Team-Initiated Problem Solving (TIPS) Brief Overview

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Team-Initiated Problem Solving (TIPS) Brief Overview. Presented by: Rob Horner & Anne W. Todd University of Oregon & Diane LaMaster , PBIS Illinois Network October 2013 Acknowledgements to: Rob Horner, Steve Newton & Anne Todd, University of Oregon & - PowerPoint PPT Presentation

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  • Team-Initiated Problem Solving (TIPS) Brief Overview

  • Session ObjectivesProvide a brief overview of the TIPS II model Current ResearchTIPS Fidelity of Implementation ChecklistTIPS Team Training ReadinessProvide examples of using the TIPS II model with SWIS dataProvide resources for more information and training

  • Maximizing Your Session Participation

  • 90,000 public schools in the United StatesEach school has 1+ teams to address challenges and build solutionsEach team meets at least monthlyOn average there are 5 people on each team810,000 hours of meetings4,050,000 hours of personnel time annually

  • Improving Decision-MakingTIPS II Training Manual (2013) www.uoecs.org*FromTOPROBLEMSOLUTIONPROBLEM SOLVING

    TIPS II Training Manual (2013) www.uoecs.org

  • Team-Initiated Problem SolvingMeeting FoundationDefined RolesFacilitatorMinute TakerData AnalystActive MemberElectronic Meeting MinutesMeeting AgreementsStart, Stop, ScheduleBefore/ During/ AfterRespectful, Diligent

    Effective Problem SolvingDefine problem with precisionUse data to tailor solution to your local context (fit)Build comprehensive, proven solutions (effective)Use action planningWho will do what by when?Collect data on if we implemented as well as if it workedFollow up and adapt

  • More Main Ideas

  • What do we need?A clear model with steps for problem solvingAccess to the right information at the right time in the right formatA formal process that a group of people can use to build and implement solutions.

  • Keys to Effective MeetingsOrganization (team roles, meeting process, agenda)Data (right information at right time in right format)Separate agenda item by typePreviously defined problemsPotential problemsAdministrative/General Logistics Problems are defined with precisionSolutions are comprehensive and built to fitAction Plans are added for all solutionsFidelity and impact of interventions are reviewed regularlySolutions are adapted in response to data.

  • Implement Solution with High IntegrityIdentify GoalFor ChangeIdentify ProblemwithPrecisionMonitor Impactof Solution andCompare against GoalMake SummativeEvaluation DecisionMeetingFoundationsTeam-Initiated Problem Solving (TIPS II) ModelIdentifySolution and CreateImplementation PlanwithContextual FitCollect and Use DataWhat, Who, When, Where, and Why?How do we want the problem to change?What are we going to do to bring about desired change?Did we implement with fidelity?Has the problem been solved?Compare data to goal. What next?

  • TIPS Journeyin the beginning, meetings ended with a quick glance of the data . data were used to admire the problem or not used at allTIPS I: 2008-2012IES funded grant for establishing the TIPS Model and CurriculumResearch results:Using the TIPS model increases fidelity of implementation of meeting foundations & problem solvingImpact on teamProvided research-based problem solving for second generation of TIPSDevelopment of a research level observation tool for measuring TIPS fidelity of implementationDORA: Decision, Observation, Recording and Analysis InstrumentTIPS II: 2012-2016 IES funded grant to determine if implementation of the TIPS model has an impact on student outcomesResearch includes:Technical adequacy (validity and reliability) of the DORA InstrumentRandomized Control Trial Study41 elementary schools using SWIS (Or: 20, NC: 2)Currently collecting baseline dataAugust 2013: Immediate GroupAugust 2014: Wait List Group

  • TIPS ModelTIPS TrainingOne full day team training with the whole team & coachTwo coached meetingsTeam MeetingUse of electronic meeting minute systemFormal roles facilitator, minute taker, data analystSpecific expectations before meeting, during meeting, after meetingAccess and use of data DURING the meetingProjected meeting minutesResearch tool to measure effectiveness of TIPS TrainingDORA Decision, Observation, Recording and Analysis Measures Implementation of Meeting Foundations & Thoroughness of Problem Solving9

  • DORA Foundations Score

    Newton et al., 2012:Effects of TIPS Training on Team Meeting Foundations

    Pre TIPS Training Post-TIPS Training

  • DORA Thoroughness of Decision Making Score (Simple)

    Newton et al., 2012:Effects of TIPS Training on Team Problem Solving

    Pre TIPS Training Post-TIPS Training

  • TIPS Research 2008-2016TIPS II Training Manual (2013) www.uoecs.org*

    TIPS Research QuestionsTIPS I ResultsTIPS II PlanIs TIPS something school teams already use?NoSingle CaseRCT -1Is TIPS Training effective in the way teams work?YesSingle CaseRCT -1Are teams able to continue TIPS after training?yesCase Study???Current StudyIs there evidence that using TIPS actually benefits students?yesCase Study???Current Study

