Transcript for the Audio Recording to Support the Niagara Lead Agency - - PDF document

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Transcript for the Audio Recording to Support the Niagara Lead Agency Identification Process Presentation Ragaven Sabaratnam Rachel Robins Slide 1 – Welcome

• Hello and welcome to this audio recording that supports the “Lead Agency Roles,

Responsibilities and Identification Process for Niagara Service Area” presentation available on the Ministry of Children and Youth Services Moving on Mental Health web page at Ontario.ca/movingonmentalhealth.

• The purpose of this information to prepare you for the Niagara Child and Youth

Mental Health Lead Agency identification process that opened on November 20, 2017.

• My name is Ragaven Sabaratnam, and I’m with the Transforming Mental Health

Branch at the Ministry of Children and Youth Services. And I am joined here today by my colleague, Rachel.

• Thank you Ragaven. Hi everyone. My name is Rachel Robins and I am also a

member of the Transforming Mental Health Branch. I’m happy to be here with you today.

• Let’s get started.

Slide 2 – Overview

• Let’s start off on Slide 2 – Overview
• We’ve made this audio recording and put this, along with the presentation, on our

web page so that they are available to any interested party.

• However, we don’t want you to think that you are unable to ask questions about the

identification process or submission just because this is a recording. There is a formal question period as part of the process, which we will talk about later. Slide 3 - Objectives

• Now onto Slide 3 – Objectives
• We have 3 main objectives for the session:
• 1. First of all, we want to increase your understanding of the role of the lead

agency;

• 2. Secondly, we want to prepare you for the Niagara lead agency

identification process; and

• 3. Finally, we want to answer some common questions that have been

raised in previous sessions and explain the process for asking any other questions you may have and for the ministry to provide answers.

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Slide 4 – Moving on Mental Health

• Slide 4 – Moving on Mental Health. We know that many of you have been involved

in different ways with Moving on Mental Health already, and we just want to quickly review how we came to be here today. Slide 5 – Moving on Mental Health

• We now move to Slide 5.
• In 2006, MCYS released A Shared Responsibility, which set out specific goals for

child and youth mental health.

• Moving on Mental Health will help implement the strategic goals in A Shared

Responsibility, and was announced in 2012 as part of the Comprehensive Mental Health and Addictions Strategy to address long-standing issues in child and youth mental health and build a system that makes sense for children, youth and their families.

• The overall goals of Moving on Mental Health are to ensure that – no matter where

they live in Ontario – families will know:

• 1. what mental health services are available in their communities; and
• 2. how to access the mental health services and supports that meet their

needs.

• Moving on Mental Health is also about strengthening the community-based child and

youth mental health system of services – as this system is central to the vision of delivering CYMH services that are accessible, responsive and grounded in the experiences of children and youth. Slide 6 – Five pillars of MOMH

• Thanks Rachel – Slide 6 outlines the five pillars of Moving on Mental Health. To

achieve these goals, our ministry has committed to doing five key things:

• One of them is to define core services.
• Another is to create and support clear pathways to, through, and out of

care.

• The third, which is why we are here today, is to establish lead agencies in

every service area – with responsibility for planning around the effective delivery of core services.

• We will develop a transparent, equitable funding model.
• And we want to make sure that we put in place appropriate legislative,

regulatory, and accountability tools. Slide 7 – Progress to Date

• Slide 7 outlines some of the key progress to date:
• Since the launch of Moving on Mental Health we have made significant progress:

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• After a lot of conversations with service providers, parents and youth, and
• thers - in July 2015, we released Program Guidelines and Requirements

#01: Core Services and Key Processes that defines a set of seven core services to be available, over time, across the Province - and outlines minimum expectations associated with their delivery. This built off the draft Service Framework that the ministry collected extensive feedback from the sector and beyond in 2013.

• 31 of 33 lead agencies have been identified, are submitting annual core

services and community reports, and have established a representative Consortium to engage at the provincial level.

• The Child, Youth and Family Services Act, which received Royal Assent

in June 2017, allows for the designation of lead agencies for child and youth mental health and to set lead agency roles and responsibilities in regulation.

