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Case Study: Plummer Youth Promise
Program Outcome Models in Apricot Software
On the webinar today…
© 2019 Sidekick Solutions LLC2
Jeffrey Haguewood
Apricot Software Consultant
Sidekick Solutions
jeff@sidekicksolutionsllc.com
Sarah Morrill
Director of Outcomes and Evaluations
Plummer Youth Promise
smorrill@plummeryouthpromise.org
How to design a program and
outcomes model, and then set up a
data system that enables the model?
© 2019 Sidekick Solutions LLC3
Agenda
•  Part 1: Designing the program and outcomes model
•  Part 2: Assessing gaps in the initial data system’s design
•  Part 3: System redesign for integration with the model
4 © 2019 Sidekick Solutions LLC
Today’s presentation will be a mix of strategy and technical.
© 2019 Sidekick Solutions LLC5
Founded in 1854
Key questions
© 2019 Sidekick Solutions LLC6
•  How well did we do? OUTCOMES
•  How satisfied are clients after working with us? SATISFACTION
•  How much did we do? OUTPUTS
•  What difference do we make? IMPACT
•  How true to the model are our practices? FIDELITY
•  How do we compare? COMPARISON
Permanency
7 © 2019 Sidekick Solutions LLC
An enduring family relationship that:
•  Is safe and lifelong;
•  Offers legal rights and social status of full family membership
•  Provides for physical, emotional, social, cognitive, and spiritual well
being; and
•  Assures life long connections to birth and extended family, siblings
and other significant adults, family history and traditions, race and
ethnic heritage, culture, religion, and language.
Call to Action: An Integrated Approach to Youth Permanency and Preparation for Adulthood. Casey Family Services in collaboration with
California Permanency for Youth Project, Casey Family Programs, and The Jim Casey Youth Opportunities Initiative
The program and outcomes model
comes first, preceding the data
system for tracking the model.
© 2019 Sidekick Solutions LLC8
How we got started
9 © 2019 Sidekick Solutions LLC
•  We started with our experience, anecdotes and stories
•  We knew families were key to permanency
…but we had little data to support our beliefs
Our approach
1.  External research
2.  Internal discovery
10 © 2019 Sidekick Solutions LLC
…data system would come later
Data gathering questions
© 2019 Sidekick Solutions LLC11
•  What problem are we trying to
address?
•  What does best practice research tell
us?
•  How do we stack up?
•  What makes our clients the same or
different?
•  What makes our services different?
•  What do we believe about our program
participants?
•  What does success look like for
program participants?
•  Which activities/practices/interventions
drive success?
•  How do we know success when we
see it?
What we believe it takes…
12 © 2019 Sidekick Solutions LLC
•  to be prepared by having the skills and support to meet his/her/
their physical, emotional, educational, and economic needs;
•  to be connected to his/her/their community by having a safe
place to live, a sense of belonging and a chance to positively
contribute to the community; and
•  to have permanency through a safe emotionally secure
parenting relationship with a life-long, preferably, legal family.
© 2019 Sidekick Solutions LLC13
Takeaway: Prioritize research and discovery
•  What is known about the problem we are trying to solve?
•  External: What does best practice tell us?
•  Internal: What do we know about what we already do?
•  Create a “body of knowledge” of your practice area
14 © 2019 Sidekick Solutions LLC
Takeaway: Develop strong support
© 2019 Sidekick Solutions LLC15
Takeaway: Merge evidence and performance
© 2019 Sidekick Solutions LLC16
Performance-based:
1.  to collect data that measures program outcomes and the
indicators that lead to positive outcomes
2.  and to demonstrate, over time, continuously improving
trends in performance
Performance-based principles can lead to innovation.
Takeaway: Universal + document heavily
•  Universal intake and discharge (with supplements)
•  Shared treatment planning process
•  Consistent assessment scales (the 4-point “Matrix”)
•  All-staff and all-shift progress note template
•  Documentation of the model is key ß
17 © 2019 Sidekick Solutions LLC
Data system
© 2019 Sidekick Solutions LLC18
Keys:
ü  Easy to use
ü  Transition from paper
ü  Budget friendly
We wanted Apricot to…
© 2019 Sidekick Solutions LLC19
•  Collect, manage, and report on outcomes data
•  Reinforce our clinical practice
…but how do we configure it without concrete examples?
