Local Contributing Factor Tool for SPP/APR Compliance Indicators C-1, C-7, C-8, C-9/B-15, B-11 and B-12: Collecting and Using Valid and Reliable Data to Determine Underlying Factors Impacting Local Performance and Develop Meaningful Corrective Action Plans National Early Childhood Conference December 2008

Local Contributing Factor Tool Developed by NECTAC, DAC, and RRC Program Developed by NECTAC, DAC, and RRC Program Provides the types of questions a local program team would consider in investigating contributing factors of noncompliance on SPP/APR Indicators Provides the types of questions a local program team would consider in investigating contributing factors of noncompliance on SPP/APR Indicators Questions organized by Systems/Infrastructure or to Providers/Practice Questions organized by Systems/Infrastructure or to Providers/Practice Summary questions and contributing factor strategy areas included and designed to result in CAP/IP for each indicator Summary questions and contributing factor strategy areas included and designed to result in CAP/IP for each indicator

Contributing Factor Tool: Process Local team uses tool to collect and review valid and reliable data related to those indicators where noncompliance has been identified; tool designed to help local team identify contributing factors or root cause of noncompliance Local team uses tool to collect and review valid and reliable data related to those indicators where noncompliance has been identified; tool designed to help local team identify contributing factors or root cause of noncompliance Data collected/reviewed may include: Data collected/reviewed may include: –local program data –local policies and procedures –child records –interviews with providers

Contributing Factor Tool: Questions Systems/InfrastructureProviders/Practice How do we ensure that services are provided in a timely manner? Do we have clear policies and procedures in place on this requirement? What opportunities do we make available for providers to receive training and TA on this requirement? Is our monitoring and supervision for this requirement adequate? Did we know that this area was a problem for us before the state identified it? Do we have valid and reliable data available on this indicator? Do we have adequate numbers of personnel to provide services? Do our providers understand policies and procedures related to providing timely IFSP services? Based on a review of child records and/or the local data available : What types of services are not timely? All? Or just some types (e.g. OT, PT)? What types of services are not timely? All? Or just some types (e.g. OT, PT)? What percent of delays are related to services included in the initial IFSP? What are the reasons for those delays? What percent of delays are related to services included in the initial IFSP? What are the reasons for those delays? What percent of delays are related to new services added throughout the year? What are the reasons for delays? What percent of delays are related to new services added throughout the year? What are the reasons for delays? What is the range of delays for specific services? How many days? What is the range of delays for specific services? How many days?

Contributing Factor Areas Strategies Who’s Responsible Timeline Procedures Infrastructure Practice T & TA Data Supervision

Contributing Factors: Investigation Data Contributing Factors: Investigation Data Example: 45 Day Timeline (local program performance at 82%) Example: 45 Day Timeline (local program performance at 82%) –All providers interviewed (N=10) reported they were unsure of official procedures that specified a timeframe when initial evaluation/assessments should be completed –80% of service coordinators and providers interviewed (N=8) reported issue with assigning service coordinators in timely manner –Review of program procedures confirms there are no current written timelines related to when service coordinator must be assigned and when evaluation/assessment must be completed

Contributing Factors: Conclusions Conclusion from Contributing Factor Investigation - 45 Day Timeline: Contributing Factor = Lack of Local Program Policies and Procedures with Specificity to Ensure Compliance

Contributing Factor: Investigation Results Local program’s improvement strategies to address contributing factors of performance with 45 Day Timeline: Local program’s improvement strategies to address contributing factors of performance with 45 Day Timeline: –Program policies/procedures –Other contributing factors areas as a result of changes to policies/procedures (e.g., T & TA, supervision, etc.)

Sample Strategies Contributing Factor Area Strategies Program Policies & Procedures Revise program policies/procedures requiring: Evaluations/assessment to be completed within 35 days from referral Evaluations/assessment to be completed within 35 days from referral Service coordinator to be assigned within 5 days of referral Service coordinator to be assigned within 5 days of referral T & TA In-service for providers on new policies/procedures In-service for providers on new policies/procedures Modify orientation training Modify orientation training Supervision Track implementation of evaluation and service coordination timeline for new kids Track implementation of evaluation and service coordination timeline for new kids

Contributing Factor Activity Teams: Teams: –Review answers to the Systems/Infrastructure or to Providers/Practice questions provided in the completed section of the Contributing Factor Tool for C8C and B12 –Respond to the 2 summary questions based on your team’s analysis and understanding of answers –Develop appropriate strategies to address the contributing factor areas your team identifies –Be prepared to report the strategies developed