Using Data Efficiently and Effectively
Transcript of Using Data Efficiently and Effectively
Using Data Efficientlyand Effectively
Betsy BurnsQuality Enhancement Specialist
Michael ClausenQuality Enhancement Specialist
The Arc of Lexington
CQL ACCREDITATION
• More than 350 organizations have achieved CQL Accreditation
• 25 States in the U.S.• Tennessee IDD System• All North Dakota and South
Dakota organizations
• Canada• Ireland• New Zealand
CQL ACCREDITATIONBENEFITS FOR ORGANIZATIONS
• Align quality assurance models• Build consistency in standards• Utilize internationally-recognized tools• Share best practices• Demonstrate person-centered commitment• Improve quality of life• Strengthen quality of services• Collect and evaluate meaningful data• External validation
“If you can’t measure it, you can’t manage it.”
- Peter Drucker
CQL ACCREDITATIONPROPRIETARY TOOLS
Basic Assurances®• Safeguards of health, safety, security and more
Personal Outcome Measures®• Understanding and measuring personally-defined outcomes
Shared Values• Alignment of mission, vision, and values
Community Life®• Relationship-building between people and the community
BASIC ASSURANCES®AN INTRODUCTION
“The FAA has one level of safety, and there’s no compromise. The airlines that meet it can fly. Those that can’t become part of a business-school case study.”
- Marion Blakey, Administrator
Federal Aviation Administration
BASIC ASSURANCES®FAA LEVEL OF SAFETY
• Essential, fundamental, and non-negotiable requirements for all service and support providers
• Includes the areas of Health, Safety, and Human Security
• Viewed from the person’s perspective
BASIC ASSURANCES®OVERVIEW
Factors refer to the main topic area.
Indicators are the sub-topic or specific expectations for that factor.
Probes are questions that support validation of the indicator.
BASIC ASSURANCES®STRUCTURE
SystemOrganizational supports that provide the structure for organizational practice. These can be policies and procedures, staff training, or other types of systems – ensure sustainability
PracticeWhat is observed in daily operations. This demonstrates how an organization’s supports are put into action
BASIC ASSURANCES®SYSTEM AND PRACTICE
• The Why
• The How
• The Who
• The What
• Partner Perspective: The Arc of Lexington
• Summary
CQL ACCREDITATION: USING DATATOPICS
Using Data
The Why
• Smart watches • Credit card statements or apps• Physical fitness• Transportation• Streaming services• Social media
CQL ACCREDITATION: USING DATADATA IS ALL AROUND US
• Quality of life for people
• Be more efficient and proactive
• Problem solving
• Scaling and replicating strength
• Establish baselines and work towards goals
• Systems and funding are increasingly outcome-driven
• You probably already have what you need to get started
CQL ACCREDITATION: USING DATATHE WHY
CQL ACCREDITATION: USING DATATHE WHY
Resource
12 Reasons Why Data Is Important
“Data will talk to you if you’re willing to listen to it.”
- Jim Bergeson
-74.23%-80%
-70%
-60%
-50%
-40%
-30%
-20%
-10%
0%
Not Present Present
Dec
reas
e in
Em
erge
ncy
Dep
artm
ent V
isits
Choose Where and With Whom to Live
CHOOSING WHERE AND WITH WHOM TO LIVERELATIONSHIP TO EMERGENCY DEPARTMENT VISITS
2.14
0.840.69
0.22
0.91
0.37
0.00
0.40
0.80
1.20
1.60
2.00
2.40
Turnover No Turnover
Even
ts P
er Y
ear
Emergency department visits Abuse and Neglect Injuries
THE IMPACT OF DSP TURNOVERON HEALTH AND SAFETY
9.3
11.1
0 2 4 6 8 10 12
Not present
Outcomepresent
Outcomes Present (out of 20)
NATURAL SUPPORTSTHE RELATIONSHIP TO QUALITY OF LIFE
$120,531
$100,185
$0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000
Not present
Outcomepresent
Average Expenditures Per Participant
NATURAL SUPPORTSTHE RELATIONSHIP TO SERVICE EXPENDITURES
CQL ACCREDITATION: USING DATATHE WHY
"Tell me the facts, and I'll learn. Tell me the truth, and I'll believe. But tell me a story, and It will live in my heart forever.”- Native American Proverb
Because Celebrating Wins Is Crucial For Company Culture:
• Tell a story! "Start with the plot, have lots of fun twists and turns, then stick the landing!"
• Positive cultures are shaped through Appreciative Inquiry.
Appreciative inquiry 5D-Cycle. Adapted from Whitney and Trosten-Bloom (2003, p. 6) and Cooperrider et al. (2005, p. 5).