Challenges with initial Apricot design
© 2019 Sidekick Solutions LLC20
•  Difficult to track multiple enrollments per youth
•  Overwriting historical status to update current status
•  Unable to correlate data without heavy lifts in reporting
•  Forms were getting larger, staff complaints getting louder
Apricot database “spec”
© 2019 Sidekick Solutions LLC21
Why map Apricot’s forms and links?
© 2019 Sidekick Solutions LLC22
•  What reports are possible or not possible?
•  How are those reports configured?
•  How efficient it is to build a report?
Initial observations
© 2019 Sidekick Solutions LLC23
•  Unable to scale system with new programs long term
•  No program enrollment for “continuity of service”
•  No workflow systems to support clinical practice
•  Data needed export for reporting, highly inefficient
Existing vs. Vision ERD
© 2019 Sidekick Solutions LLC24
The decision of whether or not to
proceed with redesign of our Apricot
from 1.0 to 2.0 was a significant
decision for us.
© 2019 Sidekick Solutions LLC25
Our decision was between two options
© 2019 Sidekick Solutions LLC26
1.  Stay with current system
2.  Redesign for a new system ß
o  Budget constraints
o  Timeline considerations
o  Fears + goals
Priorities for redesign (the best path)
© 2019 Sidekick Solutions LLC27
•  Staggered implementation approach (easier to digest)
•  No data migration, start fresh (lower one-time cost)
•  Build from conclusions of spec project (reduce fears and
address goals)
Takeaway: Define what’s what
•  Define the current state or status quo
•  Define a vision of the future opportunity
•  Compare the two to develop the roadmap
28 © 2019 Sidekick Solutions LLC
If the assessment validates your challenges with
opportunities for resolution, then the conclusions of the
assessment are relevant in next steps (i.e. action plan).
Takeaway: Run a value equation
© 2019 Sidekick Solutions LLC29
•  Time
•  Cost
•  Accuracy (decision making)
•  Energy (stress and focus)
Learn more at https://www.sidekicksolutionsllc.com/apricot/evaluating-for-purchase#the-business-case-
for-new-social-work-case-management-software
Takeaway: Data migration isn’t only option
© 2019 Sidekick Solutions LLC30
Redesign 12-months
(end of split reporting)
24-months
(complete data set)
•  Archive in place, view-only for reference
•  Transition on fiscal or calendar year break
•  Data always there to migrate if needed in the future
The redesign of Apricot must enable
the model and provide for a complete
data set to measure progress and
outcomes.
© 2019 Sidekick Solutions LLC31
Feature: Universal system design
© 2019 Sidekick Solutions LLC32
•  Referral tracking with source and eligibility reporting
•  Facesheet with standardized demographics and profile
•  Consolidated intake and discharge (enrollment) ß
•  Single Tx Plan, progress note template, and assessment
Feature: Program enrollment
•  Multiple, simultaneous, and repeat enrollments ß
•  Track continuity of service (transitions)
•  Global reporting across programs
•  Operational consistency
•  Scalable architecture as programs change ß
33 © 2018 Sidekick Solutions LLC
Feature: Enrollment supplements
•  Wizard linked form (or workflow tool)
•  1-to-1 linking (no multiples in reports)
•  Data quality where incomplete
34 © 2018 Sidekick Solutions LLC
Feature: Workflow design for the model
© 2019 Sidekick Solutions LLC35
Feature: Active status dashboard
© 2019 Sidekick Solutions LLC36
•  Open cases by program and staff assigned
•  Progress review/updates to do by staff assigned
•  Tx plans to do by staff assigned
•  Outcomes assessments to do by staff assigned
© 2019 Sidekick Solutions LLC37
© 2019 Sidekick Solutions LLC38
© 2019 Sidekick Solutions LLC39
© 2019 Sidekick Solutions LLC40
© 2019 Sidekick Solutions LLC41
Feature: Indicators at interval
© 2019 Sidekick Solutions LLC42
•  Behaviors
•  Services
•  Milestones
•  Domain area ratings (“Matrix”)
•  Goal status
© 2019 Sidekick Solutions LLC43
© 2019 Sidekick Solutions LLC44
31
2
Feature: Youth and program-specific data
© 2019 Sidekick Solutions LLC45
•  Team form (relationships)
•  Global, correlate with all programs
•  Track entities as T2 form
Feature: Youth Summary Report (YSR)
© 2019 Sidekick Solutions LLC46
Feature: Leadership team reports
© 2019 Sidekick Solutions LLC47
•  Active youth as of today
•  Discharged youth with date filter
•  Referrals (incoming) with date filter
Feature: Printable templates
© 2019 Sidekick Solutions LLC48
Our Apricot by the numbers…
•  44 active users
•  6 programs with shared design
•  100% staff engagement
•  Aligned with model
49 © 2019 Sidekick Solutions LLC
How we know the culture has changed…
© 2019 Sidekick Solutions LLC50
Positives
© 2019 Sidekick Solutions LLC51
•  Apricot design reinforces intervention and outcomes model
•  Fewer reports all filtered by program, more efficient
•  More time available on capacity building
•  Adding new programs is an overlay on current design
Areas of improvement
© 2019 Sidekick Solutions LLC52
•  Improving data quality procedures
•  Vocabulary and category changes in field sets
•  Measured approach when planning for new programs
•  Data exploration with deeper analytics
Next steps
© 2019 Sidekick Solutions LLC53
•  Supervisory tools to further support clinical practice
•  Implementation of case study practice for accreditation
•  Itemize financial benefit of our intervention
•  Grow data set for targeted evaluation studies
•  Collaboration with peer organizations on permanency
We invested more in our data,
analytics, and people systems than we
originally planned, but have found it
necessary to progress in our work.
