being data centric using a whole agency data approach · 2019-06-24 · core values that...
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Being Data Centric Using a Whole Agency Data Approach
June 13, 2018: 2 PM ET
The Promise of Community Action
Community Action changes people’s lives, embodies the spirit of hope, improves communities, and
makes America a better place to live.
We care about the entire community and we are dedicated to helping people
help themselves and each other.
AgendaJune 13, 2018
• Learning Community Information
• Introductions
• Being Data-Centric Using a Whole Agency Data Approach
• Question & Answer Session
– type your questions in the chat box at anytime throughout the webinar!
• Meeting Schedule & Wrap Up
Purpose: The purpose of the LCRC is to analyze Community Action outcomes and identify effective,
promising, and innovative practice models that alleviate the causes and conditions of poverty.
BUILD CAA CAPACITY TO FIGHT POVERTY!
Open LCGs • Health Intersections• Decreasing Family Homelessness• Results at the Community Level
• Cultivating Data Centered Organizations
Intensive LCGs• Integrated Services to Improve Impact• Financial Empowerment for Families• Whole Family Approaches for Economic Mobility from Poverty 1.0
Communities of Practice • Rural Integration Model for Parents and Children to Thrive (IMPACT)• Whole Family Approaches for Economic Mobility from Poverty 2.0
THE LEARNING COMMUNITY
FRAMEWORK COMPONENTS:
THE LEARNING COMMUNITY
RURAL
URBAN
CULTURALLY DIVERSE
FIELD LEADERS
407 Counties
Total individuals served: 1,640,775
LCRC TEAM
Tiffney MarleyProject Director, LCRC
Jeannie ChaffinConsultant
Subject Matter Experts
Dr. Barbara MooneyDirector of ANCRT
Paige TeegardenGeneral Manager of CSST Software
Webinar Objectives
This webinar will focus on:
The benefits and challenges facing agencies who have begun
to move to a data centric approach.
Some general ideas about establishing this approach will be
provided.
Some case studies from the field will identify why they
decided to make this move, what they changed and what they
have observed in the process.
Being Data Centric
What does it mean?
Core Values that Characterize the
Data-centric Organization
The data-centric approach values decisions that are
supported by verifiable data.
The success of this approach is based on data that is
accurate, reliable, timely and complete.
This requires a management system that monitors data entry
and provides follow up.
It is imperative that the agency also has a system (or process)
to store, retrieve and aggregate the data so it can be
analyzed.
Data-centric Organizational Culture A key element of data-centric organizations is the fostering
and maintaining of a culture that embraces data and the
various functions we just identified.
It is important that the organization integrates a data focus
(data collection, storage, aggregation, analysis and use) into
standard operations…not something ‘extra’ that is done later
Data must be turned into information to support decision
making -- every day in every decision.
Both long term strategic and day-to-day operational decisions
should be based on facts that can be sourced back to reliable and
accessible data.
Ideas about how this happens:
The organization must embrace some core principles such as:
“clients own their data”
“ask once, use many times”
“Data is an asset for the organization”
Maintaining the Data Centric Organizational Culture is a
function of leadership
It is exemplified by modeling from the leadership
Include Data concepts in your TOC Organizations must include information about how data
fits into your objectives – into the “big picture” results and outcomes you want to achieve.
Consider what you want to do as stated in
Your local agency wide Theory of Change (TOC)
Program Logic Models
Strategic Plan
Have conversations internally, with partners and funders about what you are trying to achieve and how your data systems (collection, storage, reporting, etc.) fit into your ability to achieve those goals.
Some Benefits in Being Data Centric
Continuous improvements in processes leading to better outcomes for clients
Data for new initiatives
Keep public trust
Efficiencies for staff and customers
Better use of funds
In the Whole Family Approach, being data centric can help to find out what is happening to the family unit, not just the separate members
Challenges of Becoming Data Centric
Currently tracking outcomes for adults and children separately
Cannot show progress for the whole family
Multiple systems already in the agency
Cannot communicate with each other, making it difficult to aggregate or share
Staff buy-in and organization cultural shifts
Requires new job descriptions and responsibilities
Requires understanding of services provided to all the members of the family
Funding to help build initial capacity or support shift can be difficult (identify the real cost of changing systems )
electronic supports - new hardware and software
staff training, etc.
Stories from the Field
Taking the First Steps
What do agencies say?
What changes in processes and practices were
made? What still needs to change?
“Intake” of customers
Communication (internal and external)
Other……
What changed in the organization’s culture?
What decisions became data based?
Community Action Partnership of Kern
Motivation for Change (The Need):
CAPK lacks the tools to respond to a changing non-profit environment
that is leaning towards outcomes and data-driven information…
CAPK lacks coordination and standardization in data collecting…
CAPK lacks integrated software system…
CAPK lacks a centralized client intake system…
Broad Goal: Community Action Partnership of Kern aims to
develop specific methods and tools to assess needs and analyze, track,
and use information to manage and improve services, enhance
workflow, and collaborate across multiple programs and data bases.
