SLIDE 1 M A N A GE M E N T I N FO R M A T I O N S Y S T E M S : A V I T A L T O O L FO R S U PPO R T I N G H E A L T H CA R E A N D S O CI A L S E R V I CE PR O GR A M S
Measuring for Effectiveness When Nobody is Looking
Terry J. Rhodes, D. Min. Director of Research, Evaluation and Systems
Sapphire Aw ards and Sym posium
Blue Cross Blue Shield of Florida Foundation The Peabody Orlando February 21, 2013
SLIDE 2 Journal of Technology in Human Services
Volume 27, Number 3, July-September 2009
Managem ent Inform ation System s: Applications in Hom e Visiting Program s Designed to Prevent Child Abuse and Neglect
MARY KAY FALCONER and TERRY RHODES
Ounce of Prevention Fund of Florida, Tallahassee, Florida
KRISTEN COTTER MENA
Datatude, Almeda, Houston
ROBERT REID
Prevent Child Abuse America, Chicago, Illinois Routledge – Taylor & Francis Group
SLIDE 3
Objectives
Identify questions to consider when choosing or
developing a management information system (MIS)
Define features of useful system reports Consider the benefits of a MIS to program success
SLIDE 4
QUE STI ON S TO KE E P I N M I N D WH E N CH OOSI N G OR DE VE LOP I N G A M AN AGE M E N T I N F ORM ATI ON SYSTE M
Managem ent Inform ation System s: A vital tool for supporting health care and social service program s
SLIDE 5
Questions to Consider about Choosing a Management Information System
Should I consult with someone before choosing a
system?
Do you need something off the shelf or a customized
system?
Are there different funding options?
SLIDE 6
Should I Consult with Someone before Choosing a Management Information System?
Do you know the questions that you want to answer? Do you have a systematic understanding of the data
elements necessary to answer the questions?
Have you identified the functions that you want the
MIS to provide?
Do you have someone on staff who has experience
with an MIS?
Are you aware of the options that might be available
to you?
SLIDE 7
Off-the-Shelf Custom System
Requires research of
each system to determine proper fit
Readily available for
deployment
May not fit like a glove Less flexibility with
modifications
Requires time to design
to your specific needs
Not as readily available
for deployment
Will fit your specific
application
Flexible with respect to
modifications and enhancements
Do You Need a MIS Off-the-Shelf or a Customized System?
SLIDE 8
Are there different funding options?
Up front investment with annual maintenance fees
(typical of off-the-shelf versions)
Annual subscription fee (typical of off-the-shelf
versions)
Payment spread out over the course of a year
(customized systems)
Payment in stages as components are developed over
time as funding becomes available (customized systems)
SLIDE 9
DEFI NE TH E FEATURES OF A USEFUL MANAGEMENT I NFORMATI ON SYSTEM REP ORT
Managem ent Inform ation System s: A vital tool for supporting health care and social service program s
SLIDE 10 Define the Features of a Useful Management Information System Report
Define the report to answer a specific question,
performance measure, or function that must be addressed repeatedly on a periodic basis
Use existing reporting templates as a potential layout Provide a sort function for each information item in the
report
Provide functionality that will allow the report to be
generated by individual staff, teams, satellite offices or
Structure the report so that it can be generated for any
time frame
SLIDE 11
Define the Report to Answer a Specific Question, Performance Measure, or Function
SLIDE 12
Use Existing Reporting Templates as a Potential Layout
SLIDE 13
Provide a Sort Function for Each Information Item in the Report
SLIDE 14
Structure the Report to be Generated by Multiple Units and Flexible Time Frames
SLIDE 15
UNDERSTAND TH E BENEFI TS OF A MI S TO P ROGRAM SUCCESS
Managem ent Inform ation System s: A vital tool for supporting health care and social service program s
SLIDE 16
Benefits of a Management Information System
Measure performance – Process and Outcomes Make data driven decisions – Staff and resource
management
Establish credibility as an evidence-based program –
Ready to engage in scientific evaluations
Demonstrate results to funders Meet accreditation and quality assurance standards
SLIDE 17 Measure Performance
Process Measures – Measuring what you do
Collect data on a participant level Identify the critical services, activities, and events you provide Measure frequency and duration Link to location and direct service staff
Outcome Measures – Measuring the difference you make
Collect data on a participant level Collect outcome data to the most specific level possible (item,
subscale and domain scores)
Identify what you did that brought about the difference
Identify high performing staff Identify correlations between services provided and outcomes
achieved
SLIDE 18 Make Data-Driven Decisions
Policies/ Protocols
Create a culture of innovation based on objective data rather than
subjective opinions
Make decisions based on objective data rather than historical
precedent
Personnel
Provide staff with an efficient means of managing a caseload in terms
- f tracking client assessments, services, referrals, support plans, and
- utcomes
Enable supervisors with objective performance data to develop staff
Resources
Readily assess staffing levels relative to service delivery patterns Prioritize critical services that are linked to outcome success
SLIDE 19 Establish Credibility as an Evidence-based Program
Data organized around program goals, objectives and outcomes
Policies, protocols, forms, data collected and supporting goals, objectives and
Data management system that mirrors this content
Systematic performance review of critical functions and outcomes
using user-defined and user-friendly reports
Monitor what makes you successful Access to data should answer your critical questions
Positioning your program to participate in a scientific program
evaluation
Begin with performance monitoring Move to conducting a random control trial or well-matched quasi-experimental
design that supports causality
SLIDE 20
Demonstrate Results to Funders
Retrieve data easily for content in responding to
Request for Proposals
Enhances your organizational capacity in the eyes of
the funder
Enables you to automate grant reporting functions
reducing time and resources
Provide added value in reporting to your funder
without excessive costs
Enables you to demonstrate your results efficiently
SLIDE 21
Meet Accreditation and Quality Assurance Standards
Build in your accreditation and quality assurance
standards
Monitor your progress regularly, not once a year or
every few years
Utilize your data management system to provide
tracking for professional development
Extract/ Export data expeditiously in response to
accreditation and quality assurance entities
SLIDE 22
Contact Information
Terry J. Rhodes, D. Min. Ounce of Prevention Fund of Florida 111 N. Gadsden Street, Suite 200 Tallahassee, FL 32301 Telephone: 850-933-3825 (Cell) Email: trhodes@ounce.org
