Overview of Performance Review Process

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Presentation transcript:

Overview of Performance Review Process U.S. Department of Health and Human Services (DHHS) Health Resources and Services Administration (HRSA) Office of Performance Review (OPR) Chicago Regional Division I

OPR Regional Divisions Kansas City Denver Seattle I Boston New York Dallas San Francisco Atlanta Chicago Philadelphia Rockville Puerto Rico Ten regional divisions located in Boston, New York, Philadelphia, Atlanta, Chicago, Kansas City, Dallas, Denver, San Francisco, Seattle as well as sub-regional division in Puerto Rico with its overall headquarters in Rockville Regional divisions are compromised are comprised of a variety of multi-disciplinary staff, including clinicians, public health specialists, financial analysts, management experts, etc.

HRSA Funding HRSA provides over $7 billion in grants or cooperative agreements To over 3,000 organizations Through 80 different programs

Purpose of Performance Reviews Improve the performance of HRSA funded programs Provide direct feedback to the agency about the impact of HRSA policies on program implementation and performance

Steps to Performance Review 2 Performance Analysis 3 Performance Report 1 Performance Review Measures 4 Action Plan

Underlying Assumptions Most grantees are performing well Performance first  systems support/underlie performance Many solutions to issues/problems exist within an organization and/or Can be achieved through partnerships with others Performance Review Protocol is the framework for our work (Grantee, State, and Community Reviews) Day-to-day grantee responsibility remains with Headquarters (HRSA project officers and HRSA Division of Grants Management Operations (DGMO) grants officers) BELL CURVE, we review all grantees In past we focused on program/grants with problems 90-95% of programs performing well Our job is to help them to do it better Previously, focus was on systems with an assumption to produce good outcomes…NOW WE FOCUS ON OUTCOMES!

Steps to Performance Review: Performance Measures Identify target population served by each program Specify services/resources provided Identify current program performance measures Program reporting requirements Grantee goals/objectives in grant application HRSA’s GPRA program measures

Steps to Performance Review: Performance Measures Select Performance Review Measures with the grantee Outcome measures – track impact or effectiveness of a program Effort measures- assess efforts to implement a program Need a mix of outcome and effort measures Total of 3 to 5 measures per program

Performance Measures Examples of outcome measures include: Client results or outcomes (e.g., improved health status, access) Customer satisfaction (e.g., customer benefit received) Effectiveness Examples of effort measures include: Efficiency (e.g., administrative overhead; unit cost; staffing ratios; staff turnover; waiting time; etc.) Customer satisfaction (e.g., quality of service provided)

Steps to Performance Review: Performance Analysis Identify factors supporting/hindering performance Internal systems and processes External issues, including HRSA policies Partnerships – critical for most outcome measures Determine which is the most important to address to improve performance on each measure

Steps to Performance Review: Performance Report Develop Performance Report Performance Improvement Options No cost/low cost options Evidence-based strategies Partnerships Requirement issues (if necessary) Share draft of Performance Report with the grantee, project officer(s), grants officer and OFPO staff for feedback and comments

Steps to Performance Review: Action Plan Finalize Performance Report and request Action Plan from grantee Grantee Action Plan Proposed Performance Improvement Actions Proposed Program Requirements Actions Review grantee’s Action Plan submission and provide feedback, as appropriate