Independent Living ResearchUtilization
SILC-NET Workshop at NCILConference–Formulating the First SPIL UnderWIOA:Key LessonsLearned
Panelists:KellyBucklandBradWilliamsLarryWangerAnn McDaniel
July 28,2016
You WillLearn
•Effective practices from SILCs in applying changesintheRehabilitationAct,asamendedbyWIOA,thataffect SPILformulation.
•Recommendations for managing the SPILformulationprocess.
Lessons Learned in NewYorkBradWilliams
•TheNewYorkSILC’sexistingSPILformulationdevelopment timeline was reviewed by our stateplancommittee.
•Changes:
•SPIL was drafted inJanuary.
•Put out for public comment in February withwebinar.
•Changes wereconsidered.
•Federal CIL directors reviewed/approved draft SPILin March.
•SILC reviewed/approved draft SPIL inAPRIL.
•The timeline had to accommodate severalchanges,including starting early with public input andhearingskicking off in September 2015. It was a10-monthprocess.
Strategiesto EstablishandImproveRelationship with Federal CILDirectors
•The Federal CIL directors on the SILC took the leadtoreach out to their peers and encourage them togetinvolved as state planpartners.
•Conference calls were scheduled with the FederalCILdirectors at key intervals to keep theminformedduring the process and to gain theirfeedback.
Relationship Strategies LessonLearned
•The Federal CIL directors were informed andfeltconfident about their new role as state planpartners,when it came time to review/approve the draftSPIL.There was ownership with the draftSPIL.
Response to Public Input Can VaryEachSPIL Cycle
•Public comments were obtained at hearings,breakoutsessions,focusgroupsatCILs,writtencomments(mostly online).
•Written comments (online) were consistentlyhigh.Difficult topredict whichmethodwillproducethegreatest amount offeedback.
•Turnout at public hearings was extremely highthiscycle. Feedback was consistent, expressingstrongsupport fortheprojectsinthedraft SPILandforaffordable, accessible transportation andhousing.
•Afterplanningfortheprocess,thestateplancommittee reviewed the priorities frompubliccomments and input from hearings, comparingthemtothestatewideneedsassessmentpriorities.Ithelpedprovideguidanceforthecommitteetoaddress the key elements in the draftplan.
•Afterthedraftplanwaspostedforcomment,thecommittee reviewed three major commentsprovided.
•Oneitemwaschangedbasedonacomment,theother two were not because initial publiccommentssubstantiated what was in the original draft SPIL.Twoother comments wereedits.
•The New York SILC was able to obtain InnovationExpansion (I & E) funds to supplement itsresourceplan for the firsttime.
•TheDSEreviewoftheapproveddraftSPILhadashorter timeframe because it was limited totheiradministrative role. It used to be a full reviewwhenthey were state planpartners.
•Discussions have started around developingprotocolsrelated to SPILmonitoring.
•When roles change, it is important to have aworkingrelationship(hopefullypositive).Otherwise,youwillencounterdifficulties.
•To conduct the final technical review for typos,etc.,we utilized a Minority Women BusinessEnterprisetechnical writing vendor for thetask.
•Federal CIL directors were sent a signatureformonlinetosignanddate.TheSILC ChairandDSEdirector signed and dated the SPIL signaturepageand assurances page. Everything was sent backtoSILC.
•Thenamesanddatesontheforms wereneededforthe MIS. The original documents were filed alongwithacleancopyof thedraftSPILandtheCertificationRegardingLobbying.
•We had difficulty getting the current SPIL link ontheMIS. Technical assistance was required. We usedaprocess of blocking and highlighting text copiedoverfromthedraftWord versionintotheonlineMISformat.
•Always save your work. Review the total draftSPILbeforesendingtoACL.Printa hardcopyforyourrecords.
•Important to know and work with your ACLliaison.
•Leaveplentyoftime tocompletethesefinalsteps.Problems will happen with obtaining signatures andinentering thedata.
Lessons Learned inArizonaLarryWanger
•7/15: Establish SPIL DevelopmentCommittee.
•9/15: Conclude statewide needs analysissurvey.
