Program Evaluation & Planning System


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Program Evaluation & Planning System

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  • RICK: The Goals; The Why. Clients, funders, and regulatory bodies are demanding more accountability than ever before. Our programs face increased competition for funding and clients. The Agency must maximize the potential of each program individually, and the Agency as a whole. To do this, each program must achieve its expected outcomes. The Board was finding it increasingly difficult to keep track of the progress of the Agency’s numerous programs against their stated goals. (WHAT WE NEEDED)
  • Program Evaluation & Planning System

    1. 1. P.E.P.S 3.0 [email_address] Tel: 770.664.6559 Ver 3.1 Copyright © 2000-2010 All Rights Reserved.
    2. 2. What is PEPS? <ul><li>P rogram E valuation & P lanning S ystem </li></ul><ul><li>Web-based, easy to use application </li></ul><ul><li>Bridges “Language Barrier” between organizations </li></ul><ul><li>& funders </li></ul><ul><li>Evaluation and strategic planning tool </li></ul><ul><li>Standardized measure of program impact and fiscal performance </li></ul><ul><li>Catalyst for “best practices” and continuous quality improvement </li></ul><ul><li>Intelligent reporting tool </li></ul><ul><li>An application that promotes visioning for the future </li></ul>
    3. 3. <ul><li>Clients, funders and regulatory bodies are demanding more accountability than ever before. </li></ul><ul><li>Creates a competitive advantage with funders and clients. </li></ul><ul><li>Maximizes the potential of attaining outcomes and achieving impact. </li></ul><ul><li>Requires planning for long term sustainability. </li></ul>Why PEPS?
    4. 4. <ul><li>Standardized planning and tracking of programs and initiatives </li></ul><ul><li>Reinforces strategic/business planning </li></ul><ul><li>Promotes diversification of funding sources </li></ul><ul><li>Increases accountability </li></ul><ul><li>Promotes best practices/thought leadership </li></ul><ul><li>Valuable planning tools for inexperienced and seasoned managers </li></ul><ul><li>Facilitates action on correct yet difficult decisions </li></ul><ul><li>Identifies earned income potential </li></ul><ul><li>Complies with continuous program quality improvement (&quot;CQI/PQI&quot;) initiatives </li></ul><ul><li>Establishes common measures between funders and organizations </li></ul>Benefits
    5. 5. “ This tool can help improve communications about performance between grantmakers and grant seeking nonprofits.” - Professor, Andrew Young School of Non-Profit Management at Georgia State Key Benefit
    6. 6. <ul><li>New Program Scorecard </li></ul><ul><li>New Client Satisfaction Module </li></ul><ul><li>New Program Planning Module </li></ul><ul><li>Option to do full analysis or selected components </li></ul><ul><li>Comprehensive outcomes and logic model </li></ul><ul><li>Additional Reports </li></ul><ul><li>Updated “Wizard” Graphical Interface </li></ul><ul><li>New Help System </li></ul><ul><li>More calculations to lessen subjectivity of data </li></ul><ul><li>Enhanced HTTPs Security for HIPAA Compliance </li></ul>New Features in P.E.P.S 3.0
    7. 7. <ul><li>Revenue versus Need Analysis: Methodology for evaluating new and existing programs </li></ul><ul><li>Considers overall program effectiveness based on: </li></ul><ul><ul><ul><li>programmatic impact (“need”), and </li></ul></ul></ul><ul><ul><ul><li>fiscal performance (“revenue”) </li></ul></ul></ul>Analysis Tools – Revenue versus Need
    8. 8. <ul><li>NEWProg Analysis : Evaluates new initiatives </li></ul><ul><ul><li>N Is there a critical Need not being addressed in the community? </li></ul></ul><ul><ul><li>E Do you have the Experience to address the need? </li></ul></ul><ul><ul><li>W Is the idea Workable in the current infrastructure? </li></ul></ul><ul><ul><li>P Are there opportunities for Partnership ? </li></ul></ul><ul><ul><li>R What Resources are needed to fund and operate the initiative? </li></ul></ul><ul><ul><li>O Is there a substantial Opportunity to impact the need? </li></ul></ul><ul><ul><li>G Is the Goal of initiative consistent with the mission? </li></ul></ul>Analysis Tools – New Program Analysis
    9. 9. <ul><li>SWOT Analysis: Evaluation tool for existing programs </li></ul><ul><ul><li>S Strengths </li></ul></ul><ul><ul><li>W Weaknesses </li></ul></ul><ul><ul><li>O Opportunities </li></ul></ul><ul><ul><li>T Threats </li></ul></ul>Analysis Tools – S.W.O.T.
    10. 10. <ul><li>Outcome Tracker: </li></ul><ul><li>Tool for tracking and documenting progress on </li></ul><ul><li>indicators and outcomes </li></ul>Analysis Tools – Outcome Tracker
