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The Rocky Road to OBE FL November 2002. Need for Success Administrative and management tools Senior level buy in State Library and field training Nurturing.

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Presentation on theme: "The Rocky Road to OBE FL November 2002. Need for Success Administrative and management tools Senior level buy in State Library and field training Nurturing."— Presentation transcript:

1 The Rocky Road to OBE FL November 2002

2 Need for Success Administrative and management tools Senior level buy in State Library and field training Nurturing approach for those who apply for grants

3 Floridas Long-Term Outcomes Library staff are able to show the impact their projects have on their patrons Library staff are able to create the systems needed to measure and use the data they collect during a project

4 Floridas Implementation Plan Development of outcome model and standardized outcomes Marketing of outcomes evaluation process Planning for staff training and technical assistance

5 Evaluation Personnel State and Federal Grants Office –One LSTA Coordinator; one unit chief Research Office –One unit chief ; one consultant added 2000 Private Consultants Hired as Needed

6 First Year Expectations We would develop a statewide outcomes evaluation program soon State Library staff would develop a basic understanding of outcomes Statewide Born to Read (BTR) program would be our model program BTR would be the core of our 5-year evaluation

7 Outcomes Timeline: FY98 Research Office established Born to Read grant application written to accommodate evaluation component LSTA administration grant written to accommodate activities for outside evaluator Private consultant hired Outcomes workshop presented to selected State Library staff

8 Implementation Costs FY98 Activity$$%DLIS Consultant/Workshop $1,500 <1%

9 Lessons Learned FY98 Implementation was going to happen slowly and needed to be planned

10 Second Year Expectations We would lay administrative groundwork to implement OBE –Develop a planning document –Change state grant application and guidelines to match new requirements –Phase in the requirements for outcomes evaluation –Develop and field-test a training manual –Adapt existing methods, tools and documents used in libraries for measurement and planning to OBE

11 Second Year Expectations We would design the 5-year LSTA evaluation We would initiate new exemplary projects program Division staff would become trainers We would get the word out Field would be resistant

12 Outcomes Timeline: FY99 Presented OBE at Directors Conference IMLS selected Florida as one of five states for pilot project Revised rules, guidelines and forms Private consultants hired to develop outcomes model Born to Read pilot project developed LSTA Advisory Council received overview of outcomes evaluation model

13 Outcomes Timeline: FY99, continued Planning began for Exemplary Projects and Outcomes Evaluation Workbook Outcomes Evaluation implementation plan written First Born to Read evaluation completed OPPAGA review favorable toward outcome concept Floridas LSTA Outcome Evaluation Plan publishedLSTA Outcome Evaluation Plan

14 Implementation Costs FY99 Activity$$%DLIS BTR Evaluation, Yr 1 $25,000 <1% Plan/Workbook $29,900 1%

15 Lessons Learned FY99 Resistance to OBE was more than anticipated First inkling BTR could not be used as the backbone of our LSTA Evaluation We needed to revise our Logic Model Measuring long term outcomes seems to require expertise library staff dont have Field demanded less theory, more application

16 Lessons Learned FY99 We need to provide grant recipients with sample survey instruments We need to standardize outcomes When hiring outside experts, ask questions Librarians views on confidentiality differ from outside evaluators Need to enable Advisory Councils, Library Boards and Friends groups to communicate about OBE

17 Third Year Expectations We would be able to use the Born to Read projects as the core of our 5-year evaluation Standardized outcomes would help clarify OBE and simplify the process The field would understand the difference between outputs and outcomes

18 Third Year Expectations We would be able to get the field to focus on the impact their projects would have on their patrons Series of Capacity Building Workshops would enable grant recipients to work with outcomes

19 Outcomes Timeline: FY00 Outcomes evaluation program presented at annual Library Directors conference State Library consultants trained Born to Read Capacity Building Workshop (outcomes plans developed) Developed standardized outcomes for six additional sub-grant categories

