Community Chaplaincy Association Impact measurement system

Community Chaplaincy Association Impact measurement system
Welcome Great to have you here, this will be the last training. Particularly god to have a few new faces from the CCA who are here to learn I’ll just say a few words about NPC and then go around the room for introductions NPC is a charity think tank and consultancy, working with both charities and funders We do a lot of work around strategy and impact measurement And have been working with the CCA for some time developing a theory of change and now a measurement framework My name is Ellie and I’m a senior consultant at NPC. This is my colleague Farooq. It would be great to get introductions from you all Can we go around the room and hear about your name, which chaplaicy you’re from and your role. James Noble, Farooq Sabri and Ellie Harries June, 2015 NPC - title of the document (can be changed under view/header and footer. Add date here if needed.

AGENDA 1.00 – 1.40 Setting the scene Welcome
Background to the project - CCA Why measuring impact is important CCA’s theory of change 1.40 – 3.30 CCA’s new impact system and demo Forms Online system Tablets and mobile capability 3.30 – 3.50 Discussion 3.50 – 4.00 Next steps and close - This is the agenda for today. We’re going to start by setting the scene, explaining some of the history of this project, and why impact measurement is important The biggest chunk of the session will be to introduce the new impact system and to get you playing on the computers We hope to have time for a discussion at the end about implementation And finally we’ll close with Matt talking about next steps All the way through we’ll aim to capture important points on the wall. NPC - title of the document (can be changed under view/header and footer. Add date here if needed.

Warm Up What are the most important bits of information that you need to help you do your work?
- So we’re going to start with a quick warm-up exercise. To get people warmed up, I’d like to have a quick discussion about ‘what are the most important bits of information you needs to help yu do your job’ Please break up into three groups, discuss with your group and write down your answers on post-its We’ll discuss in groups for 5 minutes and then come back together, hearing from each group.

Setting the scene Welcome Background to the project - CCA
Why measuring impact is important CCA’s theory of change -Thanks for that - I’m now going to pass over to Matt who will set the scene.

Evidencing our Impact

Why Impact Measurement is a key issue for Community Chaplaincy
Far stronger position with potential funders Why Impact Measurement is a key issue for Community Chaplaincy Celebrates success Better equipped to see what works & what needs improving Benefits of good Impact Measurement for Community Chaplaincy Increase the wider influence of Community Chaplaincy Promotes learning across the Network

Progress so far… Gave clarity on priorities
Theory of Change Gave clarity on priorities Identified outcomes but not how to measure them First Impact Pilot 5 Projects tested initial Pathways and Internal Change tools Concepts worked well - Client Results still to be collated and evaluated Cabinet Office funding Brought together 4 Community Chaplaincies to work with NPC and CCA to build on initial pilot and develop a shared system New tools to use with mentees These are easy to use and cover a broad range of soft and hard outcomes Evidence is factual and links change to interventions IIZUKA software selected Online Case Management system Good reporting functions Potential to expand use to meet other database needs

Why is measuring impact and effectiveness important?
Money - You need funding / Money to run the organisation. - Funders want to know about the difference you have made but it is also about showing that you are monitoring and keeping an eye on quality - In the justice system it is also about access to people. Organisations will only refer to you if they think you are good. Improvement At every level: Individuals for reflective practice Teams monitoring performance Organisations and CCA as a whole – understanding what is effective and what is not Sector as a whole – shared learning, improved services Pride Provide assurance at all levels of the difference made Helps you shout about the work Saves time You may not agree because form-filling is tiresome, but Less time overall. Information all in one place, dashboard reporting Introduction of electronic system should save time Service users Through all of the above, evaluation helps us to do more and a better job for service users. It’s also about giving them a voice, ensuring their experience is recognised. For example data on sanctions rather than anecdote will be more persuasive

Theory of change benefits:
CCA’s Theory of change The process of change Activities Outcomes Theory of change benefits: Clarifies what your activities aim to achieve and how Provides the case for why achieving intermediate outcomes is important Provides a structure for identifying what to measure Helps you identify what is and is not working Provides a simple, clear way to articulate your mission and impact Matt mentioned that we had worked with CCA on your theory of change, so I wanted to talk about this for a minute In any measurement project we do at NPC we always start off with theory of change. Before moving onto a measurement framework This is because there are many benefits to theory of change: Clarifies your outcomes and what your activities aim to achieve Shows how important intermediate outcomes are. Working in criminal justice you see this, but theory of change makes it explicit. It gives a structure for identifying what to measure – the measurement links directly to this. Can untangle what is and isn't working Provides a clear way to communicate and articulate your mission. I’ll talk briefly now about some of the key features of CCA’s theory of change: [HAND OUT THEORY OF CHANGE] It shows that having trusting relationships with mentees is important The map illustrates a stuctured process of change By going through the process you accumilate outcomes all of which lead to the final goal This came about after a long process about how to represent CCA’s work It has been shared (some of you will have seen it before) and widely agreed.

