agenda · before implementing a new program database effort to measure your outcomes, before...

The Pathways to Excellence workshop series is an outgrowth of The New York Community Trust Nonprofit Excellence Awards Program, managed by the Nonprofit Coordinating Committee of New York in collaboration with The Trust and The Clark Foundation. WYNC is the media sponsor.

Moderator: Constance Ferber, Knowledge Director, NPCC

Panelists:

Joseph J. Barretto, Principal at Barretto Consulting (2017 Selection Committee member)

Carola Bracco, Executive Director at Neighbors Link

Kelsey Louie, Chief Executive Officer at Gay Men’s Health Crisis (GMHC)

Agenda 10:00 AM – 10:05 AM Welcome

10:05 AM – 10:20 AM Moderator and Panelist Remarks

10:20 AM – 11:20 AM Panel Discussion and Useful Tools & Resources

11:20 AM – 11:25 AM Peer Sharing

11:25 AM – 11:55 AM Q & A

11:55 AM – 12:00 PM Closing Remarks

Table of Contents

Organizational Profiles of Panelists…………………………………………………………...…….... 2-5

Tips & Strategies from Workshop Panelists………………………………………………….…….....6-7

Nonprofit Excellence Awards: List of Past Winners ………………………………..………...……......8

Resources:o Neighbors Link: Home Companion Program Results……………….………………......…….9 o Neighbors Link: Snapshot End of Year 2017...…………………..………………………..10-11 o GMHC MHS Dashboard.............………....…………………..…………………….…………..12o GMHC Communication Dashboard...............……………...…………………..………………13

o GMHC Workplan Template………………………………………………………………………14o Tools – Logic Model……………………………………………………....................................15o Tools - Performance Measurement Cycle..........................................................................16

Notes Page……………………………….……..................................................................................17

Pathways to Excellence 1

Barretto Consulting provides organizational strategy and leadership development services that build the capacity of nonprofit organizations to ensure their sustainability and maximize their impact. Joseph J. Barretto is a management strategist with 20 years of experience in the nonprofit sector. Joseph’s focus on providing nonprofit boards and leaders with the management tools and strategies necessary to strengthen their organizations was honed by his experiences in various management roles, including Deputy Director at the New York City Anti-Violence Project, Deputy Executive Director at Hudson Guild, and Executive Director at The DOME Project, an education-focused nonprofit serving at-risk youth. In addition to consulting assignments in organizational assessments and strategic planning initiatives, fundraising campaigns, and board development, Joseph facilitates leadership and fundraising workshops and trainings to nonprofit managers and board members. Joseph is an Affiliate Consultant at Community Resource Exchange and sits on the Selection Committee for The New York Community Trust Nonprofit Excellence Awards. He is Chair of the Board of Directors of the Filipino American Human Services, Inc., and serves on the National Advisory Board for Public Service at Harvard College and the Advisory Board of Trestle Gallery. Joseph holds degrees from Harvard College and Columbia University’s School of International & Public Affairs.

Projects include: Strategic Planning • Board Development • Program Planning Impact Evaluation • Fundraising Planning • Feasibility Studies


ORGANIZATIONAL PROFILE

Gay Men’s Health Crisis (GMHC) 2017 Gold Prize Winner for Overall Management

Excellence

Who We Are: Gay Men’s Health Crisis (GMHC) is the nation’s leading provider of HIV

prevention, services, and advocacy. GMHC serves more than 12,000 people living with and

affected by HIV and AIDS annually in New York City.

Our Mission: GMHC fights to end the AIDS epidemic and uplift the lives of all affected.

Our Story: A cornerstone of New York City’s human services community since 1982, GMHC

works to address the key drivers of the HIV epidemic, which today include poverty, racial and

gender inequality, stigma, and discrimination. We recognize that New Yorkers face many

intersecting barriers to health and happiness, so we provide a wide range of services to promote

whole-person wellness.

GMHC’s programs include HIV prevention and testing; health insurance and benefits navigation;

legal services; supportive housing; mental health counseling and substance use care; hunger

relief; and workforce development. GMHC also advocates tirelessly for the rights of LGBT people

and people living with HIV.

While advances in treatment and prevention have brought the end of the epidemic within reach,

we cannot afford to lose momentum. People living with HIV are among the most vulnerable

communities in New York City; they consistently experience disproportionate rates of poverty,

homelessness, unemployment, and early death. The HIV epidemic also increasingly affects

people who are already in need, particularly people of color, young gay and bisexual men, and

transgender women, and in our work we prioritize reaching those who are most affected.

