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pdfGuidance for One PPR
Administration on Disabilities (AoD)
Administration for Community Living
1
Revised January 2022
Part 1
Demographics
This guide contains blue hyperlinks to definitions and additional information. Press CTRL and
click to go to the linked section of the guide.
Individual Advocacy
Part 1 Sections A - H
Use this section to report Individual Advocacy Service.
Part 1 Section I – Racial and Ethnic Diversity
Report the race and ethnicity of individuals served in the column identified as individual
number.
Enter the number of individuals served in the identified race and ethnicity categories of the
total individuals served in the fiscal year. The number used for total individuals served in the
fiscal year should match the number in 1-A.3
Part 1 Sections J – O --Interventions Benefitting Groups
Use this section to report on Group Advocacy Services.
Line 1.J.1: “Group cases/projects still open at October 1.”
These are the projects that the P&A continued to work on during the past fiscal year that
served groups rather than individuals. Report the number of cases/projects opened in a
previous fiscal year that the P&A continued work on during the fiscal year of report”. DO NOT
count open cases/projects for which no work was performed during the fiscal year covered by
this report. Multiple counts are not permitted.
These projects should employ one of the four intervention strategies listed in “Section 1.N”
(abuse and neglect investigation; systemic litigation; educating policymakers; and other
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systemic advocacy) with the intent of achieving a result(s) measurable using one or more of the
performance measures listed in “Section 3.A: End Outcomes”.
Line 1.J.2: “New group cases/projects opened during the year.”
Report the number of new group cases/projects. These projects should employ one of the four
intervention strategies listed in “Section 1.N” (abuse and neglect investigation; systemic
litigation; educating policymakers; and other systemic advocacy) with the intent of achieving a
result(s) measurable using one or more of the performance measures listed in “Section 3.A: End
Outcomes”.
Line 1.J.3: “Total group cases/projects worked on during the year.
Add lines I1 and I2 for Total group cases/project for year. It should include group cases/projects
from the previous fiscal year as well as any opened in current fiscal year.
Line 1.J. 4: “Total group cases/projects as of September 30 (Carry over to next
FY)”
Report the number of group cases/projects your P&A plans to leave open AND perform work on
during the fiscal year following the one covered by this report.
Line 1.J.5: “Group cases/projects targeted at serving racial/ethnic minority(ies)”
Report the number of group cases/projects:
a). where the individuals potentially impacted are disproportionately part of an ethnic
or racial minority and/or
b). that were opened to address issues of concern to racial/ethnic communities
identified through your P&A’s outreach and/or the priority setting process.
Examples of such projects/cases are to be included in Part II Results Narratives.
Example 1: The P&A opens a group project to serve a predominantly African-American
school district. Example 2: The P&A leads initiative to produce school discipline notifications in
languages other than English for parents.
Line 1.J.6: “Total number of individuals potentially impacted by line I.A.3
cases/projects”
This section asks you to report on the number of individuals affected by your group activities.
Report the number of individuals potentially impacted by the group cases/projects included in
this section. Count the number of people who could benefit from the End Outcome(s) being
pursued or which have been achieved during the fiscal year covered by this report. AOD
recognizes that some P&As want to report each time an individual is impacted by P&A
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advocacy, when the same individual is affected separate times by different P&A projects.
However, at this time, AOD is only collecting information on the number of individuals served.
To serve AOD reporting needs, these numbers need to be an unduplicated count.
AOD also realizes that a project’s impact may affect people with other disabilities than DD.
However, due to the limited AT and TBI population data, AOD requests P&As limit their counts
to people with intellectual and developmental disabilities that fit the eligibility criteria for the
PADD grant for the purpose of this report.
If less than the total DD population is affected, combine as many projects/cases as necessary to
achieve the highest number possible WITHOUT counting any individual more than once. Start
with the cases/projects with the largest number of potential beneficiaries and work down until
you have a number that you think fairly represents the number of people who may be impacted
by your group projects/cases the. Under no circumstances is the number to exceed the
number of people with intellectual or developmental disabilities in your state or territory.
The explanation for the “potentially impacted” number should be reported in the Results
Narrative in Part 2.
Section 1.K Problem areas/Complaints of Groups Served
Report the problem areas addressed by the case/project. A project/case may address more
than one problem area/complaint. The system does not require validation between any totals
in K-P with the number of activities in J.
Section 1.L Living Arrangements Targeted by Group Interventions
If many of the individuals in the group being served by a group project/case live in a particular
type(s) of living arrangement, report it here. More than one living arrangement may be used.
For example, if two living arrangements are being targeted by a group case/project, count “1”
in each of the two living arrangements.
If the individuals in the group being served by a group project/case DO NOT live in any
particular living arrangement or their living arrangements are indeterminable, count “1” under
“Not Applicable” for each project/case where this is true.
Example: The P&A is working to ban prone restraints in ICFs. Report “1” in the ICF column for
that project.
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Example: The P&A leads a project focusing on education services for prisoners under 21 with
I/DD. The P&A may choose to report “1” in Jails, “1” in State Prisons and “1” in Juvenile
Detention Centers for that project.
Section 1.M Reasons for Closing Group Cases/Projects
A group case/project being closed that achieved a result(s) measurable using one or more of
the performance measurements in “Section 3.A: End Outcomes” is counted under “Concluded
Successfully”.
A group case/project being closed that DID NOT achieve a result(s) measurable using one or
more of the performance measurements in “Section 3.A: End Outcomes” is counted under
“Concluded Unsuccessfully”.
A project which is closed before work is completed due to a decision by someone other than
the P&A (e.g., named plaintiffs decide not to participate; community group seeking change
disbands) is counted under “Other”. This option should be used sparingly and documentation
of why it is being used should be maintained and available to share with AOD if needed.
Only report CLOSED projects in this section. If a project is carrying on to the next year, do not
report it as “Other” or anywhere else in this section
Section 1.N Intervention Strategies Used in Group Advocacy Cases/Projects
Report the intervention strategy (abuse and neglect investigation; systemic litigation; educating
policymakers; and other systemic advocacy) used in each case/project. You may select more
than one per project.
Section 1.O Age Ranges Targeted by Interventions for Groups
If a high number of the individuals in the group being served by a group project/case are in a
particular age range, report it here. More than one age range may be used. For example, if
two age ranges are being served by a group case/project, count “1” in each of the two age
ranges.
Example: P&A brings a class action lawsuit to achieve better EPSDT service provision. The P&A
would report “1” in each of the age ranges below for that project.
Focus
Number
1. Group Cases/Projects Focused on Children Approximately 0-2 yrs. old
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1
2. Group Cases/Projects Focused on Children Approximately 3-5 yrs. old
1
3. Group Cases/Projects Focused on Young People Approximately 5-10 yrs. old
1
4. Group Cases/Projects Focused on Young People Approximately 11-23 yrs. old
1
If the individuals in the group being targeted by a group project/case ARE NOT in a particular
age range or their age ranges are indeterminable, count “1” under “Not Applicable”.
Section 1.P Race/Ethnicity of Groups Served
Due to the diversity of each state and territory, minority populations will only be indicative of
that jurisdiction. If a disproportionately high number of the individuals in the group being
served by a group project/case are of a particular race and/or ethnicity, report it here. More
than one race/ethnicity category may be used. For example, if two race/ethnicity cate gories
are being targeted by a group case/project, count “1” in each of the two race/ethnicity
categories.
Report the number of group cases/projects:
a) where the individuals potentially impacted are disproportionately part of an ethnic or
racial minority and/or
b) that were opened to address issues of concern to racial/ethnic communities
identified through your P&A’s outreach and/or the priority setting process.
Example: The P&A opens a group project to improve transition plans in a predominantly
African-American school district. Report “1” for “Black/African American” for that project.
Example: The P&A leads initiative to produce school discipline notifications in languages
other than English for parents who are immigrants. Most parents who need this notification at
that school are Asian or Latino. Report “1” for Hispanic/Latino (of any race) AND “1” for Asian.
If the Race/Ethnicity of the Groups are unknown, record project as unknown.
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Part 2
Statement of Goals and Priorities
Section 2.A - Report on FY 2022 Statement of Goals and Priorities
This section is where you report on the previous year’s (2021) SGP. The goals and priorities
from the previous year cannot be changed in this document. Agencies would have to revise the
previous year’s SGP to make changes to this section.
