    Indicators 6.2.A-K Emergency Assistance
    CSBG and Other Agency Specific Programs (FEMA, MHTF, United Way, Dollar More, Car Assistance Programs, Local Donations)
    MIS Data
    If program is set up in the MIS system
    Agency Specific Tracking Systems
    Hand Counted, program applications, contact notes, email correspondence, participant commitments, receipt of services documentation, documented case notes, targeted coaching case notes, vendor payment records
    HPRP
    HMIS
    Hand counted from HPRP Applications or vendor payment documentation
    MIS Intake Data (Unduplicated numbers from HMIS)
    Missouri ‘s Low-Income Energy Assistance Program (LIHEAP) Emergency Crisis Intervention Program (ECIP) Only
    MIS Data
  • 64.
  • 65. Indicator 6.3.A.1-4 Tracking Items
    Indicators 6.3.A.1-4 The number and percentage of all infants, children, youth, parents
    and other adults participating in developmental or enrichment programs who achieve
    program goals
    6.3.A.1-4 Infants and Children
    Infants and Children are defined as 0-12 year olds
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Infants and children obtain age- appropriate immunizations, medical and dental care
    Can count all Head start children receiving any or all immunizations, medical, and dental care
    Infant and child health and physical development are improved as a result of adequate nutrition
    No Head Start Numbers
    Count Child and Adult Care Food Program (CACFP) provided to in-home childcare providers
    Children participate in pre-school activities to develop school readiness skills
    Head Start (3-5) participants
    Foster Grandparents
    Children who participate in pre-school activities are developmentally ready to enter Kindergarten or 1st grade
    Head Start Preschool Graduates
    Foster Grandparents
  • 66. Indicator 6.3.B.1-5 Tracking Items
    Indicators 6.3.B.1-5 The number and percentage of all infants, children, youth, parents
    and other adults participating in developmental or enrichment programs who achieve
    program goals
    6.3.B.1-5 Youth
    Youth are defined as 12-18 year olds
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Youth improve health and physical development
    Can count Child and Adult Food Care Program (CAFCP) Summer Food Program
    Youth improve social/emotional development
    • Foster Grandparents
    Youth avoid risk-taking behavior for a defined period of time
    • Defined period of time could be during the program provided (Kids are “Covered” for that time period)
    Youth have reduced involvement with criminal justice system
    Youth increase academic, athletic or social skills for school success
    • Foster Grandparents
  • Indicator 6.3.C.1 & 2 Tracking Items
    Indicators 6.3.C.1 & 2 The number and percentage of all infants, children, youth, parents
    and other adults participating in developmental or enrichment programs who achieve
    program goals
    6.3.C.1 & 2 Adults/Parents
    Can count adults/parents per topic (Can count Adult/Parent twice if they participated in both a Budgeting Program and Energy Conservation Program)
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Parents and other adults learn and exhibit improved parenting skills
    • Life Skills related to parenting
    Parents and other adults learn and exhibit improved family functioning skills
    • Building Strong Families, male involvement activities
  • Outcome of Efforts Indicators 6.3.A-c Agency Programs to track
    Indicators 6.3.A-C Child and Family Development
    CSBG and Other Agency Specific Programs (Life Skills, Car Assistance Programs, Foster Grandparents, youth programs, male Involvement activities)
    MIS Data
    If program is set up in the MIS system
    Hand Counted, program applications, contact notes, email correspondence, participant commitments, receipt of services documentation, documented case notes, targeted coaching case notes, pre and post testing
    Head Start
    Program Information Report (PIR)
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Reports
    Hand counted from Head Start Parent meeting documentations, agendas, pre and post testing, sign-in documentation
    Family Planning
    Family Planning Statewide System-MFHC
    Hand Counted from available documentation and tracking
    Women Infant & Children/WIC
    WIC Provides numbers from their own internal system
    Hand Counted (State system is very slow)
  • 67.
