Virginia Health Care Foundation

1
Virginia Health Care Foundation Grantee
Orientation January 11, 2008
2
Agenda

• Introductions and Project Profiles
• Your Grantee Notebook
• The Virginia Health Care Foundation - A Primary
  Care Partner
• A Year as a VHCF Grantee
• Winter Letter of Agreement Measurable
  Objectives
• Spring Media Relations Focus on Fundraising
• Summer First and Third Progress Reports
  Budgets
• Fall Second Progress Report, Continuation
  Request, Capacity Building Funds, Partner
  Assessment Surveys, VHCF Site Visit

3
Your Grantee Notebook

• At A Glance
• Tabs 1 - 4 Letter of Agreement, Reporting, and
  Important Forms
• Tabs 5 - 8 Partner Surveys, Site Visits, Staff
  Development and
• Program Evaluation
• Tabs 9 10 Public Relations and Fundraising
• Tabs 11-13 VHCF Programs and Helpful Resources
• Tab 14 VHCF Staff and Contact Lists
• Tab 15 Other Helpful Information

4
Virginia Health Care FoundationA Primary Care
Partner

• Ensure Success as a Grantee
• What to expect from VHCF
• What VHCF Expects from You

5
Ensure Success as a Grantee
Communicate Value
Ask for More Funding
Document Value
6
Expectations

• What to Expect from VHCF
• Technical assistance
• Capacity building scholarships
• Heroes in Health Care Unsung Heroes
• Vital Signs
• Topical roundtables
• Responsiveness

• What VHCF Expects from You
• Timely completion of LOA
• Timely submission of reports/forms
• Communication about key happenings
• Favorable publicity
• Community support and self-sustainability
• Responsiveness

7
A Year as a VHCF Grantee
Winter
Spring
Summer
Fall
The Letter of Agreement Project
Objectives (beginning of year) Third Progress
Report (end of year)
Media Relations and Fundraising
First Progress Report and Budget
2nd Progress Report, Continuation Request,
Partner Assessment Surveys, Site Visits and
Capacity Building
8
WinterLetter of Agreement Overview

• The Letter of Agreement (LOA) spells out your
  responsibilities as a grantee, VHCFs
  responsibilities as a funder, and specific
  project objectives.
• Specific project objectives are
• Important measures of program success.
• Used as a key determinant as VHCF considers
  requests for continuation of funding.
• The LOA also contains
• Reporting dates
• Commitment to report for three years after
  graduation
• Payment schedule
• Project Evaluation Measures

9
WinterWriting the LOA

• Every VHCF Letter of Agreement should include
• Seven Standard Objectives
• Media/Public Relations Objective
• Patient Satisfaction Objective
• FAMIS/FAMIS-Plus Enrollment Objective
• Referral Objective
• Three Fundraising Objectives

10
WinterWriting the LOA - Media Objectives

• Each organization should plan at least three
  specific media/press
• events/activities to promote the project with
  dates by which each will
• be accomplished.

• Sample Objective
• By December 31, 2008, complete the following
  media/press events and
• acknowledge VHCFs funding support at each.
• Hold an open house to kick-off and publicize the
  Nurse Practitioner project. (March 2008)
• Submit a press release to local and regional
  media regarding the project and its activities
  for Cover the Uninsured Week. (April 2008)
• Create a human interest story about volunteers at
  the clinic (September 2008)
• Prior to setting the date for each event, make
  certain to notify VHCF staff so
• that they may coordinate attendance with a member
  of the Foundations Board
• of Trustees. Submit any articles or press
  coverage to VHCF within two weeks
• of their publication.

11
Winter Writing the LOA - Patient Satisfaction
Objectives

• Each organization should plan to
• survey patients about their
• satisfaction with services at least
• twice a year. Survey data can be
• used to improve and adjust the
• project.

Sample Objective At least twice during the
grant year, conduct a patient satisfaction
survey of the Community Clinics patients.
Report on the results of this survey, including
the number of patients surveyed, with the first
and the third required progress reports.
12
WinterWriting the LOA - FAMIS / FAMIS Plus
Objective

• Virginia has made great strides in enrolling
  eligible, uninsured children in health insurance
  over the last five years. But there remain many
  children who are not yet covered. Most of these
  children are eligible for FAMIS or FAMIS Plus.
  Grantees are expected to assist with this effort
  to enroll all eligible children in coverage.

