DEVELOPING
S.M.A.R.T. OBJECTIVES
Judith Ellis, M.S.
Lead Public Health Advisor
Substance Abuse Mental Health Services
Administration
Center for Substance Abuse and Prevention
Community Grants and Program Development
Cohort 7 Reference Manual
Cohort VII Grantee Technical Assistance Training
December 2-4, 2008
1
Presentation Overview
SAMHSA’s Performance Accountability
Define S.M.A.R.T. Objectives
5 Steps to Developing S.M.A.R.T Objectives
Diagnostic Questions that lead to S.M.A.R.T
Review Objectives for S.M.A.R.T.N.E.S.S.
Program Challenge
Food For Thought
Q&A
2
OMB Performance Assessment
Rating Tool (PART)
SAMHSA’s accountability to OMB is to hold
grantees accountable for performance outcomes
using a PART Rating Tool
The act requires all Federal agencies to report
on the results of their programs when presenting
their budget requests to Congress
The PART is a diagnostic tool that looks at
objective data to evaluate programs across a
wide range of issues related to performance.
Data is only one component of a PART review.
3
SAMHSA’s Accountability to OMB
What is PART?
A scoring that consist of four areas: the final
score
that is translated into one of five ratings
either:
effective
moderately effective
adequate
ineffective or
not demonstrated
4
P.A.R.T Reviews
SAMHSA’s accountability to OMB for its
funded
programs include grantees ability to achieve
in
these four areas:
Program Purpose & Design
Strategic Plan
*Program Management
*Program Results
5
How to Plan - Goals &
Objectives
Nothing happens until we plan!
– A good plan has short and long term goals and
clearly defined objectives
What are goals?
– Related to our aspirations, purpose and vision
What are objectives?
– The battle plan, the stepping stones, the
roadmap on the path toward achievement of the
goals
6
S.M.A.R.T Objectives
7
Specifics of S.M.A.R.T.
Objectives
Specific – concrete, detailed, and well defined.
Measurable – numbers, quantity, and
comparisons
Attainable- achievable and actionable.
Realistic – considers resources, and can be
achieved.
Time bound – a defined time line in which
activities are to be achieved.
Straightforward and emphasize action and
outcome.
Communicate what you would like to see
8
How to set Specific Objectives?
To help set specific objectives it helps to
ask:
WHAT am I going to do?
WHY is this important for me to do?
WHO is going to do what?
Who else need to be involved?
WHEN do I want this to be completed?
HOW am I going to do this?
9
Specific Diagnostic Questions
When developing objectives, ask:
What exactly are we going to do, with or for
whom?
What strategies will be used?
Is it clear who is involved?
Is it clear where this will happen?
Is it clear what needs to happen?
Is the outcome clear?
Will this objective lead to the desired results?
10
Attainable…
Is your objective achievable?:
Objectives need to be achievable, if the
objective is too far in the future, you’ll find it
difficult to keep motivated.
Objectives, unlike goals need to be achievable
within a period of time and should keep you
motivated.
11
Attainable Diagnostic Questions
Is your objective Attainable?
Can we get it done in the proposed
timeframe?
Do I understand the limitations and
constraints?
Can we do this with the resources we
have?
Has anyone else done this successfully?
Is this possible?
12
Realistic…
Are your objectives realistic?
Objectives that are achievable, may not be
realistic….. however, realistic does not mean
easy.
Realistic means that you have the resources to
get it done..
13
Realistic Diagnostic Questions
Do you have the resources available to
achieve this objective?
Do you need to revisit priorities in your life,
or someone else’s life to make this
happen?
Is it possible to achieve this objective?
14
Measurable…
If the objective is measurable, it means that the
measurement source is identified and you are able to
track the actions as we progress towards the objective.
It’s important to have measures that will encourage and
motivate you on the way as you see the change.
This may require interim measures.
Measurements go along way to help us to know when
we have achieved your objective
15
Measurable Diagnostic
Question
Measurable – Is it measurable & can
WE measure it?
This means that the objective can be
measured and the measurement source is
identified.
If the objective cannot be measured, the
question of funding non-measurable
activities is questionable.
All activities should be measurable at
some level.
16
Time bound…
Time-bound means setting a deadlines for
the achievement of the objective.
Deadlines need to be both achievable and
realistic.
Timeframes create the necessary urgency
and prompts action.
17
Time-bound Diagnostic
Questions
When will this objective be accomplished?
Is there a stated deadline?
Are there any real or perceived obstacles,
what are they and can we over come them
to accomplish these task on time?
18
Review of Work Plan Activities –
Sleuth Work (1)
Is this objective S.M.A.R.T?
To provide therapy to youth at highest risk for
Meth abuse.
How many youth?
When will therapy be provided?
Where will therapy be provided?
How much therapy will be provide?
What do I expect to happen as a result of
therapy?
What data will be collected to show this work
was completed.
19
Review of Work Plan Activities –
Sleuth Work (2)
Ensure integration of medical mental health,
substance abuse and cultural services for Native
American drug endangered children ages 711yrs.
How many drug endangered children?
When will services be provided?
Where will services be provided?
When will integration of services happen?
What data will be collected to show the
accomplishment?
20
Notable Quotable
“There’s a difference between interest
and commitment. When you’re
interested in doing something, you do
it only when circumstance permit.
When you’re committed to something,
you accept no excuses, only results.” Unknown
21
Additional Resources
http://www.healthypeople.gov/document/H
TML/Volume2/26Substance.htm
http://www.nationalqualitycenter.org
http://www.toosmarttostart.samhsa.gov/ht
ml/tsts-impl/appendixA.aspx
22
Food For Thought!
You goals and objectives may not be SMART if:
You mission and vision has changed over the
past few years
You recently got new leadership whom may not
have bought into the project just yet
Something shifted organizationally or in your
target community since the project was first
conceptualized.
Your data reports do not show the picture you
intended due to lack of specificity and outcomes.
23
Challenge
At your next earliest opportunity, go back
and review your action plan and see if
your objectives meet the SMART Criteria.
24
Contract Information
Judith Ellis, MS
Lead Public Health Advisor
Substance Abuse Mental Health Services Administration
Center for Substance Abuse and Prevention
Community Grants & Program Development
Judith.Ellis@samhsa.hhs.gov
240-276-2567
25
QUESTONS?
Questions?
26
THANK YOU!
27