GPRA Data Collection for the Massachusetts State Opioid Response (SOR) Grant
As part of the Massachusetts State Opioid Response (SOR) grant, Advocates for Human Potential, Inc. (AHP) has led all data collection and performance measurement components with funded treatment sites and other project sites in Massachusetts since the grant’s initial iteration in 2018. SOR funding currently is allocated to address opioid and stimulant use disorders, with Substance Use Block Grant dollars allowing some sites to expand services for individuals with a broader range of substance use disorders. This work has included:
— Designing and managing a secure online data collection repository and tracking system,
— Providing comprehensive and customized data collection technical assistance (TA) and supports to a wide range of subgrant recipients and care teams,
— Implementing processes and practices to ensure data collection and entry are completed according to Substance Abuse and Mental Health Services Administration (SAMHSA) requirements, and
— Building and maintaining real-time dashboards for site-specific and cross-site visualizations of program implementation, screening, enrollment, treatment services, and client outcomes.
For over 35 years, Advocates for Human Potential, Inc. (AHP) has been improving health and human services systems of care and business operations to help organizations and individuals reach their full potential. AHP specializes in designing and implementing innovative solutions to complex challenges, from data-driven program evaluations to tailored technical assistance that enhances outcomes across diverse systems of care.
CHALLENGE
State governments like Massachusetts face significant challenges in collecting, analyzing, and reporting data on the effectiveness of SOR grant-funded activities. These challenges include integrating diverse data sources, ensuring data accuracy, and measuring the impact of varied intervention strategies across multiple providers and communities—tasks for which many states lack adequate resources. To address these needs, the Massachusetts Department of Public Health (MDPH) and its Bureau of Substance Abuse Services (BSAS) sought to partner with an experienced data collection and evaluation vendor to support required Government Performance and Results Act (GPRA) data collection and reporting. AHP fulfills this role by working directly with subgrant recipients to collect and report data on client demographics, services received, and outcomes over time.
SOLUTION
In alignment with MDPH/BSAS requirements, AHP has implemented strategies to support subgrant recipients to achieve high follow-up rates; assessed progress toward program goals, objectives, and outcomes; and identified meaningful measures of the impact subgrant recipients are making on people’s lives. AHP has also addressed implementation challenges by providing targeted TA to improve performance and real-time, user-friendly data access for subgrant recipients. These efforts have enhanced the capacity of MDPH/BSAS and its subgrant recipients to monitor and evaluate the effectiveness of their treatment and services to populations affected by opioid and stimulant use disorders.
RESULTS
AHP has empowered nearly 90 subgrant recipients to collect and submit high-quality GPRA data at required timepoints. Key initiatives include the following:
- Developing user-friendly data collection tools in both paper and online formats, supported by tailored trainings and resources
- Hosting large-scale training events, smaller booster sessions, and customized videos to onboard and sustain new staff
- Conducting follow-up client interviews
- Designing automated alerts and customized reports to track client follow-up interview windows, along with retention strategies, resulting in high follow-up rates among hard-to-reach populations
- Managing interview incentives by purchasing and mailing physical gift card stock to sites and/or purchasing digital gift cards and emailing them directly to clients
AHP designs, builds, and manages a secure online system that facilitates personal interviewing, data collection, tracking, and reporting for subgrant recipients. Key features and current performance metrics of this central hub include the following:
- A centralized landing page for all data collection materials
- Integration of SharePoint and REDCap for streamlined, efficient data management
- A current 6-month follow-up rate of 44% for all Massachusetts SOR grants, outperforming the follow-up rate of 38% for all other SOR grants
AHP has developed and implements reporting systems that provide MDPH/BSAS leadership and subgrant recipients with real-time insights to drive decision-making and ensure effective reporting to federal funders. These systems include the following:
- A batch upload process to SAMHSA’s Performance Accountability and Reporting System (SPARS), which supports MDPH/BSAS in required and ad hoc reporting
- Real-time, on-demand web-based dashboards displaying performance metrics, client demographics and outcomes, and services delivered
- Individualized site-level access to data, with MDPH/BSAS leadership receiving consolidated views by site, cluster, and grant
- Dedicated evaluation liaisons who offer tailored site-level support to address data collection challenges and improve outcomes
About Us
Advocates for Human Potential, Inc. (AHP) creates powerful solutions to improve health and human services systems. By partnering with the federal government, states, municipalities, healthcare systems, and nonprofits, we help people experiencing the greatest disadvantages lead full and productive lives. We are national leaders in training and technical assistance, research and evaluation, publishing, and dedicated consulting. On issues from workforce development to mental health, substance use disorders to housing and homelessness, we help our clients enhance behavioral health care through systems change. AHP was founded nearly 40 years ago to develop solutions for some of the biggest social infrastructure challenges across the nation. Our company has offices in metro Boston, Chicago, and Los Angeles. Find out more at www.ahpnet.com.
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