Building Local Capacity for Data Analysis and Use - PowerPoint Presentation

1. Building Local Capacity for Data Analysis and UseSharon Walsh, Data Accountability Center (DAC)Mary Anne White, Infant & Toddler Connection of VAHaidee Bernstein, Data Accountability Center (DAC)Beverly Crouse, Infant & Toddler Connection of VA

2. Data Accountability CenterGoalForm partnerships in states that join state and local agencies in the use of data to drive improved results

3. PremisesData Use Involves:Working through a Collaborative Team approach.Engaging Team in a Continuous Improvement Process.Relating the Data to specific Problem/Issue.Using Data is an Iterative Process!

4. There is a Process for Using Data to Improve Performance!

5. Important Points for Helping Local Data teams Be SuccessfulHow do you maximize data you already collect and collect what you need? How do you organize your staff and your agency around ongoing data use?Its all about continuous improvement Use data to determine priority for focusIt is important to “drill down” to understand performance to identify meaningful solutions

6. 1. Identify relevant data 2. Conduct data analysis to generate hypothesis3. Test Hypothesis to determine root cause4. Plan for Improvement5. Evaluate ProgressData AnalyticsPreparationInquiryActionDATA ACCOUNTABILITY CENTERDATA ANALYTICS

7. Historical PerspectiveHistorical Perspective

8. Historical PerspectiveLeadership Academy April 2010 Two Sessions Held: Plenary & BreakoutPlenary: overview of use of quality of dataBreakout sessions: Use of actual local dataResults:Positive feedback from meeting evaluationsWanted more time to spend on the activityFirst activity in all CAP or SEP’s developed requires a data analysis be completedHistorical Perspective

9. Standards and Principles

10. Haidee’s stuffFrom Notes to PowerPoint

11. From PowerPoint to Lectora

12. Guide

13. Infant & Toddler Connection of1 Alexandria 11 Danville-Pittsylvania 21 the Highlands 31 Prince William, Manassas and Manassas Park2 the Alleghany Highlands 12 Dickenson 22 Loudoun 32 Rappahannock-Rapidan3 Arlington 13 Crater District 23 Middle Peninsula-N Neck 33 Rappahannock Area4 the Roanoke Valley 14 the Eastern Shore 24 Mount Rogers 34 the Blue Ridge5 Central Virginia 15 Fairfax-Falls Church 25 the New River Valley 35 Richmond6 Chesapeake 16 Goochland-Powhatan 26 Norfolk 36 the Rockbridge Area7 Chesterfield 17 Hampton-Newport News 27 Shenandoah Valley 37 Southside8 Williamsburg * James City * York * Poquouson 18 Hanover 28 the Piedmont 38 Valley9 Planning District 14 19 Harrisonburg-Rockingham 29 LENOWISCO 39 Virginia Beach10 Cumberland Mountain 20 Henrico-Charles City-New Kent 30 Portsmouth 40 Western TidewaterLocal Lead AgenciesInfant & Toddler Connection of1 Alexandria 11 Danville-Pittsylvania 21 the Highlands 31 Prince William, Manassas and Manassas Park2 the Alleghany Highlands 12 Dickenson 22 Loudoun 32 Rappahannock-Rapidan3 Arlington 13 Crater District 23 Middle Peninsula-N Neck 33 Rappahannock Area4 the Roanoke Valley 14 the Eastern Shore 24 Mount Rogers 34 the Blue Ridge5 Central Virginia 15 Fairfax-Falls Church 25 the New River Valley 35 Richmond6 Chesapeake 16 Goochland-Powhatan 26 Norfolk 36 the Rockbridge Area7 Chesterfield 17 Hampton-Newport News 27 Shenandoah Valley 37 Southside8 Williamsburg * James City * York * Poquouson 18 Hanover 28 the Piedmont 38 Valley9 Planning District 14 19 Harrisonburg-Rockingham 29 LENOWISCO 39 Virginia Beach10 Cumberland Mountain 20 Henrico-Charles City-New Kent 30 Portsmouth 40 Western TidewaterLocal Lead Agencies

14. Ways to Use Data

15. Approach to Improvement Planning

16. Possible ReactionsNegative ReactionsPotential RoadblocksI do not have time for thisI already know thisI know the problemsI have the solutionsPositive ReactionsPotential FacilitatorsIn the long run this will save timeI didn’t know this was possible This information will help me do my job betterThis information will help families

17. Proactive Versus ReactiveBoth are Positive

18. What is Your PurposeReactiveExample: Responding to an issue such as monitoring resultsPurpose: To address monitoring results that are below the state targetProactiveExample: Conduct quality review or assessment to determine areas of needPurpose: To Proactive look at the quality of dataGood IdeaGood Idea

19. How Will Your Team Interact?

20.

