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  • Transition to Formula Grant Program
  • Reduce anxiety: Data reporting period starts in 2 months – how can I plan for and implement that?: 3-Year plan updates/application for FY05 Formula Grant due in 8 weeks; legislative sessions taking place, etc. Use Colorado examples – refer to items in packet: PowerPoint slides, AAF, Application, and Grant Review Form. With local, state and federal funds declining, need to focus on supporting programs at a level sufficient to impact the identified problem and report on that impact. Given the first report will cover only 6 months from subgrantees that may have already started activities, we will focus on what can be done through the upcoming planning and funding cycles to more easily and effectively report on performance.
  • May need to clarify terms used by states. RFPs in some states provide only an explanation of what types of services/programs are being targeted, the reason they are needed and how to apply or submit proposals. The actual application form or format is then provided only to those who express a desire to apply for funding. Some states include the application format within the proposal. In either case, the need to measure and report performance needs to be included.
  • Process may dictate how planning for performance measures will occur.
  • Review existing quarterly or semi-annual reports submitted by subgrantees to determine what additional data must be collected in the remaining 6 months of the grant to provide meaningful performance measures.
  • Group current subgrantees by Program Areas and look for common output and outcome measures being reported across programs. The challenge will be outcome measures, so again look for what is already being reported and talk to subgrantees to see what they may already be collecting but not reporting to you.
  • From your work this year, you will better know the gaps and weaknesses in data collected by subgrantees. Begin planning now.
  • Colorado’s AAF is soliciting proposals in the prioritized program areas identified in its 3-Year Plan (except for compliance monitoring , Administration and SAG – “system improvement.”
  • Colorado’s AAF is soliciting proposals in the prioritized program areas identified in its 3-Year Plan (except for compliance monitoring , Administration and SAG – “system improvement.”
  • Refer to Model Program Guide and web site.
  • Having identified a gap or need for services, what do you hope to accomplish by funding programs to deliver this service? This should be your overall goal.
  • Use the Update to your 3-Year Plan, due 3/31/05, to enhance or add meaningful measures. Suggest that the state provide list of measures defined in the state’s JJ system language. Best to have the state collect and aggregate the data for reporting to OJJDP. This will avoid errors in data and mixing apples and oranges. Some measures are easily accessible and kept by the state agency – no need to ask subgrantees for them.
  • Review Output Measures for #13, Gender Specific Services. There may be other Non-mandatory measures that you or your subgrantees routinely collect – ask them.
  • RFP and/or application format should let potential applicants know that these measures will be expected to be collected if funded. The Evaluation Plan they submit must explain how they will obtain, analyze and report this data. Info Sharing addressed tomorrow in Workshop 1, 8:45. Client Data Form addressed tomorrow in Workshop 3, 1:00 and 2:15
  • Refer to Colorado documents
  • RFP must notify potential applicants of factors upon which they will be scored Weighting – SAG should provide input on factor weighting.
  • Q & A Transition to next workshop on “Choosing the Right performance measures for the Right Program.
  • PowerPoint Presentation

    1. 1. Planning for Performance Measurement: Incorporating Performance Measurement in the Formula Grant RFP and Application Format Presenter: Pat Cervera, Consultant
    2. 2. Objectives <ul><li>Reduce the anxiety related to the first Performance Report due December 31, 2005 </li></ul><ul><li>Identify RFP modifications to help incorporate performance measurement across the 4 categories and specific to applicable Program Areas </li></ul><ul><li>Explain importance of funding at sufficient levels to enable demonstrative program impact </li></ul><ul><li>Plan for transition to annual performance-based reporting to OJJDP </li></ul>
    3. 3. <ul><li>Terms Related to RFPs </li></ul><ul><li>RFP Purpose: </li></ul><ul><li>Announces availability of funds. </li></ul><ul><li>Explains background and focus of funds. </li></ul><ul><li>Provides the overall goals and objectives of the types of programs and services being solicited. These may also be provided by prioritized Program Areas. </li></ul><ul><li>Provides the rules and timelines for submission of proposals. </li></ul>
    4. 4. Terms Related to RFPs (Cont.) <ul><li>Application Format: </li></ul><ul><li>Provides the format applicants must follow and components needed in submitting proposals. </li></ul><ul><li>This may be included in the RFP or be a separate document supplied to potential applicants upon request. </li></ul><ul><li>Colorado samples reflect separate documents. </li></ul>
    5. 5. RFP Processes <ul><li>RFP Processes Differ by State: </li></ul><ul><li>Annual competitive solicitation </li></ul><ul><ul><li>Focused on Priorities identified in 3-Year Plan </li></ul></ul><ul><ul><li>Open to any proposal </li></ul></ul><ul><li> RFP every 3 years to coincide with 3-Yr Plan </li></ul><ul><li>Annual allocations to local planning groups (Title V model could be followed) </li></ul><ul><li>Colorado’s AAF is an annual competitive process </li></ul>
