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Data reporting system for
Community Builders
Training for Service Providers
September/ October 2011
Data Reporting Workshop
The purpose of today’s workshop is to guide you through the online data reporting system.
We will show you how to enter project activity details and how to access the surveys.
And... answer any questions you may have
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Workshop program
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Background
• Transition from CSGP to Community Builders
• Service Activity Descriptions Community Hub Community Capacity Building Community Skills Development Community Sector Development
• Performance-based Service Specifications
• Consistent data reporting
• Performance Monitoring Framework (PMF)
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Importance of Data Reporting
• To consistently measure and report on the number and types of services delivered by Community Builders services across NSW
• To be able to report outcomes
• To improve the program
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Data Use
• To assess project effectiveness against the service specification
• To measure the project’s contribution to the model and program
• To contribute to program evaluation
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Principles for Data Reporting
• Minimise the reporting costs for service providers and Community Services
• Only collect data that will be used and is meaningful for compliance or evaluation
• Simplify systems for data collection, storage and analysis
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Key Concepts
• This is reporting system not a management information system
• Reporting against Community Builders funding and your service specifications
• Project data items vs outcomes data
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Key Concepts cont’d
• Snapshot vs whole period data
• Occasions of service
• Outlets are reported separately
Scope
ARTD was engaged by Communities and Early Years to develop a data reporting system to cover the 4 Community Builders service activity descriptions (SADs).
Each of the SADs has performance measures and data is reported under :• outputs (how much?)• quality (how well?)• outcomes (is anyone better off?).
Output data is reported through the on-line portal.Quality and Outcomes data is collected through service user surveys.
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Data Reporting
• The system will be piloted for one year
• Data will be reported through a web-based system
• Each project will have its own data reporting web page
• Access to this system will be distributed by email
• Service providers may submit their project data as a data file
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Project Data
• Will be submitted via an on-line portal
• One entry point regardless of the number of SADs
• Can be submitted incrementally or at the end of the reporting period
• Projects will only report to the activities defined in their Service Specifications
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The data portal - a tab for each SAD
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All projects will have their own data collection web page. These pages will be customised to the Service Specifications of each project. There will be a tab for each SAD a project is funded under.
Activity data – Snapshot and whole period
• Most data covers the whole reporting period.
• Two pilot periods to start with July- Dec 2011 and Jan-June 2012.
• In Hubs and Community Capacity Building there are a few activities where data will only be collected in ‘snapshot’ months: May and Oct (Nov this year)
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Task name Measure – Number of… Timing
Clients connected with info
Individuals accessing information in person, electronically or on paper
Snapshot
Clients referred Assisted referrals Snapshot
Events (all types) Participants per event Whole period
Programs (all types)
Times the activity occurredTotal attendances per program
Whole period
Resources developed
Resource produced, people reached Whole period
Community workshops
Sessions heldTotal attendances per workshop
Whole period
Community networks/groups
Meetings held per group Whole period
On-line forums Times the forum was heldHits per forum
Whole period
Efficiency/Effectiveness
On-time, as planned Whole period
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Overview of data required
Snapshot data form
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The activities requiring snapshot data appear first in each SAD – shown below under a Hub portal page
Snapshot data form
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Once ‘submit’ is clicked you cannot access
the data.
Use ‘save draft’ if you want to edit
later
Whole period activity data
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Data for all other activities is entered by clicking the ‘add’ button next to each activity.
Adding activity data
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When you click ‘add’ a pop-up where the data is to be entered appears.* Denotes mandatory fields – most fields are mandatory
Summary of activity data
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When activities have been entered, they will be visible in summary form, with running totals.
Community Hub activities
Task name Measure – Number of…
Clients connected with info Individuals accessing information in person, electronically or on paper by support category (snapshot)
Clients referred Assisted referrals made (snapshot)
Services coordinated through the Hub Times service provided
Using community infrastructure Bookings/occasional users in snapshot month
Community consultation Participants per consultation
Events Participants per event
Community plans Participants per activity
Networks established Participating organisations per networkTimes the network met
Partnership projects Participating organisations per project
Integrated plans Participating organisations per activity
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Hub pop-ups - events
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Hub pop-ups – community plans
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Hub pop-ups – networks
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Task name Measure – Number of…
Clients connected with info Individuals accessing information in person, electronically or on paper (snapshot)
Clients referred Assisted referrals (snapshot)
Events (all types) Participants per event
Programs (all types) Times the activity occurredTotal attendances per program
Resources developed Resource produced, people reached
Community workshops Sessions heldTotal attendances per workshop
Community networks/groups Meetings held per group
On-line forums Times the forum was held
Efficiency/Effectiveness On-time, as planned
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Community Capacity Building activities
CCB pop-ups – resource development
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CCB pop-ups – networks/ groups
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CCB pop-ups – social inclusion programs
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Task name Measure – Number of…
Training (all types) Total attendances per activity
Resources developed (all types) Resource produced, people reached
Programs (all types) Total attendances per activity
Efficiency/Effectiveness On-time, as planned
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Community Skills Development activities
Key term – Attendances
Programs
Please name all of the community activity programs your organisation held during the reporting period e.g. a community safety program or a community garden.
