The Planning Process An Overview of the Requirements and the Resources Presented on November 16, 2004 by: CDA Area Plan Team:  Robert Ramsey-Lewis  Sherry Hanna  Denny Wight  Trish Nishio WELCOME

What’s in Your Handouts?  Cover  Presentation – notes…  Planning Process Diagram  Program Descriptions & Funding Sources  Reporting Requirements –What to Report –When to Report

Today’s Objective To provide new and used AAA Directors with an overview of the planning process, requirements and resources.

The Mission of the AAA  Congress intends that AAAs take the lead on all aging issues in their Planning and Service Areas.  This means AAAs must carry out a wide range of functions including planning, coordination, interagency linkages, monitoring and evaluation designed to develop comprehensive and coordinated community based systems.  Congress requires that older persons fully participate in the planning and operation of community-based services and programs provided for their benefit and protection.

The AAA shall … Be directed by leaders in the community who have the respect, capacity and authority necessary to convene all interested persons, assess needs, design solutions, track overall success, stimulate change and plan community responses for the present and the future. CFR b

How Can the Planning Process help ? Handout

What are the Requirements? Handout

A Comprehensive and Coordinated System …a system for providing all necessary supportive services, including nutrition services… OAA Sec. 302 (1)

Comprehensive and Coordinated System, cont.  Facilitate service access and utilization  Develop and make efficient use of services  Use resources efficiently, with minimum duplication  Assist public and private entities to realize potential to meet service needs

AAA Mission and Planning – 45 CFR  Be the leader relative to all aging issues in the PSA  Proactively carry out wide range of functions  Develop comprehensive and coordinated community-based systems  Assist older persons to lead independent, meaningful, dignified lives

AAA Mission and Planning  Functions –Advocacy –Coordination –Inter-agency linkages –Information sharing –Brokering –Planning –Monitoring and evaluation

AAA Mission and Planning  Comprehensive and coordinated community-based system –Visible focal point –Range of options –Options readily accessible –Commitment of variety of resources –Collaborative decision-making

AAA Mission and Planning –Special help for those in danger of losing their independence –Effective referral –Sufficient flexibility for individualized assistance –Tailored to the community –Directed by leaders who have respect, capacity and authority

State Plan Basis in Area Plans - Sec. 307(a)(1) State plan shall: –Require each AAA to develop and submit a plan in accordance with uniform format –Be based on the area plans

General Requirements  Prepare and develop a plan  Provide services through a comprehensive and coordinated system  Provide that an adequate proportion is expended for access, in-home, legal assistance  Designate a focal point for comprehensive service delivery

General Requirements  Set specific objectives for services –Greatest economic need –Greatest social need –Low-income minority individuals –Older individuals residing in rural areas

General Requirements  Coordinate with agencies serving people with disabilities  Serve as an advocate and focal point –Coordinate with specified organizations –Advisory council

General Requirements  Facilitate coordination of community-based LTC services –Case management  Provide grievance procedure  Maintain integrity of services and service providers  State may withhold funds for non-compliance

What are your Resources?  Planners  Advisory Council  Public, private, voluntary, personal resources committed to developing the system  Guidance Let’s discuss…

Planner as Resources  What we see… –Frequent Turnover and Need for training –Often times do not follow the rules – too much to do…Wear many hats –Advance to become AAA Directors –May be the AAA Director –Can not always participate in training  What are planners responsible for?  What can be improved on?

Advisory Council as a Resource  What we see… –Sometimes Ineffective –A Signature on the Transmittal Letter –Do not fully represent the community  How they can help in the planning process? How can the Advisory Council help you…?

Public, private, voluntary, personal resources committed to developing the system  Building your systems of care –Volunteers –Case Management Agencies –For profit agencies How can these resources be used?

Reference Guide for the Development of the Area Plan  If followed correctly – meets minimum requirements  It allows AAA to meet community needs and demands  Adapts to change  Helps monitor accomplishments and progress  Helps you to continue to plan for the future  Enables older individuals to fully participate in the planning and operation of community based programs. Training on Thursday Resource

Applicable Laws and Regulations  Older Californians Act – in Welfare and Institutions Code (W&I)  CDA regulations in the California Code of Regulations (CCR)  Older Americans Act – in US Code  Federal regulations – Code of Federal Regulations RG Page ii

REPORTING REQUIREMENTS for WHAT DOCUMENTS ARE DUE What a Great Handout!

REPORTING REQUIREMENTS for WHEN DOCUMENTS ARE DUE I can just post the Hand-out on my wall!

AAA Directors Key to success  Understanding –Requirements –Planning Process –Resources  Avoiding Common Problems –Not following the requirements –Not honoring the planning process –Not researching and/or using available and new resources

For more information…  Visit our CDA website: –AAA Partners…Resource Materials and Guides CDA Operations and Best Practices Guide… 4. Planning Reference Guide for the Development of the Area Plan Transmittal Letter Area Plan Checklist Service Unit Plan Objectives Appendices FAQs  Join us Thursday for Overview of Area Plan Requirements for  Join us in January 27th for a one-day training on How to Develop a Successful Area Plan

Thank You!