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APS Program Operational Plan: Virginia

State/Territory/District Virginia

Contact Paige McCleary, APS Division Director

Budget Allocation $6,249,504

Timeline AMERICAN RESCUE PLAN ACT (ARPA) OF 2021- Grant 1 

August 2021 – September 2023 $2,021,926

AMERICAN RESCUE PLAN ACT OF 2021 - Proposed Grant 2 

August 2022 – September 2024 = $2,205,652 (COVID amount) + ($2,021,926 ARPA 1 

Amount = $4,227,578

Vision 2025

The Vision clarifies what your ARPA Grant 1 Program 

aspires to become and to achieve. It is designed to 

inspire by providing a picture of where the program 

is heading in 3-5 years.

Note: If you are a part of a larger organization, does 

it have its own future vision? If so, you may want to 

adapt it to your own program.

We envision a Virginia APS system that strengthens the prevention and investigations

of adult maltreatment through effective worker training, consistent interpretation and 

implementation of regulatory standards and program guidance, and robust data 

collection and dissemination. 
APS Program Planning Template: State/Territory/District-Specific Focus Page 2

Mission Statement

Mission and Values statements can be an effective 

tool to educate the public; state and local 

government officials; state government agencies; 

provider agencies; and service recipients as to what 

the Adult Protective Services is and how they do 

business.

Mission Statements answer four key questions 

about your APS Program:

• Who do we serve?

• What needs do they have that we can fulfil?

• How do we meet those needs? How do we 

make the clients' lives better?

• Does it link directly to the Vision Statement?

Note: if you are a part of a larger organization, does 

it have its Mission Statement? If so, you may want 

to adapt it for your own program.

APS Division serve adults through programs that:

Protect older adults and incapacitated adults from abuse, neglect, or exploitation.

Prevent the abuse, neglect, or exploitation of older adults and incapacitated adults.

Prevent the inappropriate institutionalization of older adults and incapacitated adults.

Assist when necessary with appropriate placement.

Maximize self-sufficiency.
APS Program Planning Template: State/Territory/District-Specific Focus Page 3

Guiding Principles / Core Values

Guiding Principles or Core Values guide internal 

processes and client interactions for your APS 

Program. 

Note: if you are a part of a larger organization, does it 

have its own set of Guiding Principles or Core Values? 

If so, you may want to adapt it for this program.

Principles of Virginia APS: 

• Proper protection of adults may require an APS worker to advocate for the right 

of the capable adult to make his or her own choices even when the community 

or family may oppose these choices.

• The least restrictive and least intrusive intervention necessary to protect the 

adult and stabilize the situation is the most appropriate.

• The adult has the right to make decisions on his or her own behalf until he or she 

delegates that responsibility voluntarily or the court grants that responsibility to 

another individual.

• Adult abuse, neglect, and exploitation are social problems and their resolution, 

for the most part, should be sought through the provision of social services and 

medical services. 

o However, the legal system often plays a role is remedying adult abuse, 

neglect, and exploitation and preventing further maltreatment. When 

appropriate, it is important for APS to partner with legal system 

representatives, such as law enforcement personnel, during 

investigations and service delivery.

• Services that support and strengthen the adult’s informal support system are 

vital to the protection of adults who are at risk of abuse, neglect, or exploitation.

• Legal action is considered only after all other alternatives have been explored. 

When legal intervention is required, the least restrictive means of intervention 

shall be used.
APS Program Planning Template: State/Territory/District-Specific Focus Page 4

Goals for Program Improvement

These are goals to be obtained in order to move your APS 

program from current practices to your Vision.

Now that you have new funds targeted for your work with 

APS, what can be enhanced or improved in your current 

program? These goals must meet the APS Formula Grant 

requirements. It is recommended these goals become 

SMART goals (specific, measurable, actionable, and 

timely).

Using the results of your Environmental Scan, identify key 

issues that need to be addressed during this planning 

cycle. 

These are goals to move your APS Program from current 

practices to your Vision #1.

GOAL 1: Review the Division’s current quality assurance processes. Identify 

strengths and opportunities for improving APS QA procedures.

Goal 2: Develop and deliver topic focused training to 100% of APS workers who 

conduct APS investigations within one year of employment in APS. 

Goal 3: Make system changes to improve data collection and reduce worker data 

entry errors. 
APS Program Planning Template: State/Territory/District-Specific Focus Page 5 

Targeted Improvement Projects

Using the results of your Environmental Scan and PESTEL, 

describe the targeted improvements and enhancements 

needed for this planning cycle. 

Your improvements should be concrete, measurable, and 

complete. 

WHY is this improvement needed? 

What Purpose or NEED will it fill? 

What RESOURCES will be used? 

What ACTIVITIES will it entail? 

What are the direct OUTPUTS of the activities? What are 

the intended results and how will clients benefit?