CQL ACCREDITATION: USING DATATHE WHY
Using Data
The How
1. Develop a strategy
2. Build a mechanism for collection and review
3. Build a holistic system for analysis
CQL ACCREDITATION: USING DATATHE HOW
CQL ACCREDITATION: USING DATATHE HOW
What to include as part of your strategy, policy and/or procedure:
• Data that you will collect
• Sources of that data
• Who will collect this data
• Timelines and frequencies for collection and action
• Who will act upon findings in your analysis
• Goals
CQL ACCREDITATION: USING DATATHE HOW
Enabling Action:
• Remove Barriers-Lead Change
• Build Successful Partnerships
CQL ACCREDITATION: USING DATATHE HOW
Quality Management
for Smaller Organizations
Shared Values:
• Person Focused• Shared Leadership• Process Improvement• Shared Leadership• Develop partnerships• Open Communication• Continuous Learning• Continuous Improvement
Using Data
The Who
CQL ACCREDITATION: USING DATATHE WHO
Communicating Data:
• Building a communication strategy
• Know your audience
• Three-minute story
• All graphs are not equal
CQL ACCREDITATION: USING DATATHE WHO
Building a Communication Strategy:
• Road map for getting the message, objectives and process delivered to the targeted audience.
CQL ACCREDITATION: USING DATATHE WHO
Consider who should be part of the conversation –as self-advocates say, “nothing about us, without us.”
Stakeholder Involvement:
• Organizational stakeholders can be both internal or external to the organization
• Typical stakeholders: People supported, employees, board members customers, suppliers, communities, or governments.
CQL ACCREDITATION: USING DATATHE WHO
Know Your Audience:
• The "everybody knows" myth - "Our "common knowledge vs. not so common knowledge to others
• Different communications for different audiences
“Data are just summaries of thousands of stories –tell a few of those stories
to help make the data meaningful.”
- Dan Heath, Best-Selling Author
Using Data
The What
CQL ACCREDITATION: USING DATATHE WHAT
Three-Minute Story:
• "The Big Idea“
• Storyboarding
CQL ACCREDITATION: USING DATATHE WHAT
All Graphs Are NOT Equal:
• Just because you have numbers does not mean you need to build a graph.
• Choosing an effective visual• Think like a designer
“Clutter is the enemy of clarity.”- Julie Cameron
CQL ACCREDITATION: USING DATATHE WHAT
Understanding What Data Represents:
• What information is relevant and essential?
• Qualitative vs. Quantitative Data
• Visualization means something:• exploratory vs. explanatory analysis
“If you do not know how to ask the right question,
you discover nothing.”- W. Edward Deming
PERSONAL OUTCOME MEASURES®
The Basic Assurances® provide a convenient framework for your data
CQL ACCREDITATION: USING DATATHE WHAT
1. Rights Protection and Promotion2. Dignity and Respect3. Natural Support Networks4. Protection from Abuse, Neglect,
Mistreatment, and Exploitation5. Best Possible Health6. Safe Environments7. Staff Resources and Supports8. Positive Services and Supports9. Continuity and Personal Security10. Basic Assurances® System
BASIC ASSURANCES®FACTORS
CQL ACCREDITATION: USING DATATHE WHAT
Factor 1 Rights Protection and Promotion Data:
• Human Rights Committee Review: Restrictions utilized, restorations, restrictions approved/not approved, % of people attending HRC meetings, advocacy (may be more abstract)
• Training for staff and people supported• Percentages of people with guardians and rep payee• Personal Outcome Measures®: People Exercise Rights, People
are Treated Fairly
CQL ACCREDITATION: USING DATATHE WHAT
Factor 2 Dignity and Respect Data:
• Grievance and complaint data• Number of people working in integrated employment settings• Percentage of people with keys or other means to gain access to their
homes such as a combination lock or key fob • Percentage of staff trained to promote dignity and respect• Percentage of people who are employed earning at least a minimum wage• Personal Outcome Measures®: People are Respected, People Choose Where
and With Whom they Live, People Choose Where They Work, People Choose Services
CQL ACCREDITATION: USING DATATHE WHAT
Factor 3 Natural Support Networks Data:
• Individualized Assessments• Volunteering and reciprocity• Use of technology• Personal Outcome Measures®: People Are Connected To
Natural Supports, People Have Friends, People Have Intimate Relationships, People Perform Different Social Roles, People Interact With Other Members of the Community
Factor 4 Protection From Abuse, Neglect, Mistreatment and Exploitation Data:
• Review of Incident Management Committee Minutes• Training for staff and people supported• Data on allegations of abuse, neglect, mistreatment and exploitation:
