1. Military Family Services Program Participant Survey Training Presentation

2. MFSP Accountability Framework The System The method (survey) used to collect data to measure the performance indicators

3. How Was the MFSP Accountability System Developed? Involvement of field throughout the process With intention to create value at centre level and at MFSP level With an emphasis on how to improve

4. Why a Survey Approach? Our main choices are to: – observe – ask Surveys are an efficient method of obtaining information about experiences, opinions, past behaviors – these cannot be observed Surveys are easy to analyze

5. Evaluation Defined The systematic collection of data to answer questions about a service or program

6. Evaluation – A Snapshot in Time The information provided by an evaluation is not the program The purpose is to generate a fair, accurate, representative picture of those aspects of the program that are of most interest

7. Evaluation Provides Information For Accountability Program Development Marketing

8. Key Evaluation Questions Who are your participants? What services, resources are available or provided? What is the quality of these services? What benefits are obtained by your participants?

9. How will Information be Used? Responses within each centre will be aggregated Centres can look for trends in responses and use information to better understand what works well and what needs attention DMFS will also aggregate data on national level and use information to manage MFSP

10. Impact on Funding The survey will not have a direct impact on funding It is one of many sources of information that are taken into account in the management and funding of centres and of the MFSP as a whole

11. What are the Elements of the MFSP Accountability Framework? Financial accountability MOU Needs assessment Audits Formal site visits Evaluation of services (see Parameters for Practice, pp. 15-16)

12. Accountability Framework at a Glance Service Category Service Components ObjectivesIndicators Personal development and community integration 52234 Child and youth development and parenting support 51926 Family separation and reunion 1711 Prevention support and intervention 41422 TOTAL156293

13. The Accountability System Aim was to create feasible system that provided meaningful information for a reasonable effort A selection from the accountability framework – Based on field based workgroup priorities – DMFS management priorities 17 objectives and indicators selected – All service components represented (two have 2 indicators each) – Some relate to process; some to outcomes

14. The Accountability System (2) In addition 4 items were selected from principles of family support as described in MFSP: Parameters for Practice 11 structured items look at participant characteristics and participation patterns 3 open ended items to allow respondents to expand on any answers or provide additional information.

15. Overview of the Questions in the Survey 21 structured rating items 11 structured questions describing participants and participation 3 open-ended questions

16. How does the Survey work? Items are written to obtain information about the experience of participants, – not a direct reflection of centre services (services may be provided directly, indirectly or by others) Respondents should think of current posting when answering questions

17. Why Collect this Information? Implementation of the service accountability framework in MFSP: Parameters for Practice (pp. 33-52) It is hoped that this system will replace BSI and NID Will provide more meaningful information

18. Evaluation Planning DMFS establishes evaluation requirements common to all MFRCs Centres determine their own additional evaluation needs Centre Evaluation Committee or equivalent Develops a centre evaluation plan that integrates local and corporate evaluation requirements

19. Example of a Local Evaluation Plan Required MFSP survey Interested in more detail about Assessment and Referral component— develops own survey Conducts focus groups to get more detail and context for survey results Can use items in accountability framework and/or create own

20. Possible Uses of Evaluation Information Information Funding application Activity Listing Evaluation Plan Other Information Service delivery planning Improvements in Services Improvements In Programs New Programs Organizational planning Strategic Planning Staff Training Facility Issues Access, Use, Uptake Issues Advocacy DND Partners Community Partners Marketing, Promotion

21. When is the Survey Conducted? Two-week period, chosen by centre, during last fiscal quarter Centres should maximize legitimate participation during evaluation period

22. Who is the Survey Data About? The survey is collecting data that reflects the experience of MFSP participants as defined in MFSP: Parameters for Practice (page 26/27)

23. Who can Complete the Survey? One person per family,18 years or over Normally this would be an immediate member of that family and knowledgeable about the entire family experience If not an immediate family member then they must ensure that they are responding based on that families experience. Paid staff are not eligible even if participating in services (volunteers are)

24. To what Extent Should we Assist People to Complete the Survey? Aim is to help participants with literacy and language issues, disabilities, etc., to complete the survey Assistance should be provided in a manner that responses are not influenced Volunteers and other participants are well placed to provide assistance

25. Can we Combine the Survey with Other Evaluation Activities? To ensure consistency across C/MFRCs and to maintain the integrity of the process, we ask that no other formal evaluation activities be undertaken during the two-week period

26. How do we Encourage People to Respond? Explain purpose and intended use of the survey – Information provided by participants is valuable Indicate that participation is voluntary but encouraged Important that staff member presenting the survey understands purpose and conveys that the process is important Assure and practice confidentiality

27. How do we Obtain Quality Responses? Create a place and time where respondents have time to think and reflect when completing survey Emphasize that the resulting information is used and thus responses merit careful consideration Communicate clearly that respondent will not be judged – Open, honest reflection of experiences and ideas is sought

28. How do we Assure Confidentiality? Respondents do not provide their name They seal their completed survey into an envelope Envelope is placed into a sealed collection box that will be shipped to DMFS When surveys are analyzed it will be in aggregate—no individual responses will be reported.

29. Creating a Script Break into 3 groups – Write a script for presenting the survey – Identify possible questions, issues – Pick two role players

30. What Resources will be Available to Help us ? Database to manage,analyze and report data Guidance to survey items PowerPoint for training staff and volunteers (use as desired) Poster, flyer, short item for newsletter to publicize upcoming data collection (use as desired) All materials required to administer the survey (surveys, envelopes, collection boxes)

31. Constructive Use of Information Results are viewed as feedback Learning and future improvement are the objectives Development and improvement not judgment