united way request for proposal (rfp) agency training november 14, 2013

FY 2015-2017Community Impact Partner

FundRFP Training

November 14, 2013

Session Overview

• RFP Structure and Timeline• Submission Requirements • Database Updates and Training

Community Goals

EducationBy 2020, increase the number of children in our five county area who are developmentally and academically on track by 4th grade by 30%. (Source: Iowa Dept. of Education)

Financial Stability By 2020, increase the number of financially stable households by 15% (Source: Census)

HealthBy 2020, improve social connectedness and mental health function of low-income adults by 10%. (Source: Iowa 2012 Mental Health Outcomes Report)

RFP: Focus Area Framework

Sets the context for: Community goal Target population(s) Types of strategies in which UWECI is likely to invest

Provides community data and sources

Glossary of Terms

Handout

Posted on the website

Use 3x5 cards to add words to the

list

Section A: Characteristics of Organization (0 points)

A1. Agency Mission Statement Do not include vision statement, goals or historical

information.

A2. General Overview of agency’s primary services and purpose.

If the agency provides a variety of services, please categorize and provide a brief description.

Section B: Organizational Excellence and Continuous Improvement (10 points)

B1. Explain how your organization assesses and implements learning, continuous quality and improvement practices to ensure progressive excellence throughout your organization.

What steps does your organization take to assess and improve the quality of its program?

What are the components of your improvement plan?

What procedures do you use to implement your plan?

B2. Assessments, credentials, accreditations, licensing, etc.

What is the schedule for assessing program quality? How often does this occur? Formal assessments, Credentialing, Accreditation, Licensing Formal program evaluation

Examples:– Certified Addiction Counselor through the Iowa Board of Certification– CARF (Commission on Accreditation of Rehabilitation Facilities)– Iowa Family Support Credential

Section B: Organizational Excellence and Continuous Improvement (10 points)

Checkpoint

Questions?

Section C: Client Identification and Engagement (25 points)

C1 . Describe the community population your strategy will address

Demographics Geographic reach (Benton, Cedar, Iowa, Jones and Linn

counties) Income – Federal Poverty Guideline (FPL) Trends Needs # of individuals you propose to serve in FY2013 (July 1, 2012 -

June 30, 2013) # of individuals on a waiting list (if applicable)


C2. Describe your outreach techniques used to attract clients

How do people get connected with your services?

What agencies are a part of your referral network?

What outreach techniques does your agency use to attract new clients?

How do you advertise your services?

What client engagement strategies are used?

C.3 Describe your criteria and/or eligibility guidelines used

Are there age limits to receive services?

Are there income requirements?

Do you require potential clients to complete a needs assessment or intake form?

How often are client’s needs assessed?

Are your services time limited?

How is it determined when a client no longer needs services?



C4. Describe the criteria used to determine when clients needs additional or different services.

When have needs beyond your agencies scope of service, how do you determine when they need additional or different services?

What criteria are used to determine level of needs?

How are clients connected to additional or different services?


C5. How does your program incorporate client-centered and culturally competent perspective?

How are the breadth of services responsive to the condition of the client?

What policies or procedures are in place that support client centered and cultural competence practices?

What type of training is provided to staff to support client centered services and cultural competence practices and how often?

Checkpoint

Questions?

Section D: Impact Strategy Overview (20 points)

D1. Name of the Proposed Strategy

Done!


D2. Provide an overview of your impact strategy

Does the overview clearly articulate what you are proposing to do?

i) How does your strategy address the needs of the target population?

ii) How has your strategy examined local data?

ii) How have you engage people who have relevant experience and expertise, including the population of concern, in selecting this strategy?

ii) How did local conditions and assets help shape your approaches in developing your strategy?


D3. Explain how strategy will address critical obstacles

What are the critical obstacles that your target population faces?

How will your strategy address removing the identified critical obstacles?


D4. Address underlying issues and root causes.

What are some of the underlying issues or root causes of the condition that are connected with your proposed strategy?

Does your strategy address root causes? If so, how?


D5. Describe where you strategy fits on the continuum of services.

