Title X Objectives How Writing Measurable Objectives Helps DSHS Evaluate the Success of Your Title X Project

Title X ObjectivesTitle X Objectives

How Writing Measurable How Writing Measurable Objectives Helps DSHS Objectives Helps DSHS Evaluate the Success of Evaluate the Success of

Your Title X ProjectYour Title X Project

Federal RequirementsFederal Requirements The Title X Family Planning program is The Title X Family Planning program is

located in the US Department of Health located in the US Department of Health and Human Services and administered and Human Services and administered within the Office of Public Health and within the Office of Public Health and Science, Office of Population Affairs Science, Office of Population Affairs (OPA) by the Office of Family Planning (OPA) by the Office of Family Planning (OFP). (OFP).

When DSHS competes for federal When DSHS competes for federal funds, part of the Title X federal grant funds, part of the Title X federal grant application requires a detailed work application requires a detailed work plan with goals and objectives. plan with goals and objectives.

FY 2008 State GoalsFY 2008 State Goals

DSHS’ FY 2008 federal grant DSHS’ FY 2008 federal grant application contains the following application contains the following goals:goals:

1.1. To enhance and improve To enhance and improve fiscal/administrative functions to fiscal/administrative functions to ensure efficient family planning ensure efficient family planning program operations.program operations.

FY 2008 State GoalsFY 2008 State Goals

2.2. To assure the provision of high To assure the provision of high quality clinical and educational quality clinical and educational family planning and related health family planning and related health services in order to improve the services in order to improve the overall health of Texans.overall health of Texans.

3.3. To promote individual and To promote individual and community health for at-risk and community health for at-risk and hard-to-reach populations.hard-to-reach populations.

ObjectivesObjectives

Each goal in the State Work Plan has Each goal in the State Work Plan has multiple objectives.multiple objectives.

Objectives developed by Title X Objectives developed by Title X contractors support the State Title X contractors support the State Title X grant application.grant application.

Title X contractors report objectives on Title X contractors report objectives on a schedule and in a format that allows a schedule and in a format that allows DSHS to report results to OPA.DSHS to report results to OPA.

SMART ObjectivesSMART ObjectivesOPA promotes the use of the SMART formatfor reporting objectives. SMART stands for:

SpecificSpecific – Objectives should specify what – Objectives should specify what they want to achieve.they want to achieve.

MeasurableMeasurable – You should be able to – You should be able to measure whether you are meeting the measure whether you are meeting the objectives or not.objectives or not.

AchievableAchievable - Objectives should be - Objectives should be achievable and attainable.achievable and attainable.

SMART ObjectivesSMART Objectives

RealisticRealistic – You should – You should realistically be able to achieve realistically be able to achieve the objectives with the resources the objectives with the resources you have.you have.

TimeTime – The timeframe in which – The timeframe in which objectives will be achieved.objectives will be achieved.

Objectives & FundingObjectives & Funding

Failure to:Failure to: write quality, measurable objectives, write quality, measurable objectives,

andand complete objectives in accordance complete objectives in accordance

with the Program Work Plan with the Program Work Plan

could result in reduced federal funding forTexas family planning services.

Tracking Progress through Tracking Progress through ObjectivesObjectives

Well written, measurable Well written, measurable objectives can assist contractors objectives can assist contractors to track the progress of their to track the progress of their Title X projects.Title X projects.

Tracking Progress through Tracking Progress through ObjectivesObjectives

By taking a baseline measurement By taking a baseline measurement (where you start), identifying your (where you start), identifying your objective, figuring out how you’re objective, figuring out how you’re going to achieve the objective, going to achieve the objective, identifying who is responsible for identifying who is responsible for meeting the objective, setting a due meeting the objective, setting a due date, and evaluating progress once date, and evaluating progress once the objective is complete, you can the objective is complete, you can track the progress of your project.track the progress of your project.

Examples of ObjectivesExamples of Objectives

The following examples come The following examples come from actual objectives submitted from actual objectives submitted by Title X contractors. by Title X contractors.

Examples that were written using Examples that were written using the SMART format are followed the SMART format are followed by examples that were not.by examples that were not.

Examples of ObjectivesExamples of Objectives

The first set of examples show The first set of examples show responses to the Objective 3 responses to the Objective 3 requirement: requirement:

Create an objective related to counseling minors on resisting attempts to be coerced into engaging in sexual activities.

SMART ObjectivesSMART ObjectivesExample 1Example 1

Objective Objective 33

ActivitiesActivities ResponsiResponsible ble EntityEntity

Time Time FrameFrame

Result/Result/

EvaluatioEvaluationn

By February By February 1, 2008, 1, 2008, 100% of 100% of clinical staff clinical staff will have will have received received updated updated training on training on counseling counseling minors, and minors, and a system a system will be in will be in place to place to enhance enhance monitoring monitoring of of implementatimplementationion

Assess Assess current current counseling counseling skills of skills of staff.staff.

