Systematic Online Documentation and Support System ODSS Documentation Training

Systematic Online Documentation and Support System

ODSS Documentation Training

Introductions Julie Hibben Debbie Synhorst Pat McGovern Ousmane Diallo Momina Sims

Webinar Reminders Participants will stay on mute Use the “questions box” to ask any questions throughout the presentation Will be recorded

Objectives: ODSS Training

Review ODSS Coding Access to Workstation

ODSS Expectations

SPF SIG Coordinator will enter data at least weekly Prevention Supervisor will select a secondary

data entry person Log-in sent to Coordinators in January

Data will not be entered until the county reaches implementation

ODSS Expectations

An ODSS Manual will be available in each ODSS site

IDPH will monitor and review data entry More information about this process will be

provided later

Overview: ODSS Training

Part 1: Reflection on use of documentation

Part 2: Codes review

Part 3: Practice

Part 4: Step by step access to the workstation

and the ODSS

Part 5: Q and A

Part 1: Reflection on use of Documentation

Why documentation?

What to document?

Why ODSS?

Management and Reporting Tool (MRT)

System to enter and collect county-level data

Supports SPF SIG evaluation

Why Documentation? To systematically document the activities

implemented by the group: “Add accomplishments” into the ODSS

To maintain the database: ODSS To access the database: 24/7 online availability To maintain the quality of the database:

Reliability scoring

Document your accomplishments:

Tell your story

Why Documentation and Feedback?

Why Documentation and Feedback?Generate Lists and Graphs:

See what is happening

Understand and reflect on your work:

What are we seeing? What does it mean?

Why Documentation and Feedback?

What are the benefits of documentation for the group?

See what is going on Communicating progress Plan and make adjustments (e.g., adjust

Action Plan) Technical assistance

Part 1: Reflection on use of Documentation:

Why documentation?

What to document?

What to document?

All entries of events that meet the

definition and criteria for following codes

(Events=activities, accomplishments, or outputs that are

facilitated by the initiative or group and related to its goals and

objectives)



Part 2: Codes review (how to code)

Part 3: Practice


and the ODSS

Part 5: Q and A

Part 2: Codes Review Community Change (CC) Community Action (CA) Services Provided (SP) Media Coverage (M) Resources Generated (RG) Development Activity (DA) Other (O) See the “Code Summary Index” in Codebook.

Community Change (CC): Definition

New or modified programs, policies, or

practices in the community or system

facilitated by the initiative and related to

its goals and objectives

Community Change (CC): Criteria Must: Have occurred (e.g., when a policy is first adopted; when

a new program is first implemented - not just been planned)

Be related to the initiative’s goals and objectives Be new or modified programs, policies, or practices in

different parts of the community or system (e.g., government, business, schools, health organizations)

Be facilitated by individuals who are members of the initiative or those acting on behalf of the initiative

Community Change (CC): Considerations

Considering whether an event is new or modified Considering whether to score multiple events Multiple entries of the same event The first instance of implementation of a new program or

practice A first time occurrence or enactment of a policy The first committed agreement of collaboration

Community Change (CC): Example For the first time, John and Ann from the Safe Streets

Initiative, a coalition focusing on the prevention of adolescent alcohol consumption, gave an informational presentation on the SPF SIG project for the administration at Lincoln High School. The presentation educated administration on the background of the project and the school policy strategy.

Have occurred Related to mission New or modified programs, policies, or practices Facilitated by individuals who are members of the initiative

Community Change (CC): Writing a good entry/description

For the first time, John and Ann from the Safe Streets Initiative, a grassroots organization focusing on the prevention of adolescent alcohol consumption, gave an informational presentation on the SPF SIG Project to the administration at Lincoln High School. The presentation educated parents on the background of the project and the school policy strategy.

Who was involved in this change and what are their positions/ responsibilities within the initiative or community/ system?

What new/modified program, policy, or practice was implemented? How might the community benefit from this change?

