Performance-based Contracting and Maine’s State Personnel Development Grant (SPDG) Dawn Kliphan March 28, 2010

Contracts: Tools for Project Management  Planning and Organization - Blueprint for the project  Communication - Clear roles and expectations  Fidelity and Accountability – measurable outcomes and outputs  Performance-based criteria and evaluation - can improve chances for successful outcomes  Formative and Flexible - short term and intermediate results drive strategies

Basic Elements Goals Objectives for each goal Strategies for each objective Indicators/Deliverables for objectives and strategies Resources/Inputs for the project

Rider A Structure Goal 1: Objective 1.1: Strategies: Indicators 1.1.a (Process): Indicators 1.1.b (Accountability): Salaries & Benefits Sub- contracts TravelStipendsSuppliesOtherIndirect Costs Total $$$$$$$$

Goals What you want to improve or change Broad-based statement Related to the agency’s mission Directly tied to the Design and Management Plan in the SPDG application Not limited by time ********************************************************** ≠How you will achieve the project

Example Goal 1: In accordance with Goal 1 of the SPDG management plan, services under this Agreement will expand and improve Maine’s system of recruitment, preparation, and certification of ASL interpreters.

Objectives Specific actions towards achieving the stated goal Measurable (increase, decrease or achieve) Constrained by time Challenging but achievable Start by thinking about outcomes you want to achieve in order to progress toward achieving the goal. What are the benchmarks from which to measure outcomes?

Example Objective 1.1: By June 15, 2011, the Provider will take the interim steps to achieve an on-line minor program with an intensive on-site summer component in educational interpreting and a post baccalaureate Certificate in Interpreter Training Program (ITP) to be issued by USM by August 31, 2011.

Strategies Specific Activities How to Achieve the Objective Who will be implementing the strategies Identifies relevant inputs Flexible – results can should be used to drive necessary changes and strategy adjustments in order to improve outcomes. Think about the outputs or evidence that would indicate achievement toward the objective.

Examples Strategy Using the USM protocol, develop the document to get permission to plan. Strategy Using USM’s approval process, obtain permission to proceed with developing the program. Strategy The USM Linguistics Department in collaboration with the CEHD will chart the courses for the program and identify those that are available, those that need to be developed, and those that need to be modified for multi-modal distance delivery.

Key Words

Deliverables Accountability Indicators (generally outcomes) Should specify due dates for measurements and data showing outcomes toward the objective Process Indicators (generally outputs) Measurements and data collected should be limited to meaningful data indicating progress toward the anticipated outcome.

Deliverables Data collected should be limited to those necessary for measuring, evaluating and reporting outcomes and performance Indicators should be aligned with those in the SPDG application and should be useful for federal reporting Depending on the objective they could be products and/or regular reports

Examples of Deliverables Indicator 1.1.a (Process): The Provider will deliver reports to the Department’s Project Manager on January 15, 2011, April 30, 2010, and August 15, 2010, depicting activities and results from the strategies that show progress toward meeting the objective. Data will include, but not be limited to: i. a list of courses that need to be developed, with course descriptions; iii. a list of courses that need to be modified for multi-modal distance delivery including the modifications needed for each course; iv. sources of evidence-based research and practices for the curriculum; v. samples of materials for distribution; and vi. data as requested by the Department’s Project Manager.

Example Indicator 1.1.b (Accountability): The Provider will deliver electronic notification to the Department’s Project Manager when permission is given by USM for the on-line minor program and for the Certificate in Interpreter Training Program. These notifications will include the charted courses for the programs and the beginning dates for program implementation.

Performance Measurement Considerations How will you ensure that the work is being done with fidelity? What kind of oversight is necessary? Do you have the staff to provide necessary oversight?

Some Instruments for Collecting Data and Measuring Performance Numbers (student data, certification data) Participant Evaluations and Self-Assessments On-site monitoring Collaborative meetings with Providers Regular reports (quarterly) Interviews with project participants Observations Sampling Standardized assessments Longitudinal data such as teacher retention and student growth in relation to those teachers Invoice information

Resources Budget by Objective Strategies identify resources from Provider Payment is contingent on completion of work during the billing period In-kind contributions Other federal resources used for monitoring, fiscal management and contract administration

Budget

Questions about this presentation? How does this process compare with what your state does? What indicators do you use in determining the effectiveness of contractual services? What are some of the barriers you experience in contract administration?