We are constantly growing and evolving to meet the needs of our clients and the community at

large. Most recently, GMHC was recognized as a Gold Prize winner of the 2017 Nonprofit

Excellence Awards, created by the Nonprofit Coordinating Committee of New York to recognize

outstanding management practices. To have received this prestigious recognition as we

commemorated our 35th year was not only humbling, but also an affirmation that we’re doing

things right—and making the proper strategic, data-driven decisions required to end the AIDS

epidemic.

Some Important Statistics About Our Work:

Every year, GMHC:

serves more than 12,000 people living with or affected by HIV

provides more than 120,000 nutritious meals to clients living with HIV

provides more than 2,100 hours of mental health counseling

successfully links nearly 90% of people newly diagnosed with HIV to medical care within

one day

provides workforce development and vocational education to more than 1,000 people


connects people living with HIV with over $4.4 million in public benefits

provides more than 4,300 HIV tests at our David Geffen Center for HIV Prevention and

Health Education

provides free legal services to more than 1,000 people

Who we serve:

70% of GMHC’s clients are people of color

72% of GMHC’s clients identify as gay, lesbian, bisexual, or transgender

25% of GMHC’s clients are women

More than 45% of new GMHC clients are HIV negative

Examples of Excellence Identified by the 2017 Selection Committee:

Organization focuses on results by regularly tracking, measuring, evaluating and reporting on

defined goals.

o Department-specific dashboards inform an agency-wide dashboard that summarizes

performance and outcomes using carefully selected metrics.

Organization actively solicits qualitative and quantitative data directly from constituents

(including clients and staff) and uses feedback to refine programming and administrative

functions.

Organization uses its Triad management paradigm to track program implementation and

outcome data, target staff development, and inform continuous quality improvement projects.

Organization learns from data and disseminates through impactful advocacy efforts and

presentations.


ORGANIZATIONAL PROFILE

Neighbors Link 2016 Silver Prize for Management Excellence

The Neighbors Link mission is to strengthen the whole community through

the healthy integration of immigrants.

Neighbors Link is a high-performing organization that is well positioned to move to the next level

of effectiveness to improve outcomes, replicate and scale up the organizational model, and

ultimately transform communities through healthy integration. Neighbors Link’s core value is to

develop partnerships and support communities in their unique processes to integrate immigrants.

Each step in this work helps to positively change the dialog about immigration and create a

welcoming environment.

Building on their success integrating the community in the Mount Kisco area, Neighbors Link is

working to scale programming – and ultimately the full model – in additional communities

including Ossining and Yonkers.

As a multi-service organization, Neighbors Link offers programs that educate, empower, and

employ immigrant families living in poverty. They also work with longer-term residents and many

community partners to help them understand the immigrant experience. Strategic and meaningful

partnerships across varied sectors of the community play an important role in their model;

partners include community colleges, businesses, law enforcement, government officials,

healthcare providers, school districts and community-based organizations. Equally important to

their model is engagement of diverse community members through a carefully structured

volunteer program. The Neighbors Link guiding vision is that systemic change can happen by

engaging a majority of the target population in the immigrant community as well as the longer-

term resident community. Program areas include:

Family Center English as a Second Language

Workforce Development Direct Legal Services and Advocacy

Adult Education Family Support Services

Examples of Excellence Identified by the 2016 Selection Committee:

Partnered with outside researcher for longitudinal study and utilized results to guide replication strategy

Provide employees with annual “Official Data Points” document to consistently convey

organization-wide program results

Data tracking is focused while still evolving; data drives organization at staff and board levels

Program areas have work plans and goals that are developed annually

Commitment to learning from data – use of pilots and feasibility studies

Assess results by asking three questions: (1) How much did we do? (2) How well did we do

it? (3) Is anyone better off?

Strategic priorities tracked using red, yellow, green indicators and tied to CEO performance

evaluation


Data and Decision Making

Tips from the Workshop Panelists

Neighbors Link

How much did we do? How well did we do it? Is anyone better off? Know what you are looking for in your data. Before implementing a new program database effort to measure your outcomes, before beginning to collect data, and before populating your database, Map out your outcome reports. Create a draft of the reports you will need to review your outcomes, put in dummy data, estimating what you think the answers might be. Are these reports going to help you improve programmatic impact, inform your board, and update your funders? If the answer is yes to all three, then you can begin to look for the right database program and collect the data. Spending time in advance to figure out what you are looking for and what questions you need answered will help you select the right program, customize it correctly, and collect only the data you need.

