Using Data Efficiently and Effectively

Using Data Efficientlyand Effectively

Betsy BurnsQuality Enhancement Specialist

Michael ClausenQuality Enhancement Specialist

The Arc of Lexington

CQL ACCREDITATION

• More than 350 organizations have achieved CQL Accreditation

• 25 States in the U.S.• Tennessee IDD System• All North Dakota and South

Dakota organizations

• Canada• Ireland• New Zealand

CQL ACCREDITATIONBENEFITS FOR ORGANIZATIONS

• Align quality assurance models• Build consistency in standards• Utilize internationally-recognized tools• Share best practices• Demonstrate person-centered commitment• Improve quality of life• Strengthen quality of services• Collect and evaluate meaningful data• External validation

“If you can’t measure it, you can’t manage it.”

- Peter Drucker

CQL ACCREDITATIONPROPRIETARY TOOLS

Basic Assurances®• Safeguards of health, safety, security and more

Personal Outcome Measures®• Understanding and measuring personally-defined outcomes

Shared Values• Alignment of mission, vision, and values

Community Life®• Relationship-building between people and the community

BASIC ASSURANCES®AN INTRODUCTION

“The FAA has one level of safety, and there’s no compromise. The airlines that meet it can fly. Those that can’t become part of a business-school case study.”

- Marion Blakey, Administrator

Federal Aviation Administration

BASIC ASSURANCES®FAA LEVEL OF SAFETY

• Essential, fundamental, and non-negotiable requirements for all service and support providers

• Includes the areas of Health, Safety, and Human Security

• Viewed from the person’s perspective

BASIC ASSURANCES®OVERVIEW

Factors refer to the main topic area.

Indicators are the sub-topic or specific expectations for that factor.

Probes are questions that support validation of the indicator.

BASIC ASSURANCES®STRUCTURE

SystemOrganizational supports that provide the structure for organizational practice. These can be policies and procedures, staff training, or other types of systems – ensure sustainability

PracticeWhat is observed in daily operations. This demonstrates how an organization’s supports are put into action

BASIC ASSURANCES®SYSTEM AND PRACTICE

• The Why

• The How

• The Who

• The What

• Partner Perspective: The Arc of Lexington

• Summary

CQL ACCREDITATION: USING DATATOPICS

Using Data

The Why

• Smart watches • Credit card statements or apps• Physical fitness• Transportation• Streaming services• Social media

CQL ACCREDITATION: USING DATADATA IS ALL AROUND US

• Quality of life for people

• Be more efficient and proactive

• Problem solving

• Scaling and replicating strength

• Establish baselines and work towards goals

• Systems and funding are increasingly outcome-driven

• You probably already have what you need to get started

CQL ACCREDITATION: USING DATATHE WHY


Resource

12 Reasons Why Data Is Important

“Data will talk to you if you’re willing to listen to it.”

- Jim Bergeson

-74.23%-80%

-70%

-60%

-50%

-40%

-30%

-20%

-10%

0%

Not Present Present

Dec

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Em

erge

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artm

ent V

isits

Choose Where and With Whom to Live

CHOOSING WHERE AND WITH WHOM TO LIVERELATIONSHIP TO EMERGENCY DEPARTMENT VISITS

2.14

0.840.69

0.22

0.91

0.37

0.00

0.40

0.80

1.20

1.60

2.00

2.40

Turnover No Turnover

Even

ts P

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ear

Emergency department visits Abuse and Neglect Injuries

THE IMPACT OF DSP TURNOVERON HEALTH AND SAFETY

9.3

11.1

0 2 4 6 8 10 12

Not present

Outcomepresent

Outcomes Present (out of 20)

NATURAL SUPPORTSTHE RELATIONSHIP TO QUALITY OF LIFE

$120,531

$100,185

$0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000

Not present

Outcomepresent

Average Expenditures Per Participant

NATURAL SUPPORTSTHE RELATIONSHIP TO SERVICE EXPENDITURES


"Tell me the facts, and I'll learn. Tell me the truth, and I'll believe. But tell me a story, and It will live in my heart forever.”- Native American Proverb

Because Celebrating Wins Is Crucial For Company Culture:

• Tell a story! "Start with the plot, have lots of fun twists and turns, then stick the landing!"

• Positive cultures are shaped through Appreciative Inquiry.