  • 68. Indicator 6.4.A-I Tracking Items
    Indicators 6.4 A-I Low-income people who are unable to work, especially seniors, adults with
    disabilities and caregivers, for whom barriers to family stability are reduced or eliminated
    Only counting seniors, disabled and caregivers
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Enrolled children in "before" or "after" school programs  
    • Count School-Age children only-No Head Start numbers (Disabled and Seniors Households) 
    Obtained care for child or other dependant
    • Counting Head Start Households Disabled Caregivers ONLY
    Obtained access to reliable transportation and/or driver's license    
    Obtained health care services for themselves or family member  
    • Can Count Participating Head Start Families Disabled Caregivers ONLY  
    Obtained safe and affordable housing
    • HPRP (Disabled and seniors)
    • 69. Count Section 8 Housing program (Disabled and Seniors) 
    • 70. Count supportive housing (Program is for Disabled and Senior Housing)
    Obtained food assistance
    • WIC Numbers (Disabled and Seniors)
    G. Obtained non-emergency LIHEAP energy assistance
    • LIHEAP State Report
    Obtained non-emergency Wx energy assistance
    • This Direct Weatherization Measures Provided to seniors or disabled households
    I. Obtained other non-emergency energy assistance (State/local/private energy programs. Do Not include LIHEAP or Wx)
    • NON-Emergency is defined as a one time payment (Disabled or Seniors)
  • Outcome of Efforts Indicators 6.4.A-I Agency Programs to track
    Indicator 6.4.A-I Family Supports (Seniors, Disabled and Caregivers)
    HUD Family Self-Sufficiency
    LINDSEY/HAPPY/YARDY Systems
    Other Section 8 Tracking Software
    Hand Counting from, Family case notes, family goal planning forms, Scaling
    Head Start (Home Visits/MOSS Scaling)
    ChildPlus/PROMIS or other Head Start data collection system
    ChildPlus Reports 4010, 9730, 9911 (See Final Slides for Tracking Examples)
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Weatherization
    Missouri Weatherization Assistance Program (MoWAP)
    Agency Specific Tracking Systems
    HPRP
    HMIS
    MIS Intake Data (Unduplicated from the HMIS), Family Supports Program Data
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Missouri State Low-Income Energy Assistance Program (LIHEAP) Energy Assistance (EA) Only
    Missouri DSS-Family Support Division CSBG Information Systems (IS) Report
    Other CSBG Projects or Agency Specific Projects (Including non-LIHEAP energy programs)
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from applications, sign-in documentation, contact notes, etc
  • 71.
  • 72. Indicator 6.5.A-E Tracking Items
    Indicators 6.5.A-E The number of services provided to low-income individuals and/or families
    Very agency specific with agency determining how services counts will be assessed (Agency must determine if program will count pounds of food, or boxes of food, and describe what a “unit” of clothing consist of)
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Food Boxes
    Pounds of Food
    Units of Clothing
    Rides Provided
    Information and Referral Calls
  • 73. Outcome of Efforts Indicators 6.5.A-E Agency Programs to track
    Indicator 6.5.A-E Service Counts
    Other CSBG Projects or Agency Specific Projects
    Agency Specific Tracking Systems (See Final Slides for Tracking Examples)
    Hand Counted from sign-in documentation, contact notes, receipt of services received, inner agency referrals completed documentation, etc
  • 74.
  • 75. Indicator 6.6.A Tracking Items
    Indicator 6.6.A The number and percentage of low-income families that obtain
    safe and stable housing as a result of community action assistance.
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    A. Number and percentage of families that obtain safe and stable
    housing. (MO Measure)
    This would be TOTALS from all housing support programs including seniors and disabled, emergency and non-emergency housing supports
  • 76. Outcome of Efforts Indicators 6.6.A Agency Programs to track
    Indicator 6.6.A Housing
    Agency Specific Programs (Shelter Plus Care, Domestic Violence Shelters)
    MIS Data
    If program is set up in the MIS system
    Hand Counted, program applications, contact notes, email correspondence, participant commitments, receipt of services documentation, documented case notes, targeted coaching case notes, vendor payment records
    Weatherization
    MISData (Must ensure count is not duplicated from MoWAP system)
    Missouri Weatherization Assistance Program (MoWAP) (Must ensure count is not duplicated from MIS system)
    Agency Specific Tracking Systems
    HPRP
    HMIS
    Hand counted from HPRP Applications or vendor payment documentation
    HUD Family Self-Sufficiency
    LINDSEY/HAPPY/YARDY Systems
    Other Section 8 Tracking Software
    Hand Counting from, Family case notes, family goal planning forms, Scaling
  • 77.
