The Planning Process An Overview of the Requirements and the Resources

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The Planning ProcessAn Overview of the
Requirements and the Resources
WELCOME

• Presented on November 16, 2004 by
• CDA Area Plan Team
• Robert Ramsey-Lewis
• Sherry Hanna
• Denny Wight
• Trish Nishio

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Whats in Your Handouts?

• Cover
• Presentation notes
• Planning Process Diagram
• Program Descriptions Funding Sources
• Reporting Requirements
• What to Report
• When to Report

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Todays Objective

• To provide new and used AAA Directors with an
  overview of the planning process, requirements
  and resources.

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The Mission of the AAA

• Congress intends that AAAs take the lead on all
  aging issues in their Planning and Service
  Areas.
• This means AAAs must carry out a wide range of
  functions including planning, coordination,
  interagency linkages, monitoring and evaluation
  designed to develop comprehensive and coordinated
  community based systems.
• Congress requires that older persons fully
  participate in the planning and operation of
  community-based services and programs provided
  for their benefit and protection.

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The AAA shall

• Be directed by leaders in the community who
  have the respect, capacity and authority
  necessary to convene all interested persons,
  assess needs, design solutions, track overall
  success, stimulate change and plan community
  responses for the present and the future.

CFR 1321.53 b
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How Can the Planning Process help?
Handout
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What are the Requirements?
Handout
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A Comprehensive and Coordinated System

• a system for providing all necessary supportive
  services, including nutrition services

OAA Sec. 302 (1)
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Comprehensive and Coordinated System, cont.

• Facilitate service access and utilization
• Develop and make efficient use of services
• Use resources efficiently, with minimum
  duplication
• Assist public and private entities to realize
  potential to meet service needs

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AAA Mission and Planning 45 CFR 1321.53

• Be the leader relative to all aging issues in the
  PSA
• Proactively carry out wide range of functions
• Develop comprehensive and coordinated
  community-based systems
• Assist older persons to lead independent,
  meaningful, dignified lives

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AAA Mission and Planning

• Functions
• Advocacy
• Coordination
• Inter-agency linkages
• Information sharing
• Brokering
• Planning
• Monitoring and evaluation

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AAA Mission and Planning

• Comprehensive and coordinated community-based
  system
• Visible focal point
• Range of options
• Options readily accessible
• Commitment of variety of resources
• Collaborative decision-making

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AAA Mission and Planning

• Special help for those in danger of losing their
  independence
• Effective referral
• Sufficient flexibility for individualized
  assistance
• Tailored to the community
• Directed by leaders who have respect, capacity
  and authority

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State Plan Basis in Area Plans - Sec. 307(a)(1)

• State plan shall
• Require each AAA to develop and submit a plan in
  accordance with uniform format
• Be based on the area plans

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General Requirements

• Prepare and develop a plan
• Provide services through a comprehensive and
  coordinated system
• Provide that an adequate proportion is expended
  for access, in-home, legal assistance
• Designate a focal point for comprehensive service
  delivery

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General Requirements

• Set specific objectives for services
• Greatest economic need
• Greatest social need
• Low-income minority individuals
• Older individuals residing in rural areas

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General Requirements

• Coordinate with agencies serving people with
  disabilities
• Serve as an advocate and focal point
• Coordinate with specified organizations
• Advisory council

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General Requirements

• Facilitate coordination of community-based LTC
  services
• Case management
• Provide grievance procedure
• Maintain integrity of services and service
  providers
• State may withhold funds for non-compliance

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What are your Resources?

• Planners
• Advisory Council
• Public, private, voluntary, personal resources
  committed to developing the system
• Guidance

Lets discuss
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Planner as Resources

• What we see
• Frequent Turnover and Need for training
• Often times do not follow the rules too much to
  doWear many hats
• Advance to become AAA Directors
• May be the AAA Director
• Can not always participate in training
• What are planners responsible for?
• What can be improved on?

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Advisory Council as a Resource
How can the Advisory Council help you?

• What we see
• Sometimes Ineffective
• A Signature on the Transmittal Letter
• Do not fully represent the community
• How they can help in the planning process?

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Public, private, voluntary, personal resources
committed to developing the system

• Building your systems of care
• Volunteers
• Case Management Agencies
• For profit agencies

How can these resources be used?
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Reference Guidefor the Development of
the2005-2009 Area Plan
Resource

• If followed correctly meets minimum
  requirements
• It allows AAA to meet community needs and demands
  
• Adapts to change
• Helps monitor accomplishments and progress
• Helps you to continue to plan for the future
• Enables older individuals to fully participate in
  the planning and operation of community based
  programs.

Training on Thursday
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Applicable Laws and Regulations

• Older Californians Act in Welfare and
  Institutions Code (WI)
• CDA regulations in the California Code of
  Regulations (CCR)
• Older Americans Act in US Code
• Federal regulations Code of Federal Regulations

RG Page ii
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REPORTING REQUIREMENTS for WHAT DOCUMENTS ARE DUE
What a Great Handout!
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REPORTING REQUIREMENTS for WHEN DOCUMENTS ARE DUE
I can just post the Hand-out on my wall!
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AAA Directors Key to success

• Understanding
• Requirements
• Planning Process
• Resources
• Avoiding Common Problems
• Not following the requirements
• Not honoring the planning process
• Not researching and/or using available and new
  resources

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For more information

• Visit our CDA website www.aging.ca.go
• AAA PartnersResource Materials and Guides
• CDA Operations and Best Practices Guide
• 4. Planning
• Reference Guide for the Development of the
  2005-2009 Area Plan
• Transmittal Letter
• Area Plan Checklist
• Service Unit Plan Objectives
• Appendices
• FAQs
• Join us Thursday for Overview of Area Plan
  Requirements for 2005-2009
• Join us in January 27th for a one-day training on
  How to Develop a Successful Area Plan

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Thank You!