•9/15–11/15: Hold community forums acrossthestate.
•12/15: Present results of survey andcommunityforums to SPIL Development Committee andCILEDs.
•1/16–3/16: WriteSPIL.
•4/16: Partners including CIL EDs, SPILDevelopmentCommittee and DSE review SPILdraft.
•5/16: Make draft SPIL available to public; holdpublichearing.
•5/16–6/16: Evaluate public comment andfinalizeSPIL.
•6/16: Council approves SPIL and authorizes Chairtosign.
•6/16: Gather signatures from CIL EDs andDSE.
•6/16: Submit final SPIL toACL.
•The pre-established timeline for SPILdevelopmentchanged as issuessurfaced.
•We experienced difficulties engaging peoplefromsome areas of thestate.
•The SPIL Development Committee wasextremelyhelpful and workedwell.
•Decisions about funding werechallenging.
•Flexibility is essential—remember that planningisdifferent fromreality.
•Keep the end-goal in mind; know thatunanticipatedissues are going tosurface.
•We partnered with DSE to host community forumsandSPIL public hearing via videoconference.
•We traveled to remote areas of the state toconductadditionalforums.
•We conducted youth-focused SPIL forumviaSkype/phone.
•LackoftransportationandInternet access,andmanynot being connected with disabilitycommunity/servicesimpactedparticipation.
•Other barriers included language, poverty,andgeography.
Engaging Community MembersLessons Learned
•Use a webinar format next time instead of relyingonvideo conferencefacilities.
•Travel to more areas of the state, and conductmoreforums in communities across thestate.
•Partnerwithadditionalorganizationsinlocalcommunitieswherepoverty ishighesttogainassistance with needs assessment surveyprocess.
•Addressengagementofpeoplewithdisabilitiesthrough 2 SPIL objectives and by increasing visibilityof the AZ ILnetwork.
SPIL DevelopmentCommittee
•Weattemptedtoensuremembershipwascross-disability, geographically balanced, and that avarietyof groups and organizations wererepresented.
•All CILs were invited to appoint a representativebutonly two of five didso.
•DSE participated on thecommittee.
SPIL Development CommitteeLessonsLearned
•We need to establish this committee earlier forthenextSPIL.
•Committee needs more ownership in the SPILwritingprocess.
•This was the most difficult aspect of developingourSPIL.
•There were significant changes regarding use ofPartB dollars;thisintroducedbothchallengesandopportunities.
•Therewereadditionalchangesregardingsourceoffunding for SILC Resource Plan imposed by ourDSE.
•Have funding discussions early, often, and with allofthepartners.
•Develop a thickskin.
•SILCs had to learn a significant amount ofnewinformationwhilesimultaneouslyleadingSPILdevelopment efforts in theirstates.
•Yes, this was overwhelming attimes.
•Remember:the process was new foreveryoneinvolved.
•Take time to debrief with your SPIL partners;discusswhat worked and what didnot.
•Network with your peers; find out what workedforthem.
•Develop the timeline for the next SPIL whilerecentexperience is fresh in yourmind.
•Bring value to the CILs in yourstate.
Lessons Learned in WestVirginiaAnnMcDaniel
•Establish atimeline
•Make sure all key players are at the table – WVSPILTeam formed in early 2015 andincludes:
- All 3 CILDirectors
- 3 SILCmembers
- Former SILCChair
- Current SILCChair
- SILCDirector
- DSE Ex-Officio SILCmember
•We have always included everybody in our SPILTeamwhich has always led to buy-in by everyone andmadethe processsmoother.
•Everyone is clear on what we need todo.
•Each Team member has some responsibility forpartof theSPIL.
•Every SPIL Team member havingresponsibilitiesincreasespersonalinvestment,attendanceatmeetings, andbuy-in.
•We did 8 public forums around the state lateSummer2015.
•SILC members facilitated the forums – thisincreasedinvolvement &buy-in.
•We provided background information, then askedaseries ofquestions.
•All answers were recorded, compiled, and providedtothe SPILTeam.
•Best attendance occurred at locations where we hadastronglocalpartner–theypostednoticesandrecruitedattendance.
