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  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>