© 2019 Sidekick Solutions LLC54
We’re continuously learning
© 2019 Sidekick Solutions LLC55
•  How well did we do? OUTCOMES
•  How satisfied are clients after working with us? SATISFACTION
•  How much did we do? OUTPUTS
•  What difference do we make? IMPACT
•  How true to the model are our practices? FIDELITY
•  How do we compare? COMPARISON
Thank you for joining us today!
Recording and slides will be sent to you via email.
© 2019 Sidekick Solutions LLC56
Open door to connect…
© 2019 Sidekick Solutions LLC57
Jeffrey Haguewood
Apricot Software Consultant
Sidekick Solutions
jeff@sidekicksolutionsllc.com
Sarah Morrill
Director of Outcomes and Evaluations
Plummer Youth Promise
smorrill@plummeryouthpromise.org
Questions?
© 2019 Sidekick Solutions LLC58

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Case Study: Plummer Youth Promise, Program Outcome Models in Apricot Software

  • 1. Case Study: Plummer Youth Promise Program Outcome Models in Apricot Software
  • 2. On the webinar today… © 2019 Sidekick Solutions LLC2 Jeffrey Haguewood Apricot Software Consultant Sidekick Solutions jeff@sidekicksolutionsllc.com Sarah Morrill Director of Outcomes and Evaluations Plummer Youth Promise smorrill@plummeryouthpromise.org
  • 3. How to design a program and outcomes model, and then set up a data system that enables the model? © 2019 Sidekick Solutions LLC3
  • 4. Agenda •  Part 1: Designing the program and outcomes model •  Part 2: Assessing gaps in the initial data system’s design •  Part 3: System redesign for integration with the model 4 © 2019 Sidekick Solutions LLC Today’s presentation will be a mix of strategy and technical.
  • 5. © 2019 Sidekick Solutions LLC5 Founded in 1854
  • 6. Key questions © 2019 Sidekick Solutions LLC6 •  How well did we do? OUTCOMES •  How satisfied are clients after working with us? SATISFACTION •  How much did we do? OUTPUTS •  What difference do we make? IMPACT •  How true to the model are our practices? FIDELITY •  How do we compare? COMPARISON
  • 7. Permanency 7 © 2019 Sidekick Solutions LLC An enduring family relationship that: •  Is safe and lifelong; •  Offers legal rights and social status of full family membership •  Provides for physical, emotional, social, cognitive, and spiritual well being; and •  Assures life long connections to birth and extended family, siblings and other significant adults, family history and traditions, race and ethnic heritage, culture, religion, and language. Call to Action: An Integrated Approach to Youth Permanency and Preparation for Adulthood. Casey Family Services in collaboration with California Permanency for Youth Project, Casey Family Programs, and The Jim Casey Youth Opportunities Initiative
  • 8. The program and outcomes model comes first, preceding the data system for tracking the model. © 2019 Sidekick Solutions LLC8
  • 9. How we got started 9 © 2019 Sidekick Solutions LLC •  We started with our experience, anecdotes and stories •  We knew families were key to permanency …but we had little data to support our beliefs
  • 10. Our approach 1.  External research 2.  Internal discovery 10 © 2019 Sidekick Solutions LLC …data system would come later
  • 11. Data gathering questions © 2019 Sidekick Solutions LLC11 •  What problem are we trying to address? •  What does best practice research tell us? •  How do we stack up? •  What makes our clients the same or different? •  What makes our services different? •  What do we believe about our program participants? •  What does success look like for program participants? •  Which activities/practices/interventions drive success? •  How do we know success when we see it?