Community Change (CC): Non-Example

The Youth Tobacco Free Coalition plans to implement a new program to increase awareness of the effects of alcohol and other depressants on motor skills. This program will help educate high school students in the community.


The Youth Tobacco Free Coalition plans to administer a new program to increase awareness of the effects of alcohol and other depressants on motor skills. This program will help educate high school students in the community.

Written in future tense—has not occurred yet


For the first time, Susan and Timothy from the Flint Hills Coalition, whose action plan centers on the reduction of drug use, will educate students about techniques to resist peer pressure when offered marijuana.


For the first time, Susan and Timothy from the Flint Hills Coalition, whose action plan centers on the reduction of drug use, will educate students about techniques to resist peer pressure when offered marijuana.



With the aim of developing better substance abuse prevention interventions, Mary and Nate from the Wichita Coalition worked to develop a strategic plan. This will enable the group to determine its goals and objectives and to decide whether action plans need adjustment in order to deliver adequate services to the community.


With the aim of developing better substance abuse prevention interventions, Mary and Nate from the Wichita Coalition worked to develop a strategic plan. This will enable the group to determine its goals and objectives and to decide whether action plans need adjustment in order to deliver adequate services to the community.

Developed a strategic plan; did not implement a program/policy/practice


We implemented a series of programs last week at Greenwood Elementary School.


We implemented a series of programs last week at Greenwood Elementary School.

Description written without components such as who, did what…etc.




Part 3: Practice


and the ODSS

Part 5: Q and A

Community Change (CC): Practice The Assistant Pastor of the AME church, a

partner with Central Coalition, started a new Sunday afternoon support group for youth at risk for substance use. This new program reduces the chance participants will start to use drugs.

Is this a Community Change (CC)? Yes or No?

Community Change (CC): Practice The Assistant Pastor of the AME church, a partner with

Central Coalition, started a new Sunday afternoon support group for youth at risk for substance use. This new program reduces the chance participants will start to use drugs.

Yes Who was involved in this change and what are their positions/

responsibilities within the initiative or community/ system? What new/modified program, policy, or practice was implemented? How might the community benefit from this change?

Community Change (CC): Practice For the first time, Nate and Mike from the

Northeast Coalition gave a presentation to the Chi Omega Sorority about the dangers of drinking and driving. The presentation’s goal was to teach attendees to resist peer pressure to ride with inebriated drivers.


Community Change (CC): Practice For the first time, Nate and Mike from the Northeast

Coalition gave a presentation to the Chi Omega Sorority about the dangers of drinking and driving. The presentation’s goal was to teach attendees to resist peer pressure to ride with inebriated drivers.

Yes Who was involved in this change and what are their positions/

responsibilities within the initiative or community/ system? What new/modified program, policy, or practice was implemented? How might the community benefit from this change?

Community Change (CC): Practice For the first time, Julie and Susan from the

Finney Coalition gave a presentation to their fellow coalition members on risk and behavior factors. This presentation will help the coalition to further its work.


Community Change (CC): Practice For the first time, Julie and Susan from the Finney

Coalition gave a presentation to their fellow coalition members on risk and behavior factors. This presentation will help the coalition to further its work.

No Gave a presentation to coalition to build its internal

capacity; did not implement a program/policy/practice in the community

Questions ????

Next Up: Community Actions


Community Action (CA): Definition Activities performed by members of the

initiative or group to bring about a new or modified program, policy, or practice in the community or system related to the initiative or group’s goals and objectives. e.g., acting directly to make changes in the community,

actively lobbying, or advocating with change agents. Examples include personal contacts, phone calls, demonstrations, petitions, and letter writing.

Community Action (CA): Criteria Must: Have occurred (not just been planned) Related to initiative goals and objectives Taken to bring about community/ system

changes Facilitated by individuals who are members of

initiative or acting on behalf of it

Community Action (CA): Example Eric and John from the Shawnee Coalition met with the

School Board to seek support in regard to their proposed revision of the Good Conduct Policy in the school district. Clearer enforcement may have a significant impact on changing youth behavior.