Sample Objective Throughout the grant year,
identify uninsured children eligible for FAMIS
and FAMIS Plus and pregnant women eligible for
Medicaid for Pregnant Women or FAMIS Moms. Assist
these children and pregnant women with the
completion of the necessary application forms for
insurance enrollment, or if they prefer, refer
them to the online application at www.famis.org
and/or the FAMIS toll-free hotline [phone]
for assistance. Report to VHCF in each required
progress report on the number of children and
pregnant women assisted with the application
process.
13
WinterWriting the LOA - Referrals Objective
Tell us about who you work with in the community
and help us understand how you work together.
Sample Objective Throughout the grant year,
track the number and sources of referrals to and
from the clinic. Provide a list of members of
the clinics referral network with the first
required progress report. Report changes to this
referral network in subsequent progress reports.
14
WinterWriting the LOA - Fundraising Objectives

• Each LOA should include three
• Fundraising objectives that address
• Writing a fundraising plan for the next year
• Raising the money
• 3. Creating a plan for the following year

Fundraising Sample Objective 1 By February 1,
2008, update the agencys Long-Range
Financial Plan to include specific activities to
secure the money needed to sustain the Nurse
Practitioner Project in 2009, 149,192 (the total
cash operating budget for this project). This
plan should specifically address raising the
amount necessary to cover a 25 reduction in
VHCF funding in FY09 (16,500). Submit this plan
to VHCF with the first progress report.
15
WinterWriting the LOA - Fundraising Objectives
Fundraising Sample Objective 3 By December
31, 2008, update the agencys Long-Range
Financial Plan to secure the money necessary
to sustain the Nurse Practitioner Project for
2010 This Plan should specifically address
raising the amount necessary to cover a second
25 reduction in VHCF funding, 28,875 (1st 2nd
year reductions). Submit this plan to VHCF with
the third progress report.
Fundraising Sample Objective 2 By December 31,
2008, raise 149,192 (the total cash
operating budget for this project). In
each required progress report, detail the efforts
of The Community Clinic in securing 149,192.
Specifically address progress in raising
the 16,500 that is needed to account for the
2009 reduction in VHCF funding.
16
WinterProject Objectives

• In addition to the seven standard objectives that
  are included in every
• grantees LOA, each project will meet additional
  project specific objectives.
• Project specific objectives will be used as
  measures in all reports and should
• include
• Indicators to inform VHCF about your activities.
• Outcome measurements to show VHCF the impact
  those activities are having on your patients.

17
WinterProject Objectives

• In addition to providing valuable information to
  VHCF staff, objectives
• can also
• Provide data for a variety of internal planning
  purposes
• Demonstrate need for additional staff
• Improve scheduling
• Identify need for more outreach for new
  volunteers
• Provide valuable data to promote your project
• Send a press release celebrating a milestone
• Use indicators to justify a request to a funder
  for additional staff or program expansion
• Use outcomes to show your local government the
  impact you are having on the community

18
WinterProject Objectives - Writing Tips

• Make sure your indicators are SMART
• Specific
• Measurable
• Attainable
• Realistic
• Time limited

19
WinterProject Objectives - Writing Tips

• ABCDE Method of Writing Measurable Objectives
• Audience the group for whom desired outcome is
  intended
• Behavior what is to happen behavior change or
  result expected
• Condition by when timeframe
• Degree by how much the level of results
• Evidence as measured by method of measurement,
  specific instrument used

20
WinterProject Objectives - Writing Tips

• Need outcomes? Ask yourself
• What are you trying to achieve with your
  patients?
• What does success look like for your patients?
• If you are successful, how will your patients be
  different after the program than before?
• What kind of changes do you want to see?
• When your program works as you want it to, how do
  your clients behave differently? What do they
  say differently? What would I see in them that
  would tell me they are different?

21
WinterProject Objectives - Your Turn

• Take a few minutes to write some
• objectives for your project to be
• shared with the group. Try to
• include both a process measure
• and an outcome measure.

22
Spring

• Media Relations will help inform the community
  about new services or expanded services
• Help the media help you
• Time to concentrate on fundraising

23
SpringMedia Relations - Overview

• Media/publicity can be a very important factor in
  a projects
• success. To help grantees jump start their media
  efforts, VHCF
• Requires that every LOA include at least three
  specific media/press objectives to promote the
  project with dates by which each objective will
  be accomplished.
• Issues press releases once new or continuation
  grants are made. To ensure that we maintain a
  current list, please submit an up-to-date list of
  press contacts for your local community to VHCF
  by January 31, 2008.

24
SpringMedia Relations - Overview

• Why Media Relations are Important
• Let patients/clients know that services are
  available
• Inform referral sources
• Inform and attract potential volunteers
• Build community support and attract new funders
• Create your identity as a vital part of your
  communitys health care safety net

25
SpringMedia Relations - Tips

• Tips for Effective Media
• Develop relationships with reporters and become
  identified as a source for good stories and
  accurate information.
• When possible, try to incorporate good photo
  opportunities and be sure to let the press know
  there will be photo opportunities. Send digital
  photos with your press releases.
• Follow up all media releases with phone calls.

