Planning for Performance Measurement:

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Planning for Performance Measurement
Incorporating Performance Measurement in
the Formula Grant RFP and Application Format
PresenterPat Cervera, Consultant
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Objectives

• Reduce the anxiety related to the first
  Performance Report due December 31, 2005
• Identify RFP modifications to help incorporate
  performance measurement across the 4 categories
  and specific to applicable Program Areas
• Explain importance of funding at sufficient
  levels to enable demonstrative program impact
• Plan for transition to annual performance-based
  reporting to OJJDP

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• Terms Related to RFPs
• RFP Purpose
• Announces availability of funds.
• Explains background and focus of funds.
• Provides the overall goals and objectives of the
  types of programs and services being solicited.
  These may also be provided by prioritized
  Program Areas.
• Provides the rules and timelines for submission
  of proposals.

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Terms Related to RFPs (Cont.)

• Application Format
• Provides the format applicants must follow and
  components needed in submitting proposals.
• This may be included in the RFP or be a separate
  document supplied to potential applicants upon
  request.
• Colorado samples reflect separate documents.

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RFP Processes

• RFP Processes Differ by State
• Annual competitive solicitation
• Focused on Priorities identified in 3-Year Plan
• Open to any proposal
• RFP every 3 years to coincide with 3-Yr Plan
• Annual allocations to local planning groups
  (Title V model could be followed)
• Colorados AAF is an annual competitive process

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Performance Report Due 12/31/05

• Time line for the first Performance Report under
  the new format
• Based on a Federal FY Funding Cycle
• October 1 through September 30
• Provide TA to subgrantees March - June
• Collect and Aggregate Data- Oct Nov/05

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Collecting Data for First Report

• Output Data (All mandatory and 2 non-mandatory)
• Mandatory Measures
• Already known by JJ Specialists Amount
  Allocated (awarded) and Number of Programs
  Implemented ( of subgrantees)
• Typically reported by subgrantees Number of
  youth served
• Non-Mandatory measures Review what is currently
  being reported by subgrantees

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Annual (12 mo.) Performance Report

• Time line for next years 12-month Annual
  Performance Report
• Based on a Federal FY Funding Cycle
• 10/1/2005 through 9/30/2006
• Provide TA to Applicants - May June
• Collect data and aggregate Nov Dec

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Plan for Incorporating Performance Measures in
Formula Grant RFPs

• Review the overall goals in your current 3-Year
  Plan as they relate to Program Areas
• What measurements did you list?
• Revise, if needed, in 3-Year Plan Update due
  3/31/05 (application for FY05 funds)

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Plan for Incorporating Performance Measures in
Formula Grant RFPs

• RFPs for your next round of funding should
  reflect
• Gaps and needs, by Program Area, identified in
  your 3-Year Plan Update
• Overall goals and objectives by Program Area
• Meaningful measures that will need to be reported
  to assess impact on gaps and needs

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OJJDP MODEL PROGRAMS GUIDE

• OJJDP Model Programs Guide (MPG) was developed
  specifically for Title V and is now enhanced for
  the Formula Grant Program
• Potential Subgrantees can use it to find programs
  that have demonstrated evidence of impact on
  their identified problem and target population
• States can use it to identify proven programs in
  their prioritized Program Areas
• Model Programs provide evaluation and performance
  measures that are helpful

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Example from Colorados AAF

• Focus Area based on Gaps/Needs
• Increase Success of Girls Involved in the
  Juvenile Justice System through
  Gender-Specific/Female Responsive Services (pgs.
  4 5 of Colorado AAF)
• Overall goal The goal of providing effective
  gender-specific/female responsive services to
  girls involved in the juvenile justice system is
  to improve the rate of successful completion of
  diversion contracts, conditions of probation and
  dispositions set by court, DYC sentences, or
  parole supervision.
• Refer to Performance Measures 13 Gender-Specific

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Gender-Specific Services

• How did you say you would measure performance in
  this area in your 3-Year Plan
• Your RFP should reflect these measures and those
  meaningful to funded programs
• Application format must include an Evaluation Plan

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Output Measures Gender Specific

• Mandatory measures
• Funds Allocated (awarded) state records
• Number of Program youth served reported
  quarterly by subgrantee
• Non-Mandatory measures (2 required)
• Number of program slots available (
  proposed to be served in application)
• Number of FTE funded (in application budget)
• Average length of stay in program (from required
  client data form, reference in Reporting
  Requirements section of AAF

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Outcome Measures Gender Specific

• Mandatory measures
• / completing program requirements client data
  form
• / who offend or reoffend (short and long-term)
  client data form info sharing
• Non-Mandatory measures (2 required)
• / charged with formal probation violations
  client data form
• / program youth satisfied with program pre-
  post survey

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Performance Measures in Application

• Application Components
• Logic Model/Problem Statement (see 10, p. 2
  of Colorados Application Form)
• Project Plan Goals, Objectives, Performance
  Measures (see 11, p. 3 of Colorados
  Application Form
• Evaluation Plan (see 12, p. 3 of Colorados
  Application Form)

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Application Review Criteriafor Formula Grant
Program

• Evaluation Criteria
• Must be provided in RFP (see pgs. 8 9 of
  Colorados AAF, Evaluation Factors, s 4 6
• Colorados sample Grant Review Form reflects
  these factors
• Weighting

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Next Steps

• Communicate performance measurement requirements
  to existing subgrantees and see what they may
  already have in place
• Determine what your state agency can collect
  directly
• Analyze method of reporting Collection and
  aggregation of data by state agency, or directly
  by subgrantees

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Next Steps (Continued)

• Develop or enhance performance measures by
  Program Area in 3-Year Plan Update
• Revise RFP to reflect these measures and those
  meaningful to funded programs
• Provide state-level technical assistance
  utilizing OJJDP tools
• Provide reporting guidance develop data
  collection and reporting forms