FY 2015
APSI Strategic Planning
Fourth Year Plan
July 1, 2014 to June 30, 2015
Working Document
Updated: 5/1/14, 7/6/14

THREE YEAR COMMITMENTS AND THIRD YEAR PLAN (July 1, 2013 through June 30, 2014)

COMMITMENT #1: Realign APSI guardianship services to focus on a defined target group of people with significant and complex disabilities who need ongoing skilled support to make decisions, and have no suitable family or alternatives to guardianship, and/or are court ordered by the Probate Court to be served by APSI.

This objective has been completed in its entirety, as of June 30, 2013.

COMMITMENT #2: Work with stakeholders to continue to find alternatives to APSI guardianship.

Third Year Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion
Date
1. Continue participation in Self-Advocacy Training for currently served APSI individuals / 6/30/15
1.1 List of Self –Advocacy Groups and training opportunities through People First, OSDA and Project Stir / Program Enrichment Director / Educate APSI staff and disseminate list about options available for individuals to learn self-advocacy / 6/30/15
2. Work with identified Probate Courts, county boards and others to develop alternatives to APSI guardianship
2.1 Documentation of efforts / Program Directors(C), Program Enrichment Director / Network with other Guardianship agencies to provide reciprocal support / 6/30/15
3. Implement with the County Boards the newly developed Review Protocol to determine if the following groups of individuals meet the target definition of who APSI serves:
a. individuals on waiting list
b. individuals currently served
a. Waiting List / 3.a.1 Discussion with individual County Boards and Providers that have individuals on APSI waiting list to determine individuals status / Program Directors,[C] Regional Program Directors / Meet with County Board Staff and providers to review wait lists / 6/30/15
Third Year Objectives #2 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion
Date
3.a.2 Remove individuals from wait list if alternatives have been found / Program Directors [C], Regional Program Directors / Meet with County Board staff and providers to review wait lists / 6/30/15
3.a.3 Review the waiting list with larger counties to explore alternatives as done in Cuyahoga Co. / Program Directors [P], Regional Program Directors / Meet with representatives from the following counties: Hamilton, Franklin / 6/30/15
3.a.4 Complete survey instrument for those who have had APSI deny a wait list bypass request / Program Directors,
Program Enrichment Director / Develop survey for those who have had bypass requests denied / 3/30/15
3.a.5 Examine results of survey instrument for those who have had their APSI waiting list bypass request denied. / Program Directors,
Program Enrichment Director / Identify and implement process for survey completion / 6/30/15
b. Currently served / 3.b.1 Develop protocol for evaluating and tracking numbers of successors of all types / Program Directors, Regional Program Directors, / Numbers of :
Successors
Restorations / 6/30/15
3.b.2Continue to network and partner with other advocacy and family groups / Executive Director, Program Directors, Program Enrichment Director / Take part in Advocacy Coalition meetings and events / 6/30/15
4. Work with Probate Courts to consider least restrictive level of guardianship for new APSI awards
4.1 When filing an application for guardianship, file for the least restrictive alternative available / Program staff, Attorney / 6/30/15
Third Year Objectives #2 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion
Date
5. Encourage families to increase involvement and apply to become successor guardians
5.1 Increase outreach to families and provide education about the successor guardianship process / Program Staff / Contact family members via requirements of family involvement policy / 6/30/15

COMMITMENT #3: Strengthen outreach and communication between APSI and families and advocates of people currently and potentially served by APSI.

Third Year Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
1. Communicate to family members and advocates the new Family Contact Policy and Procedure
a. To individuals’ families / 1.a.1 List of current contact information for families of individuals served by APSI / Program Coordinator, Program Enrichment Director [A,W] / Create fully operational family database in AWARDS / 6/30/15
1. a.3 Documentation of Communication / All Program Staff / Family contact should be completed per the family involvement plan as it is developed for each individual. / 6/30/15
2. Monitor frequency of family contact by Program Staff / 2.1 Report of all Family Contact / Regional Program Directors
Program Directors (C) / Report regularly on family contact efforts as included in the Family Involvement procedure / 10/31/14
Program Directors, Program Enrichement Director / Satisfaction survey of family and individuals regarding level of communication / 6/30/15
3.Establish a strong working relationship with the Ohio Sibs, ARC Ohio, and other family groups.
3.1 Meeting documentation and presentation materials / Program Enrichment Director, Executive Director / Attend SIBs regular meetings / Ongoing
3.2 Participation in regular events with other groups representing individuals and family members. / Executive Director / Advocacy Coalition with Ohio SIBS, OSDA, DD Council, ARC Ohio, People First, and APSI to promote: 1) Family Support 2) Self Advocacy 3)Employment First / Ongoing

COMMITMENT #4: Strengthen communication and collaboration between APSI and external stakeholders.