26
SpringMedia Relations - Your Turn

• Spend five minutes brainstorming some media
  events you could do this year to promote your
  project.
• Write down your top three ideas
• Be creative

27
SpringFocus on Fundraising - Overview

• VHCF funds projects that have the potential to be
  self sustaining well into the
• future. To ensure that projects are working
  towards financial stability, VHCF
• requires grantees to plan for and report on
  fundraising activities specifically for
• the VHCF funded project.
• Each LOA contains three objectives related to
  fundraising.
• Writing a fundraising plan for the next year
• Raising the money
• 3. Creating a plan for the following year

28
SpringFocus on Fundraising - Creating a
Fundraising Plan

• VHCFs expectations for a fundraising plan
• A clear list of funding opportunities the
  organization plans to pursue to support the
  project.
• Specific names of potential donors and dates by
  which funding asks will be made if appropriate.

29
SpringFocus on Fundraising - Creating a
Fundraising Plan

• Sample Fundraising Plan
• Community Clinics Nurse Practitioner Project
• Total Project Cash Budget to be Raised 175,600
• 25 VHCF Reduction for 2009 18,750
• Direct Mail Campaign 15,000
• Local Government Support 15,000
• Foundations 72,500
• Continuation Grant 56,250
• Patient Donations 9,000
• Local Church Support 14,000
• Silent Auction 3,000
• Open House Events 5,000
• Total Projected 189,750

30
SpringFocus on Fundraising - Creating a
Fundraising Plan

• Sample Fundraising Plan Narrative
• Direct Mail Campaign 15,000
• By April 10, 2008 the Community Clinic will mail
  its annual direct mail solicitation to its
  supporters. Letters will be followed up with a
  phone call and reminder notice.
• Local Government Support 15,000
• May June ensure that Local Government continues
  to include the Community Clinic in its budget for
  2009/10
• Foundations 72,500
• September 15, 2008, submit a funding request for
  5,000 to Friendly Family Foundation.
• December 30, 2008, submit a funding request for
  12,500 to Another Family Foundation.
• February 23, 2009 submit a funding request for
  25,000 to Better Community Health Foundation in
  support of the Nurse Practitioner Project
  (15,000 dedicated to meet the VHCF reduction.)
• May 15, 2009 submit a funding request for 30,000
  to local Community Foundation.

31
SpringFocus on Fundraising - Creating a
Fundraising Plan
Sample Fundraising Plan Narrative -
Continued VHCF Continuation Grant 56,250 By
October 20, 2008 submit Continuation Request to
VHCF. Patient Donations 9,000 Goal based on
annual average (8,750 dedicated to meet the VHCF
reduction) Local Churches 14,000 By June 30,
2008, St. Michaels and 15 other local churches
will have taken a collection or given money to
support the Community clinic. Fundraising Event
- Silent Art Auction 3,000 By August 1, 2008,
Community Clinic will host its annual community
fundraising event. House Parties to support
Community Clinic 5,000 By June 30, 2008, six
clinic supporters will host small fundraising
gatherings for the clinic.
32
SpringFocus on Fundraising - Your Turn

• Think about and write down some
• key components you think you
• may include in a fundraising plan
• for your project.

33
Summer

• First Progress Report
• Budget Formats

34
SummerProgress Reports - Writing Tips

• Please be sure
• The numbers add up.
• All objectives that should be addressed in the
  report are included.
• Project specific data under section A Part 1 on
  the Project Services Data Form reflects only
  the impact of the project, not your
  organizations services overall.
• Other relevant project data is included in
  section A Part 2.
• The budgets for the reports reflect
  Grant-Year-To-Date.
• The total of the In-Kind Services on the Expense
  page matches the In-Kind Donations on the Income
  page.

35
SummerProgress Reports - Project Service Data
Form

Section A Part 1 should include patients served
and patient visits related to the funded project.
Section A Part 2 should correspond with LOA
objectives and highlight other objectives such as
total clinic numbers or prescriptions filled.
Section B should reflect demographic data for
patients included in Section A Part 1 data.
36
SummerProgress Reports - Budget

• Progress Report Budget - Expenditures

VHCF Grant should reflect the amount of the Grant
that has been spent to date, not the amount
received to date.
Dont forget volunteer support when determining
in-kind expenditures.
List all other project related expenses and
amount spent to date.
Total Expenses at the end of the project year
should match or be close to the total operating
budget amount in the LOA.
37
SummerProgress Reports - Budget

• Progress Report Budget - Income

In-kind income to date should match in-kind
expenditures.
Income should be aligned with projections in
fundraising plan.
Total income should reflect dollars that have
come in to date not dollars projected.
38
SummerPatient Satisfaction Surveys

• Patient satisfaction surveys are essential tools
  for internal program
• evaluation and efforts to continually improve
  services. Surveys are most
• effective when they are anonymous and when
  patients know that their access
• to services will not be affected in any way,
  positively or negatively, due to
• responses.
• Surveys should be conducted at least twice a
  year.
• Surveys can be conducted over a defined time
  period.
• Dont be selective about who fills out a survey
  you are seeking honest and objective feedback.
• A survey summary report should be submitted with
  the 1st and 3rd Progress Reports.