    11. 11. Analysis Tools - Logic Model <ul><li>Logic Model Analysis </li></ul><ul><li>Provides a snapshot of a program which assists in program planning </li></ul><ul><li>Enables the user to add: </li></ul><ul><ul><li>Inputs - Items needed to run the program e.g. staff, funding, etc. </li></ul></ul><ul><ul><li>Activities – What you do. </li></ul></ul><ul><ul><li>Outputs – Activities that can be counted e.g. Number of: incoming calls, assessments, etc </li></ul></ul><ul><ul><li>Outcomes – how your target population has changed </li></ul></ul><ul><ul><li>in attitude, knowledge, skills, behavior etc. </li></ul></ul>
    12. 12. <ul><li>Planning </li></ul><ul><li>This section gathers the following data related to program planning and improvement: </li></ul><ul><ul><li>How were the outcome results used to improve the program? </li></ul></ul><ul><ul><li>How and when will you follow-up on implemented changes? </li></ul></ul><ul><ul><li>Updates (Date & Progress) </li></ul></ul><ul><ul><li>Short term plan of action for the program </li></ul></ul><ul><ul><li>Overall program goals </li></ul></ul>Analysis Tools
    13. 13. <ul><li>PEPS is easily customized to each organization’s unique needs </li></ul><ul><ul><li>Company basic information </li></ul></ul><ul><ul><li>Departments and Directors </li></ul></ul><ul><ul><li>Fiscal Performance </li></ul></ul><ul><ul><li>Measurement Criteria </li></ul></ul><ul><ul><li>Funding Sources </li></ul></ul><ul><ul><li>Strategic Planning Criteria </li></ul></ul>Custom Application
    14. 14. <ul><li>Run Reports: </li></ul><ul><ul><li>Action Based on Revenue versus Need </li></ul></ul><ul><ul><li>Action Based on Program Evaluation “SWOT” Analysis </li></ul></ul><ul><ul><li>New Program Analysis Report (NEWPROG) </li></ul></ul><ul><ul><li>Outcomes Progress Report </li></ul></ul><ul><ul><li>Listing of Programs by Department </li></ul></ul><ul><ul><li>Listing of all Programs </li></ul></ul><ul><ul><li>Catalog of all Initiatives </li></ul></ul><ul><ul><li>Active versus Inactive </li></ul></ul>Reporting Tools <ul><ul><li>* Additional reports will be developed based on needs and recommendations of user base. </li></ul></ul>
    15. 15. <ul><li>PEPs is a valuable tool, but it is only a component of the planning & evaluation process. </li></ul><ul><li>JF&CS will train users to maximize the potential of PEPS. </li></ul><ul><ul><li>Create a program planning committee to evaluate new and existing programs </li></ul></ul><ul><ul><li>Update data on an ongoing basis, at least annually </li></ul></ul><ul><ul><li>Standardize the budgeting process with PEPS reports </li></ul></ul><ul><ul><li>Use as a planning tool for directors and work teams </li></ul></ul><ul><ul><li>Track implementation of strategic plan with PEPS </li></ul></ul><ul><ul><li>Demonstrate active program management to funders and donors </li></ul></ul><ul><ul><li>Elicit perceptions of staff with multiple reports for the same program </li></ul></ul><ul><ul><li>Uncover trends in the data over time </li></ul></ul><ul><ul><li>Use to evaluate whether or not to pursue a grant or new program </li></ul></ul><ul><ul><li>Use PEPS to maintain accountability with your board </li></ul></ul>Suggested Uses
    16. 16. Example Screen – Program List
    17. 17. Program Scorecard Quick analysis of a program based on questions with a set range of weighted answers Example Screen - Program Scorecard
    18. 18. Example Screen - SWOT
    19. 19. Example Screen - NewProg
    20. 20. Example Screen - Initiative
    21. 21. Example Screen – Logic Model
    22. 22. Example Screen - Outcomes
    23. 23. Example Screen - Planning
    24. 24. Example Screen - Financial Analysis <ul><li>Financial Analysis </li></ul><ul><li>Considers financial parameters to analyze program viability. </li></ul>
    25. 25. Example Screen - Client Satisfaction <ul><li>Captures Data on: </li></ul><ul><li>How often clients are surveyed </li></ul><ul><li>Percentage of clients responded </li></ul>
    26. 26. Example Report – Program Compare
    27. 27. <ul><li>The PEPS system clearly indicates your desire as an organization to add discipline to the program evaluation process. This analytical process assists an organization to meet today’s need but more importantly to position for tomorrow’s demands, managing expectations accordingly.&quot; - Supportive Foundation </li></ul><ul><li>“ Your program is an online version of a program quality improvement system – it will blow the peer reviewers away!”  - Client Relations Manager, Council on Accreditation </li></ul><ul><li>“ It is a very good system as it gets away from a lot of excess verbiage and gets to the essentials of program planning and evaluation.” – Clinical Director, JF&CS </li></ul><ul><li>“ This is innovative and necessary – we are excited to be your partner in this initiative.” – Georgia Center for Non-Profits </li></ul><ul><li>“ We are ecstatic to have PEPS!” – Senior Program Planner, Community Center </li></ul>What People Are Saying
    28. 28. Copyright © 2000-2010 All Rights Reserved. Web site: For more information: [email_address] Telephone: 770.664.6559