    TIPS II Training Manual (2013) www.uoecs.org

  • Are we using TIPS?TIPS Fidelity of Implementation Checklist

  • *Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual. (on PBIS Assessment next year)

  • Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual. *

    Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

  • TIPS FIDELITY OF IMPLEMENTATION DATAMEETING FOUNDATIONSPROBLEM SOLVING

  • Problem-Solving Meeting FoundationsStructure of meetings lays foundation for efficiency & effectiveness

  • Meeting Foundations ElementsFour features of effective meetingsPredictabilityParticipationAccountabilityCommunicationDefine roles & responsibilitiesFacilitator, Minute Taker, Data AnalystUse electronic meeting minutes format

  • What makes a successful meeting?PredictabilityDefined roles, responsibilities and expectations for the meetingStart & end on time, if meeting needs to be extended, get agreement from all membersAgenda is used to guide meeting topicsData are reviewed in first 5 minutes of the meetingNext meeting is scheduledParticipation75% of team members present & engaged in topic(s) Decision makers are present when needed

    PredictabilityParticipationAccountabilityCommunication

  • What makes a successful meeting?AccountabilityFacilitator, Minute Taker & Data Analyst come prepared for meeting & complete their responsibilities during the meetingSystem is used for monitoring progress of implemented solutions (review previous meeting minutes, goal setting)System is used for documenting decisionsEfforts are making a difference in the lives of children/students.CommunicationAll regular team members (absent or present) get access to the meeting minutes within 24 hours of the meetingTeam member support to practice team meeting norms/agreements

  • Define Roles & Responsibilities for Effective MeetingsCore rolesFacilitatorMinute takerData analystActive team memberAdministrator

    Backup for each role

    *Typically NOT the administrator

  • MeetingFoundationsMeeting starts on timeAt least 75% of team members present at start of meetingPrevious meeting minutes availableAgenda is available for all to viewRoles and responsibilities of team members definedNext meeting is scheduledMeeting ends on time (unless agreement to continue)At least 75% of team members are present at end of meetingElements of Meeting FoundationsYESsometimesNo

  • Facilitator Responsibilities

    Before meeting, provides agenda items to Minute TakerDuring meeting, Starts meeting on timeDetermines date, time, and location of next meetingManages the flow of meeting by adhering to the agendaPrompts team members (as necessary) with the TIPS problem-solving mantraIs active participant in meetingAsk questions75% of what a facilitator says should be in question formImplement group norms/agreementsKeep people on track (back on track)TIPS II Training Manual (2013) www.uoecs.org*

    TIPS II Training Manual (2013) www.uoecs.org

  • Minute Taker Responsibilities Before meetingCollects agenda items from FacilitatorPrepares TIPS Meeting Minutes agenda form, including content from Data Analysts Report, as appropriatePrints copies of the TIPS Meeting Minutes form for each team member, or is prepared to project form via LCDAt meeting, asks for clarification of tasks/decisions to be recorded on TIPS Meeting Minutes form, as necessaryUses computer & word processerSave/edit filesAbility to listen to a discussion and paraphrase critical information in written formFluent with meeting minute formIs active participant in meetingAfter meeting, disseminates copy of completed TIPS Meeting Minutes form to all team members within 24 hours

    TIPS II Training Manual (2013) www.uoecs.org*

    TIPS II Training Manual (2013) www.uoecs.org

  • Data Analyst ResponsibilitiesBefore meeting Review data to describe potential new problems with precisionProvides data (e.g., Summary and Drill Down Reports) concerning the frequency/rate of precisely-defined problemsProvides update on previously-defined problems (i.e., precise problem statement, goal & timeline, frequency/rate for most recently-completed calendar month, direction of change in rate since last report, relationship of change to goal)Distributes Data Analysts Report to team membersAsks Facilitator to add potential new problems to agenda for meetingAt meetingLeads discussion of potential new problemsResponds to team members questions concerning content of the Data Analysts Report; produces additional data on request (e.g., additional Custom Reports)Is active participant in meeting

    TIPS II Training Manual (2013) www.uoecs.org*

    TIPS II Training Manual (2013) www.uoecs.org

  • TIPS II Training Manual (2013) www.uoecs.org*Section 1: Status Report on SW Average Referrals per day per month

    TIPS II Training Manual (2013) www.uoecs.org

  • TIPS II Training Manual (2013) www.uoecs.org*Section 2: Status Report on Previously Defined Problems

    TIPS II Training Manual (2013) www.uoecs.org

  • TIPS II Training Manual (2013) www.uoecs.org*Section 3: Report on Potential Student Problems

