Project Work Plan: 2009-2012
Goal #1: Establish ADRC Organizational Structure
Measureable Outcome: Fully Operational ADRC Project Office, with Working Committees, Evaluation Plan, and Management Information System
Major
Objectives
Key Tasks
Lead
Person
2009
10 11 12
Hire and train
program office
staff and contract
with evaluation
consultant
Create/convene
ADRC Steering
Committee
Create/convene
Community Partner
Advisory Board
Hire AA
MH
x
Create job description, role expectations and responsibilities for Project
Coordinator and AA
MH
x
Provide orientation and training for Project Coordinator and AA
MH
x
Enter into contract for services with Judith Holt
MH
x
MH/SC
x
Provide notice of and plan for initial meeting
LT
x
Establish roles and expectations
SC
x
Establish meeting dates
SC
x
SC members will contribute info to feed into map/analysis of current system
SC
x
Hold monthly meetings for Q1 to establish Y1 RFPs, then hold meetings
bimonthly
SC
x x x
Identify members who are not designated in proposal
Identify list of potential members for review by SC and SC approve list
Create invitation/cover letter for first advisory meeting
MH/SC
x
MH/LT
x
LT
x
Obtain buy-in to recommended structure, roles and expectations; amend if
desired by members
CPAB
x
Hold community partner meetings quarterly
CPAB
x
Convene first meeting of advisory board
2
x
3
4
5
x
6
x
7
2011
8
x
9
10 11 12
x
x
1
2
x
3
4
5
x
6
x
7
2012
8
x
9
10 11 12
x
x
1
2
x
3
4
5
x
6
x
7
8
9
x
x
LT
Develop advisory board structure, roles and expectations
2010
1
x
x
x
x
x
x
x
x
x
x
x
Page 1 of 9
Project Work Plan: 2009-2012
Goal #1: Establish ADRC Organizational Structure
Measureable Outcome: Fully Operational ADRC Project Office, with Working Committees, Evaluation Plan, and Management Information System
Major
Objectives
Key Tasks
With member input, establish and distribute CPAB meeting agendas
Create/convene
Consumer Board
Identify types of consumers who should serve on CB, size of CB,
Develop recruitment materials
LT
2009
2010
10 11 12
1
x
x
MH/LT/
SC/CPAB
2
3
4
Develop recommended structure, roles and expectations
MH/LT
x
Recruit members
MH/LT/
CPAB
x x
LT
x
MH/LT/
CB
x
Hold community partner advisory board meetings quarterly
CB
x
With member input, establish and distribute CB meeting agendas
LT
Design, launch, and maintain an ADRC web site
One-page quarterly informational e-newsletter to interested parties
MH/LT/AA
LT
6
7
2011
8
9
10 11 12
1
2
3
4
x
x
x
x
x
x
x
x
5
6
7
2012
8
9
10 11 12
1
2
3
4
5
6
7
x
x
x
x
x
x
x
x
x
x
8
9
x
x
Obtain buy-in to recommended structure, roles and expectations; amend if
desired by members
5
x
LT
Convene first meeting of consumer board
Establish
communication
channels
Lead
Person
x
x
x
x
x
x
x
x
x
x
x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
x
x
x
x
x
x
x
x
x
x
x
x
Page 2 of 9
Project Work Plan: 2009-2012
Goal #1: Establish ADRC Organizational Structure
Measureable Outcome: Fully Operational ADRC Project Office, with Working Committees, Evaluation Plan, and Management Information System
Major
Objectives
Key Tasks
Lead
Person
2009
2010
10 11 12
Develop the
Evaluation Plan
Determine the composition of the Evaluation Subcommittee (ES) of the
Steering Committee
MH/JH
x x
Review the evaluation, reporting, and quality assurance requirements from
the funder (US Administration on Aging) and review models at www.adrc-
MH/JH/ES
x x
Review the ARDC proposal and any subsequent comments from the
reviewers and/or the funding agency
MH/JH/ES
x x x
Review the Basic ADRC Data Elements
MH/JH/ES
x x x
JH
x x x
Design the Evaluation Plan with the following minimum requirements:
evaluation tasks for each objective and activity (as applicable); data to be
collected; timelines; person(s) responsible; instruments to be used
1
2
Approve the
Evaluation Plan
The Steering Committee will review and comment on the draft EP
MH/JH/SC
Annually, the EP will be revised to ensure a viable evaluation, quality
improvement, and reporting approach
MH/JH/ES
Implement the
Evaluation Plan
Design and pilot the instruments needed for data collection.
