1 DEVELOPING S.M.A.R.T. OBJECTIVES Judith Ellis, M.S. Lead Public Health Advisor Substance Abuse Mental Health Services Administration Center for Substance Abuse and Prevention Community Grants and Program Development Cohort 7 Reference Manual Cohort VII Grantee Technical Assistance Training December 2-4, 2008

2 Presentation Overview SAMHSA’s Performance Accountability Define S.M.A.R.T. Objectives 5 Steps to Developing S.M.A.R.T Objectives Diagnostic Questions that lead to S.M.A.R.T Review Objectives for S.M.A.R.T.N.E.S.S. Program Challenge Food For Thought Q&A

3 OMB Performance Assessment Rating Tool (PART) SAMHSA’s accountability to OMB is to hold grantees accountable for performance outcomes using a PART Rating Tool The act requires all Federal agencies to report on the results of their programs when presenting their budget requests to Congress The PART is a diagnostic tool that looks at objective data to evaluate programs across a wide range of issues related to performance. Data is only one component of a PART review.

4 SAMHSA’s Accountability to OMB What is PART? A scoring that consist of four areas: the final score that is translated into one of five ratings either: effective moderately effective adequate ineffective or not demonstrated

5 P.A.R.T Reviews SAMHSA’s accountability to OMB for its funded programs include grantees ability to achieve in these four areas: Program Purpose & Design Strategic Plan *Program Management *Program Results *Evidence of SMART CRITERIA

6 How to Plan - Goals & Objectives Nothing happens until we plan! –A good plan has short and long term goals and clearly defined objectives What are goals? –Related to our aspirations, purpose and vision What are objectives? –The battle plan, the stepping stones, the roadmap on the path toward achievement of the goals

7 S.M.A.R.T Objectives

8 Specifics of S.M.A.R.T. Objectives Specific – concrete, detailed, and well defined. Measurable – numbers, quantity, and comparisons Attainable- achievable and actionable. Realistic – considers resources, and can be achieved. Time bound – a defined time line in which activities are to be achieved. Straightforward and emphasize action and outcome. Communicate what you would like to see happen.

9 How to set Specific Objectives? How to set Specific Objectives? To help set specific objectives it helps to ask: WHAT am I going to do? WHY is this important for me to do? WHY is this important for me to do? WHO is going to do what? Who else need to be involved? WHEN do I want this to be completed? HOW am I going to do this?

10 Specific Diagnostic Questions When developing objectives, ask: What exactly are we going to do, with or for whom? What strategies will be used? Is it clear who is involved? Is it clear where this will happen? Is it clear what needs to happen? Is the outcome clear? Will this objective lead to the desired results?

11 Attainable… Is your objective achievable?: Objectives need to be achievable, if the objective is too far in the future, you’ll find it difficult to keep motivated. Objectives, unlike goals need to be achievable within a period of time and should keep you motivated.

12 Attainable Diagnostic Questions Is your objective Attainable? Can we get it done in the proposed timeframe? Do I understand the limitations and constraints? Can we do this with the resources we have? Has anyone else done this successfully? Is this possible?

13 Realistic… Are your objectives realistic? Objectives that are achievable, may not be realistic….. however, realistic does not mean easy. Realistic means that you have the resources to get it done..

14 Realistic Diagnostic Questions Do you have the resources available to achieve this objective? Do you need to revisit priorities in your life, or someone else’s life to make this happen? Is it possible to achieve this objective?

15 Measurable… If the objective is measurable, it means that the measurement source is identified and you are able to track the actions as we progress towards the objective. It’s important to have measures that will encourage and motivate you on the way as you see the change. This may require interim measures. Measurements go along way to help us to know when we have achieved your objective

16 Measurable Diagnostic Question Measurable – Is it measurable & can WE measure it? This means that the objective can be measured and the measurement source is identified. If the objective cannot be measured, the question of funding non-measurable activities is questionable. All activities should be measurable at some level.

17 Time bound… Time-bound means setting a deadlines for the achievement of the objective. Deadlines need to be both achievable and realistic. Timeframes create the necessary urgency and prompts action.

18 Time-bound Diagnostic Questions When will this objective be accomplished? Is there a stated deadline? Are there any real or perceived obstacles, what are they and can we over come them to accomplish these task on time?

19 Review of Work Plan Activities – Sleuth Work (1) Is this objective S.M.A.R.T? To provide therapy to youth at highest risk for Meth abuse. How many youth? When will therapy be provided? Where will therapy be provided? How much therapy will be provide? What do I expect to happen as a result of therapy? What data will be collected to show this work was completed.

20 Review of Work Plan Activities – Sleuth Work (2) Ensure integration of medical mental health, substance abuse and cultural services for Native American drug endangered children ages 7- 11yrs. How many drug endangered children? When will services be provided? Where will services be provided? When will integration of services happen? What data will be collected to show the accomplishment?

21 Notable Quotable “There’s a difference between interest and commitment. When you’re interested in doing something, you do it only when circumstance permit. When you’re committed to something, you accept no excuses, only results.” - Unknown

22 Additional Resources TML/Volume2/26Substance.htm TML/Volume2/26Substance.htm ml/tsts-impl/appendixA.aspx ml/tsts-impl/appendixA.aspx

23 Food For Thought! You goals and objectives may not be SMART if: You mission and vision has changed over the past few years You recently got new leadership whom may not have bought into the project just yet Something shifted organizationally or in your target community since the project was first conceptualized. Your data reports do not show the picture you intended due to lack of specificity and outcomes.

24 Challenge At your next earliest opportunity, go back and review your action plan and see if your objectives meet the SMART Criteria.

25 Contract Information Judith Ellis, MS Lead Public Health Advisor Substance Abuse Mental Health Services Administration Center for Substance Abuse and Prevention Community Grants & Program Development

26 QUESTONS? Questions?

27 THANK YOU!