Have occurred Related to mission To bring about a CC Facilitated by members of the initiative

Community Action (CA): Writing a good entry/description

Eric and John from the Shawnee Coalition met with the School Board to seek support in regard to their proposed revision of the Good Conduct Policy in the school district. Clearer enforcement may have a significant impact on changing youth behavior.

Who was involved in this action and what are their positions/ responsibilities within the initiative?

What was the action taken? What community change is it intended to bring about?

Community Action (CA): Non-Example

Local law enforcement will meet with Erika Smith from the Marion Coalition to discuss a possible ordinance allowing random “locker checks” for marijuana and other illicit drugs. This law will deter drug use in the middle and high school populations.


Local law enforcement will meet with Erika Smith from the Marion Coalition to discuss a possible ordinance allowing random “locker checks” for marijuana and other illicit drugs. This law will deter drug use in the middle and high school populations.



The Paseo University Chancellor implemented a new policy calling for police enforcement of a tobacco free campus. This policy is intended to encourage smokers to make a smoke-free lifestyle change and to call attention to the detriments of smoking.


The Paseo University Chancellor implemented a new policy calling for police enforcement of a tobacco free campus. This policy is intended to encourage smokers to make a smoke-free lifestyle change and to call attention to the detriments of smoking.

Does not meet CA criteria How would you code this entry?


Jack and Jill called for the implementation of a new anti-drug program at the youth detention center, targeted at adolescents aged 12-19.


Jack and Jill called for the implementation of a new anti-drug program at the youth detention center, targeted at adolescents aged 12-19.

Written without components for a good entry




Part 3: Practice


and the ODSS

Part 5: Q and A

Community Action (CA): Practice For the first time, Joan and Lisa from the Southwest

Coalition trained the Rosewood Elementary PTA about drug and alcohol prevention for students as they transition to junior high. The training encouraged parents to be open and honest with their adolescents to create an environment of trust. Is this a Community Action (CA)?

Yes or No?

Community Action (CA): Practice For the first time, Joan and Lisa from the Southwest Coalition

trained the Rosewood Elementary PTA about drug and alcohol prevention for students as they transition to junior high. The training encouraged parents to be open and honest with their adolescents to create an environment of trust. Is this a Community Action (CA)?

No Does not meet CA criteria How would you code this entry?

Community Action (CA): Practice

Sheryl and Carol from the Flint Hills Coalition met with stakeholders during a town hall meeting to identify people who would form a neighborhood watch group to battle adolescent cocaine use. Is this a Community Action (CA)?

Yes or No?

Community Action (CA): Practice Sheryl and Carol from the Flint Hills Coalition met with

stakeholders during a town hall meeting to identify people who would form a neighborhood watch group to battle adolescent cocaine use. Is this a Community Action (CA)?

Yes Who was involved? What was the action taken? What community change is it intended to bring about?

Community Action (CA): Practice

Three members of the Wichita Coalition met with a group of five local retailers that sell books featuring drinking games. The retail store representatives will consider discontinuing the sale of these books. A follow up conference call is scheduled for next week. Is this a Community Action (CA)?

Yes or No?

Community Action (CA): Practice Sheryl and Carol from the Flint Hills Coalition met with

stakeholders during a town hall meeting to identify people who would form a neighborhood watch group to battle adolescent cocaine use. Is this a Community Action (CA)?

Yes Has occurred Related to mission To bring about a CC Facilitated by members of the initiative

Questions ????

Next Up: Services Provided


Services Provided (SP) The delivery of information, training,

materials or other valued goods or activities by members of the initiative to people in the community. e.g., classes, programs, screenings, workshops,

material goods (e.g., food, shelter), communications (e.g., pamphlets), or other valued goods or activities.

