OPM Webinar Criminal Justice Coordinating Council November 2014 Betty Barnard, Planner

Welcome and Introductions Agenda o Purposes of reporting o Deadlines o Communications process o Collecting surveys o Completing more than one report o Completing the report online o Common errors o Helpful resources o Q & A

Quick poll How many have done an OPM report before? How many of you have more than grant from CJCC?

What are Outcomes? The desired results of our programs The difference we made Changes in victims’… o Knowledge o Skills o Attitudes o Behaviors o Conditions What are some examples of each outcome change listed above?

Purposes of Outcome Reporting Measuring results is as important as measuring our efforts Determining how well our programs perform is as important as documenting how hard we work We can document whether (and how) victims are improving We can show the program is effective

Applications of Outcome Reports Helping our clients recover and find better lives is the major reason we exist. Tending to how clients’ lives are changing helps us stay focused on our mission. Thinking in terms of changed lives provides us with a common language. We will disagree on the best ways to help, but we can agree on what a changed life looks like. Our programs must demonstrate we are responsible stewards of public and private financial support. We must be accountable for our decisions. Our funders want to know not just how hard we are working for their money; they need to know we are making a difference in peoples’ lives. Knowing how lives are changing gives us meaningful facts to tell our stories. In a tight economy having credible information about how lives are changing gives those who have it a competitive edge over those who do not. All our stakeholders must be able to make decisions about their support in “up” as well as “down” times. Information on how clients’ lives are changing is crucial information on which to base hard choices.

Deadlines – Don’t Miss ‘Em PeriodReporting PeriodDue Date Period 1November 1 - April 30May 30 Period 2May 1 – October 31November 30 Reporting periods don’t align with any grant years Why? You collect surveys for all clients, not just grant-funded clients

Tips for Deadline Compliance Refer to special conditions Communicate with Project Director CJCC will not process SERs until the OPM report is complete Repeated lateness or failure to complete may result in penalties such as reductions to your award

Communication with CJCC Planner sends instructions ~30 days before the report is due Info goes to Project Director ONLY. Ask them to forward to you if you report but are not the PD. No login info, just click link to begin Make sure you can access MailChimp via your system Contact Betty or Dee with questions. Prefer – include your grant number(s) for expedited service o Programmatic questions (what do I report and how?) = Betty o Technical issues (the screen has a bunch of nonsense on it) = Dee

Who is Required to Complete OPMs? This requirement applies only to sub- grantees delivering direct services to clients who are victims of crime, and whose contact with clients is more extensive than a single telephone call or other distribution of information (hotlines).

What Are the Reporting Types? Adult Victim Counseling Court Appointed Special Advocates Domestic Violence Shelter Family/Child Counseling Legal Advocate Legal Services Law Enforcement Victim Witness Assistance Program Law Enforcement Victim Witness Assistance Program Prosecution Victim Witness Assistance Program Sexual Assault Center Child Advocacy Center/Sexual Assault Center

When Do I Complete More than One Report? ONLY when your agency conducts multiple programs

What Do I Report? OUTCOMES! o Victim(or provider or NOC) reports changes in…. Physical and Emotional Needs Understanding/Participating in the Criminal Justice System Stability and Resolution Safety Service Quality o …As a result of the services your agency provided to the victim o NB: The outcome “types” listed above will vary by your program type o You collect outcomes via surveys found at cjcc.georgia.gov

Can I Edit the Survey? You can add your agency name and/or logo You can change the font, make it colorful or add graphics You can add questions if you choose You can make the text larger or translate to Braille, another language etc. You CANNOT edit or delete any questions on the survey. Leave the language as is. o If you have suggestions for edits, let CJCC know. We’re always open to feedback, but revisions take time, coordination and a great deal of consideration.

When Do I Give a Victim an OPM Survey? Only give the surveys to victims “who substantially completed the program of service” your agency offers o Recommend VWAPs provide before trial/at notification of trial/hearing date Try to give it to all victims, not just a random sample If a victim you served in the past returns to your agency as the result of a new victimization/occurrence, you would give another survey once they “substantially completed the program of service” again Explain that the survey is confidential, not mandatory, has no bearing on service delivery and carries no penalties

How Can I Collect the Survey Data? Phone interview with victim Give to victim to complete and return via mail or in- person o This is the most ideal but not always most realistic option to victim Mail to victim Provide online Through volunteers or interns ( avoid using staff) In writing or verbally In sum, whatever works best for the victim and is feasible for your agency

What if the Victim is a Child/LEP/Has a Disability? Third parties such as NOCs, GALs and interpreters may assist victims Avoid having agency staff complete for the victim (compromises credibility) For CASAs, the assigned CASA can complete the survey. So can a foster parent or an NOC

Now What Do I Do with this DATA? At minimum… o Keep all surveys, i.e. with client’s file o Enter data in spreadsheets (see next slide for ex.) o Report by Nov 30 and May 30 deadlines Take it Further! o Discuss results at staff meetings o Develop your program o Launch a formal evaluation o Use in strategic plans o Cite in grant proposals o …The possibilities are endless!

Completing the OPM

Please make sure this is correct! Please make sure this is correct too. If your agency isn’t on the list, your agency name and grant number(s) to Betty AND Dee.

NOTE: If any answers to these questions is “Zero,” you must still enter zero for each field to which it applies, then click “Next.” Remember these answers, because it will be used for data validation in upcoming screens!

Remember, these slides have no correct or incorrect answers and won’t result in penalties – just respond truthfully please

Remember the number of completed surveys received? This is where data validation kicks in!

This is also where you need to enter those zeroes when applicable, or you will get an error message…

Like this one. Enter a zero to move forward.

Remember, CJCC doesn’t penalize for lackluster outcomes. This data is FYI for us and QCI for your agency.

NOTE: You can hit “Previous” with impunity if you need to go back…but once you complete the survey, it’s complete, and if you need to correct errors you will need to start over.

Woah! You’re at the summary page already! Review and click “Previous” if you need to make changes. Otherwise, it’s the moment of truth…

You’re done when you click “Next!” Now print and/or save this page with your grant records and pat yourself on the back. You’re done with your semiannual OPM! (Unless you have to report for another program type)

Remember…. The OPM has just 3 main sections – agency information, use of survey results, and the data reporting section If you didn’t collect or receive any surveys this reporting period you must still complete the report, just enter 0 for all fields OPMs are for CJCC’s info and your agency’s quality control. We don’t penalize you for lack of data or poor outcomes! You don’t need to log in – just click the link to begin the survey You can’t log out or log back in. You have to complete it in one sitting or redo it altogether. If your survey is completely broken, frozen, or otherwise on fire, please Dee If you have questions about how to collect survey data or other programmatic questions, please Betty

Common Errors Using the wrong survey Using an outdated survey Data collection methods Not entering zeros Data validation errors “Logging in” and “out” (Hint: you can’t!) Not submitting

Ahora en Español! Download the translated surveys from CJCC’s website! (It’s all the same thing)

Resources at cjcc.georgia.gov VOCA Reporting page: tools-1 tools-1 VAWA Reporting page: SASP Reporting page: Everyone o OPM Guide: o YouTube Tutorials:

Q & A ?

Conclusion Remember to look at the website and CONTACT us! We’re here for you! Betty Barnard – – Dee Thomas – – Create reminders for Deadlines o Delays your reimbursements o Per special conditions, subject to a reduction in your federal award amount Thanks – this is important and we appreciate you