building a data-driven culture

Building A Data-Driven Culture

Working Families Success Network November 7, 2013

How can we help the staff in our centers experience data as a useful resource, not just an administrative burden?

What are some of the practical strategies centers are using to address the challenges of creating a “data-driven culture”?

But first…..a short video!

Workshop Focus

Dean Johns, Dept. Dir. for Financial Foundations-John H. Boner Community Center (Indianapolis)◦ djohns@jhbcc.org

Ena Yasuhara Li, Director, SparkPoint Network -United Way of the Bay Area (San Francisco)◦ eyasuhara@uwba.org

Marty Miles, Consulting Associate – Corporation for a Skilled Workforce (Moderator)◦ mmilesconsulting@gmail.com

Panelists

Bay Area SparkPoint Centers

A SparkPoint Center integrates best-in-class services provided by multiple organizations in order to create financial stability for low- and moderate-income clients.

John H. Boner Community Center

CWF model implemented Oct. 2008 3 Core Services Already Being Offered All Were New to the Model

Our Staff 1 Case Manager / Income Supports Counselor 3 Financial Coaches (1Asset Devt. Coord. /2 Financial

Coaches) 3 Employment Core Staff (1 Employment Specialist / 1

Network Job Developer) 1 Data Quality Manager

1. Connect with staff’s passion for serving client needs

2. “Make the time” regularly for data entry

3. Create user-friendly reports to manage work and understand performance trends

4. Build buy-in and energy with cross-staff input, internal “champions” and external “experts”

Strategies for a Data-Driven CultureOUR THEMES

SparkPoint Client Progress Report

Client-Focused Reports

Define Core Outcomes

Design Bundling Strategies to Specifically Impact Outcomes

Develop a Staff and Customer Tracking Tool that Highlights Customers’ Financial Baselines, Progress, and Staff Efforts Related to Specific Customers

John H. Boner Center – Lessons Learned

John H. Boner Community Center

Case Conference Tool

Make Data Relevant to Those Responsible for It

Build a Process

Create Reports for Multiple Audiences

Build Data Entry into the Appointment Schedule

JHBCC – Making Data Matter

Data Entry Fridays (or Data & Donuts Days)

Getting as much data up front as possible

Weekly reports, to keep the data load manageable and catch issues quickly

Other Strategies for “Making Time”

Staff ID Name Point of Service Name

Point of Service Value

Contact Location/Method

Date of Contact

Time Spent

Date of Next

Contact

Notes Welcome Form

Baseline Assess-ment

Follow-up

Assess-ment

Clarifying Questions/Comment

Staff name

22532 xxxxxx Obtain Employm

ent

Actively searchin

g and applying for jobs

Phone (services provided over the phone)

10/24/ 2013

10 10/28/ 2013

xxxxxx 3/11/ 2013

3/11/ 2013

9/16/2013

Staff name

22600 xxxxxx Obtain Employm

ent

Preparing job

search tools

SparkPoint

Center

10/18/ 2013

15 11/1/ 2013

xxxxxx 3/15/ 2013

3/15/ 2013

8/22/ 2013

Staff name

22704 xxxxxx General Engagement and

Administration

No Email (services provided

via e-mail)

10/21/ 2013

5   xxxxxx 3/20/ 2013

3/25/ 2013

Staff name

23173 xxxxxx Obtain Employm

ent

Addressing

barriers to

employment

Phone (services provided over the phone)

10/21/ 2013

30   xxxxxx 4/9/ 2013

4/9/ 2013

10/22/ 2013

SparkPoint Sample Weekly Report

REPORTS - SparkPoint Network

Using Data for Improvement

SparkPoint Example:

Follow-up assessments are the only way we can track progress from the baseline.

But we aren't collecting enough follow-up assessments.

Why? How can we resolve this?

Data Reveals Different Issues

218

67

Site #1 Retention Report # of People Who Became Clients in FY12# of People Who Returned for an Effort in FY13

FY12Q1 FY12Q2 FY12Q3 FY12Q4 FY13Q1 FY13Q2 FY13Q30

10

20

30

40

50

60

70

80

90

# Clients Served # Clients Served w/ follow-up

221

144

Site #2 Retention Report

# of People Who Became Clients in FY 12# of People Who Returned for an Effort in FY13

FY12Q1 FY12Q2 FY12Q3 FY12Q4 FY13Q1 FY13Q2 FY13Q30

20406080

100120140160180

# Clients Served # Clients Served with a follow-up

BUY-IN AND ENERGYGAME CHANGERS - SPARKPOINT

United Way of the Bay Area Assessment Tool Data Capacity (documenting / managing data) Evaluation Capacity (tying outcomes & indicators to

program goals / analyzing data about effectiveness) Communicative Capacity (communicating program

impact externally Learning Capacity (implementing change /

managing staff performance to improve program effectiveness)

Assessing Org’l Data Use Capacity

Time for a few questions

DISCUSSION: What new ideas do these presentations spark?

What are other strategies that work for you?

What other challenges would you like input on?

Q&A - Group Discussion