See example on next page.
APS Program Planning Template: State/Territory/District-Specific Focus Page 6

Purpose/Need

s to be filled 

by ARPA 

Funds

Inputs (Resource

s Deployed)

Activities Outputs from 

Investment

Short-Term Outcomes Long-Term Outcomes

Need to convert 

existing in-person 

training to virtual 

format and 

develop new 

virtual content

$267,500 (total)

$129,000

Temporary, full time, 

curriculum developer

(continuation 

program started with 

earlier COVID 

funding)

$129,000 Temporary

full-time APS trainer

$9,500 journal 

subscriptions, 

memberships, video 

purchases, other 

materials to facilitate 

course development

ARPA 1 

Project 1 

State Level -

Continue employment 

Temporary Curriculum 

Developer

3 new training courses 

developed

4 existing courses will be 

revised

50% increase in number 

of virtual APS courses 

available to new 

workers.

Required training will be 

delivered to 100% of new 

workers within first year of 

employment. 

All new APS workers will score at least 

95% on new worker training exam.

APS workers will express an increase in 

confidence in conducting APS 

investigations through Division survey. 

Increased level of safety for APS clients 

as all APS clients will receive a thorough 

investigation.

Need to improve 

APS Quality 

Assurance (QA)

Process

Current APS QA 

System 

developed 

internally by staff 

without QA 

experience

$292,000 (total)

$139,500 Temporary, 

full-time QA 

Manager

$129,000 Temporary, 

full-time QA staff 

person

$9,500 journal 

subscriptions, 

memberships, 

ARPA 1 

Project 2 

State Level -

QA System

Development

Evaluate APS QA 

policies and 

procedures

Recommendations to 

improve QA program

Identify trends and areas 

needing focus

85% of APS 

investigations meet all 

statutory and regulatory 

requirements, including 

accurate validity 

determination and 

dispositions.

Regional consultants will 

be able to increase the 

QA staff hired

Statistical analysis of 

reports in the Case 

Management System

Baseline report 

summarizing current state 

of APS QA

Staff have a better 

understanding of the QA 

process

Increased level of safety for APS clients 

as all APS clients will receive a thorough 

investigation.

APS workers will reduce the number of 

errors in their records.
APS Program Planning Template: State/Territory/District-Specific Focus Page 7 

conferences, other 

materials to facilitate 

QA development 

$14,500 Contract 

with a 

dictation/transcriptio

n service to support 

APS regional 

consultants as they 

complete monitoring 

reports/case reviews

number of completed 

monitoring reports/case 

reviews by 50% annually

Need to learn 

more about 

current APS 

research and 

promising 

practices

$7,000 ARPA 1 

Project 3 

State level - 

Training / Conference

Attendance 

Send 4 state staff to 

conferences and share 

learning with state and 

local staff

4 state staff attend 

conference

Learning shared with x# 

of state and local staff

Conference/training 

sessions attended

Learning from conferences and training 

sessions shared broadly throughout 

state and local staff

APS clients benefit from better trained 

staff and implementation of promising 

practices

Need for Finance, 

Information 

Technology and 

Human Resource 

(HR) staff for 

development, 

implementation, 

contracting, 

monitoring, and 

closing out of 

ARPA Grant

$20,000 ARPA 1 

Project 4 

State Level – 

Finance, IT & HR 

Support

Grant properly managed Grant funds properly 

dispersed and managed

ARPA grant funds used in best possible 

way to support vulnerable adults

Local APS 

Programs need to 

allocate funds to 

$1,434,926 (total)

Local APS Programs

ARPA 1 

Project 5 

Local Allocations

250 clients receiving 

goods and services

120 local departments of 

social services (LDSS) across 

the Commonwealth receive 

Vulnerable adults are safer, and AN&E 

reduced or eliminated. More at risk 

APS clients able to stay in their home or 

least restrictive living place of choice
APS Program Planning Template: State/Territory/District-Specific Focus Page 8 

their individual 

county needs

Purchased Services -

$634,926

Operating/NonPersonnel - $300,000 

Personnel - $500,000

• providing goods 

and services to 

clients

• Improving and 

supporting remote 

work, such as the 

purchase of 

communications

• technology 

hardware, 

software, or 

infrastructure 

• community 

outreach 

• Acquiring personal 

protection 

equipment (PPE) 

and supplies

• Local training costs

• extended 

hours/over-time 

for staff, hiring 

temporary staff, 

and associated 

personnel costs

50 communication 

devices and supporting 

infrastructure purchased 

and put in field use

500 of outreach 

products developed 

(Fliers, PSAs, Community 

events etc.)

100 units of PPE 

distributed

20 staff able to attend 

conferences or webinars

500 Additional hours of 

field support made 

available

funding and begin helping 

clients and victims

Improve APS 

Quality Assurance 

processes and 

implement APS 

Continuous 

Quality 

Improvement 

initiative

$292,500 (total)

$139,500 Temporary, 

full-time QA 

Manager

$129,000 Temporary, 

full-time QA staff 

person

$9,500 journal 

subscriptions, 

ARPA 2 

Project 1

QA team meets with 

regional consultants 

and local APS staff 

about QA plans

QA staff reviews case 

records and 

consultants’ 

monitoring reports

QA team issues a 

baseline report that 

summarizes the current 

state of AP QA and 

identifies areas of 

strength and 

deficiencies in QA 

procedures, and 

recommends strategies 

for improvement. 