Crisis Treatment

Early IdentificationPrevention

Checkpoint

Questions?

No More than 2 Outcomes

Answer questions in Section E and F for ONLY 1or 2 Intermediate Outcome(s) for which your strategy most closely aligns or as your have been directed within your LOI feedback.

If your strategy includes activities that support more than one Intermediate Outcome, clearly communicate the anticipated results for each activity, along with the anticipated cumulative result of these activities.

When Completing Sections E & F

Education RFP Example

Intermediate Outcome: BUILDING HOPE — Youth have the relationship support and positive social-emotional skills to know they will succeed in their future.• E1.- E6. Label and respond to each question• F1.- F3. Label and respond to each question

Intermediate Outcome: IMPROVING LITERACY— Literacy is valued in individuals, families, and the community, and students have the necessary skills to succeed in school.• E1.- E6. Label and respond to each question• F1.- F3. Label and respond to each question

Section E. Impact Strategy Design (30 points)

Clearly connect population needs described in Section C with the services and activities provided through the strategy. Need Services and activities that address community need

If serving more than one population, do unique populations receive different services?

E1. Describe how your strategy helps the target population achieve a specific result in their condition or status


E2. Describe how the strategy operates

Frequency & Average Duration

Intensity

Location


Reference research literature, models and/or best practices

that advised: Selection of services provided Hours that services are offered/available Curriculum that is utilized How the strategy is staffed

E3. Provide evidence of effectiveness of your strategy


E4. Describe how your agency’s experience and strategy design is well equipped to achieve the identified outcome

Clarify the length of time the agency has been providing the types of services within the proposed strategy.

Explain how your strategy is well equipped to achieve the identified outcome.

Differentiate between the services that have evolved/emerged more recently from the services that your agency has been providing from the start.


E5. Explain if and how your strategy can be scaled to increase impact.

Can your strategy be scaled to increase impact?

If so, explain how the strategy can be scaled.

Explain the methodology used to scale your strategy.


E6. Describe how participants experience better outcomes by participating in your program compared to people who are not in the program

How do you know persons are better off because they received your services?

What evidence do you have that there is a difference in those who receive your services compared o those who do not participate in the program?

One Page Visual Illustration (0 points)

Each proposal is permitted to submit a one page visual illustration that:

Communicates the strategy design and how a client would experience services from point of entrance to exit.

The purpose is to help the reviewers see the connections of activities outlined in the narrative.

Checkpoint

Questions?

Community Impact Database

Instructions for completing Community Impact Database reporting available on UWECI Website

Proposed FY2015 (for all applicants) Mid-Year FY2014 (for current funded partners)

If you need database training, please sign up on sheet provided.

Section F: Data and Measurement Components (15 points)

F1: Clearly describe measurement tool, its source, and reliability and validity measurements.

Identify the measurement tool(s) that will be used and note the source

Published tool Created by the agency

Why was the tool chosen?

Upload a copy of each tool in the database


F1: Clearly describe measurement tool, its source, and reliability and validity measurements (cont). Reliability: The degree to which an assessment tool produces

stable and consistent results. Importance: To ensure that each client taking the survey is taking it the same

way and giving results consistent with all other clients.

Validity: How well the test measures what it proposes to measure Importance: To ensure that the questions on the survey confidently lead to the

outcomes you wish to cause in the client.


F2: Please state the methodology for calculating indicator measurements.

When will you measure?

How often will you measure?

How do you derive your indicator measurements from the tool(s)? Identify specific questions (site question number(s)) that

inform your indicator results.


F3: State how you will use outcome data to improve the program. Once you input the outcome data, how else will you use the

information? Will you involve multiple staff and stakeholders to interpret data

and make necessary steps to continue to improve? Does staff with access to data have the authority to make

programmatic improvements? Do you have documentation of this process?

Checkpoint

Questions?

Section G: Collaborative Element (20 points)

Collaboration Work with other strategies (internal) and

agencies (external) to compliment community work

Collaboration involves continuous improvement with input from a diversity of stakeholders

Needs a strong knowledge of needs and assets of the community where you work


G1: Coordinate strategy and complement other community work

Do clients receive services from other parts of your organization?