Subsection2.A.1: Goals
The goal numbers and goal statements for this subsection are to be imported from Section 3.C
of the Statement of Goals and Priorities for the fiscal year covered by this report (2021). The
system will do this automatically.
Line 2.A.2: Priorities
The priority numbers and priorities for this subsection are to be imported from Section 2.C of
the Statement of Goals and Priorities for the fiscal year covered by this report (2021). The
system will do this automatically.
Line 2.A.3 Strategies Used to Implement Goals and Address Priorities
This subsection is NOT imported from Section 2.C. Report the strategies that were actually
used in the fiscal year covered by this report, not the ones you plan to use in the coming year.
More than one strategy can be reported.
Line 2.A.4 Extent to Which Goal was Achieved
Report in this subsection according to the following options:
o “Not Achieved”: If a P&A stops working on a goal and removes it from its list of goals
without achieving any results measurable using one or more of the performance
measurements listed in “Section 3.A: End Outcomes” in any fiscal year the goal was
active, “Not Achieved” is to be selected.
o “Partially Achieved”: If a P&A achieves a result, during the fiscal year covered by the
report, which is measurable using one or more of the performance measurements listed
in “Section 3.A: End Outcomes”, for one but not all of the priorities under a goal,
“Partially Achieved” should be selected.
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o “Achieved”: If a P&A achieves a result, during the fiscal year covered by the report,
which is measurable using one or more of the performance measurements listed in
“Section 3.A: End Outcomes” for each of the priorities under a goal, “Achieved” should
be selected.
o “No Result This Year”: If a P&A stops working on a goal and removes it from its list of
goals without achieving any results measurable using one or more of the performance
measurements listed in “Section3.A: End Outcomes” during the fiscal year covered by
the report but had reported results in a previous fiscal year, “No Result This Year”
should be selected. Or, if a P&A does not achieve results measurable using one or more of the
performance measurements listed in “Section 3.A but will continue working on the goal in the
next fiscal year, “No Result This Year” should be selected.
Line 2.A.5 Stage of Implementation
Choose the option that most closely fits the stage of goal implementation for each respective
goal.
Line 2.A.6 Results Narratives
This subsection should incorporate narratives relating to stated goals and priorities.
DEEP DIVE: What is a Results Narrative?
A results narrative is a story which presents relevant information pertinent to each goal and its
priorities about an individual or group case/project which is being pursued or was pursued with
the intent of achieving a result/outcome.
A results narrative is a story which presents relevant information pertinent to each goal and its
priorities about an individual or group case/project which is being pursued or was pursued with
the intent of achieving a result/outcome measurable using one or more of the ten performance
measurements in the End Outcomes section of the PPR (See Part e measurable using one or
more of the ten performance measurements in the End Outcomes section of the PPR (See Part
III A of the FY 2015 PADD SGP & PPR). The results narrative documents P&A outcomes for
technical assistance service requests, cases and projects and tell the stories about how the
outcomes were achieved.
The results narrative provides an explanation to the AOD reviewer of the P&A’s progress for the
year. AOD will assess the PPR for the following:
• Activities implemented under a goal and related to the priorities (e.g., what did the P&A
do as activities that worked towards achieving the goal and meeting the priorities?)
• Results achieved for the goal (e.g., what were the results of the P&A activities? Are the
results consistent with the goal statement?)
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•
•
•
Sufficient qualitative (e.g., stories) and quantitative (e.g., numbers) that adequately
explains what the P&A has done for the year related to the goal and priorities and
substantiates the results achieved.
Barriers to achieving goal, if it has not been achieved.
The extent to which unserved or underserved individuals or groups, particularly from
ethnic or racial groups or geographic regions (e.g., rural or urban areas) were the target
of assistance or service.
Please write concise narratives that show the effect of the P&A’s work. Any one example should
not exceed two pages. The narrative does not need to exhaustive. Rather, it should highlight
the most powerful parts of the P&A’s work on a goal.
P&A work that does not fit the definition in the previous paragraph may be re ported in “Other
Qualitative Narrative” sections of the PPR.
If you would like more in-depth information about Results Narratives, Goal Statements, and the
Tier 1 Review Tool, please see Appendix 2.
HOW TO COMPLETE A RESULTS NARRATIVE OF P&A ACTIVITIES AND
ACCOMPLISHMENTS GRID
Goal Number: Number assigned to goal from the SGP
Priority Number: Number assigned to priority/priorities from the SGP
Collaborators: If relevant, list other organizations that worked with the P&A to achieve this
priority. If listed, the collaboration between the P&A and other agency should be significant,
with work under the priority achieved by a shared strategy between organizations.
Underserved/Unserved/Minorities Targeted
Check “yes” if the technical assistance service request, case or project was or is being pursued
as a result of responding to the needs of a particular minority group/community. This could be
because the individuals being served fall into one of these categories or it could because the
issue being pursued was identified as being important in the priority setting process by
individuals who fall into one of these categories.
Story/Narrative:
The story/narrative should cover the following:
o Describe the problem presented, what the P&A did and what was accomplished
o Describe the target population
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o Describe how targeted unserved/underserved minority population is/was served if
applicable
o Describe next steps, if applicable
The above story content must:
o Provide enough information to make it clear the advocacy described falls under the
priority or priorities identified.
o Provide enough information in the narratives to demonstrate the right performance
measure(s) was chosen for the activities being reported.
o Provide enough specificity in the narratives to affirm the outcome was achieved and the
P&A had a role in achieving it.
o Describe who or what is represented by the number reported in outcome measure. This
is particularly important.
o A P&A should avoid overstating the number people who benefitted from their
advocacy.
o A P&A should be prepared to explain how it arrived at the numbers it reports if
asked by AOD and the best way not to be asked is to be clear in your narrative and
to be conservative and reasonable in any estimation that is required.
o Spell out acronyms the first they are used in the Results Narrative.
o Avoid including any personal identifying information (PII) unless you have the client’s
consent in writing.
Performance Measurement and Number
o Performance measurements: The performance measurements to be inserted in the table
below must come from Part III of the PADD SGP and PPR. You will be able to choose them
from the drop-down selection box. Include one or more of the End Outcomes achieved
during the fiscal year covered by this report as a result or partial result of the “substantive
work” (defined in the Definitions Section of the 2015 PADD SGP & PPR) and described in the
above narrative/story. Other performance measurements from Part III are to be included
as well.
o Number: is the number of people potentially impacted by a result achieved as described by
performance measure to the left of the number.
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Choose performance measures from Part 3.A here for activity described above in the Results
Narrative.
(Part3.A End Outcomes of P&A Activity)
Performance Measurement
Number
1. People with disabilities who are provided with appropriate community based services
resulting in community integration and independence.
2. People with disabilities who accessed benefits.
3. People with disabilities who live in a healthier, safer or otherwise improved
environment.
4. People with disabilities who were able to stay in their own home.
5. People with disabilities who work in safer and more humane conditions.
6. People with disabilities who go to school in safer and more humane conditions.
7. Students with disabilities who stayed in school.
8. Children with disabilities receiving appropriate services in most integrated settings.
9. People with disabilities who had their other rights enforced, retained, restored and/or
expanded.
10. Public and private places/services made more accessible.
Section 2.B – Priority Setting Process
Complete this section by providing a thorough description of how the P&A conducts priority
setting process (e.g., methods) used to develop the goals and priorities for the fiscal years
covered in your multiyear plan. Revise the sections based on public input each year with the
idea that major changes will be made when it is time for a new multiyear plan. PADD SGP & PPR
reporting platform has all the prompts and instruction necessary for the completion of this
section.
DEEP DIVE: DATA-DRIVEN STRATEGIC PLANNING
The SGP template provides fields for describing data-driven strategic planning both on a
periodic and annual basis, including:
• Means for conducting data-driven strategic planning to include public input
• Efforts for ensuring diversity in the data-driven strategic planning process
• Summary of Results from the data-driven strategic planning, which should provide a
summary of the findings and identification of the major issues in the State/Territory
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•
(this should paint of picture of needs in the State/Territory based on the information
collected by the P&A)
How the data was used to Develop P&A Goals and Priorities (this section should provide
the rationale for the goals and priorities based on the needs identified in the
State/Territory. There should be a direct relationship between the goals and priorities
and the needs identified based on the data collected and/or reviewed and feedback
from a wide range of stakeholders).