  • 78. Indicator 6.7.A-C Tracking Items
    Indicator 6.7.A-C The number and percentage of low income participants that
    obtain health services from community action agencies (Proxy Outcome)
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Can only count DIRECT SERVICE provisions
    Number and percentage of individuals receiving annual health exam. (MO Measure)
    Number and percentage of individuals receiving reproductive health care services. (MO Measure)
    Number and percentage of individuals receiving HIV/AIDS test. (MO Measure)
  • 79. Outcome of Efforts Indicators 6.7.A-C Agency Programs to track
    Indicator 6.7.A-C Health
    Agency Specific Programs (Mobile Mammogram Unit)
    MIS Data
    If program is set up in the MIS system
    Hand Counted, program applications, contact notes, email correspondence, participant commitments, receipt of services documentation, documented case notes, targeted coaching case notes, vendor payment records
    Family Planning
    Family Planning Statewide System-MFHC
    Hand Counted from available documentation and tracking
  • 80.
  • 81. Indicator 6.8.A & B Tracking Items
    Indicator 6.8.A & B The number and percentage of services provided to low-
    income families and/or individuals as a result of referrals made by community
    action
    Can list programs in the gray column E “Examples of Community Action Programs or Activities”
    Referrals will only be tracked as “Achieved”(Complete-Rendered) or Exited
    “Still Progressing” should not be indicated
    Number and percentage of inner-agency referrals rendered. (MO Measure)
    Number and percentage of outer-agency referrals rendered. (MO Measure)
  • 82. Outcome of Efforts Indicators 6.8.A & B Agency Programs to track
    Indicator 6.8.A-B Referrals
    MIS Data
    Referral Status Report
  • 83. Tracking Systems-Examples
  • 84. General Report Tracking Tools
  • 85. Submitted by Betty Whitaker/NECAC
  • 86. Submitted by Betty Whitaker/NECAC
  • 87. Submitted by Betty Whitaker/NECAC
  • 88. Submitted by Betty Whitaker/NECAC
  • 89. Submitted by Betty Whitaker/NECAC
  • 90. Submitted by Betty Whitaker/NECAC
  • 91. Submitted by Betty Whitaker/NECAC
  • 92. Submitted by Deena Smith/Green Hills
  • 93. Submitted by Deena Smith/Green Hills
  • 94. Submitted by Deena Smith/Green Hills
  • 95. Submitted by Deena Smith/Green Hills
  • 96. Submitted by Deena Smith/Green Hills
  • 97. Submitted by Deena Smith/Green Hills
  • 98. Head start tracking tools
  • 99. Submitted by Jenny Patton/MOCA
  • 100. Submitted by Jenny Patton/MOCA
  • 101. Submitted by Jenny Patton/MOCA
  • 102. Submitted by Jenny Patton/MOCA
  • 103. Submitted by Jenny Patton/MOCA
  • 104. Head Start Tracking Examples1.1.A-C
    Indicators 1.1 A-C
    Examples of how it can be tracked/Head Start numbers only
    ChildPlus Report 4010
    Indentifying unemployed and part time “able bodied” Individuals from the 4010 report
    List of indentified families is given to Head Start Staff for verification
    Head Start staff have to verify information for the identified families
    Information is then hand counted for inclusion on the Outcome of Efforts report
    Only used for tracking documentation, not for billing through CSBG family supports
  • 105. Submitted by Heather Rohn/NMCAA
  • 106. Example Head Start verification form for Indicators 1.1 A-C
    Completed yearly based on the HS program year
    Submitted by Heather Rohn/NMCAA
  • 107. Head Start Numbers
    Indicator 1.2 A and B
    Examples of how it can be tracked/Head Start Numbers Only
    ChildPlus Report 4010
    Indentifying full time, part time working Individuals
    Identifying individuals in training or school
    Identifying individuals without GED or High School Diploma
    List of indentified families is given to Head Start Staff for verification