    6. 6. Performance Report Due 12/31/05 <ul><li>Time line for the first Performance Report under the new format </li></ul><ul><li>Based on a Federal FY Funding Cycle </li></ul><ul><li>October 1 through September 30 </li></ul><ul><li>Provide TA to subgrantees March - June </li></ul><ul><li>Collect and Aggregate Data- Oct & Nov/05 </li></ul>FY 04 Funds FY 03 Funds 4 th Qtr July - Sept 3 rd Qtr Apr – June 2 nd Qtr Jan-March 1 st Qtr Oct-Dec
    7. 7. Collecting Data for First Report <ul><li>Output Data: (All mandatory and 2 non-mandatory) </li></ul><ul><li>Mandatory Measures </li></ul><ul><ul><li>Already known by JJ Specialists: Amount Allocated (awarded) and Number of Programs Implemented (# of subgrantees) </li></ul></ul><ul><ul><li>Typically reported by subgrantees: Number of youth served </li></ul></ul><ul><li>Non-Mandatory measures: Review what is currently being reported by subgrantees </li></ul>
    8. 8. Annual (12 mo.) Performance Report <ul><li>Time line for next year’s 12-month Annual Performance Report </li></ul><ul><li>Based on a Federal FY Funding Cycle </li></ul><ul><li>10/1/2005 through 9/30/2006 </li></ul><ul><li>Provide TA to Applicants - May & June </li></ul><ul><li>Collect data and aggregate – Nov & Dec </li></ul>FY 05 Funds FY 04 Funds 4 th Qtr July - Sept 3 rd Qtr Apr – June 2 nd Qtr Jan-March 1 st Qtr Oct-Dec
    9. 9. Plan for Incorporating Performance Measures in Formula Grant RFPs <ul><li>Review the overall goals in your current 3-Year Plan as they relate to Program Areas </li></ul><ul><ul><li>What measurements did you list? </li></ul></ul><ul><ul><li>Revise, if needed, in 3-Year Plan Update due 3/31/05 (application for FY05 funds) </li></ul></ul>
    10. 10. Plan for Incorporating Performance Measures in Formula Grant RFPs <ul><li>RFPs for your next round of funding should reflect </li></ul><ul><ul><li>Gaps and needs, by Program Area, identified in your 3-Year Plan Update </li></ul></ul><ul><ul><li>Overall goals and objectives by Program Area </li></ul></ul><ul><ul><li>Meaningful measures that will need to be reported to assess impact on gaps and needs </li></ul></ul>
    11. 11. OJJDP MODEL PROGRAMS GUIDE <ul><li>OJJDP Model Programs Guide (MPG) was developed specifically for Title V and is now enhanced for the Formula Grant Program </li></ul><ul><ul><li>Potential Subgrantees can use it to find programs that have demonstrated evidence of impact on their identified problem and target population </li></ul></ul><ul><ul><li>States can use it to identify proven programs in their prioritized Program Areas </li></ul></ul><ul><ul><li>Model Programs provide evaluation and performance measures that are helpful </li></ul></ul>
    12. 12. Example from Colorado’s AAF <ul><li>Focus Area based on Gaps/Needs </li></ul><ul><li>Increase Success of Girls Involved in the Juvenile Justice System through Gender-Specific/Female Responsive Services (pgs. 4 & 5 of Colorado AAF) </li></ul><ul><li>Overall goal : The goal of providing effective gender-specific/female responsive services to girls involved in the juvenile justice system is to improve the rate of successful completion of diversion contracts, conditions of probation and dispositions set by court, DYC sentences, or parole supervision. </li></ul><ul><li>Refer to Performance Measures #13 Gender-Specific </li></ul>
    13. 13. Gender-Specific Services <ul><li>How did you say you would measure performance in this area in your 3-Year Plan </li></ul><ul><li>Your RFP should reflect these measures and those meaningful to funded programs </li></ul><ul><li>Application format must include an Evaluation Plan </li></ul>
    14. 14. <ul><li>Mandatory measures : </li></ul><ul><li>Funds Allocated (awarded) – state records </li></ul><ul><li>Number of Program youth served – reported quarterly by subgrantee </li></ul><ul><li>Non-Mandatory measures (2 required): </li></ul><ul><li>Number of program slots available (# proposed to be served in application) </li></ul><ul><li>Number of FTE funded (in application budget) </li></ul><ul><li>Average length of stay in program (from required client data form, reference in “Reporting Requirements” section of AAF </li></ul>Output Measures – Gender Specific
    15. 15. <ul><li>Mandatory measures : </li></ul><ul><li>#/% completing program requirements – client data form </li></ul><ul><li>#/% who offend or reoffend (short and long-term) – client data form & info sharing </li></ul><ul><li>Non-Mandatory measures (2 required): </li></ul><ul><li>#/% charged with formal probation violations – client data form </li></ul><ul><li>#/% program youth satisfied with program – pre- post survey </li></ul>Outcome Measures – Gender Specific
    16. 16. Performance Measures in Application <ul><li>Application Components </li></ul><ul><ul><li>Logic Model/Problem Statement (see #10, p. 2 of Colorado’s Application Form) </li></ul></ul><ul><ul><li>Project Plan: Goals, Objectives, Performance Measures (see #11, p. 3 of Colorado’s Application Form </li></ul></ul><ul><ul><li>Evaluation Plan: (see #12, p. 3 of Colorado’s Application Form) </li></ul></ul>
    17. 17. Application Review Criteria for Formula Grant Program <ul><li>Evaluation Criteria </li></ul><ul><ul><li>Must be provided in RFP (see pgs. 8 & 9 of Colorado’s AAF, “Evaluation Factors, #s 4 & 6 </li></ul></ul><ul><ul><li>Colorado’s sample Grant Review Form reflects these factors </li></ul></ul><ul><li>Weighting </li></ul>
    18. 18. Next Steps <ul><li>Communicate performance measurement requirements to existing subgrantees and see what they may already have in place </li></ul><ul><li>Determine what your state agency can collect directly </li></ul><ul><li>Analyze method of reporting – Collection and aggregation of data by state agency, or directly by subgrantees </li></ul>
    19. 19. Next Steps (Continued) <ul><li>Develop or enhance performance measures by Program Area in 3-Year Plan Update </li></ul><ul><li>Revise RFP to reflect these measures and those meaningful to funded programs </li></ul><ul><li>Provide state-level technical assistance utilizing OJJDP tools </li></ul><ul><li>Provide reporting guidance – develop data collection and reporting forms </li></ul>