1. HV CoIIN Measures Family Engagement
This set of measures describes a complete system of home visiting services that promotes family engagement. They are intended to help guide quality improvement efforts and to support data-driven decision-making in practice. From 2013 to 2016, the measures underwent several iterations of testing and refinement by a group of early adopters: home visitors and supervisors in local implementing agencies, MIECHV grantees and expert faculty.
The measures include core measures and optional measures, and a suggested approach for determining which measures might be most useful for your CQI efforts (slides 5-32). Several resources have been developed to facilitate their use, including:
This orientation powerpoint
A Cheat Sheet that lists all of the measures with their numerators and denominators
An excel data reporting template, “HV CoIIN Family Engagement Data Reporting Template 2017,” with data collection tools and automated run charts
An instruction document with detailed instructions and operational definitions to help you complete the reporting template

2. HV CoIIN Family Engagement SMART AIM:
At least 85% of families receive the expected number of home visits
*optional
PD 1 Capacity of, and support for home visitors to enroll, actively engage and retain families
% of team members that use CQI data in practice
PD 2 Data system for tracking enrollment, early intense engagement, retention and home visitor support at the individual level for use in supervision and program
% total capacity served
% of available capacity filled
* Ratio of referrals to available service capacity
* % of families contacted among those attempted to contact
% of contacted families that received 1st face to face contact within 14 days of referral
Average N days from referral to 1st face to face contact
* % of contacted families that were offered HV services
* % of referrals that were appropriate
% of families that were offered HV services that enrolled
* Average number of days between receipt of referral and enrollment
PD 3 Enrollment of eligible families
The measures include outcome and process measures.
The outcome measure shows progress toward the SMART AIM:
% of families receive the expected number of home visits
The process measures show how well each primary driver is working. The primary drivers are essential pieces of the system that need to be in place and working well in order to reach the SMART Aim.
For Primary Driver 2 (Data system for tracking enrollment, early intense engagement, retention and home visitor support at the individual level for use in supervision and program)
% of team members that use CQI data in practice
For Primary Driver 3 (Enrollment of eligible families):
% total capacity served
Ratio of referrals to available service capacity*
% of families contacted among those attempted to contact*
% of contacted families that received 1st face to face contact within 14 days of referral
Average N days from referral to 1st face to face contact
% of contacted families that were offered HV services*
% of referrals that were appropriate*
% of families that were offered HV services that enrolled
Average number of days between receipt of referral and enrollment*
% of available capacity filled
For Primary Driver 4 (Intense early engagement):
% of families for whom weekly or biweekly visits are expected that had 21 days or more between visits
% of families on creative outreach, level X, alternate visit schedule, inactive, etc
For Primary Driver 5 (Retention of families in Program Services)
% of families active in home visiting at 3, 6 and 12 months after enrollment
% of families disenrolling for ‘legitimate’ reasons
% of families for whom weekly or biweekly visits are expected that had 21 days or more between visits
% of families on creative outreach, level X, alternate visit schedule, inactive, etc
PD 4 Intense early engagement
PD 5 Retention of families in Program Services
% of families active in home visiting at 3, 6 and 12 months after enrollment
% of families disenrolling for ‘legitimate’ reasons

3. % of families that receive the expected number of home visits
HV CoIIN Measures were selected to capture steps in the process of family engagement, including enrollment, early intense engagement and retention
My First Template
% of families that receive the expected number of home visits
Enrollment
Engagement
Retention
Referral received
Referral contacted
Referral has 1st face to face visit
Referral eligible
Enrollment offered
Family enrolled
% of families for whom weekly or biweekly visits are expected that had 21 days or more between visits
% of families active in HV at 3, 6 and 12 months
% of families contacted among those attempted to contact
% of contacted families that received 1st face to face contact within 14 days
% of contacted families offered HV service
% of families offered HV that enrolled
% of families disenrolling for ‘legitimate’ reasons
Ratio of referrals to available service capacity
Average N days from referral to 1st face to face contact
% of families on creative outreach, level X, alternate visit schedule, inactive, etc
Another way to think about the measures is that they reflect steps in the process of family engagement, from enrollment to intense engagement through retention.
This slide presents a simplified process map. Each solid box shows a step in the process along the way from referral to enrollment, engagement and retention. The gray and white boxes below core measure(s) (white boxes and plain text) and optional measures (gray boxes with italics) that align with each step in the process.
% available capacity filled
% of referrals that were appropriate
Average N of days from receipt of referral to enrollment
% total capacity served

4. Color coded by Primary Driver
HV CoIIN FE Report,
Color coded by Primary Driver
When viewed on a single page, these measures provide a visual summary of the entire system of engagement of families in home visiting services.
The white run charts show the outcome measure over time.
The colored run charts show the process measures over time.