Section 2.C – Current Year Statement of Goals and Priorities
This section allows you to edit your goals and priorities for the next fiscal year.
Check the box to indicate if there are changes or no changes to the SGP from
prior year. If there are changes from the prior year, the system will give you the
prompts below.
Goal Statement: A goal statement is a written description of something your P&A wants to
accomplish through allowable activity with PADD funding. It should be written in such a way as
to encompass all of the priorities listed underneath it. Goals of a P&A to be included here are
ones that were developed as a part of their mandated goal and priority setting process and are
to be measurable using one or more of the performance measures listed in 2.C from FY 2017
PPR utilizing the new system.
DEEP-DIVE: GOAL STATEMENTS
A goal statement is a general but measurable declaration that describes a future state and gives the
general direction, purpose or intent of what should be achieved. A goal statement explains the end
result or specific desired outcome but in measurable and attainable terms. A goal should include a
description of the result and the entity/group for which the result applies.
Goals should ultimately be achievable:
A measurable goal is something that you can actually measure to determine whether you're
getting closer to your goal or further away from it.
• Measurable goals can indicate the actual impact or the effect the P&A is trying to
achieve.
• They can include actual measures, such as percentages, rates, ratios, and/or timelines.
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It is important for the individuals at a P&A involved in the priority setting process to review the
sample goals and priorities included with this guidance to gain an understanding of how to
write goals and priorities.
It is recommended P&A develop a minimum of 3-5 goals.
Example One: The following is one example of a narrowly drawn goal. See the appendix
section for additional examples.
o Goal A: Improved decision making outcomes for people with intellectual and/or
developmental disabilities of all ages by maximizing their capacity to participate in and
ultimately direct decision making processes in their lives. This will happen when others
recognize and accept their capacity and formal and informal supports are provided to
maximize their participation and control in the decision making process.
Example Two: Here is an example of a goal that serves as an umbrella for a broader range of
issues.
o Goal B: Improved access to services and physical accessibility for individuals with
intellectual or developmental disabilities, particularly individuals from underserved or
language and ethnic distinct communities, as well as assisting individuals who have claims
under the Americans with Disabilities Act (ADA) regarding access to services and programs
in enforcing, retaining or restoring their rights.
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Line 2.C.2 Priorities:
Use one priority row for each PADD related priority under a goal. Add as many
priority rows as needed.
Priority Number: Priority numbers are assigned by the system.
Priority: A priority as used here is something under a goal that is more urgent or important
than others things thus taking precedence. They are to be used to narrow what a P&A will seek
to accomplish under a goal. Priorities are to be written in a way that results achieved will be
observable and measurable using one or more of the performance measurements listed in
“Part 3.A: End Outcomes” of the PADD SGP & PPR (Part I.A of the Model PPR).
Example Three: The following are three priorities that correspond with the narrowly drawn
goal in Example One above. See the appendix section for additional examples.
o Priority 1 – Improve the availability, feasibility, and desirability of supported decision
making models that increase power and choice of individuals and reduce the reliance on
surrogate decision making models, like guardianship, which should be the decision making
option of last resort.
o Priority 2 – Increase acceptance of and participation in supported decision making models
by medical, legal, educational, and social service providers who presently request or even
require people have surrogate decision makers appointed in order to access services.
o Priority 3 – Enforce and expand existing requirements that guardians incorporate the
expressed interest of the people they support by incorporating supported decision making
models into the guardians’ fiduciary duties in order to increase the de cision making
authority and capacity of people they serve.
Example Four: The following are four priorities that fall under the umbrella of the more
broadly written goal in Example Two used above. See the appendix section for additional
examples.
o Priority 4 - Increase and maintain affordable, accessible housing.
o Priority 5 - Improve disability access and reduce discrimination in private, public and government
programs and services so that all people with disabilities are able to use them effectively.
o Priority 6 - Address disparities in access to services and supports from regional centers for people
with intellectual and developmental disabilities from language and ethnic-distinct communities.
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o Priority 7 - Enforce rights by ensuring that individuals with disabilities have access to courts,
administrative agencies and legal services by responding to proposed constraints on access through
amicus briefs or regulatory comments as needed.
Line 2.C.3 Strategies Used to Implement Goals and Address Priorities
Predict (for informative, not binding purposes) the strategies that will be used in the fiscal year
following the one covered by this report, not the ones that were used during the period
covered by this report.
Line 2.C.4 Rationale for adding/changing a goal
If you add or change a goal, provide the reason.
Line 2.C.5 Rational for adding/changing a priority
If you add or change a goal, provide the reason.
This section should include activities related to supplemental funding to expand disabilities
network’s access to COVID-19 vaccines and the public health workforce.
Guidance for reporting on activities related to supplemental funding to expand
access to COVID-19 vaccines
Grantees will report on any of the service activities listed in the chart below that were
implemented using the CDC funding from April 1, 2021 through September 30, 2022. All
narrative sections (narrative, successes, challenges, and the questions 1 - 12) are limited to 500
words each.
Service Activity
a. Number of People
Served
1. Education about the Provide the following:
importance of
• Number of
receiving a vaccine
people with
disabilities
reached by your
education
activities
b. Narrative
c. Successes
d. Challenges
Describe the type of
education activities
conducted (e.g., one
on one assistance,
brochures/pamphlets/
fliers, social media
postings, social
stories)
Describe the most
successful/effective
education activities
implemented
Describe challenges
that limited your ability
to educate others
about the importance
of the vaccine
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•
2.
3.
Number of all
other people1
reached by your
education
activities
Identifying people
List the number of
unable to
people unable to
independently travel independently travel
to a vaccination site to a site
Providing technical
assistance (TA) to
local health
departments or
other entities on
vaccine accessibility
List the number of
local health
departments or other
entities assisted with
TA on vaccine
accessibility
Describe:
•
The strategy to
identify people
unable to
independently
travel to a
vaccination site
• The most
commonly cited
reasons for why
they couldn’t
travel to the site
Describe the type of
strategies/TA
activities to assist
local health
departments or other
entities on vaccine
accessibility
Describe successes
achieved as a result of
identifying people
unable to
independently travel
to a site (e.g., were
such individuals able
to get vaccinated at
an alternative site)
Describe challenges
that limited your ability
to identify people
unable to
independently travel to
a site
Describe successes
achieved as a result of
TA activities provided
to local health
departments
Describe challenges
that limited your ability
to provide technical
assistance to local
health departments or
other entities on
vaccine accessibility
4. Helping with
scheduling a vaccine
appointment
List the number of
people helped in
scheduling vaccine
appointments
Describe the type of
activities used to
assist people in
scheduling vaccines
Describe successes
achieved as a result of
assistance provided to
help schedule vaccine
appointments
Describe challenges
that limited your ability
to help with scheduling
a vaccine appointment
5. Arranging or
providing accessible
transportation
List the number of
people assisted with
accessible
transportation to a
vaccination site
Describe the type of
activities used to
assist people with
accessible
transportation to a
vaccination site
Describe successes
achieved as a result of
accessible
transportation
activities
Describe challenges
that limited your ability
to arrange or provide
accessible
transportation
6. Providing
companion/personal
support
List the number of
people assisted with
companion/personal
support to receive
vaccines
Describe the type of
activities to provide
companion/personal
support services for
Describe successes
achieved as a result of
providing
companion/personal
support services for
Describe challenges
that limited your ability
to provide
companion/personal
support
1
Other people include family members, direct support providers/workers, personal care attendants, and other
support providers.
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7. Reminding people of
their second
vaccination
appointment if
needed
List the number of
people who needed
and received a
reminder of their
second vaccination
appointment
people to receive
vaccines
people to receive
vaccines
Describe the type of
activities to provide
people with reminders
on their second
vaccination
appointment
Describe successes
achieved as a result of
providing reminders
to people on their
second vaccination
appointment
Describe challenges
that limited your ability
to provide people
reminders on their
second vaccination
appointment
8.
Overall outcome: Number of people vaccinated as a result of implementing one or
more of the service activities (number):
Provide:
a. The number of people with disabilities vaccinated as a result of implementing one or
more of the service activities
b. The total number of all other people vaccinated as a result of implementing one or
more of the service activities
9.