20 Outcomes Timeline: FY00 Revised exemplary projects program initiated Workshops on outcomes-based evaluation presented around the state Second Born to Read evaluation completed Workbook: Outcome Measurement of Library Programs publishedWorkbook: Outcome Measurement of Library Programs

21 Implementation Costs FY00 Activity$$%DLIS Grant Workshops $6,000<1% BTR Evaluation, Yr 2 $25,000<1% Consultant/Training $5,000 <1%

22 Lessons Learned FY00 Six LSTA categories was cumbersome Need to develop means to roll up evaluations at the state level Field staff need training in how to apply outcomes to their specific projects We need to provide continuous training –Need to take baby steps

23 Lessons Learned FY00 2 nd BTR evaluation inconclusive We would not be able to use BTR for 5- year evaluation

24 Fourth Year Expectations Grant recipients would be able to refine logic models We would identify data gathering tools that could be shared among grant recipients Grant recipients would describe their results in outcomes terminology in the annual report

25 Fourth Year Expectations State Library would begin the Exemplary Project Recognition Program using new state level guidelines LSTA evaluation would tell us how the OBE implementation was going

26 Outcomes Timeline: FY01 Panel discussion of outcomes at annual Library Directors Conference LSTA sub-grant categories changed from 6 to 2; new standardized outcomes created LSTA Capacity Building Workshop (outcome plans refined) LSTA grantwriting workshop featured new guidelines

27 Outcomes Timeline: FY01 LSTA applications required outcome plan (not scored) First sub-grants using outcomes model awarded Six evaluation workshops conducted LSTA program evaluation

28 Standardized State Outcomes Characteristics –Broad scope, relevant –Easily understandable –Focus on skills/behaviors –Can include quantitative and qualitative indicators –Tailored to local programs

29 Standardized State Outcomes Access for persons having difficulty using libraries –Persons having difficulty using library services use services or information that were not previously available Library Technology Connectivity and Services –Public uses technology to get information –Public learns to use technology

30 Floridas LSTA Outcomes Plan

31 Access for persons having difficulty using libraries Golden Gateways Library Family Learning Centers Small Business Information Resource Center REACH: REmote ACcess to the Homebound Parents Plus Born to Read Juniors to Seniors: Hillsborough Remembers Library Elderly Outreach (LEO) Project

32 Library Technology Connectivity and Services Development of the Everglades Information Center Electronic Library: Community Training and Outreach Seniors Jacksonville Public Library Mobile Training Lab Osceola Internet Improvement Library Automation: Moving Legal Information Toward the Public Mi Servicio de Biblioteca

33 Evaluation of Capacity Building Workshop FY01 General Presentations perceived as covering familiar ground Small group, similar grant sessions energized attendees Attendees revised outcome plans the way preferred by breakout session presenter Some attendees were restricted from changing their outcomes plan

34 Evaluation of Capacity Building Workshop FY01 1/5 of those suggesting future topics mentioned evaluation how to topics Library staff seem to need help with: –Identifying indicators of success –Methods of anlayzing data

35 Outcomes Plan Review FY01 63 total projects/plans Grant review looked at outcome(s) statement –56 (89%) scored 8 out of 10 points in grant review –7 (11%) scored lower than 8 points in grant review –5 (7%) incorrect plans

36 Implementation Costs FY01 Activity$$%DLIS LSTA Evaluation $63,980 2% Grant Workshops $3,000 <1% Capacity Building Workshop $17,604<1% Evaluation Methods Workshops $12,200<1%

37 Lessons Learned FY01 Phased in approach seems to be working Field library staff want –Examples, especially of indicators and simple data collection tools –To see how outcomes work –To know how much data is needed –To know how to report results of their projects –To de-emphasize theory; emphasize application

38 Lessons Learned FY01 We need to make connections between nationally recognized work on outcomes evaluation and what is going on in the field LSTA evaluation did not tell us how well our OBE program was being implemented