    TIPS II Training Manual (2013) www.uoecs.org

  • Team Member Responsibilities Before meeting, recommends agenda items to FacilitatorAt meeting, responds to agenda items and Analyzes/interprets data; determines whether a new problem existsEnsures new problems are defined with precision (What, Who, Where, When, Why) and accompanied by a Goal and TimelineDiscusses/selects solutions for new problemsFor problems with existing solution actionsReports on implementation status (Not Started? Partially implemented? Implemented with fidelity? Stopped?Suggests how implementation of solution actions could be improvedAnalyzes/interprets data to determine whether implemented solution actions are working (i.e., reducing the rate/frequency of the targeted problem to Goal level)?Is active participant in meeting Willingness to listen and consider all perspectivesUse sense of humorMutual respect

    TIPS II Training Manual (2013) www.uoecs.org*

    TIPS II Training Manual (2013) www.uoecs.org

  • One goal is to be able to walk into any meeting, with no prior knowledge of team/context, find & review minutes from previous meeting, & be ready to take minutes or facilitate todays meeting within 5 minutes of reviewing the previous meeting minutes

    Do you have at least one team that you work with that you can do that?

  • ImplementSolution withHigh IntegrityIdentify Goalfor ChangeIdentify ProblemwithPrecisionMonitor Impact ofSolution andCompare AgainstGoalMake SummativeEvaluationDecisionMeetingFoundationsTeam-Initiated Problem Solving II(TIPS II) ModelIdentify Solution and Create ImplementationPlan with ContextualFitCollect and Use DataTIPS II Training Manual (2013) www.uoecs.org*

    TIPS II Training Manual (2013) www.uoecs.org

  • Organizing for an effective problem solving conversationTIPS II Training Manual (2013) www.uoecs.org*ProblemSolutionOut of TimeUse Data A key to collective problem solving is to provide a visual context that allows everyone to follow and contribute

    TIPS II Training Manual (2013) www.uoecs.org

  • Using Meeting MinutesDocumentation

    Logistics of meetingTime, place, location, team members presentAgenda items for meeting New problem statements, solutions/decisions/evaluation planPreviously defined problems/solutions/decisions/progress monitoringGeneral administrative topicstopic, decisions made, tasks and timelines assigned

    Reviewing Meeting minutes

    Snapshot of what happened at the previous meeting and what needs to be reviewed during the current meeting

    Visual tracking of focus topics

    Prevents side conversationsPrevents repetition Encourages completion of tasks TIPS II Training Manual (2013) www.uoecs.org*

    TIPS II Training Manual (2013) www.uoecs.org

  • TIPS II Training Manual (2013) www.uoecs.org*Meeting Logistics

    TIPS II Training Manual (2013) www.uoecs.org

  • *Previously Defined Problems

  • *Administrative/ General Information & Issues

  • New Problems

  • TIPS II Training Manual (2013) www.uoecs.org*End of Meeting Brief Debrief

    Evaluation of Team Meeting (Mark your ratings with an X)Our RatingYesNo So-So1. Was todays meeting a good use of our time? 2. In general, did we do a good job of tracking whether were completing the tasks we agreed on at previous meetings? 3. In general, have we done a good job of actually completing the tasks we agreed on at previous meetings? 4. In general, are the completed tasks having the desired effects on student behavior?

    TIPS II Training Manual (2013) www.uoecs.org

  • Where in the Form would you place:

    Schedule for hallway monitoring for next month

    Too many students in the intensive support for literacy

    Status of fights on playground in last month.

    Next meeting date/time.

    Todays agenda

    Solutions for a new problem

  • At end of each meeting, conduct a BRIEF assessment of the meeting by asking 4 questionsTIPS II Training Manual (2013) www.uoecs.org*Example

    Evaluation of Team Meeting (Mark your ratings with an X)Our RatingYesNo So-So1. Was todays meeting a good use of our time? X

    2. In general, did we do a good job of tracking whether were completing the tasks we agreed on at previous meetings? X3. In general, have we done a good job of actually completing the tasks we agreed on at previous meetings? X4. In general, are the completed tasks having the desired effects on student behavior? X

    TIPS II Training Manual (2013) www.uoecs.org

  • Implement Solution with High IntegrityIdentify GoalFor ChangeIdentify ProblemwithPrecisionMonitor Impactof Solution andCompare against GoalMake SummativeEvaluation DecisionMeetingFoundationsTeam-Initiated Problem Solving (TIPS II) ModelIdentifySolution and CreateImplementation PlanwithContextual FitCollect and Use Data

  • Start with Primary Problem StatementsLook at the Big Picture, then use data to refine the Big Picture, moving to deve...

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