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Assignment: Documentation in Social Service Programs
Assignment: Documentation in Social Service Programs
Data requirements within programs have increased with changes in government funding and programs
Most social service agencies are required to provide data but the use of management information is underutilized.
Effectiveness based program planning requires that data be generated that will support decision making based on what is in the best interests of clients-on information about what services are most effective with what types of clients and what types of problems.
Experience with Data
What are your experiences collecting program data or data for your employer?
For your future career plan, how will data impact your professional decisions?
Considerations in Developing a Data Collection System
Consider the evaluation context of data collection and aggregation
Develop a strategy for analysis
Identify the data elements needed
Program planners should ask themselves:
1. What questions do I need the system to answer?
2. What data elements should be included?
3. What type of routine reports do I want the system to generate?
Designing a Data Collection System for a Program
Step 1: Consider the Evaluation Context of Data Collection and Aggregation
In Developing Evaluation Strategies Program Planners are Attempting:
To assess the relative success of programs in meeting their objectives
Identify areas for program improvements
Well-planned evaluations begin at the beginning of the program planning process.
Categories of Evaluation
Formative Evaluation
Conducted during the actual operation of the program
Focuses on process objectives.
Summative Evaluation
Carried out at either the end of the program cycle or component
Focuses on outcome objectives
Types of Evaluation
| Type of Evaluation | Description | Questions Answered | Components Addressed |
| Effort Evaluation | Concerned with documenting characteristics of participants and amount of service provided | How much and what type of service is provided? | Throughputs Inputs |
| Efficiency Evaluation | Looks at cost of providing service | How much does it cost and how much time does it take to provide a unit of service? | Outputs |
| Outcome Evaluation | Examines results and progress towards outcome objectives | What results does the program produce for clients? Did the program meet objectives? | Outcomes |
| Impact Evaluation | Concerned with how the communities needs have been met by the project | How has the program met community needs? | Impact |
| Cost-Effectiveness | Looks at cost of achieving results Cost per successful outcome | How much does it cost for clients to achieve outcomes? | Outcomes Outputs |
Step 2: Identifying the Programmatic Questions to Be Answered
Revisit the problem analysis and working intervention step
Ask questions related to the services provided and demographic of clients:
How can we be sure that clients meet specific profile?
Do clients have specific characteristics?
Are members of the at-risk population receiving the amount of services as intended?
Step 3: Identifying Data Elements
Data elements present a profile of the program in terms of client populations being served, the services being provided and the results being achieved.
Data elements should be organized around program inputs, throughputs, outputs, and outcomes.
Data Elements
Program Inputs
Client demographics and descriptive characteristics.
Client Social History Data
Client Problem/Strength Profile
Material Resources
Facilities
Equipment
Staff Description
Program Throughputs
Service Tasks
By defining service tasks, it is possible, for example, to determine how many units of service (either in the aggregate or by a particular worker) are devoted to each task.
Method Intervention
Defining the method of intervention will help evaluators and program staff to learn whether one particular method is more effective than others with certain types of clients.
Tracking method of intervention provides an opportunity to discover whether the method being used currently works best.
Program Outputs
Intermediate Outputs
Units of service
Measure of productivity
Final Outputs
service completions and requires that each service provided have a definition of what is meant by “completion.”
Program Outcomes
Intermediate client outcomes
The purpose of intermediate client outcomes is to determine whether there has been progress in solving the problems presented at intake, whether they have remained the same, or whether they have gotten worse.
Conducted using baseline and treatment measures
Final Outcomes
Measures taken in follow up contact with clients
Uses numerical counts, standardized measures, level of functioning scales, or client satisfaction measures
Step 4: Develop Strategy for Analysis
Strategy for analysis should maintain a focus on hypothesis of intervention and framework for analysis
Can be dictated by stakeholders