    Head Start staff have to verify information for the identified families
    Inormation is then hand counted for inclusion on the Outcome of Efforts report
  • 108. Submitted by Heather Rohn/NMCAA
  • 109. Submitted by Heather Rohn/NMCAA
  • 110. Example Head Start tracking form for Indicator 1.2
    Yearly based on the HS program year
    Edina: Information for 2005-2006
    Submitted by Heather Rohn/NMCAA
  • 111. Head Start Numbers
    1.2.E
    • Examples of how it can be tracked/Head Start Numbers Only
    ChildPlus Report 9730
    Identifying working households provided with Head Start childcare
    List of indentified families is given to Head Start Staff for verification
    Head Start staff have to verify information for the identified families
    Information is then hand counted for inclusion on the Outcome of Efforts report
  • 112. Submitted by Heather Rohn/NMCAA
  • 113. Head Start Numbers
    1.2 F,H,andI
    Examples of how it can be tracked/Head Start Numbers Only
    ChildPlus Report 9911
    Identifying Housing, Food, Transportation, Adult Education, WIC Supports needed
    Plus use ChildPlus report 9911 for identification of 1.2 Subgroups F,H, and I and also used ChildPlus report 9911 to identify other Adult Education & Job Training Individuals missed from ChildPlus report 4010
    List of indentified families is given to Head Start Staff for verification
    Head Start staff have to verify information for the identified families
    Information is then hand counted for inclusion on the Outcome of Efforts report
  • 114. Submitted by Heather Rohn/NMCAA
  • 115. Example Head Start tracking form for Indicator 1.2
    Yearly based on the HS program year
    Asking about Seniors and Disabled gives Head Start numbers for Indicator 6.4
    Submitted by Heather Rohn/NMCAA
  • 116. Head Start Numbers
    Indicators 1.3.A.2
    Number and percent of participants who obtained court-ordered child support
    payments and the expected annual aggregated dollar amount of payments
    Examples of how it can be tracked/Head Start numbers only
    ChildPlus/PROMIS or other Head Start data collection system (System case notes, system income data)
    Hand counted from family case notes, and family goal planning forms (Missouri Self Sufficiency Scale)
    Head Start Staff are provided an Excel Spreadsheet to record information
    Head Start Staff rely on case notes and MOSS scaling to hand count household that were assisted in obtaining Child Support
  • 117. Submitted by Heather Rohn/NMCAA
  • 118. Head Start Tracking Indicators 2.3.A & B
    Head Start Tracking
    Can use ChildPlus Data system to capture total agency numbers (See Example next slide)
    Run 4310 ChildPlus Report total volunteer hours report (In-Kind)
    and will also report by Head Start parents Only (To identify low-income)
    You will miss low-income outreach volunteer numbers that are in the system, but it is a more accurate unduplicated count of low-income volunteer hours. Hand Count Low-Income Volunteers in CSBG programs from Sign-in Documentation and Volunteer count sheets
  • 119. Example of Head Start Volunteer Tracking through the ChildPlus System
    Submitted by Heather Rohn/NMCAA
  • 120. Example of Head Start Volunteer Tracking through the ChildPlus System
    Submitted by Heather Rohn/NMCAA
  • 121. In-kind tracking tools
  • 122. Submitted by Heather Lockard/MACA
  • 123. Submitted by Betty Whitaker/NECAC
  • 124. Submitted by Heather Rohn/NMCAA
  • 125. Submitted by Heather Rohn/NMCAA
  • 126. Employee Training Logs
  • 127. Submitted by Kathy Daugherty/EMA
  • 128. Submitted by Margaret Cott/MVCAA
  • 129. Submitted by Mary Leonard/MOCA
  • 130. Referral verification
  • 131. Submitted by Heather Rohn/NMCAA
  • 132. Other Tracking
  • 133. Submitted by Heather Rohn/NMCAA
  • 134. Submitted by Heather Rohn/NMCAA