• We`ve also undertaken two province-wide rounds of consultation on a

funding allocation model and the model is expected to be implemented beginning in 2018/19.

• Lead agencies have been developing a greater understanding of their

local service areas through their planning work, and establishing strong partnerships with key service area partners (i.e., Local Health Integration Networks (LHINs), school boards, other service providers).

• This progress is enabling lead agencies to assume greater responsibilities at the

local level.

• And…as you know…we are here to talk about identifying a lead agency for the

Niagara service area. Slide 8 – 16 lead agencies

• Moving to Slide 8 on Lead Agencies:
• As Ragaven indicated, MCYS has announced lead agencies in 31 of 33 service

areas.

• This does not mean that work has not been underway in the remaining two service

areas – in fact in Niagara a local planning process has been underway since November 2015. This has supported ongoing engagement and momentum in the community - and a summary of this will be provided to agencies who submit an intent to submit (more about that process in a few minutes). Given the work that has

• ccurred we are now ready to move forward with a new identification process in

Niagara – and expect to identify both remaining lead agencies in 2017/18.

• Lead agencies have been identified using a fair and transparent identification
• process. The process we will be outlining today for the new identification process in

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Niagara builds on the previous processes used with some adaptations and enhancements Slide 9 – Lead agency roles and responsibilities

• And now moving to slide 9 and 10 - we would like to discuss lead agency roles and

responsibilities. Slide 10 – A lead agency is…

• So, what does it mean to be a lead agency?
• A lead agency should be a recognized leader.
• Within the service area, the lead agency must be seen as delivering

trusted, credible and evidence-informed community-based services.

• A lead agency must also be a good partner.
• Much of their work will require them to work collaboratively across
• rganizations and sectors.
• Also, their focus will be on building the child and youth mental health

system within their service area.

• This will require them to plan differently with a system-level lens, and at

times make difficult recommendations, while looking beyond self-interest.

• And lastly, a lead agency must also be an expert in the delivery of high quality child

and youth mental health services. Slide 11 – Lead Agencies – Enabling system change

• As outlined on Slide 11: MCYS will be entering into agreements with a lead agency

for each service area. Key responsibilities of lead agencies are:

• Planning for the delivery of the core services outlined in the Program

Guidelines and Requirements document and any subsequent documents;

• Supporting making these core services accessible to families, children

and youth; and

• Establishing pathways among agencies and sectors.
• This chart shows two key deliverables that will help lead agencies fulfill these

responsibilities - they are the Core Services Delivery Report and the Community Mental Health Report for children and youth.

• The Core Services Delivery Report is developed by lead agencies to outline the

identified mental health needs of children and youth in their community - and propose how most effectively to respond to those needs through the provision of core services.

• Now, we know that child and youth mental health encompasses more than just

MCYS-funded core services.

• Therefore, lead agencies will be leading other sector partners such as school boards

and public health units in the development of a Community Mental Health Report for

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children and youth that will outline how the different sectors will work together to meet the mental health needs in their service areas, including pathways across sectors.

• This plan will document who is responsible for what so that families as well as

professionals such as teachers and doctors will know how to connect to community- based child and youth mental health services. And that requires planning. Slide 12 – Core Services Delivery Report

• Thanks Rachel – on slide 12 - let’s look a little bit more at what that planning is.
• Lead agencies will be required to develop a plan identifying local child and youth

mental health needs, and proposing how most effectively to respond to those needs, through the delivery of MCYS-funded child and youth mental health core services as currently outlined in the Program Guidelines and Requirements #01 document.

• The intent of the Core Services Delivery Report is to facilitate multi-year planning

that is responsive to changing local community needs. Within this, an annual report will be developed by lead agencies which will be used by MCYS as a key input into the ministry’s annual core service resource allocations.

• It will be developed by the lead agency, working with other local child and youth

mental health providers, and it will be based on an assessment of what exists compared to the ministry’s expectations, and how best needs can be met.

• The specific format of the report is under development but broadly speaking the

report will cover the areas of content you can see on the slide.