Do clients receive services from another organization? If so, how do these connections compliment each other?

Do you have coordinated systems in place already with these organizations? What referral networks are in place to support this strategy? How can you ensure that duplication is not taking place?


G2: Describe how your strategy was collaboratively developed Who all was involved with creating the strategy?

Did you include community coalitions, subject matter experts, stakeholders with authority to make change, clients, etc.


G3: Engage the community and clients and demonstrate a diversity of stakeholders How do you continue to (meaningfully) engage stakeholders

listed above (clients, experts, coalitions, etc) to improve development of program

Are the stakeholders of a diverse group? Do you accommodate client needs when engaging them?

What policies do you have in place to be able to implement any changes?

Do you have written documentation and a formal plan for this engagement?

This includes written guidelines, formal meetings, etc.


G4: Effectively leverage existing partnerships/resources in the area. How are client services coordinated with other providers (if

applicable)? How does your program supplement, instead of supplant, current

programming? What resources are shared or gained by collaborating?

Examples include using other agency resources instead of duplicating sources, collaborating with other resources that serve similar clients, etc.

Checkpoint

Questions?

Section H: Collective Impact or Systemic Change (15 points)

The Five Conditions of Collective Impact Success Common Agenda: All participants have a shared vision for change including

a common understanding of the problem and a joint approach to solving it through agreed upon actions.

Shared Measurement: Collecting data and measuring results consistently across all participants ensures efforts remain aligned and participants hold each other accountable.

Mutually Reinforcing Activities: Participant activities must be differentiated while still being coordinated through a mutually reinforcing plan of action.

Continuous Communication: Consistent and open communication is needed across the many players to build trust, assure mutual objectives, and appreciate common motivation.

Backbone Organization: Creating and managing collective impact requires a separate organization(s) with staff and a specific set of skills to serve as the backbone for the entire initiative and coordinate participating organizations and agencies


H1: Describe any system-level or community-level collaborations of cross-sector partners you participate in to achieve better outcomes for your clients. Do you use collaborations above basic direct-service partnerships

to aid your clients? Do you use more than contract partnerships to purchase services?

Do you and your partners have shared goals and measurements?


H2: Lasting change your collective system is intending to create Does your strategy create lasting change in an individual or a

group of individuals through more than direct, point-in-time services?

Ex: Improve policies for clients, improve day-to-day practices and resource use of clients, improve care coordination of clients receiving services, reduce barriers to achieving stability. Etc.


H3: create change in organizations, associations, systems, services, neighborhood characteristics, personal networks, etc. that influence the population of concern? Does your strategy go beyond funding direct services to create

change in organizations, associations, systems, services, neighborhood characteristics, personal networks, etc. that improve the client population?

Checkpoint

Questions?

Section I: Financial: Budgets and Request Justification (15 points)

Attachment I1: Impact Strategy Budget Form

http://unitedwayofeastcentraliowa.org/funding-opportunities/applicationtraining-workshops-and-information/

Reflect all sources of income and related expenses.

UWECI should not be the only source of income.

Budget figures should coincide with the CIPF grant cycle (July 1-June 30).

Schedules E, F, and G

Funding requested should not exceed 70% of the total strategy budget.

I1. Impact Strategy Budget and Narrative


NarrativeProvide an explanation that gives additional information about the Strategy Budget line items that you feel are needed, including:

Line item variances > $10,000 or > 10%

Complete Schedules E,F and G and include narrative as appropriate

Budget deficits of any size- explanation and anticipated resolution

Financial opportunities and threats

I1. Impact Strategy Budget and Narrative


Attachment I2: Funding Request Justification Form

Link: http://unitedwayofeastcentraliowa.org/funding-opportunities/applicationtraining-workshops-and-information/

Purpose: Primary tool to set context for the amount of funding requested. Components specific to UWECI funding requested

Activities Amount of funding requested to support each activity Outline how funding requested for each activity will be spent

Components relative to the collective strategy/total cost Describe/define a unit of service Provide estimated cost for each unit of service

May modify form to suit needs, however all information requested must be addressed.