CCA’s new impact system
Online system Forms Tablets and mobile capability We’re now going to get into the meaty section of the day and talk about: The online system The impact forms (which many of you will have been piloting over the past few months) Tablets, which we’ll touch briefly on. Farooq has been doing a lot of the technology front, so I’ll pass over to him to introduce the online platform and set-up NPC - title of the document (can be changed under view/header and footer. Add date here if needed.

ONLINE SYSTEM Basic set-up

Basic set-up logging in
’ Open your preferred web browser (Internet Explore, Google Chrome Firefox, Safari) and go this web address: Enter your username and password and click ‘Sign In’ to log-on into the system

Basic set-up landing page
You can navigate back to the home page, create new client profiles, search for clients and generate reports using this tool bar. This will be explained in subsequent sections. Dashboards A successful login will take you to your dashboard. From here you can see your calendar; how many open cases you have, how many new ones have been assigned to you, and how many cases there are for (or assigned to) your organisation. Profile Here you can edit your account details and the set- up of your dashboard

Iizuka case manager navigating landing page
3. Create new mentee cases by clicking here 2. Access for existing mentee cases by clicking here 1. Access main mentor dashboard with list of mentees by clicking here Change dashboard and profile details by clicking here

Basic set-up 1. Mentor dashboard
Search for existing mentee cases by clicking here By clicking on ‘Chaplain’ on the left-hand ‘Dashboard’ tab, you can review your mentee cases. To view mentee details, add actions and record outcomes, you can click on the name in the ‘Client’ column. If you have a lot of mentee cases, you may prefer to search a mentee in the system. To do this, click on the ‘Search’ button on the top blue banner tool bar. At the bottom of this dashboard screen, it is possible to view outcome stars summarising the internal change and pathway scores of your mentees.

Basic set-up 1. Mentor dashboard
At the bottom of this dashboard screen, it is possible to view outcome stars summarising the internal change and pathway scores of your mentees.

Iizuka case manager 2. Searching for a mentee cases
To search for a mentee, click on Search and then choose the type of search you would like. Types of search tasks You can search for a mentee’s unique reference number using the ‘Reference Search’ option. It is also possible to search for mentees using client and case criteria using ‘Client Search’ and ‘Case Search’ respectively.

Iizuka case manager 3. Registering a new mentee
Create new mentee cases by clicking here To create a new mentee case, click on the ‘New Case’ tab on the blue toolbar on the top left of the screen page. This will take you to the following page. To register a new case on the system, you need to complete the fields in the following form. These fields includes details about both the client and the specific case (this will be different for the different ‘engagements’ that the mentee may have with the CCA).

mentee dashboard visualising data from the dashboard
After registering a new mentee, you arrive at the mentee dashboard screen. This is the main screen where you can view and edit mentee details, actions and outcomes.

By clicking here, it is possible to visualise these numerical scores in graph form After registering a new mentee, you arrive at the mentee dashboard screen. This is the main screen where you can view and edit mentee details, actions and outcomes.

Use this menu to choose the graph that you want.

mentee dashboard recording outcomes on the system
Click here to record the internal change form on the online system. Click here to record the mentoring feedback and pathway assessment form on the online system

Recording outcomes text forms
Record the actions from a previous Mentoring Feedback Form To complete this, click on the ‘Add’ button under the ‘Action’s column. Booking a slot to complete a Mentoring Feedback and Pathways Form remotely To complete this, click on the ‘Add’ button under the ‘Action’s column. Complete a previous Mentoring Feedback and Pathways Form To complete this, click on the ‘Add’ button under the ‘Action’s column.

FORMS Two core forms: Mentoring Feedback and Pathway form
Internal Change form NPC - title of the document (can be changed under view/header and footer. Add date here if needed.

forms Mentoring Feedback form and Pathways form

Mentoring Feedback form Overview
Purpose of the form To keep a record of mentees progress and the actions taken after each mentoring session To provide a snapshot subjective view of a mentees position on the pathways and their stage in the process of change Instructions for use To be completed after each meeting The mentor should fill the form out once they are no longer with their mentee

Mentoring feedback form Step 1: Fill in Key details
Where the meeting takes place Where the meeting starts Or identifying code Where the meeting ends This is to ensure the lone working protocol is followed (ie, that mentors sign in / out with someone on duty) To be filled in if form has been reviewed

Mentoring feedback form Step 2: complete questions at each meeting
Progress made leading up to and at this meeting: Mentors to add notes here Actions agreed to take forward from this meeting: How would you describe the mentees progress on internal change? Eg, self-responsibility, support, confidence, hope for the future, positivity, self-efficacy, resilience, determination, contribution to society

Mentoring feedback form Step 3: complete questions at each meeting
At what stage in the process of change is the mentee? Tick one box Mentee is unengaged Mentee listens to alternatives Mentee anticipates the benefits of change Mentee is achieving quick wins Mentee is working with us Mentee is working independently Mentee is maintaining commitment to change This question links directly to the seven steps in the CCA’s theory of change, exploring the process of change that mentees go through. Mentors should reflect on this regularly, but this question does not need to be answered at every mentoring session. It will be printed on the back of the Mentoring Feedback Form so is accessible for people to answer as regularly as they want to.

