Activity Progress Report and Work Plan Tool

Monitoring and Reporting for the Overdose Data to Action Cooperative Agreement

Att 3c - Activity Progress Report and Work Plan Tool.xlsx

Activity Progress Report and Work Plan Tool – Annual Reporting

OMB: 0920-1283

Document [xlsx]
Download: xlsx | pdf

Overview

Fields
Evaluation Feedback- Global
Evaluation Feedback- PfS
Sections - Instructional Help
Strategy and Activity lists


Sheet 1: Fields

Attachment 3c. - Activity Progress Report and Work Plan Tool

Form Approved
OMB NO: 0920-xxxx
Exp. Date: X/XX/XXXX

Public reporting burden of this collection of information varies from 4 to 20 hours, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to CDC/Information Collection Review Office, 1600 Clifton Road, NE, MS D-74, Atlanta, GA 30333; Attn: PRA (0920-xxxx).



Section Field Row
(Dev Note)
Display Label Required? Type Selection options Character Limit Calculation Instructional Text Dependencies / Data Notes Aleta Notes
Section+A2:I19










Activity Overview Activity Title
Activity Yes Drop-down See Activity Tab


Okay to have duplicate major activities
Activity Overview Strategy
Strategy Yes Drop-down Mortality; Morbidity; Surveillance Innovation Projects; PDMP (Base); PDMP (Enhanced); State and Local Integration; Linkage to Care; Providers and Health Systems Support; Public Safety Partnerships; Empowering Individuals to Make Safer Choices; Prevention Innovation Projects




Activity Overview Activity Summary
Robinson, Amber (CDC/ONDIEH/NCIPC): This section feels like it was the most challenging for states to complete in a way that was useful to us. Some states included subactivities here but didn’t list them in the subactivites section, while others had vague summaries that weren't helpful. I believe we should consider removing. If a case can be made to keep this field, I'd like to include additional instructions to make the info provided more consistent across states and useful to us. Activity Summary
Free Text
4,000
The Activity Summary is intended to be a high-level view of how the sub-activities in combination will have the desired effect (i.e., how the sub-activities being implemented make PDMPs easier to use and access).

Activity Overview Activity Challenges
What challenges, if any, did you encounter with this <Strategy Short Name> activity in year X, Month xx, 20xx - Month xx, 20xx?
Free Text
7,000



Related Sub-activities










Related Sub-activities Activity
Robinson, Amber (CDC/ONDIEH/NCIPC): As with above, I bellieve we either need to provide more instructions about how the subactivity name and description should be different or consider removing one of them. Activity this Sub-activity Addresses Yes Drop-down See Activity Tab




Related Sub-activities Description
Sub-activity Description
Free Text
2,000
Include SMART objective in the sub-activity description.

Related Sub-activities Supporting sub-activities
Robinson, Amber (CDC/ONDIEH/NCIPC): Is this necessary? I'd like to consider removing. Does this sub-activity support additional strategies?
Check boxes PDMP; Community/Insurer; Policy Evaluation (if applicable); Rapid Response (if applicable)

For example, using PDMP data for the purpose of public health surveillance (strategy 1) can help to identify high-burden areas in order to provide technical assistance to local health departments (strategy 2). Note: Typo updated 2/26

Related Sub-activities Start Date
Start Date
Drop-down Sept 2019 - August 2022




Related Sub-activities End Date
End Date
Drop-down Sept 2019 - August 2022




Related Sub-activities Status
Status
Drop-down Planned; In Progress; Completed; Discontinued




Related Sub-activities Year 1 Progress
Robinson, Amber (CDC/ONDIEH/NCIPC): The availability of these fields to states will be based on the year of funding being reported, but I've added what I believe are the correct dates. Year 1 Progress: September 1, 2019 - August 31, 2020
Free Text
5,000



Related Sub-activities Year 2 Progress
Year 2 Progress: September 1, 2020 - August 31, 2021
Free Text
5,000



Related Sub-activities Year 3 Work Plan
Year 3 Work Plan: September 1, 2021 - August 31, 2022
Free Text
5,000



Related Sub-activities Funding Type
Robinson, Amber (CDC/ONDIEH/NCIPC): Base and supplemental are not necessary. Unsure if documenting use of carryover is necessary, but should be conifmed with POs. If not, suggest removing field entirely. Type of funding used for this sub-activity
Drop-down Base funds; Supplemental funds; Carryover funds




Related Sub-activities Funding Description
Robinson, Amber (CDC/ONDIEH/NCIPC): I'd suggest this be removed. If a case can be made to keep it, more detailed instructions are needed for the info reported to be useful. Description of funding used
Free Text
750




