Third Year Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
1.Develop and Distribute APSI Public Information materials to DODD and others
1.1 Share annual report information / Leadership Team, Consultant, Program Directors / Follow-up with group discussions and one on one meetings with stakeholders / 6/30/15
Leadership Team / Schedule with Superintendent’s Assoc. / 6/30/15
Leadership Team, Consultant / Create APSI’s own list serve / 6/30/15
Leadership Team, Consultant / Network with public officals and legislators / 6/30/15
1.2 Social Media / Leadership Team, Consultant / Explore possibility of creating Facebook page or accessing other social media outlets / 6/30/15
Third Year Objectives #4 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
2. Strengthen collaborative efforts with other agencies
2.1 Participate in the DODD Strategic Leadership planning process / Executive Director,
Program Directors / Attend strategic planning meetings / 6/30/15
2.2 Participate in CCOE / Program Directors [C] / Attend CCOE meetings / 6/30/15
2.3 Participate in Mortality Review Committee / Program Directors
[P] / Attend committee meetings / 6/30/15
2.4 Participate in the Partners in Justice group / Program Directors [C] / Attend group meetings / 6/30/15
2.5 Participate in DODD Intensive Needs Group / Executive Director,
Program Directors / Attend group meetings / 6/30/15
2.6 Participate in the Behavior Support Rule Revision Committee / Executive Director, Program Directors / Attend committee meetings / 6/30/15
Third Year Objectives #4 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
3. Work with Ohio Supreme Court Subcommittee on Adult Guardianship to enact training standards for all non-family guardians
3.1 Participation in Ohio Supreme Court Subcommittee to develop Rules of Superintendence 66.01-66.09 that develop standardized policies and practices in adult guardianship / Executive Director / Attend subcommittee meetings

Commitment #5: Enhance quality of services and best practices.

Third Year Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
1. Revise Quality Assurance Process and Procedure
1. 1 Quality Assurance Procedure that complies with National Guardianship Association standards and DODD contractual requirements / Program Enrichment Director, Program Directors,[P] Regional Program Directors / Develop Quality Assurance procedure / 6/30/15
1.2 QA review completion / Program Enrichment Director / Revise draft QA review process to include Leadership team’s involvement in reviews / 6/30/15
Program Enrichment Director, Leadership Team / Targeted review of individuals with high needs and/or multiple MUI / 6/30/15
Program Enrichment Director, Leadership Team / Targeted review of individuals with significant medical needs. / 6/30/15
Program Directors, Regional Program Directors, Program
Enrichment Director / Monthly review and monitoring of title xx documentation and billing / 6/30/15
Third Year Objectives
#5 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
1.3 Incorporation of AWARDS into QA system / Program Coordinator, Program Directors,[P] Program Enrichment Director Regional Program Directors / Develop reports based upon QA procedure and process / 6/30/15
2. Participate in DODD Program Reviews
2.1 DODD Program Review recommendations / Program Directors,
Regional Staff,
Program Enrichment Director / Participate in program reviews / 12/31/14
3. Complete Individual
Satisfaction Survey
3.1 Complete survey instrument for individuals / Program Directors [P], Program Coordinator, Program Enrichment Director / Develop survey for individuals served by APSI / 6/30/15
3.2 Results of individual satisfaction survey / Program Directors [P], Program Coordinator, Program Enrichment Director, Regional Staff / Identify and implement process for completion / 6/30/15
4. Develop acuity system for caseload weighting
Third Year Objectives
#5 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
4.1 Acuity/caseload weight system / Program Directors [P] / Develop acuity case weight system / 6/30/15
5. Maintain awareness of guardianship best practices
5.1 Involvement in National Guardianship Association (NGA) and Ohio Guardianship Association (OGA) / Program Directors,[P] Program Enrichment Director / Participate in NGA/OGA meetings and conferences as able / NGA
10/18/14-10/21/14
OGA
8/11/14, 11/10/14
2/9/15, 5/11/15
5.2 Ohio Guardianship Association (OGA) annual Conference / Program Directors / Attend annual OGA conference. / 9/16/14-9/17/14

COMMITMENT #6: Strengthen the infrastructure to support more efficient use of resources and effective delivery of services.

