0920-1283 Activity Progress Report and Work Plan Tool

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Overview

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

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Sheet 1: Fields

Attachment 3c. - Activity Progress Report and Work Plan Tool
Form Approved OMB NO: 0920-1283 Exp. Date: xx/xx/xxxx Public reporting burden of this collection of information is 40 minutes, 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 (0920-1283).
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		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		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		Type of funding used for this sub-activity		Drop-down	Base funds; Supplemental funds; Carryover funds
Related Sub-activities	Funding Description		Description of funding used		Free Text		750

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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

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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

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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.

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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)