Review, Review, revise and revise and audit client audit client forms to forms to ensure ensure proper proper counseling counseling documentatidocumentation.on.

Director of Director of Clinical Clinical OperationsOperations

Quality & Quality & Risk Risk ManagemenManagement t CoordinatorCoordinator

9/07 – 12/079/07 – 12/07

9/079/07

AssessmentAssessments in s in personnel personnel files.files.

Forms on Forms on file.file.





Result/Result/



Provide Provide updated updated training to training to all clinic all clinic staff on staff on counseling counseling techniques techniques and and awareness awareness of sexual of sexual coercion.coercion.

Director of Director of Clinical Clinical OperationsOperations

1/081/08 Training Training logs on file.logs on file.





Result/Result/



Ensure that Ensure that counseling counseling materials materials are are available at available at all clinic all clinic sites and sites and staff are staff are trained in trained in their use. their use. (Pamphlets (Pamphlets approved by approved by I&E I&E Committee.)Committee.)

Education Education SupervisorSupervisor

OngoingOngoing Order forms Order forms and and observation observation audits on audits on file.file.





Result/Result/



Assess Assess minors minors during during intake intake process and process and provide provide counseling counseling and and information information as as appropriate.appropriate.

Conduct Conduct chart audits chart audits to to determine determine documentatidocumentation on compliance.compliance.

Clinicians, Clinicians, clinic clinic managers managers and Health and Health Care Care AssistantsAssistants

Quality & Quality & Risk Risk ManagemenManagement t CoordinatorCoordinator

Ongoing.Ongoing.

Ongoing – Ongoing – part of teen part of teen oversight oversight project.project.

Observation Observation audits on audits on file.file.

Oversight Oversight audits on audits on file.file.

Non-SMART ObjectivesNon-SMART ObjectivesExample 1Example 1




Result/Result/


All family All family planning planning staff will be staff will be educated educated and trained and trained regarding regarding appropriate appropriate techniques techniques and and information information necessary necessary for for counseling counseling minors minors about about sexual sexual coercion.coercion.

Annual in-Annual in-service for service for all staff all staff presented presented by Licensed by Licensed IndependenIndependent Counselor.t Counselor.

Program Program DirectorDirector

August August 20082008

Staff survey.Staff survey.





Result/Result/


Contractor Contractor will will encourage encourage responsible responsible adolescent adolescent sexual sexual behavior by behavior by counseling counseling minors on minors on resisting resisting attempts to attempts to be coerced be coerced into into engaging in engaging in sexual sexual activities.activities.

Family Family Planning Planning (FP) Nurse (FP) Nurse will provide will provide verbal verbal counseling counseling and written and written education education and and counseling counseling to minors to minors who seek who seek services at services at the health the health center.center.

Family Family Planning Planning Nurse, Nurse, Medical Medical StaffStaff

Each VisitEach Visit DocumentatDocumentation in the ion in the patient’s patient’s medical medical record.record.





Result/Result/



FP Nurse FP Nurse will screen will screen for for possibility possibility of sexual of sexual coercion coercion and provide and provide personal personal safety plan safety plan information information to to adolescents.adolescents.


Each VisitEach Visit DocumentatDocumentation in the ion in the patient’s patient’s medical medical record.record.





Result/Result/



FP Nurse FP Nurse will provide will provide monthly monthly outreach outreach presentatiopresentations to the ns to the youth and youth and staff at local staff at local youth youth centers, centers, schools and schools and faith-based faith-based organizationorganizations. s.


MonthlyMonthly An outreach An outreach log of log of activities activities and and attendees attendees will be will be maintained, maintained, including including agenda agenda items, items, target target audience, audience, start and start and end time, end time, and type and type and amount and amount of materials of materials distributed.distributed.





Result/Result/



Community Community ParticipatioParticipation n Committee Committee will review will review and and evaluate evaluate materials materials and discuss and discuss ways to ways to reach reach adolescents.adolescents.


Bi-AnnualBi-Annual Outreach Outreach logs, logs, reports to reports to Community Community ParticipatioParticipation n Committee, Committee, meeting meeting minutes.minutes.

Objective 4Objective 4

Create an objective that relates to the Create an objective that relates to the provision of family planning services provision of family planning services and related preventive health services and related preventive health services to hard to reach populations such as to hard to reach populations such as uninsured or underinsured uninsured or underinsured individuals, males, persons with individuals, males, persons with Limited English Proficiency (LEP), Limited English Proficiency (LEP), adolescents, or other vulnerable or at adolescents, or other vulnerable or at risk populations.risk populations.