Services Provided (SP):Criteria

Have occurred and/or are ongoing Information training, material goods, or other

services Conducted by members of the initiative Delivered to community

Distinguishing between CCs and SPs

The first instance of a program, which provides information and/or training by members of the initiative to the community, is coded as both CC and SP

The first training of Responsible Beverage Service Training is coded as CC and SP

Distinguishing between CCs and SPs

Subsequent trainings of Responsible Beverage Service Training is coded as SP

Modification of Responsible Beverage Service Training (such as a change to the program’s components), would be coded as CC and SP

Services Provided (SP): Example

Joan and Mike from the Hills Foundation Coalition delivered part 3 of their tobacco prevention seminar to parents at the Parkville Community Center. The training encouraged parents to observe their teens and to look for the warning signs associated with initiation of adolescent smoking.

Have occurred Training, material goods, or other services Facilitated by members of the initiative Delivered to community

Services Provided (SP): Writing a good entry/description

Joan and Mike from the Smoke Free Coalition delivered part 3 of their tobacco prevention seminar to parents at the Parkville Community Center. The training encouraged parents to observe their teens and to look for the warning signs associated with initiation of adolescent smoking.

Who was involved in providing this service? What information, instruction, or skill development

was provided? Who received the services?

Services Provided (SP): Non-Example

Next week, Bill and Samantha from the Drug Free Lincoln Coalition will offer their second presentation on the prevention of adolescent alcohol use to the Holy Cross Church congregation. This presentation will provide parents with information about placing boundaries on their children to prevent alcohol use.


Next week, Bill and Samantha from the Drug Free Lincoln Coalition will offer their second presentation on the prevention of adolescent alcohol use to the Holy Cross Church congregation. This presentation will provide parents with information about placing boundaries on their children to prevent alcohol use.



Tom and Joan from the South Central Coalition were interviewed about part I in their movie series “Anti-Drug America” in a local press release.


Tom and Joan from the South Central Coalition were interviewed about part I in their movie series “Anti-Drug America” in a local press release.

Does not meet SP criteria


For the second time, Annie gave a presentation to local Representatives.


For the second time, Annie gave a presentation to local Representatives.

Written without components




Part 3: Practice


and the ODSS

Part 5: Q and A

Services Provided (SP): Practice

The Lincoln Coalition held a conference on evidence-based substance abuse programs for 20 community agencies. Is this a SP?

Yes or No?

Services Provided (SP): Practice The Lincoln Coalition held a conference on

evidence-based substance abuse programs for 20 community agencies. Is this a SP?

Yes This is a Service Provided since it is an

educational program related to the goals and objectives of the initiative.

Services Provided (SP): Practice Nicole and Heather from the Southeast Coalition showed

the 5th documentary in a 6-video series about alcohol-related motor vehicle crashes to Sedgwick High School seniors. Students watched as survivors of these car accidents related their experiences and encouraged their peers to abstain from participating in behaviors that might lead to the same outcomes. Is this a SP?

Yes or No?

Services Provided (SP): Practice Nicole and Heather from the Southeast Coalition showed

the 5th documentary in a 6-video series about alcohol-related motor vehicle crashes to Sedgwick High School seniors. Students watched as survivors of these car accidents related their experiences and encouraged their peers to abstain from participating in behaviors that might lead to the same outcomes. Is this a SP?

Yes This is a SP since it is an educational program related to

the goals and objectives of the initiative.

Services Provided (SP): Practice

Jimmy and Kristen from the Colby Coalition will present part 3 in a marijuana prevention documentary series to 10th graders at Cloud High School. This movie series focuses on alternative/positive after-school activities. Is this a SP?

Yes or No?

Services Provided (SP): Practice Jimmy and Kristen from the Colby Coalition will

present part 3 in a marijuana prevention documentary series to 10th graders at Cloud High School. This movie series focuses on alternative/positive after-school activities. Is this a SP?

No Written in future tense—has not occurred yet

Questions ????