Pathway assessment form Overview
Purpose of the form To document baseline needs and issues along the pathways To record actions taken by the mentor and/or Community Chaplaincy to address these needs To record objectively the process of external change for mentees Instructions for use Complete form at the beginning, middle and end of a mentoring relationship. The form can be done more regularly (about every six weeks) if necessary, or if there are significant improvements or worsening situations The mentor should fill the form out once they are no longer with their mentee

Pathway assessment form Step 1: Fill in Key details
Or identifying code To be filled in if form has been reviewed

Pathway assessment form Step 2: Fill in Assessment
This question records where on the pathway a mentee currently is One option should be ticked during the baseline assessment and this should be revisited in a follow-up assessment Not all of the pathways will be relevant to mentees, so mentors may need to tick ‘N/A’ Red items indicate the mentors assessment of the situation Green items indicate outcomes Mentors to add notes here Notes can be added here

Pathway assessment form Step 3: Fill in Mentor Actions
This question records the actions that a mentor has taken (ie, not planned actions) Only one of the following options should be selected No involvement by us Provision solely of mentoring to sustain progress No longer supported by us in this area Other options can be selected with as a multiple choice because mentors can take a number of actions at any one time Mentors to add notes here

Pathway assessment form Step 3: Fill in Mentor Actions
Explanation of options No involvement by us: No significant actions taken and/or no support provided by mentors in this area Referral to external agencies: Mentor has referred client to other agency for support Involved in supporting work of other agencies: Mentor / chaplaincy is involved in supporting the work of other agencies to help client in this area Support in filling in forms and / or accompanying to service and / or appointments: Mentor is supporting client in this way Help with re-establishing contact with family: Mentor is helping client re-establish contact with family Provision solely of mentoring to sustain progress: Mentoring is the only support needed to sustain progress No longer supported by us in this area: Client has been supported by mentor in the past, but no longer requires support. This option is the equivalent to ‘closed’. If this problem re-emerges, then the pathway should be reassessed and re-opened.

Pathway assessment form Step 4: Repeat for each pathway
Pathway 1 – Housing and Accommodation Pathway 2 - Finance / Benefit Debt Pathway 3 – Mental Health Pathway 4 – Physical Health Pathway 5 – Substance Misuse Pathway 6 – Education / Training Pathway 7 – Employment (inc Volunteering) Pathway 8 – Children / Family Pathway 9 – Domestic Violence / Abuse Pathway 10 – Sex Work Pathway 11 – Sex Abuse Pathway 12 – Self Harm Not all Pathways are relevant to all Mentees If this is the case then mark the Pathway ‘N/A’

Click here to record the mentoring feedback and pathway assessment form on the online system

Mentoring feedback & pathways form Recording outcomes on the system
Record the actions from a previous Mentoring Feedback and Pathways Form To complete this, click on the ‘Add’ button under the ‘Action’s column. Booking a slot to complete a Mentoring Feedback and Pathways Form remotely To complete this, click on the ‘Add’ button under the ‘Action’s column. Complete a previous Mentoring Feedback and Pathways Form To complete this, click on the ‘Add’ button under the ‘Action’s column.

Complete a previous Mentoring Feedback and Pathways Form To complete this, click on the ‘Add’ button under the ‘Action’s column.

Mentoring feedback & pathways form recording outcomes on the system
Step 1: First select the date the mentoring feedback form was taken. NB: guidance is available by clicking on the ‘i’ icon here. Step 2: Complete all fields of the form as you would do for the paper version. Step 3: Click on the ‘Add’ button when you have completed the form.

Step 1: First select the date the mentoring feedback form was taken. NB: guidance is available by clicking on the ‘i’ icon here. Step 2: Complete all fields of the form as you would do for the paper version. Step 3: Click on the ‘Add’ button when you have completed the form.

mentee dashboard recording actions on the system

Record the actions from a previous Mentoring Feedback and Pathways Form To complete this, click on the ‘Add’ button under the ‘Action’s column.