Sheet 2: Evaluation Feedback- Global

Feedback Category Details Recommendation
Navigation Too many layers Leave as is for remainder of current NOFOs, consider adjustments for next NOFOs (i.e. removing a layer, or consolidating reporting, starting with activity reporting)
Wish List: Have multiple windows open at once
List order is not static (i.e. working on sub-activities/activities and the order keeps moving) Allow list order to be editable by users
Screen shifts when you click on a list item to open it Disable this functionality in the template.
Save Data is lost on SAMS inactivity time out (several work arounds were found for this including doing planning in Word and copy/pasting) Add intermediate save button and time out warning

Wish list: auto-archived versions if you get kicked out of the system
Check in/out Glitchy (check in button sometimes results in being logged out of SAMS) Request states notify portal team of these issues- may just be related to server reset that was needed
Clunky process (i.e. resets the page, hard to remember steps, especially inconvenient when editing) Check out button should not reset page back to strategy view

From task details page- click on “available” to check out and work in, or click on link to view read only
Users frequently forget to check back in and task details page never registers as “available” in this instance. Most users do not click the link anyway to see the “you can check this out anyway” message Ensure that task details page is updated to “available” when item is past 4 hours

Wish list: auto check-in, either after 4 hours, or when someone clicks the log out button; designate an admin to bump users out of a section
PDF Difficult to direct reviewers (i.e. leadership in clearance chain) to new information or specific sections to review because everything prints out Option to PDF workplan only

Wish list: Option to PDF specific sections
Need ability to share and edit Make MS Word download available

Wish list: Option to upload edited Word document to upload data into the Portal
PDF was confusing to read, didn’t actually look like the system (i.e. no breaks between sections, some font is too small, differences between headings and sub-headings too small) so took a while to understand it Adjust formatting for better readability

Make MS Word download available
Success Stories Significant confusion around new format and what CDC was interested in Further guidance required (i.e. Policy participation in state calls or success specific calls to give one on one TA); additional guidance should be provided around what will be done with the success stories as some are not final when submitted and states would prefer to be followed up with
Too many boxes, didn’t have time to fill this out provide more direction about what is optional vs required, enable view/edit of entire success story in one screen
Redundant sections Revise template

Would like to put in more than one success story per strategy for PFS Do not change for current NOFO, encourage states with this need to complete template outside of system. Adjust this requirement for future NOFOs
Other Critical Notes Funding question was confusing- unsure of how much detail to provide Add instructional text on screen, for future NOFOs make drop-down multi select and add instructional text
Hard to follow text boxes Add formatting (i.e. bullet points)
Losing valuable information related to data Ability to insert graphs/charts to support data story
SAMS Need more people on SAMS that what we were allowed

Sheet 3: Evaluation Feedback- PfS

Feedback Category Details Recommendation
Supporting Sub-activities Helpful, but overwhelming in combination with other requirements and forgot to use it, hope to use more in the future. Provide guidance about how this could be useful and not required, then support and TA as needed
Other Critical Notes Major activities are duplicated over and over and are impossible to edit Quick fix for last year: allow for Major Activity Title field- that should be displayed in addition to category on task details page

Sheet 4: Sections - Instructional Help

Strategy Section Instructional Text
ALL Edit Major Activity The major activity selected should be an overarching category that is addressed across multiple years or the entire 4-year project period. It should, in a few words, summarize how your sub-activities provide collective impact.
ALL Edit Sub-activity Sub-activities are work that spans across multiple years or the entire 4-year project period. They should describe the work planned and accomplished towards making the impact in the selected major activity.
PDMP Indicators Refer to the Indicator Toolkit for guidance on numerator and denominator definitions and further clarification of expectations.


Morbidity/Mortality Indicators Refer to the Indicator Toolkit for guidance on numerator and denominator definitions and further clarification of expectations.
• Missing counts for a given year- Enter counts where age is missing or unspecified in the “Missing” cell for the appropriate year. The total for that year will be auto-calculated including the missing count.
• Age suppression for a given year - If two or more cells in a year need to be suppressed (based on your state’s suppression rules), enter the total of your suppressed counts at the bottom of that year’s column in “Suppr Count” cell. The total for that year will be auto-calculated including the suppressed count. Additional notes about suppressed counts can be included in the “Brief Notes” field.

Morbidity/Mortality Edit Indicator • Missing counts for a given year- Enter counts where age is missing or unspecified in the “Missing” cell for the appropriate year. The total for that year will be auto-calculated including the missing count.
• Age suppression for a given year - If two or more cells in a year need to be suppressed (based on your state’s suppression rules), enter the total of your suppressed counts at the bottom of that year’s column in “Suppr Count” cell. The total for that year will be auto-calculated including the suppressed count. Additional notes about suppressed counts can be included in the “Brief Notes” field.

