Working Families Success Network November 7, 2013 How can we help the staff in our centers experience data as a useful resource, not just an administrative burden? What are some of the practical strategies centers are using to address the challenges of creating a “data-driven culture”? But first…..a short video! Dean Johns, Dept. Dir. for Financial Foundations- John H. Boner Community Center (Indianapolis) ◦ [email protected] Ena Yasuhara Li, Director, SparkPoint Network - United Way of the Bay Area (San Francisco) ◦ [email protected] Marty Miles, Consulting Associate – Corporation for a Skilled Workforce (Moderator) ◦ [email protected] A SparkPoint Center integrates best-inclass services provided by multiple organizations in order to create financial stability for low- and moderate-income clients. CWF model implemented Oct. 2008 3 Core Services Already Being Offered All Were New to the Model Our Staff 1 Case Manager / Income Supports Counselor 3 Financial Coaches (1Asset Devt. Coord. /2 Financial 3 Employment Core Staff (1 Employment Specialist / 1 1 Data Quality Manager Coaches) Network Job Developer) 1. 2. 3. 4. Connect with staff’s passion for serving client needs “Make the time” regularly for data entry Create user-friendly reports to manage work and understand performance trends Build buy-in and energy with cross-staff input, internal “champions” and external “experts” SparkPoint Client Progress Report Define Core Outcomes Design Bundling Strategies to Specifically Impact Outcomes Develop a Staff and Customer Tracking Tool that Highlights Customers’ Financial Baselines, Progress, and Staff Efforts Related to Specific Customers John H. Boner Community Center Case Conference Tool Make Data Relevant to Those Responsible for It Build a Process Create Reports for Multiple Audiences Build Data Entry into the Appointment Schedule Data Entry Fridays (or Data & Donuts Days) Getting as much data up front as possible Weekly reports, to keep the data load manageable and catch issues quickly SparkPoint Sample Weekly Report Staff ID Name Point of Service Name Point of Contact Date of Time Date of Service Location/ Contact Spent Next Value Method Contact Notes Staff name 22532 xxxxxx Obtain Actively Phone 10/24/ Employm searching (services 2013 ent and provided applying over the for jobs phone) 10 10/28/ 2013 xxxxxx Staff name 22600 xxxxxx Obtain Preparing SparkPoi 10/18/ Employm job nt Center 2013 ent search tools 15 11/1/ 2013 Staff name 22704 xxxxxx General Engagem ent and Administ ration Staff name 23173 xxxxxx Obtain Addressi Phone 10/21/ Employm ng (services 2013 ent barriers provided to over the employm phone) ent No Email 10/21/ (services 2013 provided via email) Welcome Baseline Follow- Clarifying Form Assessup Questions ment Assess- /Comment ment 3/11/ 2013 3/11/ 2013 9/16/ 2013 xxxxxx 3/15/ 2013 3/15/ 2013 8/22/ 2013 5 xxxxxx 3/20/ 2013 3/25/ 2013 30 xxxxxx 4/9/ 2013 4/9/ 2013 10/22/ 2013 SparkPoint Example: Follow-up assessments are the only way we can track progress from the baseline. But we aren't collecting enough follow-up assessments. Why? How can we resolve this? Site #1 Retention Report 90 # of People Who Became Clients in FY12 80 # of People Who Returned for an Effort in FY13 70 60 218 50 40 30 20 67 10 0 FY12Q1 FY12Q2 FY12Q3 # Clients Served FY12Q4 FY13Q1 FY13Q2 FY13Q3 # Clients Served w/ follow-up 180 Site #2 Retention Report 160 140 # of People Who Became Clients in FY 12 # of People Who Returned for an Effort in FY13 120 100 80 221 60 144 40 20 0 FY12Q1 FY12Q2 FY12Q3 # Clients Served FY12Q4 FY13Q1 FY13Q2 # Clients Served with a follow-up FY13Q3 United Way of the Bay Area Assessment Tool Data Capacity (documenting / managing data) Evaluation Capacity (tying outcomes & indicators to program goals / analyzing data about effectiveness) Communicative Capacity (communicating program impact externally Learning Capacity (implementing change / managing staff performance to improve program effectiveness) Time for a few questions DISCUSSION: What new ideas do these presentations spark? What are other strategies that work for you? What other challenges would you like input on?