PATRICIA CENTRE FOR CHILDREN AND YOUTH FINAL REPORT OF ACTIVITIES

Transcription

1 PATRICIA CENTRE FOR CHILDREN AND YOUTH FINAL REPORT OF ACTIVITIES PROGRAM EVALUATION GRANT PEG The Provincial Centre of Excellence for Child and Youth Mental Health at CHEO April 18, 2006 A. Purpose: The purpose was to increase the Agency s capacity in the collection, analysis and presentation of client outcome data in the Agency s Child and Family Intervention Program. This program provides mental health services to children/youth (age 0 to 18) and their families in the areas in and around Dryden, Red Lake and Sioux Lookout Ontario. Services are provided using individual, family and group modalities. Approximately 400 clients are served annually. The program was being evaluated by quarterly reviews of service activity levels, monitoring of the waitlist, consumer feedback questionnaires, collateral agency questionnaires (annually), reviews of serious occurrences and client service complaints, annual client file audits, accreditation site reviews (every 4 years, most recently in November 2005), and examination of Pre/Post Child and Adolescent Functional Assessment Scale (CAFAS) profiles at the case and program level. The difficulties that were being experienced in evaluation activities related to collection, analysis and presentation of CAFAS outcome data were due to the following factors: no information technology position in the agency (this service was purchased from outside the agency), CAFAS data was being inputted and stored in 3 separate databases (Dryden, Red Lake, Sioux Lookout), limited capacity (staff time, knowledge base) in each location to produce and analyze data, and limited capacity to produce and present findings. 1

2 2 B. Summary of Activities: During the term of this award (February 21, 2006 to March 31, 2006), the following activities were completed: 1. Through the purchase of information technology services, the three separate CAFAS databases (located in Dryden, Red Lake and Sioux Lookout) were centralized onto one server in the administration office located in Dryden, Ontario. These databases remain accessible to the outer offices via the virtual private network, and can be manipulated as an agency database or site specific database. 2. An Agency instruction manual was written which describes how to export, retrieve, edit, organize and analyze CAFAS Entry and Exit data. Sample data only was used in the manual. The manual is specific to Agency needs and provides greater flexibility in use than is available through CAFAS in Ontario at the Hospital for Sick Children in Toronto, Ontario. The Agency instruction manual also provides instructions on how to display CAFAS Entry and Exit data using graphs/charts that can be created using Correl Presentations or Microsoft Excel Chart. 3. Thirty hours of training (introductory and advanced) and related training material for 5 staff members in the use of Microsoft Excel was purchased from Confederation College of Applied Arts and Technology. Knowledge of Microsoft Excel (or other similar program) is required in order to retrieve, edit, and organize Entry and Exit data from the CAFAS program. 4. Capacity has been created to house the outcome reports and related graphs/charts to house outcome reports and related graphs and charts (see Knowledge Exchange Activities below).

3 3 B. Outcomes and Deliverables Achieved: The following goals were established for the program evaluation activities: Goal #1: Create a centralized CAFAS database to be housed in the Dryden office (Administrative office). The database would be accessible to staff in our Dryden, Red Lake (200 km away), and Sioux Lookout (100 km away) offices via the virtual private network (VPN). Staff would input their data into the centralized database. Outcome # 1: This goal was achieved. The databases that had been housed in the Red Lake and Sioux Lookout offices were transferred to the server located in the Dryden office. The databases are accessible to staff from all locations via the virtual private network. Staff now input their data into the centrally located database. Goal # 2: Create and agency instruction manual that the system administrator can use to produce outcome reports on a regular (ex: quarterly) basis, using a program such as Excel. Outcome # 2: This goal was achieved. An Agency instruction manual was written. The manual is specific to the Agency s needs and covers all steps in the process using Microsoft Excel: exporting data, retrieving exported data, editing exported data, formatting exported data, and analyzing data.

4 4 Goal # 3: Create and agency instruction manual that the system administrator can use to create graphs/charts for the presentation of outcomes on a regular (ex: quarterly) basis, using a program such as Excel. Outcome # 3: This goal has been achieved. The agency manual includes a section on producing charts/graphs using Correl Presentations or Microsoft Excel Chart. Goal # 4: Outcome reports and related graphs/charts can be housed within the virtual private network where they can be accessed by all staff. Outcome # 4: The capacity to achieve this goal has been established. Once the outcome reports and related graphs/charts have been produced (see Knowledge Exchange Activities below), they can be housed on the erver and accessed through the virtual private network. Goal # 5: Once the agency website has been constructed (longer term) outcome reports can be posted on the website allowing for all the public to have access to the information. Outcome # 5: The Agency website is still in the planning stages, and is part of the agency s strategic plan. The

5 website will have the capacity to display outcome reports. 5 C. Knowledge Exchange Activities: The following knowledge exchange activities have been scheduled to take place: 1. Four (4) hard copies of the Agency instruction manual have been produced. One will be maintained in each of the Agency s offices (Dryden, Red Lake, Sioux Lookout). The fourth copy is enclosed with this report. 2. The Agency instruction manual will also be stored on the Agency s server, and be accessible to all staff via the virtual private network. 3. The Agency s Quality Assurance Report for the fiscal year will be completed by May 8, The Quality Assurance Report will include graphs/charts of CAFAS Entry and Exit data for that period. 4. The Quality Assurance Report will be reviewed by the Agency s Program and Strategic Planning Committee at its next meeting which is scheduled for May 15, Subsequently the Report will be reviewed by the full Board of Directors at its meeting scheduled for May 26, The Quality Assurance Report will be reviewed by the Agency s Management Team at its meeting scheduled for May 11, Subsequently the report will be disseminated to all staff. 6. The Quality Assurance Report will also be stored on the Agency s server, where it will be accessible to all staff via virtual private network.

6 6 7. Selected sections from the Agency s Quality Assurance Report, including CAFAS Entry and Exit data, will be included in the Agency s Annual Report, and disseminated to the Board of Directors, corporate members and the general public at the Agency s Annual General Meeting scheduled for June 23, Quality Assurance Reports, including CAFAS Entry and Exit data, will continue to be produced and disseminated on a quarterly basis. The anticipated dates for the fiscal year are: August 15, 2006, November 15, 2006, February 15, 2007 and May 15, The development of an Agency website is part of the Board of Directors Strategic Plan. Once the website is operational (longer term ) CAFAS Entry and Exit data will be posted on the website.