21. Pre On-Site VisitWith Local System ManagersDiscuss purpose of data analysis processDiscuss potential data team membersIdentify ITOTS reports to be reviewedIdentify data from other sources that need to be reviewedPull three years worth of dataDesk AuditReview and analyze same data as local systemFormulate questions about dataIdentify additional data that may need to be collected

22. First On-Site VisitInquiryPreparation . Identify Relevant Data . Conduct Data Analysis to Generate Hypotheses . Test Hypotheses to Determine Actionable CausesDefine and Articulate the ProblemDefine the Problem/Issue

23. Beginning the JourneyComplete the Preparation Phase and part of Inquiry Phase2. Review the data reports“What does the data tell you?”What are the good things the data is telling you?What surprises you about the data?What questions strike you as you look at the data?What data appears to be missing?What are the good things the data is telling you?What data appears to be missing?

24. Review Multiple Source of Data

25. Infant & Toddler Connection of Playground CityReferral Outcome by Referral Source7/1/09 – 7/30/10Referral SourcesEvaluatedNot EvaluatedTotal Referral SourceEval-IneligibleWill Receive ServicesTotalUnable to ContactDeclined ScreeningDeclined EvalTotalHealth99313716DSS156225915Doctor’s110114581728Parent3101316720Other18111312Totals7495612102850106

26. Infant and Toddler Connection of Playground CityReferral Outcome by Referral Source (7/01/09-7/30/10)1. Information Local System Gathered through this report:53% of all referrals are evaluated; 47% are not evaluated46% of all referrals will receive services6% of all referrals were evaluated ineligible11% of all referrals were lost to contracts9% of all referrals declined screening26% of all referrals declined an evaluation2. Physician Referrals: 26% of all referrals3. Parent Referrals: 19% of all referrals4. Health: 15% of all referrals5. Dept. of Social Services: 14% of all referralsA. Physician Referrals: 39% were evaluated; 69% were not evaluated. Of those not evaluated, 39% declined either screening or evaluation.B. Family Referrals: 65% were evaluated; 35% were not evaluated. Of those not evaluated, 100% declined screening or evaluation.C. Health Referrals: 56% were evaluated; 44% were not evaluated. Of those not evaluated, 43% were lost to contact and 57% declined screening or evaluation D. DSS Referrals: 40% were evaluated; 60% were not evaluated. Of those not evaluated, 22% were lost to contact and 78% declined screening or evaluation

27. Additional Data NeededWhat is the average age of referrals?Which physicians are referring? Specific name versus name of practiceWhat is the average age of the physician referral?How do families hear about Part C services?Why are families declining Part C services?At what point in the process are families declining Part C services?

28. Second On-Site VisitInquiry. Identify Relevant Data. Conduct Data Analysis to Generate Hypotheses. Test Hypotheses to Determine Actionable Causes

29. What’s Accomplished?

30. Data Collection (8/1/10 – 11/30/10)Average age of referral: 16 months10 referrals received from physicians:Average age of referral: 14 monthsDr. Swingset: 0 referrals received < 18 monthsDr. Sandbox: 0 referrals received < than 24 months Dr. Bottle: average age of referral is 9 months; 50% of declined a screeningNo referrals from the NICU at the ABC hospital

31. Data Collection (8/1/10 – 11/30/10)12 referrals received from family’s:7 Families declined services:57% of families felt their child was developing at age level43% of families wanted to receive services through a private agency5 families declined a developmental screening2 families declined Assessment for Service Planning

32. ITC Playground City HypothesesPhysicians are not referring children at very young agesPhysicians are not providing families with a complete explanation of early intervention and reason for referralHospitals are not referring premature babies

33. Final On-Site VisitActionDevelop and Implement Improvement Plan7. Evaluate ProgressInquiry. Identify Relevant Data. Conduct Data Analysis to Generate Hypotheses. Test Hypotheses to Determine Actionable Causes

34. Final On-Site VisitMoving from inquiry to actionReview HypothesesWere we correct?Do we need to re-look at data to formulate new or additional hypotheses?Improvement Planning and Evaluating ProgressConsider prioritiesSphere of InfluenceUse data to determine if moving in right direction

35. ITC Playground City Improvement PlanPlan to address increase in referrals of premature babies from NICU:Identify Discharge Social Workers, Nurses or Therapists responsible for referralsMeet with individualsGather data from hospital (# of premature births residing in their community, where are referrals being made)Provide information about EI in VirginiaCollaboratively develop mechanism to meet with family prior to NICU discharge

36. What’s Next?

37. Things to RememberStates can assist local agencies/programs to remember:It is all about improved quality of services for children and families Hard to let go of traditional improvement planning Hard to let go of your own sense of what the problem/solution isFollow the data where it leads you Ask the difficult questions Create an environment where solutions are generated