Appreciative inquiry 5D-Cycle. Adapted from Whitney and Trosten-Bloom (2003, p. 6) and Cooperrider et al. (2005, p. 5).


Using Data

The How

1. Develop a strategy

2. Build a mechanism for collection and review

3. Build a holistic system for analysis

CQL ACCREDITATION: USING DATATHE HOW


What to include as part of your strategy, policy and/or procedure:

• Data that you will collect

• Sources of that data

• Who will collect this data

• Timelines and frequencies for collection and action

• Who will act upon findings in your analysis

• Goals


Enabling Action:

• Remove Barriers-Lead Change

• Build Successful Partnerships


Quality Management

for Smaller Organizations

Shared Values:

• Person Focused• Shared Leadership• Process Improvement• Shared Leadership• Develop partnerships• Open Communication• Continuous Learning• Continuous Improvement

Using Data

The Who

CQL ACCREDITATION: USING DATATHE WHO

Communicating Data:

• Building a communication strategy

• Know your audience

• Three-minute story

• All graphs are not equal


Building a Communication Strategy:

• Road map for getting the message, objectives and process delivered to the targeted audience.


Consider who should be part of the conversation –as self-advocates say, “nothing about us, without us.”

Stakeholder Involvement:

• Organizational stakeholders can be both internal or external to the organization

• Typical stakeholders: People supported, employees, board members customers, suppliers, communities, or governments.


Know Your Audience:

• The "everybody knows" myth - "Our "common knowledge vs. not so common knowledge to others

• Different communications for different audiences

“Data are just summaries of thousands of stories –tell a few of those stories

to help make the data meaningful.”

- Dan Heath, Best-Selling Author

Using Data

The What

CQL ACCREDITATION: USING DATATHE WHAT

Three-Minute Story:

• "The Big Idea“

• Storyboarding


All Graphs Are NOT Equal:

• Just because you have numbers does not mean you need to build a graph.

• Choosing an effective visual• Think like a designer

“Clutter is the enemy of clarity.”- Julie Cameron


Understanding What Data Represents:

• What information is relevant and essential?

• Qualitative vs. Quantitative Data

• Visualization means something:• exploratory vs. explanatory analysis

“If you do not know how to ask the right question,

you discover nothing.”- W. Edward Deming

PERSONAL OUTCOME MEASURES®

The Basic Assurances® provide a convenient framework for your data


1. Rights Protection and Promotion2. Dignity and Respect3. Natural Support Networks4. Protection from Abuse, Neglect,

Mistreatment, and Exploitation5. Best Possible Health6. Safe Environments7. Staff Resources and Supports8. Positive Services and Supports9. Continuity and Personal Security10. Basic Assurances® System

BASIC ASSURANCES®FACTORS


Factor 1 Rights Protection and Promotion Data:

• Human Rights Committee Review: Restrictions utilized, restorations, restrictions approved/not approved, % of people attending HRC meetings, advocacy (may be more abstract)

• Training for staff and people supported• Percentages of people with guardians and rep payee• Personal Outcome Measures®: People Exercise Rights, People

are Treated Fairly


Factor 2 Dignity and Respect Data:

• Grievance and complaint data• Number of people working in integrated employment settings• Percentage of people with keys or other means to gain access to their

homes such as a combination lock or key fob • Percentage of staff trained to promote dignity and respect• Percentage of people who are employed earning at least a minimum wage• Personal Outcome Measures®: People are Respected, People Choose Where

and With Whom they Live, People Choose Where They Work, People Choose Services


Factor 3 Natural Support Networks Data:

• Individualized Assessments• Volunteering and reciprocity• Use of technology• Personal Outcome Measures®: People Are Connected To

Natural Supports, People Have Friends, People Have Intimate Relationships, People Perform Different Social Roles, People Interact With Other Members of the Community

Factor 4 Protection From Abuse, Neglect, Mistreatment and Exploitation Data:

• Review of Incident Management Committee Minutes• Training for staff and people supported• Data on allegations of abuse, neglect, mistreatment and exploitation:

Number of allegations and substantiated allegations of ANME• Data on injuries (known & unknown origin), deaths, and restrictive

interventions• External reviews: State/provincial surveys and audits• Personal Outcome Measures®: People are Free From Abuse & Neglect,

People are Safe



Factor 5 Best Possible Health Data:

