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AAA Monitoring Framework Elizabeth ONeill, Program Evaluator State of Oregon DHS APD State Unit on Aging March 2014.

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Presentation on theme: "AAA Monitoring Framework Elizabeth ONeill, Program Evaluator State of Oregon DHS APD State Unit on Aging March 2014."— Presentation transcript:

1 AAA Monitoring Framework Elizabeth ONeill, Program Evaluator State of Oregon DHS APD State Unit on Aging March 2014

2 Overview Purpose of initiating monitoring efforts State assumptions Central questions Evaluation vs. monitoring Monitoring framework adapted from GAO Monitoring next steps: instructions & effort

3 Purpose of Monitoring Create consistent framework for quality assurance with local variation Share best practices statewide Identify & correct areas of weakness Comply with federal and state regulations; satisfy previous and future audits Strengthen service delivery

4 Assumptions

5 SUA assumes AAAs have in-depth, expert knowledge of the national and state requirements. SUA assumes that AAAs are doing regular, thorough monitoring of their program and operational systems. SUA assumes AAAs are operating under the practices they believe to be the most efficient and equitable. SUA believes that AAA are actively engaged in sharing quality assurance practices, though this process could be substantiated. SUA believes that we should be able to share program quality information with legislators and other stakeholders in a more substantive way.

6 Assumptions continued SUA believes that standards may be strengthened and efficiencies gleaned through ongoing monitoring efforts. SUA believes the statewide aging network needs a more systemic monitoring system. SUA believes that a self-reported monitoring system will produce factual data and honest self-reflection. SUA believes we can leverage our small capacity through AAA self monitoring and make the process more efficient for AAAs.

7 Monitoring Intent Program Standards o Fiscal o Business & Operations

8 Central Questions How are specific AAAs meeting program standards? What are local and statewide trends? What are the best practices? How do AAAs propose continuing areas that are working well and fixing areas that are not meeting standards? What can the SUA do to better support AAAs in meeting standards? Do the reviewed programs meet national and state standards?

9 Understanding Evaluation vs. Monitoring

10 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding

11 Finding Finding is the compilation of collecting specific data, analyzing it and determining the condition. A finding is dependent on evaluation objectives. A finding can be positive or negative in this context.

12 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding

13 Criteria What should be? Provides information so that the user will be able to determine what is required, desired, or expected from the program or operation. Criteria is often program standards or rules.

14 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding

15 Condition What is? Condition provides evidence on what is found regarding the actual situation. Reporting the scope or extent of the condition allows the user to gain an accurate perspective about program status. The monitoring process will reveal the information about the central questions.

16 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding

17 Cause Why the condition happened? Cause provides persuasive evidence on the factor(s) responsible for the difference between condition & criteria. Cause explains why the difference between the ideal & actual circumstances exist.

18 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding

19 Effect Difference between what is & what should be? Effect provides a clear, logical link to establish the impact of the difference between condition & criteria. Effect is easier to understand when it is stated clearly, concisely, and if possible, quantifiable.

20 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding

21 What can be perpetuated to replicate success? What actions are needed to correct the cause? Recommendations address how to align criteria and condition and should directly address the cause. Recommendations

22 Condition What is Criteria What should be Cause Why the condition happened Effect What is the impact Recommendations What will address the cause Elements of a Finding: SUAs Model State or Federal program guidelines & contractual requirements Results of monitoring efforts as demonstrated in the assessments Reflection from AAA Designed by AAA Followed up and celebrated by SUA

23 Also contains monitoring responsibilities for SUA and AAAs Ramifications for lack of compliance Links to program standards for OPI, Family Caregiver Support Program and Health Promotion. Assessment tools for OPI, FCSP & Health Promotion due to SUA by 5/23/2014. Monitoring Instructions

24 Monitoring Effort All monitoring efforts will be done by the reporting AAA for A small number of programs will pilot peer monitoring in where AAAs will partner and conduct an assessment for one another. Both self-monitoring and peer-monitoring will be verified by SUA through abbreviated on- site reviews.

25 Location of Monitoring Materials SUA website Area Agency on Aging business AAA Self Monitoring

26 Resources GAO Yellow Book GAO Designing Evaluations GAO Performance Management and Evaluation Institute of Internal Auditors basics/2013/report-audit-findings/ basics/2013/report-audit-findings/ AARP Public Policy Institutes focus on Livable Communities Program Evaluation and Practice: A Comprehensive Guide; Mertens and Wilson Improving Performance in Service Organizations: How to Implement a Lean Transformation; Miller, Bogatova, Carnohan

27 Elizabeth ONeill, Program Evaluator State of Oregon DHS APD State Unit on Aging


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