Review All Parts of SPIL with TeamasDeveloped
•Continually provide parts to Team as theyaredeveloped.
•Review content at each Teammeeting.
•First draft was ready for SILC review inFebruary2016.
•Constantreviewhelpsavoidlastminutedisagreements because someone “didn’t knowthatwas/wasn’t inthere.”
•This was recommended to us byILA/ACL.
•We submitted the draft to the ILA Director &ILSpecialist assigned toWV.
•We didn’t hearanything.
•Asked IL Specialist and was told, “You know Ican’tsayanything.”
•I haven’t heard anything about providing feedbackondraftSPILs.
•Follow up, but use your best judgment to keepmovingforward in the absence ofguidance.
•We had the draft SPIL available in March2016,posted it on our website, and sent out notifications30days prior to the first publicmeeting.
•Conducted 3 public meetings in April 2016 toreceivecomments.
•Returned to locations with highestattendance.
•Good attendance the first time does notguaranteegood attendance the nexttime.
•Make sure you have a username and password togeton theMIS.
•Make sure theywork.
•Make sure you can access the SPIL you needtosubmit. As of June 8th I could log on but wasstillunable to bring up the SPIL so I could inputandsubmitit.
•Technology is always unpredictable. Starting earlycanhelp you correct problems before the deadlinecomes.
•SILC has to vote to approve and to “authorize”Chairtosign.WVSILCdidthis onJune 1standtheSILCChair signed thatday.
•CILs’ approval is given when theysign
•CIL Director on SILC signed June1st
•Remaining CIL directors signed June 2nd and June9th
•Plan ahead and have copies ready so you cansecuresignatures when the opportunity presentsitself.
•Avoid thecrashoftheoverwhelmedMISlikely tohappen (as it did with the 704 Report) the closeryouget to June30th.
Meeting Submission DeadlineLessonLearned
•Thesystemisstillhavingproblemsandifyou waituntil the deadline there is a good chance you willmissthedeadline!
•Getting public input beforewriting.
•Getting public feedback afterwriting.
•Getting SILC approval beforesubmitting.
•Getting CILs approval beforesubmitting.
•Getting all signatures beforesubmitting.
•Layingoutatimelinethatconsidersallthefactorswill keep your work on track and get your SPIL inontime.
•Assess Consumer Satisfaction with currentSPIL.
•Conduct Needs Assessment – what needs shouldbeconsidered in SPILplanning?
•Assess Effectiveness of current SPIL throughout the3years of theSPIL.
•Use what you learn to inform the SPILwritingprocess.
•MonitoringtheSPILis aweaknessformy SILC–using monitoring to feed the next SPIL willmotivateus and help usimprove.
Lessons Learned from Others inFieldAudienceParticipation
•Training materials, on-demand webinars,on-demandvideorecordingsandonlinedirectoryof SILCsandCILs – ILRU.org orSILC-NET.org
•SILCSpeak Peer Technical Assistance telephonegroup
– meets monthly on the first Thursday (for anySILCstaffandmembers)oparticipate.
•Blog with answers to commonly asked questions–ilnet-ta.org
•SILCConnectionFacebookpage–
•Peer Mentoring – individualized SILC-to-SILCsharing,contactMaryOlsonatAPRIL:
•Intensive support and assistance withcompliancequestions–contactPaulaMcElweeatILRU:
•Information about upcoming webinars andon-locationtrainings – contact Tim Fuchs at NCIL:
Please complete the IL-NET Satisfaction Survey forthisworkshop and return to an IL-NET staff person atILRU’sexhibit table. This survey is different from NCIL’sconferencesurvey. THANKYOU!
Support for development of this training was provided bythe Department of Health and Human Services, Administrationfor Community Living under grant number 90IT0001-01-00.No official endorsement of the Department of Health andHuman Services should be inferred. Permission is grantedfor duplication of any portion of this PowerPointpresentation, providing that the following credit is given to theproject:Developed as part of the SILC-NET, a project of theIL- NET, an ILRU/NCIL/APRIL National Trainingand Technical AssistanceProgram.