Number of allegations and substantiated allegations of ANME• Data on injuries (known & unknown origin), deaths, and restrictive
interventions• External reviews: State/provincial surveys and audits• Personal Outcome Measures®: People are Free From Abuse & Neglect,
People are Safe
CQL ACCREDITATION: USING DATATHE WHAT
CQL ACCREDITATION: USING DATATHE WHAT
Factor 5 Best Possible Health Data:
• Medication Errors (as a percentage of total medication passes)• Data regarding people managing their own health care• Hospitalizations• ER visits • Sick days• Illnesses and hospitalizations• External reviews• Personal Outcome Measures®: People have the best possible health
CQL ACCREDITATION: USING DATATHE WHAT
Factor 6 Safe Environments Data:
• Review of Safety Committee minutes• Review of policies/procedures on disaster
preparedness and internal inspections• Training for staff and people supported• Data on emergency drills, external/internal
inspections• External safety reviews and audits• Personal Outcome Measures®: People are
Safe, People Use Their Environments
CQL ACCREDITATION: USING DATATHE WHAT
Factor 7 Staff Resources and Supports Data:
• Hiring and turnover analysis• People supported, family, and employee
satisfaction surveys• Overtime data• Staff training records• Performance evaluations• Personal Outcome Measures®: People
experience continuity and security, People choose services
CQL ACCREDITATION: USING DATATHE WHAT
Factor 8 Positive Services and Supports Data:
• Restrictive interventions• Psychotropic medication usage, PRN
psychotropic administration• Person-Centered goal attainment• People running their own meeting• Training for staff and people supported• Incident management data• Personal Outcome Measures®: People choose
personal goals, People realize personal goals
CQL ACCREDITATION: USING DATATHE WHAT
Factor 9 Continuity and Personal Security Data:
• Financial reports and fiscal audit• Personal money management• Operating capital, budget statistics • Participation in organizational governance by
people receiving supports, families, Direct Support Professionals, community members, and other stakeholders
Partner Perspective
The Arc of Lexington
CQL ACCREDITATION: USING DATAThe Arc of Lexington
• Organization Overview
• The Why
• Overview of the system
• Examples of what data is collected
Metric Owner Target Reporting Frequency
Current Result Green, Yellow, Red
Nurturing Environment Meeting Attendance 85% of all staff attend 1 meeting this year(YTD target =)
Monthly YTD – 14% Green
Injuries to People we Support2021 Target: 10% reduction -
Monthly YTD 31% less Green
Injuries to Employees 2021 Target: 5% reduction – Monthly 15% less Green
Enhanced Supervision Levels 2021 Target: Reduce by at least 2 per month Weekly YTD 4 Green
Family Concerns 2021 Target: 2 or less per month Monthly January 2021 - 0 Green
# of sites that ran at minimum levels in Residential for longer than 2 hours
2021 Target: 3 or less Weekly 4 for previous weekend
Red
Open DSS Vacancies in Albany County 2021 Target: 10 or less, add Schoharie Weekly Currently 15 Red
Open DSS Vacancies in West Fulton County 2021 Target: 10 or less Weekly
Substantiated Abuse/Neglect 2021 Target – 3 or less Weekly 1 currently being investigated by JC
Green
SOD’s 2021 Target 3 or less Weekly YTD 0
Residential Vacancies 2021 Target: 10 or less beginning second quarter Weekly YTD 8 Green
Lexington’s Leadership Scorecard – 2021 2/8/21
CQL ACCREDITATION: USING DATAThe Arc of Lexington
• The Who and How
• Impact on services and supports
• Stakeholder involvement
• How data analysis brings value to our organization
• Opportunities to increase efficiency and effectiveness
• Connections to strategic planning
• Accreditation Overview
• Accreditation Options
• Accreditation Inquiry Form
• Accreditation Success Stories
• PORTAL Data System
CQL ACCREDITATION: USING DATAHELPFUL LINKS
CQL ACCREDITATION: USING DATAREFERENCES
• Storytelling With Data & Storytelling with Data: Let's Practice!: Cole Nussbaumer Knaflic
• Data Story: Nancy Duarte
• Data Points: Nathan Yau
• https://www.storytellingwithdata.com/
• The Power of Moments: Chip Heath & Dan Heath
• Stavros, Jacqueline, Godwin, Lindsey, & Cooperrider, David. (2015). Appreciative Inquiry: Organization Development and the Strengths Revolution. In Practicing Organization Development: A guide to leading change and transformation (4th Edition).
• Lewis, Michael. (2003) Moneyball: The Art of Winning an Unfair Game. (7th Edition).
• Kotter, J. (n.d.). Leading Change.
• Accreditation Preparation – 9/22/21
• Virtual Accreditation – TBD
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