Collaboration with ACL partners (ADRCs, AAA, CIL, DDC, P&A, UCEDD) (narrative):
Describe the nature of collaboration and joint activities with ACL partners, including successes
and challenges in your collaboration efforts
10. Collaboration with other community-based organizations (narrative):
Describe the collaboration and joint activities with other community-based organizations,
including successes and challenges in your collaboration efforts
11. Overall lessons learned (narrative):
Describe the leading key lessons learned, as a result of, your overall implementation activities
12. Recommendations for future activities (narrative):
Provide recommendations for ACL to consider that will maximize the impact of future
responses to disasters or pandemics.
Guidance for reporting on activities related to supplemental funding to expand
the Public Health Workforce
On an annual basis, P&As will report on activities undertaken from March 1, 2022 through
September 30, 2024. Provide a written summary on the number of full-time equivalents (FTE)s
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funded, type of public health professional(s) hired, and the activities the y are engaged in to
advance public health. The type of health professionals may include:
• Case investigator,
• Contract tracer,
• Social support specialist,
• Community health worker,
• Public health nurse,
• Disease intervention specialist,
• Epidemiologist,
• Program manager,
• Laboratory personnel,
• Informaticians,
• Communication and policy experts, and/or
• Other positions as may be required to prevent, prepare for, and respond to COVID-19.
If you would like more in-depth information about Results Narratives, Goal Statements, and the
Tier 1 Review Tool, please see Appendix 2.
Section 2.D – Description of P&A Operations
This section is required by the DD Act regulations. Please fill out Parts 1-2 to comply with
federal requirements. Part 3 is optional as that information is collected at other points in the
report.
This description must include the System’s processes for intake, internal and external referrals,
and streamlining of advocacy services. If the System will be requesting or requiring fees or
donations from clients as part of the intake process, the SGP must state that the system will be
doing so.
Line 2.D1: Describe P&A Operations
Describe how the P&A operates including information about how the PADD
program is coordinated with other P&A programs, as well as the process for
intake, internal and external referrals and streamlining of advocacy services if not
described elsewhere in the PPR. If this information is provided elsewhere, refer
to the appropriate section.
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Line 2.D2: Requesting or requiring fees from clients
Indicate if the P&A will be requesting or requiring fees from clients as part of
intake process.
Line 2.D.3: Collaboration and Coordination
3.a Describe P&A collaborations with others in the state, including the DDC and
the UCEDD if not covered in narratives. If covered in narratives, refer to
appropriate narrative by the section and goal where it can be found in the PPR.
3.b Describe how the P&A is reducing duplication of service and overlap of
services and sharing of information if not covered in narratives. If covered in
narratives, refer to appropriate narrative by the section and goal where it can be
found in the PPR.
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EXAMPLES OF A “SGP GOAL GRID”, “SGP REPORTING GRID”, &
“RESULTS NARRATIVE GRID
SGP GOAL GRID
1. Goal Number: Goal Statement:
2. Priorities (Add rows below if needed)
#
Priority
3. Strategies to Be Used to Implement Goal and Address Priorities (Check all that apply below)
□ Collaboration
□ Systemic Litigation
□ Rights-Based Individual Advocacy Services
□ Educating Policy Makers
□ Investigations of abuse and neglect
□ Other Systemic Advocacy
□ Monitoring
□ Training/Outreach
4. Rationale for adding/changing goal
5. Rationale for adding/changing priorities
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SGP REPORTING GRID
1. Goal Number: Goal Statement:
2. Priorities (Add rows below if needed)
#
Priority
3. Strategies Used to Implement Goal and Address Priorities (Check all that apply below)
□ Collaboration
□ Systemic Litigation
□ Rights-Based Individual Advocacy Services
□ Educating Policy Makers
□ Investigations of Abuse and Neglect
□ Other Systemic Advocacy
□ Monitoring
□ Training/Outreach
4. Extent to Which Goal was Achieved (Check one below)
□ Not Achieved
□ Partially Achieved
□ Achieved
□ No Results This
Year
5. Stage of Implementation (Check one below)
□ Planning
□ Initiation
□ Implementation
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□ Outcome/Fully Integrated
Results Narrative Grid
Technically, the last section of the SGP Reporting Grid
6. Results Narrative
List goal and priority #(s) addressed in the activity described in the narrative below.
Goal #(s):
Priority #(s):
Collaborator(s):
Underserved/Unserved/Minorities Targeted? ☐ Yes ☐ No (If yes, describe in narrative).
Choose performance measures from Part III here for activity described above in this Results Narrative
Performance measurement
Number
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Part 3
Results of P&A Activity
Section 3.A End Outcomes of P&A Activity by Intervention Type
This section gives summary, quantitative data about how the P&A helped people with
disabilities exercise their civil, human and legal rights. These numbers are important to show
real impact of the P&A’s work as a federal program.
The system asks users to input how many people benefited as described in each Performance
Measurement by intervention type. Populating the table below will be automatically transfer
totals of the End Outcomes by P&A Activity Table to the first table in Section III A.
For example, for End Outcome #2, report the number of people with disabilities who accessed
benefits through technical assistance, individual advocacy, abuse and neglect investigation,
systemic litigation, educating policy makers or other systemic advocacy.
For each end outcome, each count for an intervention type should not exceed the number of
people with intellectual or developmental disabilities in your state or territory. To standardize
the results, P&As will use 1.58% as the estimated percentage of people with developmental
disabilities in the state/territory.
Example: state’s DD population is 100,000. P&A must report < 100,000 for each intervention
type in End Outcome 2.
AOD understands that through different forms of the P&A’s work, the P&A may affect the same
person multiple times. THE TOTAL NUMBER FOR EACH PERFORMANCE MEASUREMENT MAY
EXCEED THE TOTAL DD POPULATION.
ACCEPTABLE Example: A state’s DD population is 100,000. If the P&A reports that the total
population with I/DD was affected in two types of interventions, systemic litigation and
educating policy makers for end outcome 2, the total for End Outcome 2 will be at least
200,000 and greater than the DD population. This is acceptable.
UNACCEPTABLE Example: A state’s DD population is 100,000. P&A reports 125,000 people
benefited from systemic litigation in End Outcome 2. This is unacceptable. The number must be
less than 100,000.
For DAD users the reports necessary to complete these tables will be available in the DAD
Report Generator. P&As are responsible for having their staff accurately complete the relevant
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fields in their advocacy records prior to running the reports and inserting the data in the AOD
PPR/SGP platform
Section 3.B Overview of How Many People with Disabilities Served
This section is designed to provide overall results for the P&A, including both individual and
group advocacy efforts. This section captures the number of individuals served, the number of
abuse and neglect investigations, provisions in law modified or prevented, or provisions in
ordinances modified or prevented.
B.1: Number of individuals receiving individual advocacy/self-advocacy case level services
B.2: Number of investigations both individual and on behalf of groups
B.3: Report all individuals receiving information, technical assistance or referral services. This
number may exceed the number of people with ID/DD in the state.
B.4: Report all individuals trained by the P&A in the year.
B.5: Number of individuals with disabilities impacted by systemic or class action litigation
B.6: Number of individuals with disabilities impacted by non-litigation systemic advocacy
B.7: Report the number of individuals for whom the P&A was not able to provide a higher level
of service.
Section 3.C Individual Advocacy
Report results achieved through individual advocacy including self-advocacy assistance, limited
advocacy, administrative remedies, negotiation, mediation, alternative dispute resolution,
and/or litigation.
C.1: Number of individuals with individual advocacy/self advocacy case level services closed
with the reason for closing being objective was met/partially met
C.2: Number of individuals with individual advocacy/self advocacy case level services that has
the problem area access to administrative or judicial processes selected
C.3: Number of closed individual advocacy/self advocacy case level services that with the
reason for closing being objective was met/partially met
Section 3.D Investigations of Abuse and Neglect
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Report results of investigations of abuse and neglect on behalf of individuals.
Sections 3.E Monitoring [PADD/PATBI/PAAT]
Users will be prompted to enter facility name, type, capacity, location and number of visits to
the facility during the fiscal year. Once a facility is entered into the system, it can be referred to
in future years and only need to be added once.
