Programmatic Self-Reflection

Please complete the following Self Reflection Tool, as well as the attached Technical Assistance/Program Support Plan template, to help begin the conversation during your first Thrive technical Assistance visit of the year (July 1, 2017-June 30, 2018).

This is a conversation starter and together we can finalize your program’s TA/Support Plan.

Organization & Program: ______Date: ______

Name(s) of Supervisor/Manager/Person(s) completing document: ______

Before reflecting upon specific program components, please share any overarching goals you have for your program in the coming year:

Please indicate your program’s CQI topic area for Project 1 (July 1-December 31):

Circle: Family Engagement Depression Screening IPV Screening Parent Child Interaction

Reflection on Implementation Stage

Implementation Science research has helped us understand that programs’ needs for support vary depending on stage ofimplementation.

Reading the descriptions below, please reflect on your program’s implementation stage.

  1. “Installing” Programs in the installation stage have just received funding (generally in the past 3-6 months) and are putting the pieces together to be able to begin serving families.
  2. “Initially Implementing” Programswho have just (generally within the last 6-12 month) started implementing a home visiting model are in this stage.They are still getting acclimated to model fidelity and the core components of serving families through their new program.This is a period of rapid problem solving.
  3. “Fully Implementing – Ongoing”Programs within this stage are confident with model fidelity, problem solving as needed, and engaged in refining practice.
  4. “FullyImplementing – Expanding” Some programs areconfident with model fidelity, but also are adapting to growth or expansion, installing some additional program elementsassociated with serving additional families.
  5. “Fully Implementing – Staff transition” Some programs are confident with model fidelity, but may be also adjusting to staff transition andrevisiting some activities associated with initial implementation (staff selection, training, leadership development, relationship with community partners, etc.)

Please select which stage you feel generally reflects your program’s stage of implementation and add any additional thoughts about stages:

Circle:A BCDE

Additional questions related to stages:

*Are you exploring or readying your program for expansion or considering other home visiting programming?Are you considering adding any additional family support services within your agency?

*Are you anticipating significant change or transition, either within your program or your larger organization?

Reflection on Implementation Drivers

Implementation Science research has also helped us understand that key drivers affect implementation of evidence-based or researched based home visiting programs and the likelihood of reaching desired outcomes. The following tables summarize key components that support program implementation including nine implementation drivers*, indicated with an asterisk. For each component, please select a level (A, B, C, D)that reflects your program’s current practice/system related to each driver.

Team Reflection

A.
Practice or system not yet in place / B.
We accomplish this, but without a consistent system / C.
A system is in place. This is embedded in practice. / D.
We have a system in place and consider this an area where we have expertise or have used innovation. / Check to talk about this more
Staff recruitment and selection *
We have processes around outreach and selection of staff that we feel are consistently used and effective in identifying qualified team members who find home visiting work within our team and organization to be a fit. /
New staff orientation
We have consistent materials to orient new staff that are paired with opportunities to meet key people and observe/experiencetheir new responsibilities. /
Training and professional development for all staff*
We have a system for supporting professional development of our team members which meets on-going training requirements and also supports individual professional goals and interests. /
System for coaching/mentoring*
We have a system is in place for on-going coaching or support of integrating new knowledge. For example: a peer mentor assigned to new staff or when new training is being put into practice, coaching activities to support integration are planned. /
Model fidelity
We adhere to the requirements of our model and maintain regular communication with our model to meet standards. /
Staff retention
In general, we maintain a consistent team at all levels within our organization. /
Team culture
The culture of our team reflects camaraderie, professional scope of work, team willingness to contribute, honors strengths and interests of individual team members. /