  • 12. What we believe it takes… 12 © 2019 Sidekick Solutions LLC •  to be prepared by having the skills and support to meet his/her/ their physical, emotional, educational, and economic needs; •  to be connected to his/her/their community by having a safe place to live, a sense of belonging and a chance to positively contribute to the community; and •  to have permanency through a safe emotionally secure parenting relationship with a life-long, preferably, legal family.
  • 13. © 2019 Sidekick Solutions LLC13
  • 14. Takeaway: Prioritize research and discovery •  What is known about the problem we are trying to solve? •  External: What does best practice tell us? •  Internal: What do we know about what we already do? •  Create a “body of knowledge” of your practice area 14 © 2019 Sidekick Solutions LLC
  • 15. Takeaway: Develop strong support © 2019 Sidekick Solutions LLC15
  • 16. Takeaway: Merge evidence and performance © 2019 Sidekick Solutions LLC16 Performance-based: 1.  to collect data that measures program outcomes and the indicators that lead to positive outcomes 2.  and to demonstrate, over time, continuously improving trends in performance Performance-based principles can lead to innovation.
  • 17. Takeaway: Universal + document heavily •  Universal intake and discharge (with supplements) •  Shared treatment planning process •  Consistent assessment scales (the 4-point “Matrix”) •  All-staff and all-shift progress note template •  Documentation of the model is key ß 17 © 2019 Sidekick Solutions LLC
  • 18. Data system © 2019 Sidekick Solutions LLC18 Keys: ü  Easy to use ü  Transition from paper ü  Budget friendly
  • 19. We wanted Apricot to… © 2019 Sidekick Solutions LLC19 •  Collect, manage, and report on outcomes data •  Reinforce our clinical practice …but how do we configure it without concrete examples?
  • 20. Challenges with initial Apricot design © 2019 Sidekick Solutions LLC20 •  Difficult to track multiple enrollments per youth •  Overwriting historical status to update current status •  Unable to correlate data without heavy lifts in reporting •  Forms were getting larger, staff complaints getting louder
  • 21. Apricot database “spec” © 2019 Sidekick Solutions LLC21
  • 22. Why map Apricot’s forms and links? © 2019 Sidekick Solutions LLC22 •  What reports are possible or not possible? •  How are those reports configured? •  How efficient it is to build a report?
  • 23. Initial observations © 2019 Sidekick Solutions LLC23 •  Unable to scale system with new programs long term •  No program enrollment for “continuity of service” •  No workflow systems to support clinical practice •  Data needed export for reporting, highly inefficient
  • 24. Existing vs. Vision ERD © 2019 Sidekick Solutions LLC24
  • 25. The decision of whether or not to proceed with redesign of our Apricot from 1.0 to 2.0 was a significant decision for us. © 2019 Sidekick Solutions LLC25
  • 26. Our decision was between two options © 2019 Sidekick Solutions LLC26 1.  Stay with current system 2.  Redesign for a new system ß o  Budget constraints o  Timeline considerations o  Fears + goals
  • 27. Priorities for redesign (the best path) © 2019 Sidekick Solutions LLC27 •  Staggered implementation approach (easier to digest) •  No data migration, start fresh (lower one-time cost) •  Build from conclusions of spec project (reduce fears and address goals)
  • 28. Takeaway: Define what’s what •  Define the current state or status quo •  Define a vision of the future opportunity •  Compare the two to develop the roadmap 28 © 2019 Sidekick Solutions LLC If the assessment validates your challenges with opportunities for resolution, then the conclusions of the assessment are relevant in next steps (i.e. action plan).