• Service Area Child and Youth Population: the lead agency will describe its service

area, using things such as demographics and highlighting trends.

• Service Landscape: The lead agency will describe who is providing core services to

whom in the service area.

• Strategic Priorities and Workplan: This looks forward. It will describe the priorities for

service improvement and the plan for addressing these priorities. This will require the lead agency to document the impact that current programs have had, and establish priorities for improving the quality and responsiveness of programs.

• And finally – the Proposed Resource Allocation:
• This will describe proposed changes to programs and services including

who is delivering what, and how changes will improve the quality and efficiency of programs, as well as the range of core services available.

• As mentioned this will be used by MCYS as a key input into the ministry’s

annual core service resource allocations – but it will also be forward looking and forecast activities over a number of years, including fiscal implications of planned changes to service. Slide 13 – Community Mental Health Report

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• On slide 13, the second plan, the Community Mental Health Report for children and

youth, will be developed by the lead agency in partnership with all local providers and key stakeholders within the defined service area.

• Parents and youth should be involved in the development of the plan since it needs

to make sense to them most of all.

• Further work on the specific requirements of the report, as well as a standardized

template, are under development but generally speaking the report includes the following types of information:

• An Engagement section that describes the lead agency’s engagement

efforts with community partners.

• Community Services and Pathways in which the lead agency will

describe the existing service pathways in the service area.

• And lastly, Community Priorities and Workplan outlines broader priorities

across the full continuum of mental health services and supports, with an emphasis on supporting clear and simple to use pathways to, through and out of care, over a multi-year planning period.

• We recognize that strong local relationships need to be reinforced by provincial

commitments to collaboration. MCYS is working across ministries to create conditions for successful collaboration. Slide 14 – Lead agencies year 1

• Slide 14 starts to give you a sense of what the first year of a lead agency looks like.
• The initial expectations for lead agencies are centred around the two plans that we

mentioned: the Core Services Delivery Report and the Community Mental Health Report, including engagement with local partners.

• MCYS recognizes that no agency currently has the capacity to take on all the

functions of a lead agency immediately.

• And that’s why MCYS is working with various partners to put in place supports to

help identified lead agencies develop those capacities.

• Support may be provided based on assessment of the identified lead agency’s

current capacities as well as the scope of changes needed to meet MCYS

• expectations. And as a result the needs will be a little bit different in each service

area.

• These supports could include funding, training sessions, and other tools as needed.
• The ministry will continue to host regular meetings with lead agency leadership in
• rder to provide oversight and coordinate the delivery of supports and to allow lead

agencies to learn from each other.

• We will also use these meetings as an opportunity to monitor the progress of

implementation province-wide.

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• The Centre of Excellence for Child and Youth Mental Health has also structured its

service model to assign each lead agency with a knowledge broker.

• These knowledge brokers work directly with lead agencies to facilitate access to

resources and evidence, and provide specific support in areas such as project management and data capacity.

• For a more detailed outline of lead agency roles and responsibilities, as well as

supports, see the Guide to the Niagara Lead Agency Identification Process, available on the Moving on Mental Health web page. Slide 15 – Identification Process

• And now with Slide 15 - we are going to move into the identification process.

Slide 16 – Eligibility

• Slide 16 outlines eligibility: The first question is who’s eligible to make a submission?
• An agency is eligible for consideration in this identification process for Moving on

Mental Health if it is an incorporated not-for-profit agency, currently funded by the province of Ontario or a municipality in Ontario to deliver community-based child and youth mental health services within the Niagara service area.

• Delivering child and youth mental health services means that the agency is currently

funded to provide services, at least one service, that aligns with a core service as described in Program Guidelines and Requirements #01: Core Services and Key Processes, to children and youth and families in the Niagara service area. The service may be funded by the province of Ontario or a municipality.