Step 1: First select the date the mentoring feedback form was taken. Step 2: Choose the relevant pathway Step 3: Add an action for the pathway Step 4: Click on the ‘Add’ button when you have completed the form. Step 5: Repeat above steps for each pathway

forms Internal Change form

Internal change form Overview
Purpose of the form To capture the process of change in attitudes, thinking and behaviour that Chaplaincy clients go through To aid an open structured conversation between mentees and mentors Instructions for use Complete form at the beginning, middle and end of a mentoring relationship. The form can be done more regularly (about every six weeks) if necessary, or if there are significant improvements or worsening situations The mentor and mentee should fill the form out together All 1-10 scales should be answered first, followed by a joint discussion about why the mentee feels this way

Internal change form Step 1: Introduce form to mentee
Mentors should explain the following to their mentees: Please circle one number on each scale. Then we will discuss your responses together. Be honest—there are no right or wrong answers. We want to learn more about you and your situation so that we can provide you with the support you need to move forward in your life. You will be asked to do this exercise again, so that we can see and discuss improvements to your situation, your confidence in managing your life and hopes for the future. These forms will be put in your case file and only seen by you, your mentor and the Volunteer Coordinator. The file will be safely secured on our computer with access provided only to authorised people. We will use the information to learn about and demonstrate the progress of our clients and it will be anonymous – no one outside the organisation will be able to identify you. If you share any information about any activity which could be detrimental to the security and safety of any other person or harmful to you, I have a legal duty to report it to the Volunteer Coordinator who may refer it to your prison/probation officer.

Internal change form Step 2: Fill in Key details
Or identifying code To be filled in if form has been reviewed

Internal change form Step 3: Circle numbers on scales
This is the only scale that the mentor and mentee complete together. Mentees should be encouraged to answer all of the questions and circle the number that best describes their situation. If the mentee need support in reading or understanding the statements then mentors should provide this support, reading out the text and discussing as appropriate.

Internal change form Step 4: Discuss answers on scales and fill out details
Once all the scales have been answered, the mentor should discuss with the mentee why they feel this way and whether they can provide examples. A mentee and a mentor may disagree about a response. The numbers can be changed, but be mindful of bias which can be introduced through discussion. It is advisable that mentors do not ‘push a point’ too much. Add details here of: Why the mentee feels this way Examples and evidence of change Add details here of: Why the mentee feels this way Examples and evidence of change

mentee dashboard overview
This is the main screen where you can view and edit mentee details, actions and outcomes (accessible after selecting an individual mentee from the search / dashboard view).

Internal change form recording outcomes on the system
Click here to record the internal change form This is where you can visualise mentee outcomes

This is the page allows your to record internal change.

To complete the Internal Change Form, you must complete all of the fields for the different questions. The first field (column) with the head icon is the rating that the client believes they are at for each statement. The drop down menu offers a scale of 1 to 10. With 1 being low and 10 being high. The second field (column) with the briefcase is the rating that you (the mentor) believes the client is at in relation to each statement using the same 1 to 10 scale at the first field. Completing this is optional. The third field is the level of need/ priority that you believe this outcome is at. You have a choice of N/A, Low, Medium, High. The fourth field, Comments, is free text and is also optional.

If you scroll further down, it is possible to set different Actions and Goals for your mentee to improve their outcomes for internal change. These are linked to your mentee dashboard so can be viewed from the dashboard

Add action First enter a text description and then add a Due Date from the calendar that appears. You can then choose a Status: Open, Completed or Cancelled. Click Ok to add the action. Repeat this process if you need to add further actions. All information entered will be viewable afterwards. Add goal First enter a text description and then add a Due Date from the calendar that appears. You can then choose a Status: Open, Achieved or Abandoned. Click Ok to add the action. Repeat this process if you need to add further goals. All information entered will be viewable afterwards.

Recorded Actions are visible at the bottom of the mentee dashboard here.

TABLETS AND MOBILE NPC - title of the document (can be changed under view/header and footer. Add date here if needed.

Booking a slot to complete a Mentoring Feedback and Pathways Form remotely To complete this, click on the ‘Add’ button under the ‘Action’s column.

Discussion Having seen the system… - How will you roll it out at your Chaplaincy? - What are the barriers to implementation? - What support do you need?

Close and Next steps

Next steps…

Plan for next 12 months

Evaluation and Development
CCA to act as central point of contact for ongoing support, evaluation and development after end June 15 Please send feedback on an ongoing basis so that we can continue to enhance the system Database development – this is a starting point for the database with potential to expand to meet other reporting needs. Review meeting scheduled for September

Matt Wall – National Secretary
Contact details: Matt Wall – National Secretary Phone:

New Philanthropy Capital
Thank you New Philanthropy Capital June, 2015 NPC - title of the document (can be changed under view/header and footer. Add date here if needed.

Community Chaplaincy Association Impact measurement system

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