5. Resources to support the use of these measures: Cheat Sheet
The “cheat sheet” lists the measures, the numerator & denominators of each measure, and which columns in the data template they refer to.
Cheat sheet
This lists measures, n & d

6. Resources to support the use of these measures: Instructions
This document contains detailed instructions to walk you through completing the family engagement data reporting template.
It orients you to the data template, explains what each tab in the template is for, describes in detail the data collected in each column and includes operational definitions.
Screenshot fo data template

7. Resources to support the use of these measures: Data Reporting Template
Pink columns are “calculated fields” and you will not be able to edit them.
Yellow columns are denominators of calculated values.
Green columns are numerators for calculated values.
Dark gray columns are optional measures.
FE_Data_Entry Tab, with conditional formatting:
Pink columns are “calculated fields.” You will not be able to edit them.
Yellow columns: denominators
Green columns: numerators
Dark gray columns: optional
Run Charts: automatically generated
Instructions: in each column
Operational Definitions
Open the excel template and choose the “BF_Data_Entry” tab.
Notice the column heads are different colors.
The pink columns are “calculated fields” and you will not be able to edit them.
The yellow columns are denominators of calculated values.
The green columns are numerators for calculated values. If you enter a value into one of these columns that is larger than the denominator it corresponds to, both cells will turn red, indicating an error.
The dark gray columns are optional measures.
**NEW:
Lag_determination: diagnostic
Pareto chart

8. How to begin using these measures
My First Template
Conduct a 2 part “diagnosis” of your family engagement processes using 1 or 2 months of historical data. For example, if you are beginning your work in February 2017, look at data from October or November, 2016.
Part 1. Define your program’s complete set of monthly measures, to include all of the core measures and selected optional measures.
Part 2. Define what lag period to use when interpreting your enrollment data.
Tip: Use the examples and worksheets on slides (part 1) and slides (part 2) to guide your work.
Measures in regular text are considered core measures, to be collected and reported each month.
Measures in italics are considered optional, additional measures. HV CoIIN faculty and LIA participants found these measures useful and informative to use at particular times during their improvement efforts.
We recommend that every site beginning to use these measures for the first time conduct a diagnostic analysis of their family engagement processes by reviewing all of these measures using 1-2 months of historical data (for example, look back at data from 3 months ago and 4 months ago).
See the next slide for an example from Healthy Families Rappahannock Area. Thanks and acknowledgements to Laura Shoaf and her team for sharing their process and data transparently so that all can learn!

9. How to begin using these measures
My First Template
How to begin using these measures
Part 1: Determining which optional measures to include
Using 1 month of historical data, look at all of the measures to determine which steps in your processes show room for improvement. Identify the optional measures that correspond to those steps. Include those optional measures along with the core measures in the monthly measures your program uses to guide your improvement work.
See slides for an illustrative example, and use slide 21 for the exercise.
Measures in regular text are considered core measures, to be collected and reported each month.
Measures in italics are considered optional, additional measures. HV CoIIN faculty and LIA participants found these measures useful and informative to use at particular times during their improvement efforts.
We recommend that every site beginning to use these measures for the first time conduct a diagnostic analysis of their family engagement processes by reviewing all of these measures using 1-2 months of historical data (for example, look back at data from 3 months ago and 4 months ago).
See the next slide for an example from Healthy Families Rappahannock Area. Thanks and acknowledgements to Laura Shoaf and her team for sharing their process and data transparently so that all can learn!