Result/Result/


By the end By the end of FY08, of FY08, contractor contractor will link will link 1,200 low-1,200 low-income, income, uninsured, uninsured, underinsureunderinsured, males d, males and LEP and LEP individuals individuals to services.to services.

PromotoraPromotora workers will workers will do do education education and and outreach in outreach in low-income, low-income, rural rural neighborhooneighborhoods and set ds and set client client appointmenappointments for ts for nearby nearby clinics.clinics.


9/1/07 – 9/1/07 – 8/31/088/31/08

Activity log Activity log and and appointmenappointment logs.t logs.





Result/Result/



Multiple life Multiple life skills skills training training sessions will sessions will be be presented presented to four boot to four boot camps, camps, alternative alternative schools, and schools, and substance substance abuse abuse centers. centers. Participants Participants will be will be referred to referred to contractor contractor clinics.clinics.

Male Male Involvement Involvement CoordinatorCoordinator

9/1/07 – 9/1/07 – 8/31/088/31/08

Logs of Logs of dates, dates, activities activities and and contacts. contacts. Log of Log of referrals referrals receiving receiving services.services.





Result/Result/



Education Education and and outreach outreach will be done will be done in in coordination coordination with social with social service service agencies agencies working working with with vulnerable vulnerable and at-risk and at-risk populations.populations.


5/31/085/31/08 Log of Log of dates, dates, activities activities and and contacts.contacts.





Result/Result/



A media A media campaign to campaign to promote promote family family planning planning and health and health services will services will be be conducted conducted in in collaboratiocollaboration with n with another another contractor.contractor.

Community Community Services Services DirectorDirector

9/1/07 – 9/1/07 – 8/31/088/31/08

Log of Log of materials.materials.





Result/Result/


Survey Survey referral referral methods of methods of patients to patients to see most see most adequate adequate advertising advertising strategy.strategy.

Increase Increase awareness awareness of clinic of clinic services by services by advertising advertising in Spanish.in Spanish.

StaffStaff

StaffStaff

Each visit.Each visit.

Program Program period.period.

Monthly Monthly evaluation.evaluation.

Evaluate Evaluate referrals.referrals.





Result/Result/


Continue Continue with with bilingual bilingual quarterly quarterly educational educational classes.classes.

Send Send educational educational materials to materials to other health other health agencies agencies and prison.and prison.

StaffStaff

StaffStaff

Quarterly.Quarterly.

Quarterly.Quarterly.

Evaluate Evaluate areas that areas that need more need more advertising.advertising.

Monitor Monitor referral referral status.status.

Quarterly Progress Quarterly Progress ReportsReports

Each quarter, contractors submit the Each quarter, contractors submit the Title X Contractor Objectives Report, Title X Contractor Objectives Report, also know as the Quarterly Progress also know as the Quarterly Progress Report.Report.

Due dates for FY 08 reports are:Due dates for FY 08 reports are: Quarter 1: December 31, 2007Quarter 1: December 31, 2007 Quarter 2: March 31, 2008Quarter 2: March 31, 2008 Quarter 3: June 30, 2008Quarter 3: June 30, 2008 Quarter 4: October 31, 2008Quarter 4: October 31, 2008


Contractors are not required to report Contractors are not required to report on all objectives each quarter.on all objectives each quarter.

Quarter 1: Report on Objective 1 Quarter 1: Report on Objective 1 (numbers served) only.(numbers served) only.

Quarter 2: Report on Objectives 1-6 ---Quarter 2: Report on Objectives 1-6 ---

all objectives.all objectives. Quarter 3: Report on Objective 1 only.Quarter 3: Report on Objective 1 only. Quarter 4: Report on Objectives 1-6.Quarter 4: Report on Objectives 1-6.


Contractors must use the objectives Contractors must use the objectives format provided by DSHS when format provided by DSHS when reporting objectives.reporting objectives.

When reporting on progress made When reporting on progress made toward completion of Objectives 2-6, toward completion of Objectives 2-6, contractors should include contractors should include information up through the second information up through the second and fourth quarters.and fourth quarters.


Any significant deviation from Any significant deviation from submitted objectives must be submitted objectives must be discussed with your assigned discussed with your assigned Contract Manager.Contract Manager.

Contract Managers are:Contract Managers are: Debbie Brookshire, HSR 1, 2, 9 and 10Debbie Brookshire, HSR 1, 2, 9 and 10 Sharon Drane, HSR 3, 4, 5 and 6Sharon Drane, HSR 3, 4, 5 and 6 Leroy Torres, HSR 7, 8 and 11Leroy Torres, HSR 7, 8 and 11

Questions and AnswersQuestions and Answers

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Title X Objectives How Writing Measurable Objectives Helps DSHS Evaluate the Success of Your Title X Project