• Medication Errors (as a percentage of total medication passes)• Data regarding people managing their own health care• Hospitalizations• ER visits • Sick days• Illnesses and hospitalizations• External reviews• Personal Outcome Measures®: People have the best possible health


Factor 6 Safe Environments Data:

• Review of Safety Committee minutes• Review of policies/procedures on disaster

preparedness and internal inspections• Training for staff and people supported• Data on emergency drills, external/internal

inspections• External safety reviews and audits• Personal Outcome Measures®: People are

Safe, People Use Their Environments


Factor 7 Staff Resources and Supports Data:

• Hiring and turnover analysis• People supported, family, and employee

satisfaction surveys• Overtime data• Staff training records• Performance evaluations• Personal Outcome Measures®: People

experience continuity and security, People choose services


Factor 8 Positive Services and Supports Data:

• Restrictive interventions• Psychotropic medication usage, PRN

psychotropic administration• Person-Centered goal attainment• People running their own meeting• Training for staff and people supported• Incident management data• Personal Outcome Measures®: People choose

personal goals, People realize personal goals


Factor 9 Continuity and Personal Security Data:

• Financial reports and fiscal audit• Personal money management• Operating capital, budget statistics • Participation in organizational governance by

people receiving supports, families, Direct Support Professionals, community members, and other stakeholders

Partner Perspective

The Arc of Lexington

CQL ACCREDITATION: USING DATAThe Arc of Lexington

• Organization Overview

• The Why

• Overview of the system

• Examples of what data is collected

Metric Owner Target Reporting Frequency

Current Result Green, Yellow, Red

Nurturing Environment Meeting Attendance 85% of all staff attend 1 meeting this year(YTD target =)

Monthly YTD – 14% Green

Injuries to People we Support2021 Target: 10% reduction -

Monthly YTD 31% less Green

Injuries to Employees 2021 Target: 5% reduction – Monthly 15% less Green

Enhanced Supervision Levels 2021 Target: Reduce by at least 2 per month Weekly YTD 4 Green

Family Concerns 2021 Target: 2 or less per month Monthly January 2021 - 0 Green

# of sites that ran at minimum levels in Residential for longer than 2 hours

2021 Target: 3 or less Weekly 4 for previous weekend

Red

Open DSS Vacancies in Albany County 2021 Target: 10 or less, add Schoharie Weekly Currently 15 Red

Open DSS Vacancies in West Fulton County 2021 Target: 10 or less Weekly

Substantiated Abuse/Neglect 2021 Target – 3 or less Weekly 1 currently being investigated by JC

Green

SOD’s 2021 Target 3 or less Weekly YTD 0

Residential Vacancies 2021 Target: 10 or less beginning second quarter Weekly YTD 8 Green

Lexington’s Leadership Scorecard – 2021 2/8/21

CQL ACCREDITATION: USING DATAThe Arc of Lexington

• The Who and How

• Impact on services and supports

• Stakeholder involvement

• How data analysis brings value to our organization

• Opportunities to increase efficiency and effectiveness

• Connections to strategic planning

• Accreditation Overview

• Accreditation Options

• Accreditation Inquiry Form

• Accreditation Success Stories

• PORTAL Data System

CQL ACCREDITATION: USING DATAHELPFUL LINKS

CQL ACCREDITATION: USING DATAREFERENCES

• Storytelling With Data & Storytelling with Data: Let's Practice!: Cole Nussbaumer Knaflic

• Data Story: Nancy Duarte

• Data Points: Nathan Yau

• https://www.storytellingwithdata.com/

• The Power of Moments: Chip Heath & Dan Heath

• Stavros, Jacqueline, Godwin, Lindsey, & Cooperrider, David. (2015). Appreciative Inquiry: Organization Development and the Strengths Revolution. In Practicing Organization Development: A guide to leading change and transformation (4th Edition).

• Lewis, Michael. (2003) Moneyball: The Art of Winning an Unfair Game. (7th Edition).

• Kotter, J. (n.d.). Leading Change.

• Accreditation Preparation – 9/22/21

• Virtual Accreditation – TBD

CQL ACCREDITATIONUPCOMING WEBINARS

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@TheCQL

CQL

Betsy [email protected]

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Michael [email protected]

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mailto:[email protected]

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Using Data Efficiently and Effectively