Other Qualitative Narrative: Provide a summary of how the P&A approaches PADD monitoring
(i.e., specify is the P&A uses scheduled and/or unannounced monitoring or engages in community based
monitoring).
Sections 3.F, G, and H
Report on activities taken throughout the year.
For Section 3.G, only report activity conducted in accordance with the limits on federal funding.
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Part 3 Other Qualitative Narrative
What is required in each of the narratives in Part III is included in the PPR/SGP platform
instructions. Completing this section is optional for each section of Part 3.
PROGRAM SPECIFIC MEASURES
Enter information specific to PAAT and PAVA programs here.
PAAT
In the specific program measures, a P&A can pick multiple answers for one device. For
example, the P&A may help procure device for hearing that assists with participation in
recreation.
PAVA
In the specific program measures, monitoring includes activities like polling place surveys.
Combined Report for ACL P&A Programs
Part 1
Public Relations and Outreach
As it may be easier for a P&A to use paper forms to collect and maintain the information in
these sections, sample forms [LINK] for this purpose are included in the appendix.
Part 2
Collaborations
The purpose for this section is to streamline the reporting of major collaborative eff orts and avoid
duplication in the reporting of activity. Step 1 is to enter the name and description of all major
collaborations. Then when writing Results Narratives as a part of reporting on priority
implementation in any of the ACL P&A PPRs, it will only be necessary to select name of the
collaboration from a dropdown menu when work it contributed to is being described.
Required collaborations include the client assistance program (unless housed within the P&A),
long term care ombudsman (unless housed within the P&A), developmental disabilities council,
26
center(s) for excellence (university affiliated program) and any parent training centers. Listing
other collaborations is optional but can be very useful in demonstrating the extent and
effectiveness of collaborative efforts.
You must enter a minimum of at least 1 collaboration. You may choose to enter in as many
collaborations as needed. Also, when you enter data into the ‘Name of Collaboration’
textbox, it will be stored in the ‘Collaborator(s)’ field in the Narrative located in Section 2:
Statement of Goals and Priorities, Subsection A: Report on Statement of Goals and Priorities
(SGP). Information entered here will be available for selection from a drop down menu in
Section 2 of the report.
Part 3
Board, Staff, and Advisory Council Demographics
The reporting platform has all the prompts and instruction necessary for the completion of this
section.
If you are housed in state government, you must complete the Advisory Council section or the
Board section. Non-profit agencies must complete the Board section. Non-profit organizations
who voluntarily maintain a DD Advisory Council may complete the advisory Council section.
Definitions
Primary Consumer: an individual with a disability
Secondary Consumer: a family member or guardian of an individual with a disability
Part 6
General Program Information
Please enter and/or update information for your 1) main office and 2) satellite offices (if
applicable). Names of each staff preparer are also entered here.
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Definitions
The following definitions are for terms used in this document as well as the AOD PPR SGP platform.
Absolute Unique Visitor (pertaining to websites, blogs, etc.)
The phrase “absolute unique visitor” is a term of art used in Google Analytics and similar
applications. It represents the number of different people that visit a particular website or blog
during a period of time specified by the user.
Abuse
The term “abuse” means any act or failure to act which was performed, or which was failed to
be performed, knowingly, recklessly, or intentionally, and which caused, or may have caused,
injury or death to an individual with developmental disabilities, and includes but is not limited
to such acts as: verbal, nonverbal, mental and emotional harassment; rape or sexual assault;
striking; the use of excessive force when placing such an individual in bodily restraints; the use
of bodily or chemical restraints which is not in compliance with Federal and State laws and
regulations, or any other practice which is likely to cause immediate physical or psychological
harm or result in long term harm if such practices continue. In addition, the P&A may
determine, in its discretion that a violation of an individual’s legal rights amounts to abuse, such
as if an individual is subject to significant financial exploitation.
Administrative Hearing
An administrative hearing is a case level of intervention where an individual is assiste d in
requesting, preparing for, or participating in a formal proceeding to challenge a decision within
an agency or facility, or between agencies, which does not involve adjudication by a court of
law.
Administrative Remedy
An Administrative Remedy is any non-judicial complaint resolution process provided by
government agencies, boards, commissions, or other designated adjudicators, exercising
decision making authority delegated by statute. Administrative Remedy processes are generally
simpler, less formal, and less technical than the judicial process.
Advocacy activities
The term “advocacy activities” means active support of policies and practices that promote
systems change efforts and other activities that further advance self-determination and
inclusion in all aspects of community living (including housing, education, employment, and
other aspects) for individuals with developmental disabilities, and their families.
Alternative Dispute Resolution
Alternative Dispute Resolution (ADR) describes any process for settling a contested matter
outside of the formal judicial process. ADR includes, but is not limited to negotiation,
28
conciliation, mediation, and arbitration. ADR often includes the aid of a third, neutral party to
guide the parties to a settlement.
Areas of emphasis
The term “areas of emphasis” means the areas related to quality assurance activities, education
activities and early intervention activities, child care-related activities, health-related activities,
employment-related activities, housing-related activities, transportation-related activities,
recreation-related activities, and other services available or offered to individuals in a
community, including formal and informal community supports that affect their quality of life.
Case
A matter in which a significant service is provided that is intended to benefit one or more
eligible individuals with developmental disabilities. A case file must be established and
maintained by the P&A in each such matter. Each case must have a documented client goal.
Capacity building activities
The term “capacity building activities” means activities (e.g. training and technical assistance)
that expand and/or improve the ability of individuals with developmental disabilities, families,
supports, services and/or systems to promote, support and enhance self -determination,
independence, productivity and inclusion in community life.
Client
For the purposes of the PPR (but not necessarily for determining a client-attorney relationship),
a client is an individual or group of individuals who meets three criteria: 1) he/she is eligible for
the PADD program; 2) a file/service record has been opened which includes at least the name,
address, age, race, disability, signed release of information form (if appropriate), the concern or
complaint and the goal of the action to be taken; and 3) he/she has been provided at least one
significant service.
Client Objective
The result(s) a client(s) desires and the P&A has agreed to pursue as documented in a retainer
agreement between the client(s) and the P&A.
Client Objective Met
The result(s) a client(s) desired and the P&A agreed to pursue as documented in a retainer
agreement was achieved, at least in part.
Closed Case
The status of a case when the issue has been addressed through the provision of some level of
service, the service is no longer needed, or the client is no longer available to address the
issue(s).
Collaboration
29
An activity or set of activities the P&A undertakes with a community partner(s) to pursue a
shared advocacy goal. For purpose of this report it includes working with federally funded
entities identified in the P&A mandates to assure coordination of the activities between the
entities and to avoid inappropriate or wasteful duplication of services. These entities include a
state’s or territory’s client assistance program, long term care ombudsman, developmental
disabilities council, center(s) for excellence (university affiliated program) and mental health
agency. Reporting on these collaborations is mandatory.
It also includes coalitions, task forces, councils, etc. in which a P&A participates for the purpose
of advocating for systemic reform. These can be ongoing or time limited
collaborations. Reporting on these collaborations is optional.
Community Residential Setting
A community residential setting has three or fewer residents and optimizes autonomy,
independence, and access to the community in keeping with the new Medicaid Act and Home
and Community Based Services regulations.
Complaint
The term “complaint” includes, but is not limited to, any report or communication, whether
formal or informal, written or oral, received by the P&A system, including media accounts,
newspaper articles, electronic communications, telephone calls (including anonymous calls)
from any source alleging abuse or neglect of an individual with a developmental disability.
Culturally competent
The term “culturally competent,” used with respect to services, supports, and other assistance
means that services, supports, or other assistance that are conducted or provided in a manner
that is responsive to the beliefs, interpersonal styles, attitudes, language, and behaviors of
individuals who are receiving the services, supports or other assistance, and in a manner that
has the greatest likelihood of ensuring their maximum participation in the program involved.
Direct Representation
Legally based advocacy provided pursuant to a retainer agreement between a Client and a P&A.
The intervention types employed may include negotiation, administrative hearings, and/or
litigation.
