1. Standard 7 Breakout Session Industry and Community Relations
Angela Kohls
Standards Implementation Staff
FDA ORA, Office of Partnerships
Laura Van Wagenen-Birdsill
Program Coordinator
CO Department of Public Health and Environment
Wednesday, March 12, 2014
10: :00
Elm Fork I

2. Agenda Strengthening Compliance and Enforcement
Welcome and Introductions
Current Status of Standard 7 Implementation
Presentations on Implementing Standard 7
Q & A/Group Discussion
Summary and Challenge

3. Housekeeping Honor time schedule Stay on topic Get input from everyone
Be willing to share
Respect different program cultures
Do not reference specific audits
Be creative, ask questions – parking lot
Facilitators – responsible for process
Participants – responsible for content
Parking Lot Flip Chart
Some guidelines to minimize confusion, disruptions and conflict

4. (Group Exercise Instructions)
Session Objectives
Generate a list of resources, best practices, lessons learned and challenges/recommendations for developing, implementing and monitoring an inspection protocol.
(Group Exercise Instructions)
Listen to presentations
Discuss and list suggestions on flip charts
Share your group’s suggestions with room
Todays objective is to come up with a list of resources, best practices, lessons learned and challenges/recommendations based on the three presentations as well as your own experience with the standards.
Group Exercise Instructions (1-3)
During the reporting out, we will summarize the results for sharing with all groups on Thursday
Most importantly, we will share this information with all programs via FoodSHIELD and the MFRPS Alliance Portal on the AFDDO web site.

5. Standard Seven

6. Standard Seven

7. Breakout Session Focus
Element 7.2.a
Documentation of outreach activities

8. Standard 7 Industry and Community Relations
Laura Van Wagenen-Birdsill
Program Coordinator
CO Department of Public Health and Environment
March 2014

9. Meeting the Standard 7.5 Documentation Appendix 7 Self-assessment
Supporting attachments
We are all familiar with Appendix 1 and the self-assessment worksheet for outreach activities
The single sheet brief tally of
what was done
who was there
and lessons learned
Well lets not bore ourselves any longer….

10. Streamlining the Tracking Process
Visualization
Collaboration
Organization
What can we do to capture the same information in a centralized, organized, sortable system that meets the standard and is easy to use
Because if your team is like mine…they hate filling out worksheets, everyone has a different idea where to save things, or if they should be saved
Using these three simple terms we hope to have created a better way to accomplish this through:
Visualization
Collaboration
And Organization

11. Visualization Seeing what you’ve accomplished in a central location
    
Fiscal Year
Date
Outreach Topic
Outreach Description
Audience Type
Presenter
Number of Attendees
Location
Outreach Type
If you are like the rest of us you know your are out there doing lots of good work, providing outreach to industry partners, updating the community you serve in the intrest of public health
but might not be documenting you efforts and accomplishments it in a central location
Using a tracking system has helped us by providing a visual dashboard to collect such data

12. Working with each other to do a task and achieve shared goals
Collaboration
Working with each other to do a task and achieve shared goals
The tracking system we are using allows us to hold documents and works in progress in a common centralized location so that team members can access them and maintain an official version of the work
Additionally, the system we are using allows us to attach copies of course announcements, event agendas, course evaluation summaries, and other pertinent documents for the purpose of record keeping

13. Organization
Having the platform to arrange or order things so that they can be found or used easily and quickly is key
We have struggled with keeping records in an orderly manner and being consistent with the information recorded
Where one person calls it a meeting another calls the same event a training…defining the outreach activity criteria can help tremendously
And providing our staff with a tool to capture the data in a uniform manner gives us a level of assurance that we are meeting our goals for a standardized program

14. Outreach Tracker Outreach Type Dropdown: Seminar
Training Workshop Other
Let me show you the tracking and data storage system we are using
This is a snap shot of our Outreach Tracker in SharePoint
As you can see we have organized our columns to collect data from the FY the activity took place, the date of the actual event, the Topic or Title of the event, a brief description of the activity, who the audience was, who the training or presentation team was that participated in providing the event
# of attendees, Location, Outreach type, Evaluation, and Critique
A couple of features to point out are:
“Assigned Staff” selector
We have these prepopulated with staff names so you can click on the staff that participated in each event
Another feature we added was the dropdown selection for “Outreach Type” this allows staff recording data and entering input to be consistent when defining their activities as I mentioned earlier.
After meeting with our Standards Liaison, Angela, we added the “Outreach Critique Summary” column
Here we can input our after action comments, successes, areas of improvement, etc…
In addition to populating the fields, we have the ability to attach related documents to the record, so everything is held in that central location.
Items like the course agenda, evaluations, presentations…
Staff assigned selector

15. Thank You
QUESTIONS????
WI want to thank you for your time and for allowing me to share a brief glance at our system
I am open to comments, suggestions and questions

16. Contact Information
Laura Van Wagenen-Birdsill
Program Coordinator
Colorado Department of Public Health and Environment

18. Contact Information
Laura Van Wagenen-Birdsill
Program Coordinator
Colorado Department of Public Health and Environment