10. % of families that receive the expected number of home visits
My First Template
How to begin using these measures
Part 1: Determining which optional measures to include
Using 1 month of historical data, look at all of the measures to determine which steps in your processes show room for improvement. Identify the enrollment steps that show room for improvement, and which optional enrollment measures correspond to those steps. Include those optional measures along with the core measures in the monthly measures your program reports.
See slides for an illustrative example.
Core measures
Optional measures
% of families that receive the expected number of home visits
Enrollment
Engagement
Retention
Measures in regular text are considered core measures, to be collected and reported each month.
Measures in italics are considered optional, additional measures. HV CoIIN faculty and LIA participants found these measures useful and informative to use at particular times during their improvement efforts.
We recommend that every site beginning to use these measures for the first time conduct a diagnostic analysis of their family engagement processes by reviewing all of these measures using 1-2 months of historical data (for example, look back at data from 3 months ago and 4 months ago).
See the next slide for an example from Healthy Families Rappahannock Area. Thanks and acknowledgements to Laura Shoaf and her team for sharing their process and data transparently so that all can learn!
% of contacted families that received 1st face to face contact within 14 days
% of families offered HV that enrolled
% of families for whom weekly or biweekly visits are expected that had 21 days or more between visits
% of families active in HV at 3, 6 and 12 months
% of families contacted among those attempted to contact
Average N days from referral to 1st face to face contact
% available capacity filled
% of contacted families offered HV service
% of families disenrolling for ‘legitimate’ reasons
Ratio of referrals to available service capacity
% of families on creative outreach, level X, alternate visit schedule, inactive, etc
% referrals that were appropriate
Average N of days from receipt of referral to enrollment
% total capacity served

11. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 55
3.2x available 45
82% of referred 28
62% of attempted 17
21% 24
86% of contacted 5
21% of contacted 5
100% of offered 7
41% of available
Average N days from referral to 1st face to face contact = 25
% of referrals that were appropriate = 100%
Average N of days from receipt of referral to enrollment = 55
Step-by-step interpretation.
Step 1. Look at the available program capacity at the beginning of the month and the available program capacity filled at the end of the month
Only 7 of the 17 available spots were filled this month. Which step or steps in the process are breaking down?

12. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
The number of referrals was sufficient: perhaps this measure need not be reported monthly.

13. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
– at least until they are above 85% for three or four months straight.
Contact was attempted with 82% of referred families, and contact was made with 62% of those they attempted to contact.
These steps have room for improvement, so this program should report these measures monthly

14. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
Average N days from referral to 1st face to face contact = 25
– at least until they are above 85% for three or four months straight.
Some programs say that the longer it takes to reach a family after referral, the harder it is to engage / enroll them. This program might chose to report this number since the process from referral to contact shows room for improvement.
% of referrals that were appropriate = 100%

15. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
This program is an entry point into multiple services. It plays a role matchmaking or distributing families to the most appropriate program, based on a family assessment. In this case, all referrals were appropriate for evaluation. This program might chose a) to examine periodically and not report the % of referrals appropriate for assessment or b) examine and report the % of referrals that were appropriate for enrollment in their own program (= ?).
Average N days from referral to 1st face to face contact = 25
– at least until they are above 85% for three or four months straight.
% of referrals that were appropriate = 100%

16. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
– at least until they are above 85% for three or four months straight.
This is a core measure.
All programs should collect & report monthly.

17. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, July 31
Available program Capacity,
July 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
This program is an entry point into multiple services. It plays a role matchmaking or distributing families to the most appropriate program, based on a family assessment. In this case, this value is appropriately low: it does not suggest a need for improvement. The program may chose to collect this data and examine it periodically for learning purposes, but they might not report it every month.
For programs that do not distribute referrals to other programs, this low number would suggest that there is room for improvement, perhaps by educating referral sources about program eligibility criteria and offerings. In that case, the programs should chose to report this measure monthly.

18. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct. 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
All families that were offered services accepted them.
This is a core measure

19. How to begin using these measures, Part 1 EXAMPLE
Determining which optional enrollment measures to include
Enrollment
Available program capacity filled, Oct. 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services 17
21% 55
3.2x available 45
82% of referred 24
86% of contacted 28
62% of attempted 5
21% of contacted 5
100% of offered 7
41% of available
Average N of days from receipt of referral to enrollment = 55
Some programs say that the longer it takes to reach a family after referral, the harder it is to engage / enroll them. This program might chose to report this number since the process referral to contact took 25 days, and from referral to enrollment took 55 days. Both show room for improvement).