• A common question we have received is whether agencies may make a submission

in partnership with other agencies. The ministry will be entering into a contract with

• ne lead agency per service area. Submissions from partnerships will not be

considered eligible. Slide 17 – Identification process: overview

• Slide 17 details the key steps of the identification process: The identification

process follows six steps:

• 1. Firstly, getting to know more information about the identification process

through this presentation;

• 2. The period to send in an Intent to Submit form;
• 3. An opportunity for you to ask further questions;
• 4. Time to complete the submission;
• 5. The Presentation;
• 6. Verification; and
• 7. Lastly, ministry decision making.

Slide 18 – Identification process: Key dates

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• So let’s take a moment to review the key dates of the process on slide 18. And we

may be a bit repetitive here over the course of this presentation. We want to make sure we are as clear as possible about what the dates are.

• The sample submission form and the Intent to Submit form are already available on

the Moving on Mental Health webpage, along with the Guide.

• You have until November 27 at 4:00p.m. to send your Intent to Submit form to

MCYS.

• MCYS will respond providing you with a fillable Submission form on November 28.

As mentioned earlier, along with this you will receive a summary of the planning work that has occurred to date in the Niagara service area.

• Submitting a completed Intent to Submit form will ensure that you receive the fillable

submission form. However, please note that submitting an Intent to Submit form does not mean that you have to complete the submission.

• All Submissions are due by December 20, 2017 at 4:00 p.m.
• Any verification will then take place following that and the ministry expects to be in a

position to identify the lead agency in Niagara over Winter 2018. Slide 19 – Information Session

• So now to get into the seven steps of the identification process a little bit more.
• Firstly, the information session on slide 19.
• This presentation and audio recording you are now reviewing is available in English

and French on our Moving on Mental Health web page. Slide 20 – Intent to Submit

• Slide 20 outlines the intent to submit process.
• Completing and sending in an Intent to Submit form will enable the ministry to send

a fillable submission form to the agency and also enables MCYS to stay in contact with all interested agencies.

• We want to make sure that all agency candidates for the lead agency role receive

the same information.

• As we mentioned, submitting the Intent to Submit form is not a commitment by the

agency to complete the submission form.

• Intent to Submit forms are due to the ministry by 4:00 p.m. on November 27.
• Now on to the next step in the process.

Slide 21 – Question period

• We understand that as you review the documents you may have some additional

questions that you would like answered and slide 21 outlines key dates for the question period.

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• Please email any questions you have to movingonmentalhealth@ontario.ca by

December 1st, at 4:00 p.m.

• We will respond to these questions in a single question and answer document,

which will be sent out on December 6.

• The responses will be sent to all those who submitted an Intent to Submit form,

everybody who emailed us questions, or subsequently requested a fillable submission form.

• This process obviously is to ensure that all potential lead agency candidates have

access to the same information. Slide 22 – Submission Process

• Now on slides 22 – 25 we outline the submission process.
• As we mentioned, fillable submission forms will be emailed on November 28 to those

agencies that sent in an Intent to Submit form. Along with the form we will also provide a summary of the community planning process that has occurred to date in the Niagara area.

• You can still get a fillable submission form and the community planning summary

after this date by requesting it from us via email. But note that the submission due date will not be extended.

• The fillable submission form has the same content as the sample submission form

posted on our web page and the fillable form is not restricted in any way.

• Agencies are encouraged to use internal expertise in the preparation and completion
• f the submission and MCYS funds may not be used to procure third-party expertise

in the preparation, or completion of, the submission. Slide 23 – Submission process continued…

• As we mentioned, completed submissions, in an accessible Word or PDF format,

are due by 4:00p.m., on December 20.

• Emails will be regularly monitored and you will receive confirmation of receipt of the

submission as soon as possible. If you do not receive confirmation of receipt within two business days, please contact us. Slide 24 – Submission process continued…

• It’s important to note that if you do make a submission in French, it will be translated

into English and the translated version will be reviewed.

• This is linked to the fundamental fairness issue of having all submissions from a

service area reviewed by the same panel.

• The submission will go through initial verification, which is essentially checking if the

submission has been properly completed and that the agency that made the submission is in fact eligible to apply.

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Slide 25 – Submission process continued…

• Once the submission has been through the initial check, it goes to the reviewers – a

panel of MCYS staff.

• Agencies should be explicit in their submission and not assume that reviewers are

familiar with agency characteristics.