Next Up:Media

Media (M): Definition

Coverage of the initiative or its activities through a media outlet

e.g., TV, Radio, internet, newsletter

Media (M): Criteria

Occurred (not just planned) Instance of coverage through radio time,

television time, newspaper article, internet, advertising, newsletter, or other media outlet

Feature the initiative or its activities If coverage is focused on something other than

the initiative, then coverage must be facilitated by the initiative

Media (M): Considerations

If coverage is educational in nature about the issue (not the initiative)—such as the presentation of information to promote awareness on a particular issue—it would be coded CC, SP, or both, depending upon the entry

Media coverage must be connected to SPF-SIG strategies/initiative

Media (M): Considerations

Becky Jones was interviewed by KCUR during a segment about prevention methods to combat adolescent alcohol use. This entry would be coded as both CC and SP, because

although Becky is part of a coalition, the information being conveyed is about the issue and is not naming the initiative or covering its activities.

Media (M): : Example

A newspaper article covered the Garden City Coalition for promoting a alcohol-free campus policy. Carol B (coalition staff member) had met with the newspaper to prompt this newspaper article.

Occurred Instance of coverage Feature the initiative

Media (M):Writing a good entry/description

A newspaper article covered the Garden City Coalition for promoting a alcohol-free campus policy. Carol B (coalition staff member) had met with the newspaper to prompt this newspaper article.

What type of media coverage occurred? What topic and/or initiative was covered? How was the initiative involved? (Must be either featured by

name OR facilitated by a member of the initiative)

Media (M): Non-Example

An article on a substance abuse prevention effort in Washington, D.C. public schools appeared in the local newspaper.

Media (M): Non-Example

An article on a substance abuse prevention effort in Washington, D.C. public schools appeared in the local newspaper.

The article covered an effort in Washington D.C., not for the initiative documenting the event.




Part 3: Practice


and the ODSS

Part 5: Q and A

Media (M): Practice

Sue Evans from the Miami Coalition posted three articles on Facebook providing information about binge drinking. Is this an instance of Media?

Yes or No?

Media (M): Practice Sue Evans from the Miami Coalition posted three

articles on Facebook providing information about binge drinking. Is this an instance of Media?

No This is coverage of the issue, not the initiative

Media (M): Practice

Five, 10 minute radio spots describing the Stay Classy campaign aired on the local FM radio station. Amy Martin, the SPF SIG Coordinator was interviewed and spoke about the details of the campaign. Is this an instance of Media?

Yes or No?

Media (M): Practice Five, 10 minute radio spots describing the Stay

Classy campaign aired on the local FM radio station. Amy Martin, the SPF SIG Coordinator, was interviewed and spoke about the details of the campaign. Is this an instance of Media?

Yes What type of media coverage occurred? What topic and/or initiative was covered? How was the initiative involved?

Questions ????

Next Up: Resources Generated

Resources Generated (RG): Definition

Acquisition of funding or other resources for the initiative through grants, donations, or gifts in kind e.g., money, materials, and people's time

Resources Generated (RG): Criteria Occurred In the form of money, materials, or people’s donated

time Used to facilitate activities related to the goals and

objectives of the initiative Allocated to the initiative

Resources Generated (RG): Example

Safeway grocery store donated 10 boxed lunches to the Central Prevention Initiative. These boxed lunches were served at the Central Prevention Initiative’s planning retreat held at the end of the month.

Occurred In the form of Allocated to the initiative

Resources Generated (RG): Writing a good entry/description

Safeway grocery store donated 10 boxed lunches to the Central Prevention Initiative. These boxed lunches were served at the Central Prevention Initiative’s planning retreat held at the end

of the month.

What was the resource generated? (the money, material, or donated time)

How was the resource used?

Resources Generated (RG): Non-Example

An article on an underage drinking prevention effort in Washington, D.C. public schools appeared in the local newspaper.

Resources Generated (RG): Non-Example

An article on an underage drinking prevention effort in Washington, D.C. public schools appeared in the local newspaper.