Create detailed exception reports that highlight data outside an expected range or missing data. We call this report the Oh S**T report. On this exception report, consider comparing your data to the same time last year. Management should look at this report every week. It will help you catch missing data or data entry errors real time if you review it regularly. Otherwise, you will waste time analyzing data and looking for errors.

“The best way to starve a horse is to put two people in charge of feeding it. “ More and more today, people are working in teams and report to multiple managers. While this encourages innovation and creativity, it can blur the lines of responsibility and accountability. Make sure each employee understands their responsibilities and who is responsible for the critical tasks.

Gay Men’s Health Crisis (GMHC)

BALANCE ACCOUNTABILITY WITH AUTHORITY In order for managers to succeed, their level of authority must be in balance with their level of accountability.

CONCENTRATE ON KEY MANAGEMENT INDICATORS Tracking key management indicators allows managers to recognize and then focus their energies on the most critical issues impacting their programs/departments, which typically include: areas of strategic importance, areas of program/business development, and areas of organizational risk. BY concentrating on key management indicators, managers are more likely to spot and address problems quickly and effectively, halting potential problems before they become major deficiencies.

BE AWARE OF THE TENDENCY TO SEEK CONFIRMATORY EVIDENCE Confirmation bias is the tendency to search for, interpret, favor, and recall information in a way that confirms one's preexisting beliefs or hypotheses. People tend to interpret ambiguous data as evidence that supports their existing position. Be aware of the tendency to seek confirmatory evidence and be objective when using data.

Joseph J. Barretto, Principal at Barretto Consulting (2017 Awards Selection Committee member)

An organizational commitment to managing for results doesn’t have to cost money. Change for Kids, a nonprofit that partners with exceptional elementary school leaders in high-poverty New York City communities to provide targeted program, volunteer and leadership support, recently created a new Impact and Engagement Department—without spending a single cent. The new department focuses on measuring results and reporting impact as a means to continually improve programs,


address the specific needs of partners, and, ultimately, achieve the best outcomes for its students. The department designs and uses data collection tools and creates dashboards that allow it to monitor program outcomes and tie them to levels and types of resources allocated. CFK was able to create the department by reframing key roles within the organization. As a result, the organization was able to shift the focus of staff with minimal reassigning of responsibilities. A program director, volunteer manager, and data specialist—each sitting in a separate department—came together to form the new Impact and Engagement Department.

Spend the time to develop the right dashboard and choose the right indicators, then make implementation as painless as possible. More and more organizations are taking the time to develop theories of change or logic models for their programs to determine the indicators that drive outcomes and impact and make sure that activities are connected to the mission. Organizations know to choose those indicators and develop dashboards, but implementation often becomes a chore. To be effective, dashboards need to be used, monitored, and analyzed regularly. Automate them as much as possible. If you don’t have the resources (or right database), assign updating to a tech-savvy staff member, who might actually enjoy the responsibility. It doesn’t have to fall on managers alone.

Know the difference between weather and climate, but check both. A famous person tweeted during the recent “bomb cyclone” that "In the East, it could be the COLDEST New Year's Eve on record. Perhaps we could use a little bit of that good old Global Warming that our Country, but not other countries, was going to pay TRILLIONS OF DOLLARS to protect against. Bundle up!" Afterwards, scientists (and many eighth graders) pointed out that “weather” and “climate” are not the same thing. Cold weather on any given day, week, or month, is not indicative about the climate. Likewise, while you may have indicators that measure how your organization is doing monthly, quarterly, even annually, don’t forget to look at the climate—that is, what impact your organization has had over a long period of time. Many organizations take the occasion of strategic planning processes to assess how the environment has changed in the past three, five, or ten years. While weather checks using your indicators and dashboards will allow you to make quick adjustments to make necessary corrections, climate checks will allow you to make larger, more strategic decisions that may fundamentally affect the work that you do.