39 Fifth Year Expectations Field would –Submit logic models using format –Set targets for continuing LSTA projects –Integrate evaluation planning into projects –Describe achievement of outcomes in annual report

40 Fifth Year Expectations Exemplary projects would demonstrate achievement of outcomes We would –Simplify standardized outcomes –Be able to roll up results for IMLS –Be able to write outcomes-based strategic plan –Plan the next 5-year LSTA evaluation

41 Outcomes Timeline: FY02 Counting on Results program presented at Library Directors conferenceCounting on Results Some LSTA annual reports reflected outcomes-based evaluation LSTA Capacity Building Workshop (evaluation strategies and tools)Capacity Building Workshop LSTA grantwriting workshop included section on outcomes On-demand evaluation workshops conducted

42 Outcomes Timeline: FY02, continued LSTA applications required outcomes plan (scored); evaluation plan completed after grants awarded Developed outcomes-based strategic plan Consultants work individually with libraries National Leadership Grant awarded to develop web-based outcomes evaluation training material

43 Assessment of Capacity Building Workshop FY02 Non-specific requests for future topics Attendees wanted continued opportunities to get together and learn about how others were implementing grants Attendees wanted more hands-on opportunities

44 Outcomes Plan Review FY02 39 total projects/plans Grant review looked at outcome(s) statement and indicators –26 (67%) scored 13 out of 15 points in grant review –13 (33%) scored lower than 13 points in grant review –6 (15%) incorrect plans

45 Implementation Costs FY02 Activity$$%DLIS Capacity Building Workshop $6,520 <1% Evaluation/Grant Workshops $10,000<1% Long Range Plan Staff Time <1%

46 Lessons Learned FY02 Training not always offered when needed Most programs cant establish targets in the first year Having 2-3 outcomes means having many different types of programs using the same outcomes Need to find way to roll up outcomes data to report to IMLS

47 Lessons Learned FY02 Training in aspects of evaluation is more meaningful when tied to specific project types Field understands outcomes, but struggles with indicators and data collection

48 Where Do We Go From Here? We will roll up outcomes data into annual report for IMLS as a test site for new annual report form We will find out what other states are doing so that we can borrow good ideas We will develop relevant web-based OBE training materials

49 Where Do We Go From Here? We will diversify support provided to library staff We will find out if library staff is receiving the support they need We will simplify the OBE process for the field

50 Where Do We Go From Here? We will promote/pilot outcomes model for other library programs We will collect information about how libraries use outcomes in Florida Sub-grantees will continue to submit outcome plans using format

51 Where Do We Go From Here? Sub-grantees with continuing projects will set targets Sub-grantees will understand how to write an evaluation plan Other direction?

52 Anticipated Outcomes Timeline: FY Write detailed evaluation plan for outcome-based strategic plan Rewrite outcomes training material Provide solid examples of indicators and data collection tools and how to use them Survey SLAs for best practices Annually evaluate achievement of outcomes of sub-grants and statewide programs Conduct workshops on demand

53 Anticipated Outcomes Timeline: FY Publish web-based training material Communicate with the library community at large about what we are doing with outcomes in Florida Demonstrate web-based training material Evaluate OBE activities Revise strategic plan Roll up annual LSTA program evaluations into the comprehensive 5-year evaluation

54 How will we Evaluate the Strategic Plan? Write evaluation plan Develop matrix to track: –outputs –outcomes –indicators –sources/methods Revise grants integrated database to accommodate evaluation information

55 How will we Evaluate the Strategic Plan? Hire private consultant to finalize evaluation plan Hire private consultant each year to assist with annual report review Annually communicate progress to stakeholders

56 Contact Information Cherie McCraw State Library of Florida 500 S. Bronough St. Tallahassee, FL Amy Johnson State Library of Florida 500 S. Bronough St. Tallahassee, FL

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