  • 29. Takeaway: Run a value equation © 2019 Sidekick Solutions LLC29 •  Time •  Cost •  Accuracy (decision making) •  Energy (stress and focus) Learn more at https://www.sidekicksolutionsllc.com/apricot/evaluating-for-purchase#the-business-case- for-new-social-work-case-management-software
  • 30. Takeaway: Data migration isn’t only option © 2019 Sidekick Solutions LLC30 Redesign 12-months (end of split reporting) 24-months (complete data set) •  Archive in place, view-only for reference •  Transition on fiscal or calendar year break •  Data always there to migrate if needed in the future
  • 31. The redesign of Apricot must enable the model and provide for a complete data set to measure progress and outcomes. © 2019 Sidekick Solutions LLC31
  • 32. Feature: Universal system design © 2019 Sidekick Solutions LLC32 •  Referral tracking with source and eligibility reporting •  Facesheet with standardized demographics and profile •  Consolidated intake and discharge (enrollment) ß •  Single Tx Plan, progress note template, and assessment
  • 33. Feature: Program enrollment •  Multiple, simultaneous, and repeat enrollments ß •  Track continuity of service (transitions) •  Global reporting across programs •  Operational consistency •  Scalable architecture as programs change ß 33 © 2018 Sidekick Solutions LLC
  • 34. Feature: Enrollment supplements •  Wizard linked form (or workflow tool) •  1-to-1 linking (no multiples in reports) •  Data quality where incomplete 34 © 2018 Sidekick Solutions LLC
  • 35. Feature: Workflow design for the model © 2019 Sidekick Solutions LLC35
  • 36. Feature: Active status dashboard © 2019 Sidekick Solutions LLC36 •  Open cases by program and staff assigned •  Progress review/updates to do by staff assigned •  Tx plans to do by staff assigned •  Outcomes assessments to do by staff assigned
  • 37. © 2019 Sidekick Solutions LLC37
  • 38. © 2019 Sidekick Solutions LLC38
  • 39. © 2019 Sidekick Solutions LLC39
  • 40. © 2019 Sidekick Solutions LLC40
  • 41. © 2019 Sidekick Solutions LLC41
  • 42. Feature: Indicators at interval © 2019 Sidekick Solutions LLC42 •  Behaviors •  Services •  Milestones •  Domain area ratings (“Matrix”) •  Goal status
  • 43. © 2019 Sidekick Solutions LLC43
  • 44. © 2019 Sidekick Solutions LLC44 31 2
  • 45. Feature: Youth and program-specific data © 2019 Sidekick Solutions LLC45 •  Team form (relationships) •  Global, correlate with all programs •  Track entities as T2 form
  • 46. Feature: Youth Summary Report (YSR) © 2019 Sidekick Solutions LLC46
  • 47. Feature: Leadership team reports © 2019 Sidekick Solutions LLC47 •  Active youth as of today •  Discharged youth with date filter •  Referrals (incoming) with date filter
  • 48. Feature: Printable templates © 2019 Sidekick Solutions LLC48
  • 49. Our Apricot by the numbers… •  44 active users •  6 programs with shared design •  100% staff engagement •  Aligned with model 49 © 2019 Sidekick Solutions LLC
  • 50. How we know the culture has changed… © 2019 Sidekick Solutions LLC50
  • 51. Positives © 2019 Sidekick Solutions LLC51 •  Apricot design reinforces intervention and outcomes model •  Fewer reports all filtered by program, more efficient •  More time available on capacity building •  Adding new programs is an overlay on current design
  • 52. Areas of improvement © 2019 Sidekick Solutions LLC52 •  Improving data quality procedures •  Vocabulary and category changes in field sets •  Measured approach when planning for new programs •  Data exploration with deeper analytics
  • 53. Next steps © 2019 Sidekick Solutions LLC53 •  Supervisory tools to further support clinical practice •  Implementation of case study practice for accreditation •  Itemize financial benefit of our intervention •  Grow data set for targeted evaluation studies •  Collaboration with peer organizations on permanency
  • 54. We invested more in our data, analytics, and people systems than we originally planned, but have found it necessary to progress in our work. © 2019 Sidekick Solutions LLC54
  • 55. We’re continuously learning © 2019 Sidekick Solutions LLC55 •  How well did we do? OUTCOMES •  How satisfied are clients after working with us? SATISFACTION •  How much did we do? OUTPUTS •  What difference do we make? IMPACT •  How true to the model are our practices? FIDELITY •  How do we compare? COMPARISON
  • 56. Thank you for joining us today! Recording and slides will be sent to you via email. © 2019 Sidekick Solutions LLC56
  • 57. Open door to connect… © 2019 Sidekick Solutions LLC57 Jeffrey Haguewood Apricot Software Consultant Sidekick Solutions jeff@sidekicksolutionsllc.com Sarah Morrill Director of Outcomes and Evaluations Plummer Youth Promise smorrill@plummeryouthpromise.org
  • 58. Questions? © 2019 Sidekick Solutions LLC58