New York Community Trust Nonprofit Excellence Awards

35 Winning Organizations 2007 - 2017

America Needs You, 2015 Winner

BRC, 2015 Winner

Brooklyn Community Services, 2017 Winner

BronxWorks, 2013 Winner

Center for Urban Community Services, 2007 Winner

City Harvest, 2011 Winner

Children’s Aid, 2017 Winner

Community Health Action of Staten Island, 2008 Winner

CSH, 2013 Winner

Families United for Racial and Economic Equality, 2007 Winner

GMHC, 2017 Winner

God’s Love We Deliver, 2010 Winner

Good Shepherd Services, 2007 Winner

Graham Windham, 2014 Winner

Groundwork, Inc., 2009 Winner

Harlem Academy, 2011 Winner

Harlem RBI, 2009 and 2012 Winner

Ifetayo Cultural Arts, 2008 Winner

Institute for Family Health, 2008 Winner

Jewish Board of Family and Children’s Services, 2016 Winner

Leake & Watts, 2014 Winner

Neighbors Link, 2016 Winner

Neighborhood Economic Development Advocacy Project, 2009 Winner

New York Cares, 2009 Winner

New York Common Pantry, 2015 Winner

New York Lawyers for the Public Interest, 2010 Winner

Open Door Family Medical Centers, 2012 Winner

Per Scholas, 2016 Winner

Red Hook Initiative, 2012 Winner

Row New York, 2014 Winner

Sadie Nash Leadership Project, 2010 Winner

Sanctuary for Families, 2011 Winner

The Children’s Village, 2013 Winner

Vera Institute of Justice, 2009 Winner

WITNESS, 2007 Winner Pathways to Excellence 8

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Neighbors Link Programs

ADULT EDUCATION AND WORKFORCE DEVELOPMENT

English as a Second Language (ESL) Through our partnership with Westchester Community College (WCC), Neighbors Link learners attend professionally-led classes in English as a Second Language (ESL), onsite at the center. Class is offered for beginners and advanced learners.

Eco-Cleaning The Eco-Cleaning Program trains and certifies women to clean homes and businesses using organic cleaning products that are not harmful or toxic to themselves or the environments in which they work. Eco-Cleaning students also learn effective work habits, customer service and business management skills.

ESL Conversation and Tutoring High School and adult volunteers from throughout the community provide thousands of hours of one-on-one, group conversation, classroom English language tutoring to Neighbors Link learners each year.

Home Companion In this contextualized ESL program, participants learn the basics of being a home companion, including how to assist individuals in daily living activities, effective communication and safe techniques for working with people with physical limitations.

Community Workshops Regular center-wide workshops address relevant issues such as housing, healthcare, schools, immigration, wage-theft and community building.

Client Leadership Program participants are taking on leadership roles at the center and in the community by leading workshops, participating in events and community meetings.

FAMILY CENTER PROGRAMS

Parent Education Neighbors Link parent education is designed to support parents as their child’s first and most important teacher. Our group workshops facilitate peer-to-peer learning with a focus on developmentally appropriate positive parenting of bilingual and bicultural children.

Learning Links Our Learning Links after-school program provides rigorous academic support and enrichment to 85 children of low-income families at the Mount Kisco Elementary School.

Parent-Child Together Our Parent-Child Together program is designed for parents with children from birth to age 4.Classes are structured and include parent workshops, circle time, reading and music and movement, during which children learn pre-literacy concepts.

Summer Links In partnership with Mount Kisco Elementary School and the Boys and Girls Club, our Summer Links program focuses on math and reading, as well as enrichment activities for over 100 children of low-income families.

Parents as Teachers Parents as Teachers (PAT) is an intensive evidence-based home-visiting program in collaboration with the Bedford Central School District (BCSD). Parent educators work with families to provide developmental-centered parenting skills development and support.

Family Night Program Twice monthly, families gather for a communal meal, social networking and community-building opportunities. The evenings include workshops on topics critical to their success such as the school system, healthy families and financial literacy.

Pipeline Scholars Program The Pipeline Scholars Program helps students and their parents successfully transition from elementary to middle and high school. Participant families engage in multi-year programming as part of a collaboration with the Bedford Central School District, the Mount Kisco Police Department and the Boys & Girls Club.

Children’s Program While parents attend evening classes at Neighbors Link, their children are provided supervised activities onsite. Programs are structured and provide opportunities for homework help, group activities and enrichment.

Job Bank The Job Bank is a referral service for workers skilled in painting, landscaping, construction, masonry, moving, tailoring, party help, Eco-Cleaning/housekeeping, and elder care.

Hiring Site The Hiring Site is open every morning at 7:00 AM, seven days a week, 365 days a year. Here, you can hire workers for daily, seasonal or permanent employment.

ONA Legal Initiatives Through Neighbors Link Community Law Practice and a grant from the New York State Office of New Americans, we are able to offer a variety of legal support services for immigrant families including United States Naturalization assistance.

Client Support Services This program provides medical, legal and social service assistance and referrals that connect individuals to community-based resources to address critical needs and provide vital solutions to help stabilize their lives in times of crisis.