Developmental disability
The term “developmental disability” means a severe, chronic disability of an individual that:
(1) Is attributable to a mental or physical impairment or combination of mental and physical
impairments;
(2) Is manifested before the individual attains age 22;
(3) Is likely to continue indefinitely;
(4) Results in substantial functional limitations in three or more of the following areas of major
life activity:
(i) Self-care;
30
(ii) Receptive and expressive language;
(iii) Learning;
(iv) Mobility;
(vi) Self-direction;
(vii) Capacity for independent living; and
(viii) Economic self-sufficiency.
(5) Reflects the individual’s need for a combination and sequence of special, interdisciplinary or
generic services, individualized supports, or other forms of assistance that are of lifelong or
extended duration and are individually planned and coordinated.
(6) An individual from birth to age nine, inclusive, who has a substantial developmental delay or
specific congenital or acquired condition, may be considered to have a developmental disability
without meeting three or more of the criteria described in paragraphs (1) through (5) of this
definition, if the individual, without services and supports, has a high probability of meeting
those criteria later in life.
Educating Policy Makers
A critical strategy used to achieve systems change. Policy-makers may include individuals in
both the executive and legislative branches of government who make or interpret policies
(legislation, regulations, rules or practices) that impact the lives of people with disabilities. Our
advocacy efforts might be directed at the local, state, or federal level. Educating these
individual makes them aware of how their actions may impact people with
disabilities. Information reported should only include work done in accordance with the limit
on federal funding.
End Outcome
An end outcome is a quantitative performance measurement that expresses the ultimate
benefit to the client.
Full investigation
The term “full investigation” means access to service providers, individuals with developmental
disabilities and records authorized under these regulations, that are necessary for a P&A system
to make a determination about whether alleged or suspected instances of abuse and neglect
are taking place or have taken place. Full investigations may be conducted independently or in
cooperation with other agencies authorized to conduct similar investigations.
Goal Statement
A goal statement is a general but measurable declaration that describes a future state and gives
the general direction, purpose or intent of what should be achieved. A goal statement explains
the end result or specific desired outcome. A goal should include a description of the result and
the entity/group for which the result applies. Goals should be ultimately be achievable .
Group Advocacy Services
Group advocacy services include work on behalf of groups of people with disabilities pursued
through the interventions of systemic litigation, legislative and regulatory advocacy and
31
systemic advocacy (non-litigious and non-legislative). It is concerted action to reform the
policies or mode of operations of a system of services such as the disabilities service system or
the policies and practices of private actors.
Group Number Impacted (And the “At Least” Method of calculating an estimate)
A specific unduplicated number of people impacted should be used with a “number impacted”
performance measure when the number is known or a very close estimate is possible based on
available data. For instance, you know all of the people on a particular ward of a hospital will
benefit but the number of people on that ward varies slightly from day to day. Then a number
close to the number usually present on that ward can be used.
If a close estimate is not possible based on available data but the range the number falls within
can be determined and supported by available data, a number followed by a plus sign (+) from
the following chart should be used in the “number impacted” performance measure. This
method of estimation should also be used when a certain number of people could be impacted
but it is not clear that they all will be impacted.
If the number is unknown and there is no available data to support the estimation, then a
“number impacted” performance measure should not be used.
Estimate
to
Put in PPR
1+
10+
100+
1,000+
10,000+
Range
for what the
estimate
means
1-9
10-99
100-999
1,000-9,999
> 10,000
Inclusion
The term ''inclusion'', used with respect to individuals with developmental disabilities, means
the acceptance and encouragement of the presence and participation of individuals with
developmental disabilities, by individuals without disabilities, in social, educational, work, and
community activities, that enable individuals with developmental disabilities to have
friendships and relationships with individuals and families of their own choice; live in homes
close to community resources, with regular contact with individuals without disabilities in their
communities; enjoy full access to and active participation in the same community activities and
types of employment as individuals without disabilities; and take full advantage of their
integration into the same community resources as individuals without disabilities, living,
learning, working, and enjoying life in regular contact with individuals without disabilities.
Individual Advocacy Service
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Legally based work on behalf of a client using one or more of the following intervention types:
Self-Advocacy Assistance, limited advocacy, administrative remedies, negotiation,
mediation/alternative dispute resolution, and/or litigation. For the purpose of this report , it
does not include investigations which are reported in a separate section.
Individualized supports
The term “individualized supports” means supports that: enable an individual with a
developmental disability to exercise self-determination, be independent, be productive, and be
integrated and included in all facets of community life; designed to enable such individual to
control such individual’s environment, permitting the most independent life possible; and
prevent placement into a more restrictive living arrangement than is necessary and enable such
individual to live, learn, work, and enjoy life in the community; and include early intervention
services, respite care, personal assistance services, family support services, supported
employment services support services for families headed by aging caregivers of individuals
with developmental disabilities, and provision of rehabilitation technology and assistive
technology, and assistive technology services.
Information and Referral Service
Information and referral includes responses to individuals at meetings, one -time telephone
discussions, and follow-up mailings of letters, brochures and/or pamphlets per an individual’s
request. I&R includes brief written or oral information, such as, generic information about the
P&A, including information about additional programs and resources external to the P&A
relating to the individual’s service needs and statutory or constitutional rights as a person with
a disability. The agency generally would not have personal identifying information about the
individuals who request and/or receive I&R services, except for possibly the name, address and
telephone number.
Institutional Living Arrangement
In keeping with the new Medicaid law, any facility with a minimum of four residents that does
not optimize autonomy, independence, and access to the community.
Integration
The term “integration,” means exercising the equal rights of individuals with developmental
disabilities to access and use the same community resources as are used by and available to
other individuals.
Investigation
An investigation is a systematic and thorough examination of information, records, evidence
and circumstances surrounding an allegation of abuse and neglect. Investigations are distinct
from advocacy and require a significant allocation of time and resources including such
activities as interviewing witnesses, gathering evidence and generating a written report, which
may or may not be made public.
Law (see also regulation and policy)
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For the purpose of completing this report law refers to statutory or common law.
Legal guardian, Conservator, and Legal representative
The terms “legal guardian,” “conservator,” and “legal representative” all mean a parent of a
minor, unless the State has appointed another legal guardian under applicable State law, or an
individual appointed and regularly reviewed by a State court or agency empowered under State
law to appoint and review such officers, and having authority to make all decisions on behalf of
individuals with developmental disabilities. It does not include persons acting only as a
representative payee, persons acting only to handle financial payments, executors and
administrators of estates, attorneys or other persons acting on behalf of an individual with
developmental disabilities only in individual legal matters, or officials or their designees
responsible for the provision of services, supports, and other assistance to an individual with
developmental disabilities.
Limited Advocacy
Limited Advocacy is a level of intervention that includes the provision of a discrete task to a
client or a discrete contact on behalf of a client with a third party. Such activities upon
completion require no further or ongoing actions, either formal or informal. Limited Advocacy
can include communications by letter, telephone or other means to a third party; preparation
of a simple legal document; or assisting a client in the preparation of documents that are
submitted by the client pro se to a third party.
Litigation
Litigation is any lawsuit or other resort to the courts to determine a legal question or matter.
Litigation involves many complex legal issues which require not only a knowledge of the law
that governs the dispute, but also, the laws governing the procedures to be followed in order to
properly litigate a claim. There are rules governing who may file a claim, where it must be filed,
when it must be filed, and how to file it.
Mediation
Mediation is an alternative dispute resolution process using the services of an independent
third party to help settle differences or disputes between two or more individuals.
Monitoring
Monitoring includes activities in which a P&A evaluates compliance issues and quality of service
by providers of services, supports and other assistance. Monitoring may involve using the a
P&A’s access authority to visit and in other ways seek information from institutional or
community settings including public and private facilities where people with disabilities live,
work and go to school by a) conducting face-to-face interviews with individuals with disabilities
in those settings; b) conducting at least one face-to-face interview with a staff member in those
settings; 3) observing and evaluating the physical conditions of the setting; and 4) accessing and
reviewing records, when appropriate, in accordance with applicable federal and state law.
Neglect
34
The term “neglect” means a negligent act or omission by an individual responsible for providing
services, supports or other assistance which caused or may have caused injury or death to an
individual with a developmental disability(ies) or which placed an individual with
developmental disability(ies) at risk of injury or death, and includes acts or omissions such as
failure to: establish or carry out an appropriate individual program plan or treatment plan
(including a discharge plan); provide adequate nutrition, clothing, or health care to an individual
with developmental disabilities; or provide a safe environment which also includes failure to
maintain adequate numbers of trained staff or failure to take appropriate steps to prevent self abuse, harassment, or assault by a peer.