• The panel will assess the submission based on the categories and weighting seen
• here. The first four categories provide insight into the existing operations of the

agency and are worth 50% of the overall score.

• These categories will give you an opportunity to tell us what you have done.
• The last section – the Narrative – will give you the opportunity to tell MCYS what you

could do in the future if identified as a lead agency.

• More detail on these categories will be provided in our discussion of the

Submission. Slide 26 – Presentation…

• The next stage of the identification process outlined on slide 26 is the presentation.
• All agencies that submit a submission form, and are verified as eligible to proceed

with the review process, will be required to deliver a presentation to a panel consisting of ministry staff and third-party representatives.

• Each agency candidate will be contacted to schedule a date and time for the

presentation following receipt of the submission.

• It is anticipated the presentations will occur the week of January 15, 2018, however

specific dates will be confirmed based on ministry staff, third party and agency candidate’s availability.

• The presentation will be based on the narrative and all agencies will be provided

with the specific questions one week in advance of their presentation, once the presentations are scheduled.

• Failure to complete the presentation, as requested, may result in agency candidates

being removed from the process.

• The presentation itself would not be individually scored, however the information
• btained through any aspect of verification or clarification undertaken is an input for

the review panel for consideration when scoring the submissions..

• What we are trying to achieve with the presentation is three-fold:
• Give the agency applicant an opportunity to further demonstrate their capacity

and commitment to deliver on the goals and objectives of Moving on Mental Health;

• Provide the ministry an opportunity to enhance their understanding of the

information provided in the narrative and conduct verification, as needed; and

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• Infuse a broader sector perspective in the identification process, and set the

stage for future collaboration.

• The third party representatives that attend will not have a scoring role in the review.
• However, they will have the opportunity to ask questions following the presentation

and will provide their feedback to the MCYS review panel.

• Agency staff, up to a maximum of three, including at least one board representative,

are required to deliver the presentation; and no external advisors or consultants will be permitted to attend.

• Presentations must be done in English.

Slide 27 – Verification/Clarification

• As mentioned, verification occurs at the discretion of the ministry and is a more in-

depth look at the information provided in the agency candidate’s submission.

• Slide 27 provides further detail.
• MCYS reserves the right to request further information at any time as well as to

undertake verification or clarification of the information provided in the submission. And this may include any of the following: consultation with regional office staff, discussions with subject matter experts, community stakeholders, or discussions

• ther third-parties, as well as potentially through on-site visits, and other means in
• rder to complete the assessment and identification process.
• Agencies will receive appropriate notice when certain verification activities are

deemed necessary, such as notice of an on-site visit. Activities such as these are anticipated to occur in January 2018.

• If verification is required, the ministry, where appropriate, will request the information

from all agency candidates that submitted in that particular service area.

• The ministry may also seek agency-specific information.
• So, what this means is that, for example, if a review panel wants to see a particular

document for one of the agencies, we will also ask for the same or similar document from other agency candidates. But if the review panel wants to follow-up with an agency candidate about something very specific that they mention in the submission, this information may only be asked of that specific agency candidate.

• That’s right. And information obtained through verification or clarification goes back

to the reviewers and may be used to adjust scores given to any section of the submission.

• Now, one of the questions we’ve received in earlier information sessions is around

how the regional office is involved in the identification process. The regional office is not part of the review panel - however they will provide information to the review panel through the verification stage. The information obtained through any aspect of

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verification or clarification undertaken is an input for the review panel for consideration when scoring the submissions. Slide 28 – Decision making

• Now, on slide 28, the final step in the identification process is decision making.
• The ministry will take all information obtained through the review process into

consideration.

• It’s important to note, however, that the assessment is only one input into the

identification process and additional factors may be considered in determining the lead agency. For example, assessment of the agency candidate’s track record in delivering child and youth mental health services, geographic coverage within the service area, populations served, and, where applicable, an agency candidate’s track record if already operating as a lead agency in another service area.

• Please note that even if an agency has provided a complete submission to MCYS

and met the eligibility and assessment criteria, there is no guarantee that the agency candidate will be identified as a lead agency.