Community Action Partnership of Kern What will they do?
Assess current platforms used by all programs, including Human Resources and Finance, by a hired consultant.
Identify all program requirements and crosswalk similarities among program pertaining to data collection.
Provide recommendations on next steps, which may or may not include proposing integration software systems.
Identify how the data is used, for example:
Are reports generated from the information and if so when, to whom and for what purpose
How is information shared: electronically, hard copy, verbal reports, etc.
How else is data collected reported and used either internally and externally:
York County Community Action, ME
The first step: Intentionally becoming data informedHow to do it:
Leadership recognized hat it was important for staff to understand the “why” behind this approach
Provided training to staff to produce interest Worked with a group in the Portland, ME area that helps agencies identify their
data needs and how they can be used
Getting people talking
Results Based Accountability tied the data back to the work of the agency. Accept that “It is about moving the needle.”
Start with asking questions (a place of curiosity)
What evidence do we have that we are on the right track?
Look at the data that each program has
Have trend lines (look at multiple years)
Who do we serve (look at the demographics)
YCCAC Mission: Create a centralized data base so
we can run reports and have great data to help us
make decisions
Committees established to develop a pilot for centralized data (staring with case management, health center, children’s services)
Technical issues
Program issues
Identify a universal data set –What are we collecting? What do we need to know? Identified 15 data points.
Digging into the data – identify how data elements are named in different data bases; how can they be “matched” so they can talk together.
Challenge – use particular data base from funders (ex: health info system will not change their system)
Response: a universal intake to allow staff to use different systems while making the systems be more aligned.
Using Data
The key to being Data Centric
Using DATA
Actually using data is key to being data driven.
There are different kinds of data and ways to use data.
Planning
Program / services management.
Often is output and quality/satisfaction data;
Can include frequency and efficiency measures
Outcome/Progress evaluative
Change in ‘participant’
Analysis: Change for whom, when, why
Data needs vary by audience…
Front line staff
Managers and Directors
Senior Leadership / Board
Funders
Community
Partners
Understanding The Data You Need
Data Use Vision Connected to
Outcomes
Target Families
Data points and who will use
Why? What and For Whom?
01
0203
04
Tools and
Software
Bringing it All
Together – Bite
sized chucks
When in ‘client flow’ for what
program(s) is data collected?
Where is data entered/stored?
When? Where?
Action Steps
What will you do?
What Works?
Plans for what will be observed, documented, reported and
analyzed must be established at the start of the change in
approach.
After tracking comes analysis:
Analysis of the integrated data will produce an on-going
active understanding of what is happening.
Analysis will also help to distinguish outcomes achieved from
this approach from outcomes achieved from single and
multiple non-integrated services.
Contact Info:
Barbara Mooney, Ed.D., SME, Community Action Partnership Learning Community, barbaramooney@windstream.net,
o: 724-852-2272, c: 717-756-3109
Paige Teegarden, MPP, General Manager, CSST Software, LLC
pteegarden@empoworbycsst.com, Cell: 571-233-2627
Questions?
Stay ConnectedContinue Learning
Join the online Community Action
Academy!Free, online learning hub for the
Community Action Network
1. Go to https://moodle.communityactionpartnership.com & create an account.2. Once the account confirmation is complete (via email), login.3. In the Course Categories box to the right of the screen, click Learning Communities.
Engage through online discussion, accessing resources, and agency resource sharing!
Webinar Wednesdays!
https://www.communityactionpartnership.com/menus/webinars.html
Upcoming Webinar Wednesdays• June 20 at 2pm ET: Decreasing Homelessness (Register)
– National Alliance to End Homelessness (NAEH)
• June 27 at 2pm ET: Impact & Evaluation of the Social Determinants of Health (Register)– Dr. Dayna Long
• July 18 at 2pm ET: Collective Impact Roles and Developing Your Common Agenda (Register)– FSG Consulting
2018 National Community Action Partnership Annual Convention
Register, Advertise, Sponsor Today!
#CAPCON18Click here to learn more.
LCRC Staff Contact Info:Tiffney Marley, Project Director, LCRC
tmarley@communityactionpartnership.com
Jarle Crocker, Director of Training and Technical Assistance (T/TA)jcrocker@communityactionpartnership.com
Courtney Kohler, Senior Associate, T/TAckohler@communityactionpartnership.com
Hyacinth (Xandy) McKinley, Program Associate, LCRChmckinley@communityactionpartnership.com
Liza Poris, Program Associate, T/TAlporis@communityactionpartnership.com
Charity Frankowski, VISTA Leadercfrankowski@communityactionpartnership.com
Jeannie Chaffin, Consultant for CA Economic Mobility Initiativechaffin.jeannie@gmail.com
This presentation was created by the National Association of Community Action Agencies – Community Action Partnership, in the performance of the U.S. Department
of Health and Human Services, Administration for Children and Families, Office of Community Services Grant Number, 90ET0466. Any opinion, findings, and
conclusions, or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of Health and
Human Services, Administration for Children and Families.
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