Negotiation
Negotiation is a problem-solving process in which two or more people voluntarily discuss their
differences and attempt to reach a joint decision on their common concerns.
Number Impacted Performance Measure
A number impacted performance measure is one that asks for the number of people with
disabilities in a group that was the target of a P&A’s advocacy.
Other Systemic Advocacy
Other Systems Advocacy refers to concerted action by the P&A agency to promote and effectuate
changes in the policies, rules, and laws that impact groups of people with disabilities, and to
remove the barriers that prevent or impede them from leading full, productive lives in the
community that does fit elsewhere in the form Systems advocacy typically addresses the
establishment, support, improvement, or expansion of (1) programs that provide services or
benefits to persons with disabilities, and (2) the legal rights, protections, and entitlements of
persons with disabilities; and may involve opposition to efforts to weaken, reduce or eliminate
existing services or rights.
Outcome
An outcome is a quantifiable performance measure expressed in terms of a -any result achieved
for a client or group of clients.
Output
An output is a performance measure that describes something quantifiable and concrete that is
not descriptive of an end result desired by a client or group of clients but rather an incremental
or interim step along the way. It can also be used to capture P&A engagement in an on-going
intervention.
Outreach is an activity that provides targeted information to specific populations regarding the
activities of the P&A or one of its programs.
Performance Measure Menu
Each advocacy intervention type has an associated list of outcome and output performance
measures. It is not expected that a P&A would use every performance measure on every menu.
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Priority
For purposes of this report, a priority is a subset of and related to a larger goal statement which
the P&A plans to work on during the reporting period. Priorities are allocated resources so that
a measurable result can be documented. Priorities as established through the SGP serve as the
basis for the P&A to determine which cases are selected in a given fiscal year. P&As have the
authority to turn down a request for assistance when it is outside the scope of the SGP, but
they must inform individuals when priorities are the basis for turning them down.
Probable cause
The term “probable cause” means a reasonable ground for belief that an individual with
developmental disability(ies) has been, or may be, subject to abuse or neglect, or that the
health or safety of the individual is in serious and immediate jeopardy. The individual making
such determination may base the decision on reasonable inferences drawn from his or her
experience or training regarding similar incidents, conditions or problems that are usually
associated with abuse or neglect.
Provision
For the purpose of completing this report, a provision is a clause in statute that explains a
specific condition, effect, implication, qualification, or requirement that would result in benefit
or detriment to people with disabilities.
Qualitative Results
The result of advocacy efforts expressed primarily through a narrative describing what was
accomplished and includes the specifics of the outcomes and outputs reported in the
quantitative results.
Quantitative Results
The result of advocacy efforts expressed using outcome or output performance measures.
Results Narrative
A qualitative results narrative describes the specifics of what the P&A achieved in response to a
direct representation service request or in a group advocacy project in a way that illustrates
and humanizes the associated quantitative performance measures. The narrative includes:
•
•
•
Headline capturing the gist of what follows (optional but helpful to the AOD reviewer)
Priority addressed if applicable
The Results Narratives document (provide story of) how the advocacy elements worked
together to achieve outcomes for our clients in a more efficient and coherent way than
in the current program performance reports. The story/results narrative:
o Describe the problem presented, what the P&A did and what was accomplished
o Give specifics to general terms in performance measures
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•
o Description of how targeted toward unserved/underserved minority population
if applicable
o Next steps if applicable
o Mention collaborators and partners if applicable including a cross reference to
where a collaboration is described elsewhere in the report (Collaborations
Section)
Completed quantitative performance measures accomplished
Self-Advocacy Assistance
Self-advocacy Assistance, formerly referred to as Short Term Assistance, is a level of
intervention that can include advice and counseling, brief research, or letter writing to the
client to summarize assistance given. Advice and counseling assistance includes informing a
client of their rights; coaching the client in self-advocacy; reviewing information; counseling a
client on actions one may take; or assisting the client in preparing letters or documents and/or
the dissemination of information and materials related to the disability rights issue raised by
the client. It includes providing information sheets and other materials.
Self-determination activities
The term “self-determination activities” means activities that result in individuals with
developmental disabilities, with appropriate assistance, having the ability and opportunity to
communicate and make personal decisions; the ability and opportunity to communicate
choices and exercise control over the type and intensity of services, supports, and other
assistance the individuals receive; the authority to control resources to obtain needed services,
supports, and other assistance; opportunities to participate in, and contribute to, their
communities; and support, including financial support, to advocate for themselves and others
to develop leadership skills through training in self-advocacy to participate in coalitions, to
educate policymakers, and to play a role in the development of public policies that affect
individuals with developmental disabilities.
Significant Service
Includes the Self-Advocacy Assistance, Limited Advocacy, Negotiation, Administrative
Hearings/Alternative Dispute Resolution, or litigation.
Substantive Work
Work performed by a P&A that can reasonably be interpreted as having contributed to a result
measurable using one or more of the End Outcomes performance measures listed in Part 3.A.
Standardized Performance Measure
A standardized performance measure is one that is to be used when doing like activity and
reporting like results. For the purpose of this report it refers to both the outcome and output
performance measures included in the result sections.
Systemic change activities
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The term “systemic change activities” means a sustainable, transferable and replicable change
in some aspect of service or support availability, design or delivery that promotes positive or
meaningful outcomes for individuals with developmental disabilities and their families.
Systemic Litigation
Systemic litigation is a concerted action to reform the policies or mode of operations of a
system of services. It attempts to address a systemic issue raised by many individuals, through
class action litigation, multi-plaintiff litigation, or in some cases individual litigation when the
relief sought has the potential of affecting many people with disabilities.
Technical Assistance
Technical assistance is provided to family members, non-legal guardians, professionals or other
advocates in consultation regarding an area of the law in which the P&A has expertise. It is
considered a non-client directed activity.
Tier 1 Review Tool
The Tier I Review Tool is used by AOD in the compliance and outcome review process of the
SGP and PPR and will be used, in part, to determine whether a P&A needs a higher level of
review (Tier II). It is used annually by AOD staff to conduct high level program compliance and
outcome reviews of the P&AA PPR and SGP. The compliance review verifies through review of
the PPRs and SGPs that the P&A is compliant with DD Act requirements. The outcome review
uses narrative information and measures (data) to evaluate performance based on data
analysis. The outcome review focuses on data and narrative results of outcomes /results
achieved. The outcome and output data is reviewed for each P&A program and across all P&As
programs to understand results.
Training
Training is an activity that builds skills and knowledge of target populations. Training may be
provided to individuals with disabilities and others.
Unserved and underserved
The term “unserved and underserved” includes populations such as individuals from racial and
ethnic minority backgrounds, disadvantaged individuals, individuals with limited English
proficiency, individuals from underserved geographic areas (rural or urban), and specific groups
of individuals within the population of individuals with developmental disabilities, including
individuals who require assistive technology in order to participate in community life.
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Part VIII
Appendix
39
Sample Forms 1 -Monitoring Visit
Employee(s):
Name of facility:
Facility capacity:
County:
Date of Visit:
Fund (Check all that apply):
☐COMBO ☐PADD ☐PAIMI ☐PAIR ☐PAVA ☐PABSS ☐PAAT ☐PATBI ☐OVW ☐GF
☐ Other, specify:
Type of facility:
☐ Municipal Detention Facility Jail
☐ Public Institutional Living Arrangement
☐ State Hospital
☐ State Prison
☐ Other
Monitoring Performance Measures
Performance Measurement
Number
of
1. People with disabilities whose living, working and/or other circumstances were
monitored by P&A
2. Monitoring visits to review living, working and other conditions in segregated settings
3. Complaints referred to regulatory agencies or investigative organizations
4. Provide the number technical assistance or self-advocacy materials were disseminated
(total from reverse side)
Was a health and/or safety issue or other rights violation identified and validated or addressed
during the monitoring visit? ☐ Yes ☐ No
Was a health and/or safety issue or other rights violation identified but not validated or
addressed? ☐ Yes ☐ No If yes, complete an intake form and submit to case acceptance.