• In addition, MCYS is not obliged to select a lead agency where there is no suitable
• candidate. The decision by MCYS not to identify an agency candidate as a lead

agency is final. Slide 29 – The Submission

• So that’s the process. Next, from slide 29 on, we want to take a look at the

Submission itself. Slide 30 – Overview of the Submission

• Slide 30 outlines the several parts to the Submission – a checklist and cover sheet,

contact information, service provider profile, the capacity assessment, the narrative, the declaration, with the required documents.

• The submission form that will be distributed is a fillable Word document.
• Sending in the Intent to Submit form will ensure that you receive the fillable

submission form on the earliest possible date, but you can still request the fillable submission form on a later date.

• We will only accept completed submissions in an accessible Word or PDF format.

The signed declaration can be attached separately if needed. Slide 31 – Checklist and Submission cover sheet

• As we mentioned, the first part of the submission is the checklist and submission

cover sheet – outlined on slide 31.

• Very simply, this is just a tool for you to use to ensure that all sections of the

submission are complete.

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Slide 32 – Part A: Contact Information

• Slide 32 outlines the need for contact information.
• Here we’re looking for:
• The primary contact for the submission during the identification process;
• The contact information of the board chair and executive director (or

equivalents) to let them know the results of the identification process; and

• To know whether the submission was completed by a third-party; and if

so, the contact information for the third-party, for informational purposes

• nly.

Slide 33 – Part B: Service Provider Profile

• Part B of the submission, outlined on slide 33, is the service provider profile.
• The profile is intended to provide MCYS with a description of the services your

agency currently offers, including MCYS-funded core child and youth mental health services, other MCYS-funded services, those funded by other Ontario ministries or through other sources, as well as the agency’s capacity to deliver services in French.

• It also includes some general information on the agency.

Slide 34 – Part C: Capacity Assessment

• Part C of the submission, outlined on slide 34, is the Capacity Assessment and as

we mentioned before, has a weight of 50%.

• The purpose is to provide MCYS with information on the strengths of the agency

candidate, to help MCYS develop possible supports for capacity building in the future, and of course, to differentiate between agency candidates.

• The capacity assessment is built around the four categories we mentioned earlier

and align with the capacity needed to fulfil the roles and responsibilities of lead agencies, outlined in the Guide to the Niagara Lead Agency Identification Process. The four categories in the capacity assessment are:

• Strategic Leadership and Governance;
• Service Expertise, Program Management and Alignment;
• Service Coordination, Continuity and Community Partnerships; and finally
• Infrastructure.
• The answers to the questions in this section should indicate how the agency

demonstrates the desired characteristic and to what extent.

• Following each question, there is space for the agency to indicate documentation or
• ther evidence that supports the response provided.
• When answering these questions, it is important that you provide your details in the

text box.

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• Please do not simply refer MCYS to the supporting documentation and neglect to

provide an answer in the text box, although you may refer to responses that are elsewhere in the submission.

• Please do not attach the supporting documentation or evidence to the submission,

as supporting documentation or evidence will not be considered in the assessment process until the ministry determines that verification or further clarification is required.

• MCYS will assess each submission on its merits to determine if the agency

candidate has the attributes of a lead agency in whole or in part.

• There will not be minimum thresholds that need to be met in order to be considered

for the lead agency role.

• Some of your answers in your submission may repeat information you provide in

response to other submission questions.

• The review panel will look throughout the submission for content prior to scoring

each question.

• How you respond to the question is up to you, but you are advised to make your

submission as explicit and complete as possible.

• Again, we would like to point out that you should not assume that reviewers are

familiar with agency characteristics.

• Therefore, when providing your answers, be sure to provide as much detail, as

deemed necessary, to help highlight your ability to take on the role of a lead agency.

• More detailed descriptions of lead agency roles is available in Appendix 1 of the

Guide: Provincial and Local Roles and Responsibilities of Lead Agencies.

• You can also see the specific questions being asked in the sample submission form.