JH/ES
x x
Provide an in-depth orientation to the Steering Committee, staff, contractors,
and partners regarding the EP and their roles and responsibilities in data
collection
MH/JH
x
Begin full implementation of the EP
MH/JH/ES
3
4
5
6
2011
7
8
9
10 11 12
1
2
3
4
5
6
2012
7
8
9
10 11 12
1
2
3
4
5
6
8
9
x
x
x
x
x
x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
Report the findings
from the Evaluation
Plan
Collect data quarterly for review and sampling purposes
JH
x
x
x
x
x
x
x
x
x
x
Draft quarterly and annual reports with the process and outcome data
related to the ADRC’s goals, objectives, and activities
JH
x
x
x
x
x
x
x
x
x
x
Use the findings for
Continuous Quality
Improvement
Based on the results of the evaluation reports, modify goals, objectives, and
activities as needed
MH/JH/ES
7
x
x
x
Page 3 of 9
Project Work Plan: 2009-2012
Goal #1: Establish ADRC Organizational Structure
Measureable Outcome: Fully Operational ADRC Project Office, with Working Committees, Evaluation Plan, and Management Information System
Major
Objectives
Key Tasks
Lead
Person
2009
2010
10 11 12
Develop plan to
implement an MIS
to complement the
Evaluation Plan
1
2
3
Define the types of data to be collected, sources of the data, frequency of
reporting, and method for reporting for all aspects of the ARDC
MH/JH/ES
x
Review lessons learned from other ARDC grantees and other technology tools
available.
MH/JH/ES
x
Design the MIS for the ADRC with reference to www.adrc-tae.org
MH/JH/ES
Review the MIS
MH/JH/ES
x
Pilot and refine
MH/JH/ES
x x x
Implement the MIS
MH/JH/ES
4
5
6
2011
7
8
9
10 11 12
1
2
3
4
5
6
2012
7
8
9
10 11 12
1
2
3
4
5
6
7
8
9
x
x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
Page 4 of 9
Project Work Plan: 2009-2012
Goal #2: Establish and maintain a central state-wide database of long term support options for private and public pay individuals
Measureable Outcome: Comprehensive, operational, state-wide database of long term support options
Major
Objective
Key Tasks
Lead
Person
2009
10 11 12
Assess strengths
and gaps of
electronic I & R
systems
Form Information & Referral Subcommittee (IRSC); meet regularly
SC
x
2010
1
2
3
x
Obtain update on status of 2-1-1 launch of IRIS system and updates including
long term support options state-wide and report to Steering Committee
MH/IRSC
x x
Obtain status of Access Utah Network services and long term plan and report
to Steering Committee
MH/IRSC
x x
Obtain status of Utah Cares and report to Steering Committee
MH/IRSC
x x
Develop plan to
assure central
database of long
term support
options
Develop and recommend plan to Steering Committee that addresses:
• Necessary financial support and contractual relationships
• Quality improvement and evaluation
• Long term sustainability
MH/IRSC
x x
Implement plan
Implement plan and assure evaluation and continuous quality improvement
MH/IRSC
4
5
x
x
6
7
x
x
2011
8
9
x
x
10 11 12
x
x
1
x
x
2
3
x
x
4
5
x
x
6
2012
7
x
x
8
9
x
x
10 11 12
x
x
1
x
x
2
3
x
x
4
5
x
x
6
7
x
x
8
9
x
x
Page 5 of 9
x
Project Work Plan: 2009-2012
Goal #3: Create a statewide awareness, information, and individualized counseling system
Measureable Outcome: A 5-year plan for a statewide awareness, information, and individualized counseling system
Major
Objectives
Key Tasks
Lead
Person
2009
10 11 12
Conduct a detailed,
state-wide
assessment of
availability of
information and
awareness and
individualized
counseling about
long-term support
options
Form a Planning Subcommittee (PS) to develop an assessment plan that will
include at a minimum:
•
Focus groups in all regions of state
•
Town-hall/listening meetings in all regions of state
•
On-line survey of public and professionals
Implement assessment plan
MH/LT
PS
Integrate feedback
from EP into long
term plan
Develop 5-year plan based on information gained from assessment plan, other
committees and experience from pilot site[s]
MH/PS
Amend 5-year plan
as needed
Monitor progress and update plan as needed
MH/PS
Recommend a plan for consideration by the Steering Committee
2010
1
2
MH/PS
x x x x x
PS
x
3
4
5
6
7
2011
8
9
10 11 12
1
2
3
4
5
6
2012
7
8
9
10 11 12
1
2
3
4
5
6
7
8
9