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Form 2 -Training and P&A Presentation
Employee(s):
Name of Event:
Date(s) of Event:
Fund (Check all that apply):
☐COMBO ☐PADD ☐PAIMI ☐PAIR ☐PAVA ☐PABSS ☐PAAT ☐PATBI ☐OVW ☐GF
☐Other, specify:
Location of Event (City, State):
Training Title (if different from the event):
☐ Yes ☐ No Was this a presentation about DRW to community group?
☐ Yes ☐ No Did this involve a P&A exhibit at conference, community fair, etc.?
☐ Yes ☐ No Was this an advocacy skills training?
☐ Yes ☐ No Was this a rights training?
Measures from Training and Public Relations Sections
Performance Measure
1. People who report the training enhanced their knowledge and/or skill
(was beneficial) at the completion of the training
2. Provide number of people who were trained to become active participants in
making decisions that affect their lives (only count people with disabilities)
3. Provide number of people at the training/presentation? (already a field in DAD
training projects)
4. Provide the number technical assistance or self-advocacy materials were
disseminated (total from reverse side)
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Number of
Form 3 - Mass Media Contact Report
Employee(s):
Was contact related to an ongoing case or project? ☐ Yes ☐ No
If yes, which one: __________________________________ ☐ Service Request ☐ Project
If not what was the contact about?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Fund (Check all that apply):
☐ PADD ☐ PAIMI ☐ PAIR ☐ PAVA ☐ PABSS ☐ PAAT ☐ PATBI ☐ OVW ☐ GF
☐ Other, specify: ___________
Include in PPR for which fiscal year? ______________
Mass media related performance measures
Performance Measure
Number of
1. Press releases issued
2. Times a P&A representative was interviewed or featured on TV or radio
3. Articles about the P&A or its work in external mass media such as
newspapers, radio, podcasts, blogs or television
4. Articles by the P&A about disability rights issues published in
newspapers, books, journals or magazines
Media contact’s name: ____________________________________
Phone number: ____________________________ Email: ___________________________
Media entity: ________________________________________
Provide URL links to the above if available:
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Form 4 - Web Platform, Newsletter, and Other Publication Report
Employee(s):
Include in PPR for which fiscal year:
Related Performance Measures
Performance Measure
5. Provide the number of social media followers
6. Provide the number of absolute unique visitors to blogs/web pages
where information about the P&A is posted
7. Provide the circulation number of the P&A’s newsletter and/or listserv
updates
8. Provide the number of times a newsletter or other P&A related
information was disseminated to people on the P&A’s listserv
9. Provide number of links to other disability rights related information
sources published on the P&A website
10. Provide the number of technical assistance or self-advocacy materials
published or revised
11. Provide the number of technical assistance or self-advocacy materials
were disseminated (Google Analytics + monitoring (Form 1) + training/
P&A presentations (Form 3)
Provide URL links to the above if applicable:
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Number of
APPENDIX 2
DEEP DIVE: Why are the Results Narratives important?
o Results Narratives “put a face” on the quantitative performance measures and provide a context
for the PPR/SGP reader to understand the meaning of the outcome numbers being reported.
o Results Narratives document how advocacy strategies worked together to achieve outcomes for
our clients/constituents in a more efficient, logical and coherent way than in the current program
performance reports.
o The Results Narratives will be the primary PPR/SGP source for informing many of the questions
and prompts in the Tier I Review Tool used by AOD to assess the P&A’s progress in implementing
its goals and priorities and any outcomes achieved that year. It also helps document P&A
compliance with federal requirements.
o A good showing on the Tier I Review potentially makes it less likely a P&A moves to a Tier II
Review.
AOD will use the results narrative to defend the P&A program. Results narrative are also used for
budget justifications and providing information to the general public and Congress about P&A
activities and accomplishments
DEEP DIVE: SMART Goals
Goals are the starting point for planning. There are many approaches to writing goals. P&As should aim
towards developing goals that are SMART:
Specific
Measurable
Attainable
Realistic
Timely
Specific - A specific goal has a much greater chance of being accomplished than a general goal. To set a specific
goal you must answer the six "W" questions:
•
•
•
•
Who: Who is involved?
What: What do I want to accomplish?
Where: Identify a location.
When: Establish a time frame.
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•
•
Which: Identify requirements and constraints.
Why: Specific reasons, purpose or benefits of accomplishing the goal.
For example, a general goal would be, "Get in shape." But a specific goal would say, "Join a health club and
workout 3 days a week."
Measurable - Establish concrete criteria for measuring progress toward the attainment of each goal you set.
When you measure your progress, you stay on track, reach your target dates, and experience the achievement
that spurs you on to continued effort required to reach your goal. To determine if your goal is measurable, ask
questions such as:
•
•
•
How much?
How many?
How will I know when it is accomplished?
Attainable - When goals are identified that are most important to the P&A, the P&A begins to figure out ways
the goals can be achieved. The P&A develops the attitudes, abilities, skills, and financial capacity to reach
them. The P&A begins seeing previously overlooked opportunities to come closer to the achievement of the
P&A's goals. The P&A can attain most any goal when steps are planned wisely and when a time frame is
established that allows the P&A to carry out those steps.
Realistic - To be realistic, a goal must represent an objective toward which the P&A is both willing and able to
work. A goal can be both high and realistic. The P&A can decide just how high the goals should be. But be sure
that every goal represents substantial progress. A goal is probably realistic if the P&A truly believes that it can
be accomplished. Additional ways to know if the goal is realistic is to determine if the P&A has accomplished
anything similar in the past or asking what conditions would have to exist to accomplish this goal.
Timely - A goal should be grounded within a time frame. With no time frame tied to it there's no sense of
urgency. If the goal is to lose 10 pounds, what is the target date for the weight loss? "Someday" won't work.
But if the goal is anchored a timeframe, "by May 1st", then work can begin on the goal.
T can also stand for Tangible - A goal is tangible when it can be experienced in some way. When a goal is
tangible, there is a better chance of making it specific and measurable and thus attainable.
DEEP DIVE: TIER 1 TOOL
What is the Tier I Review Tool?
The Tier I Review Tool is used by AOD in the compliance and outcome review process of the SGP and
PPR and will be used, in part, to determine whether a P&A needs a higher level of review (Tier II or
Tier III). It is one mechanism used by AOD to review P&As. The current Tier 1 Review Tool is in the
appendix.
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DEEP DIVE: CHOOSING CASES FOR NARRATIVES
How should a P&A determine which individual cases or group advocacy projects it includes in a
Results Narrative?
o Choose technical assistance service requests, cases or projects that are representative of the
range and breadth of their work and achievements;
o Choose examples that will demonstrate how the P&A is making progress on the goal and its
related priorities.
o If the P&A is facing barriers, choose examples that explain those challenges assisting the reviewer
in understanding the degree of progress made at the close of the report pe riod.
o Choose at least one example for each of the P&A’s priorities;
o Complete enough Results Narrative grids to demonstrate the value of your P&A program.
Admittedly, this is subjective but it is important to keep in mind whether what is reported in the
PPR documents that the P&A ‘earned’ the amount of money spent for the report period;
o At a minimum choose enough cases or projects to demonstrate the required collaboration with
the DD Network, Long Term Care Ombudsman, and Client Assistance Program if it is not part of
the P&A. If your collaborations with these entities do not involve the pursuit of one or more of
the End Outcomes, be sure to discuss this year’s activities with these collaborators in the
appropriate Other Qualitative Narrative sections.
o At a minimum choose one case or project where underserved/unserved/minorities were targeted
to better benefit from P&A intervention.
o At a minimum choose enough cases or projects to have at least one example for every
performance measure used to report outcomes (See Performance Measurement Tables in the
guidelines for Part III below). For example, if somewhere in your report includes data in five of
the End Outcome performance measurements in the report; three from the System Litigation
table and two from the Abuse and Neglect Investigations table, then at least one example of each
must be provided in a Results Narrative grid. If one individual technical assistance service
request, case, or project described in a Results Narrative provides an example of all the
performance measurements used, the minimum requirement would be met. But it is more likely
to take a combination of several technical assistance service requests, cases or projects to
complete this requirement.
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| File Type | application/pdf |
| File Modified | 2022-04-29 |
| File Created | 2022-04-29 |