CLIENT SERVICES


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0%

N/A

Tota

l # o

f clie

nts

inclu

ded

Descriptive

DD

DD

0%

0%

0%

N/A

Pro

gra

m o

r D

ep

art

men

t S

erv

ice D

eli

very

# o

f enro

llled c

lients

D0

00

N/A

# o

f re

quests

for

serv

ices

D0

00

N/A

# o

f in

takes s

chedule

dD

00

0N

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% I

nta

ke n

o s

how

s (

no c

all

or

less t

han 4

8 h

our

notice)

D0%

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0%

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% n

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how

of on-g

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chedule

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D0%

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0%

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% u

tiliz

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oin

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ppoin

tments

D0%

0%

0%

N/A

% o

f clie

nts

on p

sychotr

opic

medic

ation

D0%

0%

0%

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% o

f clie

nts

who h

ave h

ad m

edic

ation a

dhere

nce a

ssessm

ent

D0%

0%

0%

N/A

% o

f clie

nts

with 9

0%

medic

ation a

dhere

nce (

Psychotr

opic

)D

0%

0%

0%

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% o

f clie

nts

with 9

0%

medic

ation a

dhere

nce (

AR

Vs)

D0%

0%

0%

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Co

ntr

ac

t o

r D

ep

art

men

t D

eli

vera

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s# o

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Report

s S

ubm

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11

0-1

0%

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V

Accom

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00

0N

/A

AO

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ounselin

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Gro

up

00

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AO

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00

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tance

00

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ent

00

0N

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Coord

ination w

ith P

rim

ary

Care

Pro

vid

er

00

0N

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Inta

ke A

ssessm

ent

00

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Menta

l H

ealth C

ounselin

g -

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ily0

00

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Menta

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g -

Gro

up

00

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Menta

l H

ealth C

ounselin

g -

Indiv

idual

00

0N

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Outr

each for

Clie

nt

Re-e

ngagem

ent

00

0N

/A

Psychia

tric

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ation

00

0N

/A

Psychia

tric

Vis

its

00

0N

/A

Reassessm

ent

00

0N

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Seekin

g S

afe

ty -

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up

00

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Seekin

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00

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Serv

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00

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atm

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00

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00

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ess G

roup

00

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# o

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HV

deliv

era

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s m

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00

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% o

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deliv

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et

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Co

ntr

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ud

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Man

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# o

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work

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osi

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00

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KEY

Gre

en =

Pen

din

g d

ata

Gre

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Ind

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or

N/A

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ite

= N

o A

ctio

n N

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- A

t o

r A

bo

ve T

arge

t

Yello

w =

Act

ion

Req

uir

ed (

ex. U

nd

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% o

f ta

rget

)

Red

= W

ritt

en C

AP

Req

uir

ed (

bel

ow

yel

low

bu

ffer

an

d/o

r o

n 3

rd m

on

th f

ollo

win

g tw

o

yello

ws)

YTD

= Y

ear

to D

ate

FY =

Fis

cal Y

ear

YE =

Yea

r En

d

Jan

uar

y

Co

mm

un

icat

ion

s &

Mar

keti

ng

YTD

Per

form

ance

Man

age

men

t

May

-18

Jun

-18

Jul-

18

FY T

arge

t

Jan

-18

Feb

-18

Mar

-18

Ap

r-18

Act

ual

D

iffe

ren

ce

Op

erat

ion

al D

efi

nit

ion

Act

ual

vs.

Tar

get

(%)

Targ

et

Au

g-18

Sep

-18

Oct

-18

No

v-18

De

c-18


Task Name Steps Responsible Parties Start Date DeadlineDays to

DeadlineStatus Notes & Links

Goal:

Problem Statement:

1 Pathways to Excellence 14

Assumptions

Assumptions

Assumptions

Assumptions

Resources

What you need to

carry out the

activities you

have planned

Activities

What you do with

the resources you

have

Outputs

What the

activities produce

(e.g., services,

products)

Outcomes

What you expect

to happen as a

result of the

outputs (short-

and long-term

benefits and

changes for

program

participants)

Impact

The fundamental

long-term

changes you are

seeking

Measurement

Source: Center for Health and Public Service Research, Robert F. Wagner Graduate School of Public Service

Logic model development

“If…then…”

“But, how?


The Performance Measurement Cycle

Source: Root Cause

Mission and Vision

Activities and

Operations

measure

report

learn

improve

Track

performance

using selected

indicators

Communicate

performance

internally and

externally

Extract knowledge

from data, identify

opportunities for

improvement, and

make data-driven

decisions

Implement decisions

to improve activities

and operations


Workshop Notes:

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