And both of these documents are posted online on our Moving on Mental Health web page. Slide 35 – Part D: Narrative

• So that’s the Capacity Assessment. Part D is the narrative, outlined on slide 35,

which constitutes the other 50% of that scoring weight.

• And the purpose here is for agencies to share with the ministry how they can help

achieve the goals of Moving on Mental Health by outlining their understanding of system transformation as well as the agency’s assessment of the challenges and the

• pportunities that lie ahead.
• The narrative will also look at whether the agency demonstrates the necessary

system perspective and capacity to effectively fulfil the lead agency role in the service area for which it has submitted. The agency will also need to demonstrate an understanding of what will be required to achieve this vision, with particular focus on diversity needs, engagement, and partnerships in the community.

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• Recognizing that the roles and responsibilities of the lead agency are new to many

agencies, the ministry feels it is important to hear how the agency will approach building a stronger local service system – both locally and as part of a provincial system.

• As mentioned earlier, the presentation agency candidates will be required to deliver,

following their submission, will focus on the narrative section.

• Agencies should, however, provide all of the necessary information in the narrative

section of the submission and not wait for the presentation to expand on any areas.

• Information received through verification or clarification (including the presentation)

may impact the scores given to any section of the submission. Slide 36 – Part E: Declaration

• And finally on slide 36, the declaration, which is Part E.
• The declaration needs to be signed by two officers with the authority to bind the
• corporation. The contents of the declaration are listed in both the Guide and

Submission, we won’t be repeating them here. Slide 37 – Attachments

• Let’s talk about attachments.
• There are several attachments that should be included with your submission as
• utlined on slide 37. They are:
• The most recent strategic plan, or equivalent;
• A map of the current geographic coverage/catchment area of your

agency (if available);

• An organizational chart;
• A list of the board of directors of the corporation, including contact

information;

• The most recent Accreditation Report (if you are an accredited agency);
• The most recent Audited Financial Statements of the corporation; and
• Incorporating documents such as letters patent.
• All requested attachments will need to be scanned by you and submitted

electronically with the submission.

• Hard copies of the submission or the attachments will not be accepted.
• These required attachments will be reviewed but won’t be specifically scored, unless

specifically related to a question in the submission form.

• Just to be clear, these are the required attachments, which must be received with

the submission. These are separate from the “supporting documentation and evidence” that we talked about in the capacity assessment section on slide 34.

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• We have also been asked before whether the ministry will consider letters of support

if included with the submission. Please do not include any letters of support or other attachments not requested, as they will not be evaluated as part of the submission.

• The necessary attachments, as Ragaven indicated, are listed in the Service Provider

Profile and in the Checklist.

• Please note that when submitting your submission and requested attachments, you

may run into the issue of the files being too large to be sent in one email.

• If you do run into this please submit your submission in several parts to ensure that

we receive all of the attachments.

• In the subject line, just put, for example, “Part 1 of 2” along with the agency name so

that we know that there are multiple emails to look out for. Slide 38 – Identification Process:

• So, dates one more time – these are outlined on slide 38 as a summary.
• You have until November 27 at 4:00 p.m. to send your Intent to Submit form to

MCYS.

• After the deadline, the ministry will send each agency that did submit an Intent to

Submit form a fillable submission form along with a summary of the Niagara community planning process to date.

• Any questions about the identification process or submission are due by December

1 at 4:00 p.m. to the ministry’s Moving on Mental Health email account, and responses will be sent out by the ministry by end of day on December 6.

• The complete submission is due by 4:00 p.m. on December 20, 2017.
• Presentations, verification and clarification will follow and the ministry expects to be

in a position to identify the Niagara lead agency over Winter 2018. Slide 39 – Email and webpage

• That concludes our presentation and we are very grateful that you took the time to

listen.

• Remember, you can ask any further questions you have about the identification

process and submission via email at movingonmentalhealth@ontario.ca and we will respond to all the questions we receive on December 6.

• You can also visit us anytime at www.ontario.ca/movingonmentalhealth to see

updates to our web page. These links are found on slide 39.

• We hope you have found this session useful - and thank you for your time.
• Thank you.