Your Community Garden club meets 20 times in 6 months, with total attendance of 293
Name How many times this activity occurred
Total number of attendances (for all sessions)
Program 1: Garden Club 20 293
Program 2:
Program 3:
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Community skills development
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Task name Measure – Number of…
Skills/training program Sessions per activityAttendances per activityOrganisations present per activity
Resources developed Resource produced, people reached
Community sector capacity building Sessions per activityAttendances per activityOrganisations present per activity
Data collection project Attendances per activityOrganisations present per activity
Plans produced Attendances per activityOrganisations present per activity
Sector planning/consultation workshops
Sessions per activityAttendances per activityOrganisations present per activity
Partnership projects Attendances per activityOrganisations present per activity
Efficiency/Effectiveness On-time, as planned
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Community Sector Development activities
Key term - Organisations represented
Name of Skills Training Program
Sessions held
Total number of participants (for all sessions)
How many of the following organisations were represented?
NGO Local govt.
State Govt.
Other
Program 1: RBA 4 51 3 2 1 Program 2:
Program 3:
You hold an RBA training program with 4 sessions. 12 people attend all 4 sessions, and 1 attends 3
That is, 4 x 12 +3 = 51 participants.
Of the 12, 8 people come from 3 NGO’s, 2 from different Councils, and 2 from regional offices of Community Services
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Community sector development
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Outcome Survey relationship to key tasksProject Survey 1
Info & Referral Services
Survey 2
Events
Survey 3
Community Building Activity
Survey 4Skills &
Development Activities
Survey 5
Community Sector Info &
Planning
Survey 6Community
Sector Development & Training
Community Hub Information and referral Events
Community consultation
Community Capacity Building Information and referral Events/Events utilising infrastructure
Programs/Programs utilising infrastructure
Community workshops
Social inclusion programs
Community Skills Development Life skills program Education/learning programs Governance training Leadership training Mentoring programs Train volunteers
Community Sector Development Skills/training program Community sector capacity building Sector planning or consultation workshops
Partnership projects
Outcome surveys
• Each project will need to administer a number of outcome surveys. Which surveys and when will be determined by the business rules, and by decisions made at regional office.
• The surveys that a project is required to administer will appear on this tab.
• Only use surveys printed from your portal.
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Survey Which activities? Who/ when?
1. Information and Referral
People connected with information
Assisted referrals
All people using the service in the snapshot period – May and October (Nov in 2011)
2. Community Events
Events Events (utilising infrastructure)
Sample of people attending each event, up to 4 events per year. If possible, survey 1 event per quarter.
3. Community Building activities
Community consultationProgramsProgram (utilising infrastructure)Community workshops
All people engaged with the activity during the survey quarter (Apr-Jun)
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Which surveys and when to use
Survey Which activities? Who/ when?
4. Skills & development activities
Social inclusion programsLife skills programEducation/learning programsGovernance trainingLeadership trainingMentoring programTrain volunteers
All program participants at the completion of groups or activities in the survey quarter (Jan-Mar)
5. Community sector information and planning
Community sector capacity buildingSector planning or consultation workshopsPartnership projects
All people engaged with the project/service during the survey quarter (Apr – Jun)
6. Community sector development & training
Skills/training program At the completion of the activity, survey all skills/training participants in the community sector survey quarter (Apr - Jun)
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Which surveys and when to use
Outcomes Surveys –Demography and priority groups
The surveys will provide demographic information about project participants – ‘how well?’ •Sex•Age•ATSI origin•Other language at home•Main income source•Financial disadvantage•Social exclusion•Postcode
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Project level data
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3 optional questions:
1. Project highlight
2. % funded time spent on coordination/ administration
3. % funded activity not covered in reporting data
Project survey
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Feedback form
Providers will be asked to provide feedback through the online feedback form available through the project data collection website.
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Reporting
• Service Providers will receive an annual report
• It will include outputs data, survey summaries and regional/state averages
• CPOs will also receive a copy of this report to assist them with the PMF
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Where can I get help?
• The ? Buttons on the system
• Service Provider User Guidelines
• ARTD telephone help
• SRSOs for queries about your service specification or key tasks
• Changes to contact details email: [email protected]
• LCSA and YAPA
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What’s next?
• You will receive your personal portal link via email in mid October
• The first snapshot period (for Info & Referral and Services Coordinated) starts in November
• The first reporting period is July-Dec 2011
• Close off date for entry of Jul-Dec data is 27 January
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Any Questions?
LCSA & YAPA
LCSA – Transition Resource Project Officers
Lyn Lormer [email protected] Can Yasmut [email protected]
YAPA – Youth Sector Support Coordinator
Sophie Trower [email protected]