20. How to begin using these measures, EXAMPLE
Part 1: Determining which optional measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
*Contact attempted
*Contact made 45
82% of referred 28
62% of attempted 17
21% 24
86% of contacted 7
41% of available
*Average N days from referral to 1st face to face contact = 25
*Average N of days from receipt of referral to enrollment = 55
*Optional measures with room for improvement
Core Measure
Core Measure
Core Measure
Based on results of Part 1 of the diagnostic analysis, this program will report these core and optional enrollment measures each month

21. Part 1: Determining which optional measures to include
EXERCISE
Part 1: Determining which optional measures to include
Enrollment
Available program capacity filled, Oct 31
Available program Capacity,
Oct 1
Contacted family receives 1st face to face contact within 14d
Referrals received
Contact attempted
Contact made
Families offered services
Families accept services __
__x available __
__% of referred __
__% of attempted __
__% __
__% of contacted __
__% of contacted __
___% of offered __
___% of available
Average N days from referral to 1st face to face contact = __
– at least until they are above 85% for three or four months straight.
% of referrals that were appropriate = ___%
Average N of days from receipt of referral to enrollment = __
Fill in your program’s October data Did your program fill all of its available spots?
If not, which step(s) in the process show room for improvement?
Circle those steps and the measures you will report each month.
Core enrollment measures are already circled here.

22. How to begin using these measures, EXERCISE 2
My First Template
How to begin using these measures, EXERCISE 2
Part 2: Define what lag period to use in interpreting your enrollment data
Using 1 month of historical data, look at all of the referrals received in 1 month and follow how long it took them to move through the process to enrollment to determine if it would be beneficial to include a lag time in the interpretation of some measures, and if so, how long that lag time needs to be.
See slides for an illustrative example, and use the “Lag determination” tab on the Data Reporting template.

23. How to begin using these measures, EXERCISE 2
Part 2: Define what lag period to use in interpreting your enrollment data
Referral received
Contact attempted
Contact made
Family accepts face to face: “verbal agreement”
Contacted family receives 1st face to face contact within 14d
Family eligible
Family offered services
Family accept services
Family enrolled
First, look at the process map above and make any changes you need to so that the steps reflect the way your program processes referrals to enrollment.

24. How to begin using these measures, EXERCISE 2
Part 2: Define what lag period to use in interpreting your enrollment data
Avg N days from Date of Referral
#DIV/0!
Max N days from Date of Referral
Min N days from Date of Referral
Date at which data should be interpreted
Referral No
Date referral received
Date contact attempted
Date contact made
Date family agrees to meet ftf
Date referral eligible
Date enrollment offered
Date family accepts
Date family enrolled 1 2 3 4 5 6 7
Using the “Lag determination” tab on the HV CoIIN reporting template, insert data for each referral received in a typical month at least 3 months in the past (for example, November, 2016).
*if you had unusual circumstances in a particular month (staff turnover, etc), choose a different month that is more typical for your program’s functioning, as long as it is far enough in the past to ensure that you know the outcome of most of the referrals you received during that month.
Insert the data for all of the referrals received in a typical month at least 3 months in the past (for example, October, 2016)
*if you had unusual circumstances in a particular month (staff turnover, etc), choose a different month that is more typical for your program’s functioning, as long as it is far enough in the past to ensure you know the outcome of most of the referrals you received during that month.
Look at the average and the range in the Number of days between the date of referral and each step in the process

25. How to begin using these measures, EXERCISE 2
Part 2: Define what lag period to use in interpreting your enrollment data
Avg N days from Date of Referral
#DIV/0!
Max N days from Date of Referral
Min N days from Date of Referral
Date at which data should be interpreted
Referral No
Date referral received
Date contact attempted
Date contact made
Date family agrees to meet ftf
Date referral eligible
Date enrollment offered
Date family accepts
Date family enrolled 1 2 3 4 5 6 7
Insert the data for all of the referrals received in a typical month at least 3 months in the past (for example, October, 2016)
*if you had unusual circumstances in a particular month (staff turnover, etc), choose a different month that is more typical for your program’s functioning, as long as it is far enough in the past to ensure you know the outcome of most of the referrals you received during that month.
Look at the average and the range in the Number of days between the date of referral and each step in the process
The “Lag determination” tab on the HV CoIIN reporting template will automatically calculate for you the average and the range (minimum and maximum) Number of days between the date of referral and each step in the process. See slide 23 for an example.