I2. Funding Request Justification Form


Attachment I2: Funding Request Justification Form Example

Willis Dady Emergency Shelter: Tim WilsonReference Handout

I2. Funding Request Justification Form


Funding Request Narrative

Goal- set context for the funding requested

Administrative rate

Revenue streams that support the strategy and funding restrictions they may impose

I2. Funding Request Justification and Narrative


• Sources and amount of dollars that you do or would be able to leverage

or

• funds you would be eligible to receive if you are awarded UWECI funding.

I3. Leveraged or Matching Funds

Checkpoint

Questions?

Cover Page

Alignment with Community Impact Focus Area– Select the one Focus Area for which the application is

requesting United Way funding.

Funding and Fiscal Information– List all other strategies requesting CIPF– Focus area– Amount requested in FY2015

Guidelines for Narrative

Formatting:

Create a Table of Contents that clearly identifies the sections and attachments

Organize and label the sections of your proposal using the outline format provided in the RFP. For example:

A. Characteristics of OrganizationA1. Agency MissionA2. Primary Services and Purpose

B. Organizational Excellence and Continuous ImprovementB1. Quality and Improvement PracticesB2. Credentials and Assessment Tools


Page Count:

The total length of sections A through F should not exceed twenty (20) pages

The total page count does not include requested attachments.

Do not include any attachments not specifically requested in the RFP.


Content:

Can use graphs, tables, and bullets to help clarify content

Specificity is desired—whenever possible provide quantitative information

With every question, make sure you are providing detail on Who, What, Where, When, Why, and How Many as is appropriate to the question

Submission Requirements

Double-spaced text

One-inch margins

12-point font

8.5 x 11 inch paper

Numbered pages

Collate your document before scanning or saving electronically

If submitting proposal in more than one document, clearly label and number your documents so they can be assembled appropriately.

ART Requirements

Submit electronically to online database: 501c3 Designation Letter Current By-laws Audit or independent review IRS Form 990 Board approved annual agency budget with

accompanying narrative

Complete in online database: Risk Assessment Form

Review Process and Feedback

Phase 1: Volunteers review and score the applications using the Scoring Tool.Volunteers discuss the proposals and formulate an assessment of:

The strength of the proposed strategyQuestions

Feedback: United Way staff will provide the following feedback at this point:

Your proposals scoreStrength of your proposal among the whole (top half/bottom half)Strengths and weaknessesQuestions

Audience Engagement: What else would you want to know?

Review Process and Feedback

Phase 2: Solutions Teams Assess the followingAccountability ReviewPlace on the continuum of services (prevention, intervention,)Scope of impact

Phase 3: Solutions Team Site Visits and Presentations

UWECI Staff Contacts

EducationDoug Griesenauer at [email protected] or (319)398-5372 Ext. 28

Financial Stability Leslie Wright at [email protected] or (319)398-5372 Ext. 15

HealthEugenia Vavra at [email protected] or (319)398-5372 Ext. 33

Accountability Review/OtherLeslie Wright at [email protected] or (319)398-5372 Ext. 15

RFP Preparation Assistance

December 19, 2013 Last date to obtain subject related assistance from staff

Now- January 15, 2014 Staff available on a limited basis to address technical issues. Staff will be addressing questions on a first come first serve basis.

January 16, 2014 (by noon) Proposals and due diligence documents due to UWECI

RFP Timeline

January – May 1, 2014 Solutions Teams review proposals.

UW staff and Acct. Review Team volunteers review required

documents.

March 2014 Site visits or agency presentation

May 2014- week 2 Funding recommendations to UWECI Executive Committee

May 2014- week 3 Funding recommendation to UWECI Board of Directors

May 2014-week 4 Announce awards, mail grant agreements and forms for direct deposit

Questions?

Check Point

Community Impact Partner Fund

FY 2015-2017

THANK YOU FOR PARTICIPATING

united way request for proposal (rfp) agency training november 14, 2013

Documents

client identification

variety of services

client engagement strategies

continuous improvement

community population

community data

continuous quality

improvement plan