39
Fall

• Second Progress Report
• Continuation and Extension Requests
• Partner Assessment Surveys
• Site Visits
• Capacity Building

40
FallSecond Progress Report

The second progress report is comprised of three
sections and requires slightly less information
than the 1st and 3rd Reports.
Part I requests a project update in narrative
form in response to five questions.
Part II requests updates regarding progress made
on each objective.
Part III requests basic patient year to date data
related to the grant.
41
FallContinuation and Extension Requests

• Writing Tips
• Budget is a projected project budget for the
  grant year.
• Continuations must reflect a 25 decrease in VHCF
  funding as well as expected income to make-up for
  this decrease on the Income page of the budget.
• Make sure you demonstrate achievement of
  objectives.

42
FallPartner Assessment Surveys

• One of the ways the Foundation will evaluate your
  project is by
• contacting your partners within the community.
  These are the
• individuals or organizations who have either
  contributed cash or in-kind
• goods or services, or who are an integral part of
  your referral network.
• Survey Timeline
• Submit a list of 4-6 community partners to VHCF
  by
• January 31, 2008.
• Partners will be asked to complete a short survey
  about the project.
• If partners are not responsive to the request to
  complete the survey, the grantee will be asked to
  follow up with partners.
• Within one month of the close of the survey VHCF
  will share survey results with grantees.

43
FallSite Visits - Overview

• VHCF visits each grantee at least once a year.
  Visits are important to
• our project evaluation process.
• Site Visits are a great opportunity for you to
• Show us how your project works.
• Introduce us to volunteers, clients, community
  partners, and or board members.
• Share your vision for the future of your project.

44
FallSite Visits - Details

• Who should attend
• VHCF Program Officer and project leaders will
  determine who should be
• present during the site visit. Participants
  generally include management and
• other relevant staff, key volunteers, board
  members, and/or key donors.
• Agenda
• - Discussion of current project operations, key
  issues affecting the project,
• program updates, and plans for the future.
• - Tour of facility (if applicable)
• Common Discussion Items
• - Physical Site - Operations/Procedures -
  Data Collection - Patient Outcomes
• - Budgeting and Fiscal Accountability -
  Medical Records - Medications
• - Student Training - Fundraising -
  Progress in Meeting Objectives
• Follow-up Letter
• Is sent within two weeks of the visit and
  highlights any pertinent thoughts,
• observations, or anticipated next steps regarding
  the project and its operations.

45
FallCapacity Building - Scholarship Assistance

• Scholarships are available to you and any of your
  paid staff to hone nonprofit management skills by
  taking advantage of affordable and informative
  courses on topics like
• Fund development
• Program evaluation
• Strategic planning
• Financial management
• Marketing and public relations
• Information systems
• Other relevant courses

46
FallCapacity Building - Scholarship Assistance

• No pre-authorization from VHCF is required, as
  long as the courses selected
• address a nonprofit management or operations
  need. Virginia health safety net
• organizations are eligible for up to 650 in
  tuition reimbursement per year.
• To take advantage of scholarship assistance
• Identify the course(s) to be taken
• 2. Register for the course(s)
• 3. Complete the course(s)
• 4. Submit a reimbursement form to VHCF. Payment
  for completed courses will be mailed out within
  30 days of receipt of the reimbursement/report
  form.

47
FallCapacity Building - Strategic Planning
Assistance

• The purpose of the strategic planning program is
  to offer funding to Virginia
• health safety net organizations who would like to
  conduct organizational
• strategic planning with the guidance of a
  professional consultant.
• VHCF has allocated up to 3,000 per organization
  for one-time assistance to cover the costs of
  hiring a consultant for strategic planning.
• If you are interested please contact your program
  officer to get pre-approval.
• Reimbursement for strategic planning will be made
  upon VHCFs receipt of a final draft of the
  completed strategic plan and a receipt/invoice
  from the consultant.

48
Important Dates

• January 31, 2008 Submit Press Contact List
• January 31, 2008 Submit Community Partner List
• February 6, 2008 Final Project Objectives Due
• July 20, 2008 First Progress Report
  Due
• October 20, 2008 Second Progress Report Due
• Request for Continuation
• Request for Extension
• Request for Expansion
• Community Partners Surveyed
• January 19, 2009 Third Progress Report Due