26. How to begin using these measures, EXAMPLE
Part 2: Define what lag period, if any, to build into your enrollment measures
Avg N days from Date of Referral 3 9 22 29 37 59 68
Max N days from Date of Referral 5 17 35 43 51 70 79
Min N days from Date of Referral 1 14 20 28 42 52
Date at which data should be interpreted
(by which most families completed step)
Nov 30
Dec 2
Dec 16
Dec 20 (1 family in Jan)
Dec 29 (1 family in Jan)
Jan 20
Jan 25 (1 family Feb)
Feb 16
Referral No
Date referral received
Date contact attempted
Date contact made
Date family agrees to meet ftf
Date referral eligible
Date enrollment offered
Date family accepts
Date family enrolled
11/1/2016
11/4/2016
11/8/2016
11/18/2016
11/28/2016
12/5/2016
1/3/2017
1/13/2017 2
11/14/2016
11/21/2016
1/9/2017
1/2/2017 4
11/3/2016
11/6/2016
12/12/2016
12/19/2016
1/5/2017
11/7/2016
11/12/2016
11/29/2016
12/9/2016
12/16/2016
12/30/2016 6
11/15/2016
12/1/2016
12/8/2016
1/12/2017
1/19/2017 7
12/6/2016
12/22/2016
1/10/2017 8
12/21/2016
1/8/2017
1/18/2017
11/23/2016
12/2/2016
1/20/2017
1/30/2017 10
12/14/2016
12/20/2016
12/29/2016
1/26/2017 11
11/22/2016
1/31/2017
2/6/2017 12
1/11/2017 13
1/6/2017
1/25/2017
2/2/2017
2/5/2017
2/16/2017
use this data to determine the date by which you’d be confident interpreting each indicator , because most families would have completed that step in the process.

27. How to begin using these measures, EXAMPLE
Part 2: Define what lag period, if any, to build into your enrollment measures
Avg N days from Date of Referral 3 9 22 29 37 59 68
Max N days from Date of Referral 5 17 35 43 51 70 79
Min N days from Date of Referral 1 14 20 28 42 52
Date at which data should be interpreted
(by which most families completed step)
Nov 30
Dec 2
Dec 16
Dec 20 (1 family in Jan)
Dec 29 (1 family in Jan)
Jan 20
Jan 25 (1 family Feb)
Feb 16
Report the data for families referred in November in the November row of the template, always. Each row follows the same group of referred families through the process.
Update the data for these families each month, in the November row of the template.
This team will update the data in the November row when they submit in December, January and February as families move through the enrollment process.
The enrollment data will be complete and should be interpreted in the February data, submitted in March, as shown in slides

28. How to begin using these measures, EXAMPLE
Part 2: Define what lag period, if any, to build into your enrollment measures
Referral No
Date referral received
Date contact attempted
Date contact made
Date family agrees to meet
Date referral eligible
Date enrollment offered
Date family accepts
Date family enrolled 1
11/1/2016
11/4/2016
11/8/2016
11/18/2016
11/28/2016 2
11/14/2016
11/21/2016 3 4
11/3/2016
11/6/2016 5
11/7/2016
11/12/2016
11/29/2016 6
11/15/2016 7 8 9
11/23/2016 10 11
11/22/2016 12 13 14
November’s referrals data, submitted in December, 2016
Month
N of referrals received this month
Ratio of Referrals to Available Service Capacity (optional)
N of families referred this month that attempted to contact (optional)
N of families referred this month that were contacted
% of families contacted, among those attempted to contact (optional)
N referrals received this month that were appropriate (optional)
% of referrals that were appropriate (optional)
N of families referred this month that were contacted and received a first face-to-face contact within 14 days
% of families contacted who received a first face-to-face contact within 14 days
Among families referred this month, Avg N days from referral to first face-to-face contact (optional)
N of families referred this month that were contacted and offered home visiting services
% of families contacted that were offered home visiting services (optional)
N of families referred this month that were offered home visiting services and enrolled in HV services
% of families offered home visiting services that enrolled in HV services
Oct-16
#N/A
Nov-16 14 11
11   3  0 0 
Dec-16

29. How to begin using these measures, EXAMPLE
Part 2: Define what lag period, if any, to build into your enrollment measures
Referral No
Date referral received
Date contact attempted
Date contact made
Date family agrees to meet ftf
Date referral eligible
Date enrollment offered
Date family accepts
Date family enrolled 1
11/1/2016
11/4/2016
11/8/2016
11/18/2016
11/28/2016
12/5/2016 2
11/14/2016
11/21/2016 3 4
11/3/2016
11/6/2016
12/12/2016
12/19/2016 5
11/7/2016
11/12/2016
11/29/2016
12/9/2016
12/16/2016
12/30/2016 6
11/15/2016
12/1/2016
12/8/2016 7
12/6/2016
12/22/2016 8
12/21/2016 9
11/23/2016
12/2/2016 10
12/14/2016
12/20/2016
12/29/2016 11
11/22/2016 12 13 14
November’s referrals data, updated in January, 2017
Month
N of referrals received this month
Ratio of Referrals to Available Service Capacity (optional)
N of families referred this month that attempted to contact (optional)
N of families referred this month that were contacted
% of families contacted, among those attempted to contact (optional)
N referrals received this month that were appropriate (optional)
% of referrals that were appropriate (optional)
N of families referred this month that were contacted and received a first face-to-face contact within 14 days
% of families contacted who received a first face-to-face contact within 14 days
Among families referred this month, Avg N days from referral to first face-to-face contact (optional)
N of families referred this month that were contacted and offered home visiting services
% of families contacted that were offered home visiting services (optional)
N of families referred this month that were offered home visiting services and enrolled in HV services
% of families offered home visiting services that enrolled in HV services
Oct-16
#N/A
Nov-16 14
14 
 13 11
35.9
 11 0 
Dec-16