Community/Insurer Indicators- Technical Assistance Group Add new community/insurer strategy indicators or update the ones already added below that identify and provide technical assistance to high-burden communities and counties, especially efforts to address problematic prescribing.
Community/Insurer Indicators- Implement or Improve Group Add new community/insurer strategy indicators or update the ones already added below that implement or improve opioid prescribing interventions for insurers, health systems, or pharmacy benefit managers.
Community/Insurer Indicators- Guidelines Group Add new community/insurer strategy indicators or update the ones already added below that enhance uptake of evidence-based opioid prescribing guidelines.
Policy Evaluation, Rapid Response Indicators <none>
Community/Insurer Add indicator Select an available numbered indicator below (that has not already been added to the Community/Insurer strategy) or select other and specify a state specific indicator.
Policy Evaluation Add indicator Select an available numbered indicator below (that has not already been added to the Policy Evaluation strategy) or select other and specify a state specific indicator.
Rapid Response Add indicator Select an available numbered indicator below (that has not already been added to the Rapid Response strategy) or select other and specify a state specific indicator.
State population Data
State population data will be used to pre-populate denominators for Morbidity and Mortality Indicators and PDMP Indicators 22 and 24.


























Sheet 5: Strategy and Activity lists

Strategy Number Strategy Activity (unlike PfS, this is not an exhaustive list and we will need to discuss how to account for "Other")
1 Morbidity ED tier 1: Report ED data every two weeks
1 Morbidity ED tier 2: Monthly ED reporting
1 Morbidity ED tier 3: Quarterly ED reporting
1 Morbidity ED tier 4: Planning year then quarterly ED reporting
2 Mortality SUDORS tier 1: Report with 6-12 month time lag
2 Mortality SUDORS tier 2: Report with 8-14 month time lag
2 Mortality SUDORS tier 3: Planning year then report with 8-14 month time lag
2 Mortality Optional SUDORS enhancement
3 Surveillance Innovation Projects Linkage to care data/surveillance
3 Surveillance Innovation Projects Local health surveillance of persons misusing substances
3 Surveillance Innovation Projects Track public health risk of illicit opioid drug supply
3 Surveillance Innovation Projects Link overdose data from different sources within the same jurisdiction
3 Surveillance Innovation Projects Link PDMP data to other data systems within the same jurisdiction
3 Surveillance Innovation Projects Innovative drug overdose morbidity/mortality data
3 Surveillance Innovation Projects Other critical surveillance interventions
4 PDMP (Base) Universal use among providers within a state
4 PDMP (Base) Inclusion of more timely or real-time data contained within a state PDMP
4 PDMP (Base) Actively mangaing the PDMP in part by sending proactive (or unsolicited) reports to providers to inform prescribing
4 PDMP (Base) Ensuring that PDMPs are easy to use and access by providers
4 PDMP (Base) Other (more than 1 "Other" is possible)
4 PDMP (Enhanced) Integrate across state lines/interstate operability
4 PDMP (Enhanced) EHR integration
4 PDMP (Enhanced) Other (more than 1 "Other" is possible)
5 State-local integration Explicit efforts to better integrate state and local prevention efforts
5 State-local integration Capacity building for more effective and sustainable surveillance and prevention efforts
5 State-local integration Prevention and response strategies at the state and local level
5 State-local integration Other (more than 1 "Other" is possible)
6 Linkage to Care Peer Navigators (specify setting: ED, EMS, community, other health system)
6 Linkage to Care Post-overdose protocol
6 Linkage to Care Enhance policies and programs
6 Linkage to Care Increase and improve coordination
6 Linkage to Care Integrate technology
6 Linkage to Care Other (more than 1 "Other" is possible)
7 Providers and Health Systems Support Guideline implementation, clinical education, and training (including academic detailing)
7 Providers and Health Systems Support Insurers and health system support
7 Providers and Health Systems Support Other (more than 1 "Other" is possible)
8 Public Safety Partnerships Data sharing
8 Public Safety Partnerships Programmatic partnerships
8 Public Safety Partnerships Other (more than 1 "Other" is possible)
8 Empowering Individuals to Make Safer Choices Mass market comms campaign
9 Empowering Individuals to Make Safer Choices Address stigma
9 Empowering Individuals to Make Safer Choices Develop messaging for those who use illicit drugs
9 Empowering Individuals to Make Safer Choices Partnering with harm reduction organizations (specify naloxone training, SSP, etc…)
9 Empowering Individuals to Make Safer Choices Risk reduction messaging for vulnerable populations
9 Empowering Individuals to Make Safer Choices Evaluating the impact of harm reduction strategies
9 Empowering Individuals to Make Safer Choices Other (more than 1 "Other" is possible)
10 Prevention Innovation Projects Other (more than 1 "Other" is possible)
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