x x x x x x x x x
x x x x x x x x x
x x x x x x x x x x x x x x x
Page 6 of 9
Project Work Plan: 2009-2012
Goal #3: Create a statewide awareness, information, and individualized counseling system
Measureable Outcome: Establish at least one local or regional pilot ADRC providing information and assistance to older adults and adults with physical disabilities
Major
Objectives
Key Tasks
Lead
Person
2009
10 11 12
Determine
selection criteria
for pilot ADRCs,
draft, distribute
and publicize RFP,
and select pilot site
Assemble model ADRCs from www.adrc-tae.org for consideration by Steering
Committee
LT
x
Assemble data gathered from focus groups and internet survey
LT
x
Establish and have regular meetings of Pilot Site Subcommittee (PSS)
LT/PSS
Consider models and specific needs of Utah communities
LT/PSS
2
x x x
Design detailed model for Utah pilot ADRC
PSWG/SC
x x x
Present findings to Steering Committee for discussion and vote
PSWG/SC
x
Review proposals and initial select site[s]
Collaborate with state agencies to assess the impact of pilot sites on
enrollment in community-based and facility-based programs and after the fact
satisfaction with choices
SC
JH/MH/
EC
4
5
6
7
2011
8
9
10 11 12
1
2
3
4
5
6
2012
7
8
9
10 11 12
1
2
3
4
5
6
7
8
9
x x
PSWG/SC
MH/LT/
JH
3
x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
Specific factors to be addressed:
• Information needs of older adults and disabled adults
• Training/cross-training needs of staff
• Eligibility determination/collaboration with DWS, DAAS, DSPD
• Available resources
• Models that need to be developed/piloted
Draft RFP based on criteria established; distribute to community partner
network to possible pilot sites
Assess impact on
state programs
2010
1
x x x
x
x x x x x x x x x x x x x x x x x x x x x
Page 7 of 9
Project Work Plan: 2009-2012
Goal #4 Create a seamless single point of entry to publicly funded long-term support programs
Measureable Outcome(s): A single application for Medicaid program by 10/1/2010, and a plan for a single point of entry by 04/1/2011
Major
Objectives
Key Tasks
Lead
Person
2009
10 11 12
Assess
complexity/ease of
access of current
system
Develop a plan to
create a seamless
single point of
entry
Create Single Point of Entry Subcommittee (SPES); hold regular meetings
LT/SC
2010
1
2
3
4
5
6
7
2011
8
9
10 11 12
1
2
3
4
5
6
2012
7
8
9
10 11 12
1
2
3
4
5
6
7
8
9
x x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Monitor launch of DWS single entry point application system for Medicaid
long-term care programs
LT/SPES
x
x
x
x
x
Identify tools, activities, procedures, and processes that will enable ADRCs to
serve as a single point of entry to all publicly funded long-term support
programs
LT/SPES
x
x
x
x
x
Develop a plan, in collaboration with state agencies, to work toward a
seamless point of entry to publicly funded long term support programs
LT/SPES
x
x
Page 8 of 9
Project Work Plan: 2009-2012
Goal #5 Create a care transition system that maintains or decreases Utah’s low hospital readmission rate and that provides individuals and caregivers with timely and
accurate information about long term support options
Measureable Outcome(s): A care transition pilot program
Major
Objectives
Key Tasks
Lead
Person
2009
10 11 12
Assess current
status of care
transition efforts in
the state and
consider models
from other states
2
3
4
5
Create Care Transition Subcommittee (CT); hold regular meetings
MH/CT
x x
Obtain an overview of current activities from HealthInsight, the Utah Hospital
Association, the Utah Healthcare Association, and other community parthers
MH/HI
x
Assemble care transition models from www.adrc-tae.org, HealthInsight, VA
Rural Health Resource Center, and other partners to present to subcommittee
MH/CT
Recommend specific plan to Steering Committee for adoption
Implement plan
2010
1
With data generated from objectives 5.1-5.2 generate five-year plan to
implement a care transition system, including a plan for financial sustainability
6
7
2011
8
9
10 11 12
1
2
3
4
5
x
x
x
x
x
x
x
x
x
x
x
x
6
2012
7
8
9
10 11 12
1
2
3
4
5
6
7
8
9
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
CT
MH/CT
Page 9 of 9