30. How to begin using these measures, EXAMPLE
Part 2: Define what lag period, if any, to build into your enrollment measures
Referral No
Date referral received
Date contact attempted
Date contact made
Date family agrees to meet ftf
Date referral eligible
Date enrollment offered
Date family accepts
Date family enrolled 1
11/1/2016
11/4/2016
11/8/2016
11/18/2016
11/28/2016
12/5/2016
1/3/2017
1/13/2017 2
11/14/2016
11/21/2016
1/9/2017 3
1/2/2017 4
11/3/2016
11/6/2016
12/12/2016
12/19/2016
1/5/2017 5
11/7/2016
11/12/2016
11/29/2016
12/9/2016
12/16/2016
12/30/2016 6
11/15/2016
12/1/2016
12/8/2016
1/12/2017
1/19/2017 7
12/6/2016
12/22/2016
1/10/2017 8
12/21/2016
1/8/2017
1/18/2017 9
11/23/2016
12/2/2016
1/20/2017
1/30/2017 10
12/14/2016
12/20/2016
12/29/2016
1/26/2017 11
11/22/2016
1/31/2017 12
1/11/2017 13
1/6/2017
1/25/2017 14
November’s referrals data, updated in February, 2017
Month
N of referrals received this month
Ratio of Referrals to Available Service Capacity (optional)
N of families referred this month that attempted to contact (optional)
N of families referred this month that were contacted
% of families contacted, among those attempted to contact (optional)
N referrals received this month that were appropriate (optional)
% of referrals that were appropriate (optional)
N of families referred this month that were contacted and received a first face-to-face contact within 14 days
% of families contacted who received a first face-to-face contact within 14 days
Among families referred this month, Avg N days from referral to first face-to-face contact (optional)
N of families referred this month that were contacted and offered home visiting services
% of families contacted that were offered home visiting services (optional)
N of families referred this month that were offered home visiting services and enrolled in HV services
% of families offered home visiting services that enrolled in HV services
Oct-16
#N/A
Nov-16 14
14 
100%
 14
37.3 11
Dec-16

31. How to begin using these measures, EXAMPLE
Part 2: Define what lag period, if any, to build into your enrollment measures

32. % of families that receive the expected number of home visits
My First Template
For the remaining measures, follow the instructions in the reporting template and instructions document.
% of families that receive the expected number of home visits
Enrollment
Engagement
Retention
Referral received
Referral contacted
Referral has 1st face to face visit
Referral eligible
Enrollment offered
Family enrolled
% of families for whom weekly or biweekly visits are expected that had 21 days or more between visits
% of families active in HV at 3, 6 and 12 months
% of families contacted among those attempted to contact
% of contacted families that received 1st face to face contact within 14 days
% of contacted families offered HV service
% of families offered HV that enrolled
% of families disenrolling for ‘legitimate’ reasons
Ratio of referrals to available service capacity
Average N days from referral to 1st face to face contact
% of families on creative outreach, level X, alternate visit schedule, inactive, etc
% available capacity filled
% of referrals that were appropriate
Average N of days from receipt of referral to enrollment
% total capacity served

33. Next Steps
Complete the 2 part “diagnosis” of your family engagement processes using 1 or 2 months of historical data, slide 21 (part 1), and the ‘lag determination’ tab on the data reporting template.
Use the date to determine the area of focus for your QI work (i.e. which primary driver you will begin with) and which measures each LIA will report monthly.
*For help, please contact Robert O’Connor and MaryCatherine Arbour >
**We propose a follow-up group webinar coaching call to review the diagnostic exercises and provide technical assistance.
How soon do you anticipate your group can be ready with their diagnostic and ready to participate in a group coaching call?