Does not meet RG criteria How would you code this entry?




Part 3: Practice


and the ODSS

Part 5: Q and A

Resources Generated (RG): Practice

The Tobacco Free Youth Coalition donated an office space for the Smithville Regional Prevention Center’s Strategic Planning Meeting last month. Is this a Resources Generated?

Yes or No?


The Tobacco Free Youth Coalition donated an office space for the Smithville Regional Prevention Initiative’s Strategic Planning Meeting last month. Is this a Resources Generated?

Yes Has occurred In the form of Allocated to the initiative


Becky Jones co-presented a prevention seminar with Melinda Williams. Is this a Resources Generated?

Yes or No?

Resources Generated (RG): Practice Becky Jones co-presented a prevention seminar

with Melinda Williams. Is this a Resources Generated?

No Does not meet RG criteria How would you code this entry?

Questions ????

Next Up: Development Activities

Development Activities (DA): Definition

Actions taken to prepare or enable the initiative to address its goals and objectives (e.g., attending a training session for self-development, working on a strategic plan, receiving CSAP training).

Development Activities (DA): Criteria

Have occurred Provided to members of the initiative or

those acting on behalf of the initiative Help address initiative goals Are not (or not yet) Services Provided,

Community Actions, Media, Resources Generated, or Community Changes

Development Activities (DA): Example

John and Carol from the Highland Park Initiative attended a webinar series focused on the prevention of alcohol use by high school students.

Have occurred Provided to members of the initiative Helps address goals

Development Activities (DA): Writing a good entry/description

John and Carol from the Highland Park Initiative attended a webinar series focused on the prevention of alcohol use by high school students. This activity will further inform the group’s efforts in the prevention of underage drinking.

Who was involved in this product or result? What was the activity? How does the activity enable/help the group prepare

for its goals?

Development Activities (DA): Non-Example

Maria Holmes, executive director of Safe Streets Coalition, gave a presentation to the City Council to raise awareness about the SPF SIG Project and what it has accomplished.

Development Activities (DA): Non-Example

Maria Holmes, executive director of Safe Streets Coalition, gave a presentation to the City Council to raise awareness about the SPF SIG Project and what it has accomplished.

This should be coded SP (and CC, if it’s the first time).

Sims, Momina S

Question about slide




Part 3: Practice


and the ODSS

Part 5: Q and A

Development Activities (DA): Practice

Melinda Williamson attended a training on the Online Documentation and Support System. This will enable her to code accomplishments and to train other staff members. Is this a DA?

Yes or No?


Melinda Williamson attended a training on the Online Documentation and Support System. This will enable her to code accomplishments and to train other staff members. Is this a DA?

Yes This training is provided to a coalition staff

member to help address initiative goals


Sue and John from the Summerville Prevention Initiative gave a presentation to the City Council to raise awareness about the project and what it has accomplished. Is this a DA?

Yes or No?


Sue and John from the Summerville Prevention Initiative gave a presentation to the City Council to raise awareness about the project and what it has accomplished. Is this a DA?

No This involves providing information to those outside

of the initiative. How would you code this entry?

Questions ????

Next Up: Other

Other (O): Definition

Additional activities that are recorded for which no code or definition has been created. These activities should be coded with an "O."




Part 3: Practice


and the ODSS

Part 5: Q and A

Workstation and ODSS:

WorkstationODSS

Accessing the WorkStation through:

a) myctb.org—look for Iowa SPF-SIG

b)https://www.myctb.org/wst/iowaspfsig/default.aspx

Part 1: Step by step access to the Workstation and the ODSS

https://www.myctb.org/en

https://www.myctb.org/wst/iowaspfsig/default.aspx



Contact Information

Julie Hibben [email protected] Synhorst [email protected] McGovern [email protected] Diallo [email protected]

mailto:[email protected]




Questions?

Documents

Systematic Online Documentation and Support System ODSS Documentation Training