Program Leadership Reflection

A.
Practice or system not yet in place / B.
We accomplish this, but without a consistent system / C.
A system is in place. This is embedded in practice. / D.
We have a system in place and consider this an area where we have expertise or have used innovation. / Check to talk about this more
Concrete program knowledge*
A program supervisor/leaderunderstands the work, the model, the funding and data requirements, and knows how to support improvement in all of these areas. /
Ability to listen and adapt*
A program supervisor/leader provides an opportunity for feedback loops, supporting opportunities for adjustments and changes as possible in response to team needs. /
Reflective supervision
We have established reflective supervision practices that act as a support for staff and meet the requirements of our model and our funders. /
Administrative supervision
We have regularly scheduled staff meetings and other systems in place that support the administrative aspects of our work. /
System to monitor overall program performance
We are able to run reports and analyze/reflect upon our data to understand how our program is performing. /
Supporting team through program change and transition
Our program leaders feel comfortable providing context to change, understand team dynamics in adjusting to change and transition, and while they also need support, feel equipped to lead team through change. /
Supporting team through CQI activities and practice improvements
Our program leaders feel confident convening a CQI team, getting them started on a CQI project, utilizing data with the team, while accessing support as needed. /

Organizational Reflection

A.
Practice or system not yet in place / B.
We accomplish this, but without a consistent system / C.
A system is in place. This is embedded in practice. / D.
We have a system in place and consider this an area where we have expertise or have used innovation. / Check to talk about this more
Higher administration supports implementation*
Leaders at all levels of our organization champion the program and support the components needed for implementation. /
Organizational leaders support program as appropriate with connections, links to larger system *
Our leaders develop relationships and linkages with external partners to reduce barriers of program team in implementing services and meeting needs of families. /
Data systems*
Our organization has a data system that helps our program leaders know how program implementation is going and support their decision making. /
Organizational support for sustainability
Our organization considers/plans for sustainability and resources needed to ensure continued strength and viability of our program. /

Connection to Community Reflection

A.
Process or system not yet in place / B.
We accomplish this, but without a consistent system / C.
A system is in place This is embedded in practice.. / D.
We have a system in place and consider this an area where we have expertise or have used innovation. / Check to talk about this more
Referral pathways (into program)
Our agency has a strong working partnership with several referral agencies which result in enrollment. /
Enrollment
Our program enrollment is consistently above expectation. /
Retention
Our team utilizes shared strategies for engaging and retaining families in the community that we serve. /
External resources for families
We have a network of resources and we strive to maintain relationships with these partners so that families can reach their goals /
Connections to CSO, DSHS, CA
We have strong relationships with CSOs, DSHS and Children’s Administration, which often result in smooth transitions, and coordinated services if needed. There is an established communication pathway with their staff that is effective for both parties. / . /
Ability to assess and understand community need
Our program takes an active role in our community and is part of a comprehensive early childhood network. We have established tools and relationships that allow us to understand our community’s needs and adjust our services as appropriate. /

List 4 words below to describe your current program & team practice: (Examples: effective, cohesive, adjusting, transitioning)

Technical Assistance (TA) Plan template

Thinking about the above reflection, your CQI project, and your overarching goals for the coming year, in the table below, please identify at least 2 areasyou would like to emphasize for TA in the coming year. List any specific types of support you would like to discuss with the Hub team at your 1st TA visit of the contract year. This will become your annual TA Plan.

TA Area of Focus / Goal & Steps / Possible Person Responsible / Timeline / Other notes/Resources Needed
Example:
Coaching for home visitors / List any goals you have related to this, such as:
  • Develop a coaching approach, starting with new home visitors hired in the coming year.
  • Consider peer coaching, coaching from MH specialist, supervisor
You do not have to know the steps yet! We can talk about them together during our first TA call or visit. / Supervisor and Hub Generalist or Model Lead can use monthly calls to talk about this more. / Within first 3 months, as will be hiring 2 new HVs in the new year. / Book or information about coaching approaches?
1.
2.
3. (Optional)
Training Needs:
Please list any training needs you anticipate for your team.

THANK YOU for your thoughtful reflection! We look forward to thinking about how we can work together in the coming year!