Third Year Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion
Date
1. Refine the Technology Infrastructure Plan to address Quality Assurance, Cost Containment (mileage), Continuing Communication Issues (based upon availability of funding)
1.1 Technology Infrastructure Plan to assist with QA / Information Technology Coordinator
Leadership Team / Continue to explore QA reporting features in AWARDS / 6/30/15
1.2 Plan for cost containment related to mileage reimbursement / Leadership Team, Accounting Coordinator / Develop method to verify miles traveled via random GPS monitoring / 6/30/15
Leadership Team, Accounting Coordinator / Explore automated mileage reimbursement and explore placing miles driven directly onto the progress note. / 6/30/15
1.3 Upgrade phone system at Mt. Vernon office / Chief Operations Officer, Parallel Technology / Investigate VOIP or other options / 6/30/15
Third Year Objectives
#6 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion
Date
1.4 Explore ways to streamline the signature and communication of external documents / Leadership Team / Investigate the use of electronic signature on external documents. / 6/30/15
2. Review and align policies and procedures (e.g. meetings, document signings) to align with IMS implementation
2.1 Revise Program Policies and Procedures / Program Directors, [P,C] Program Enrichment Director, Program Coordinator Medical Coordinator / Identify all policies and procedures impacted by new IMS / 6/30/15
Program Directors, Program Enrichment Director, Medical Coordinator, Program Coordinator / Update procedures / 6/30/15

COMMITMENT #7: Explore alternative funding sources and diversify APSI funding base.

Third Year Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
1. Pursue targeted support for the development of technology.
1. 1 Updated tablets for all program staff / Executive Director, Chief Operations Officer, Information Technology Coordinator, Program Enrichment Director / Pursue grant funding / 6/30/15
2. Continue partnership with Columbus Foundation
2.1 Update Profile for Power Philanthropy / Executive Director, Program Enrichment Director / Update Power Philanthropy Portrait / 9/30/14
Executive Director , Program Enrichment Director / Participate in Columbus Foundation Big Give event / 9/17/14
3. Develop plan to access supplemental funding through donations, grants, and planned giving
3.1 Development Committee of Board of Trustees continues to draft development plan / Executive Director, Board of Trustees, Program Enrichment Director / Committee will implement development plan / 6/30/15
Third Year Objectives #7 / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion Date
3.2 Supplemental funding / Executive Director
Chief Operations Officer, Consultant, Program Enrichment Director / Continue to investigate potential for fundraisers, charitable donations / 6/30/15

COMMITMENT #8: APSI is committed to the development of an agency-wide comprehensive retention and compensation package for APSI staff that is competitive with other similar agencies and is consistent with available funds.

Third Year
Objectives / Deliverable / Responsible Position / Scheduled Activities / Target Date / Completion
Date
1. Develop a compensation plan, including salary schedule for new employees, that is based upon relevant experience and qualifications.
1.1 Implement salary schedule for Protective Services Representatives / Leadership Team / Develop Salary Schedule with following parameters:
$26,000 Base Salary
$27,000 With 2 yrs experience in DD related filed
$28,000 With 5 yrs experience in DD related field. / 7/1/14
2. Develop a compensation plan, including, salary schedule for existing employees that is based upon performance
2.1 Updated job descriptions / Leadership Team, HR Coordinator / Revise and update employee job descriptions for all positions / 3/30/15
Third Year Objectives #8 / Deliverable / Responsible Person / Scheduled Activities / Target Date / Completion
Date
2.2 Updated
performance assessments / Leadership Team [C], HR Coordinator / Revise employee performance assessments for all employees / 6/30/15
2.3 Projection of future staffing levels / Executive Director, Leadership Team, Board of Trustees Personnel Committee / Project future staffing levels / 6/30/15
2.4 Agency compensation plan / Leadership Team, Board of Trustees Personnel Committee / Develop compensation policy / 6/30/15
2.5 Implement performance assessment process for Protective Services Representatives / Leadership Team, HR Coordinator, Regional Program Directors / Begin the performance assessment process for PSRs in each region. / 8/1/14

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