Regional consultants will be 

able to increase the number 

of completed monitoring 

reports/case reviews by 

50% annually.

Local and state APS staff 

will have a better 

awareness of QA processes. 

85% of APS investigations meet all 

statutory and regulatory requirements, 

including accurate validity 

determination and dispositions.

Increased level of safety for APS clients 

as all APS clients will receive a thorough 

investigation.
APS Program Planning Template: State/Territory/District-Specific Focus Page 9 

memberships, 

conferences, other 

materials to facilitate 

QA development 

$14,500 Contract 

with a 

dictation/transcriptio

n service to support 

APS regional 

consultants as they 

complete monitoring 

reports/case reviews

QA team reviews APS 

QA practices in other 

states.

Communicate report 

findings to local APS 

staff 

APS Division Director 

drafts budget 

amendments to fund QA 

positions beyond 

September 2024.

APS workers will reduce the number of 

errors in their records.

Publish a publicly accessible annual 

report on APS QA results

Improve training 

content and 

delivery for local 

APS workers

$267,500 (total)

$129,000

Temporary, full time, 

curriculum developer 

(continuation 

program started with 

earlier COVID 

funding)

$129,000 Temporary 

full-time APS trainer

$9,500 journal 

subscriptions, 

memberships, video 

purchases, other 

materials to facilitate 

course development 

ARPA 2 

Project 2

Training staff 

evaluates current 

training curriculum 

and determines 

unmet needs

50% increase in number 

of virtual APS courses 

available to new 

workers.

Required training will be 

delivered to 100% of 

new workers within first 

year of employment. 

Develop worker training 

survey

Develop and implement 

a new APS worker exam 

to be taken by APS 

workers once all 

mandated courses have 

been completed.

APS Division Director 

drafts budget 

Develop new curriculum 

and revise current 

curriculum including 

webinars, in-person, and elearnings

Develop one-page 

handouts/resource guides 

for APS workers

All new APS workers will score at least 

95% on new worker training exam.

APS workers will express an increase in 

confidence in conducting APS 

investigations through Division survey. 

Increased level of safety for APS clients 

as all APS clients will receive a thorough 

investigation.
APS Program Planning Template: State/Territory/District-Specific Focus Page 10

amendments to fund 

training positions 

beyond September 

2024.

Implement APS 

case 

management 

system changes

$250,000

APS case 

management system 

enhancements

ARPA 2 

Project 3

Division staff 

identifies needed APS 

case management 

system changes and 

draft requirements

PeerPlace makes 

changes to the case 

management system.

Helpdesk training is 

provided to all APS 

workers on new changes 

to the PeerPlace APS 

screens. 

APS workers will 

demonstrate understanding 

of PeerPlace 

enhancements. 

Case management system changes will 

lead to greater APS worker satisfaction 

with system.

Virginia will be able to produce more 

robust APS data.

Need for Finance, 

Information 

Technology and 

Human Resource 

(HR) staff for 

development, 

implementation, 

contracting, 

monitoring, and 

closing out of 

ARPA Grant 

$25,000 ARPA 2 

Project 4

State Level – 

Finance, IT & HR 

Support

Grant properly managed Grant funds properly 

dispersed and managed

ARPA grant funds used in best possible 

way to support vulnerable adults

Local APS 

Programs need to 

allocate funds to 

their individual 

county needs

$3,392,578 (Total)

Local APS Programs

Purchased Services - 

$1,432,621

Operating/NonPersonnel - $723,921

ARPA 2 

Project 5

Local Allocations

• providing goods 

and services to 

clients

700 clients receiving 

goods and services

50 communication 

devices and supporting 

infrastructure purchased 

and put in field use

120 local departments of 

social services (LDSS) across 

the Commonwealth receive 

funding and begin helping 

clients and victims

Vulnerable adults are safer, and AN&E 

reduced or eliminated. More at risk 

APS clients able to stay in their home or 

least restrictive living place of choice
APS Program Planning Template: State/Territory/District-Specific Focus Page 11

Personnel -

$1,236,036

• Improving and 

supporting remote 

work, such as the 

purchase of 

communications

• technology 

hardware, 

software, or 

infrastructure

• community 

outreach

• Acquiring personal 

protection 

equipment (PPE) 

and supplies

• Local training costs

• extended 

hours/over-time 

for staff, hiring 

temporary staff, 

and associated 

personnel costs

500 outreach products 

developed (Fliers, PSAs, 

Community events etc.)

100 units of PPE 

distributed

25 staff (or %) able to 

attend conferences or 

webinars

1000 Additional hours of 

field support made 

available
APS Program Planning Template: State/Territory/District-Specific Focus Page 12

Budget / Spending Plan for ARPA funds – Semi-annually for 3 to 5 years

Budget/Spending Plan will be used to enhance, improve, and expand the ability of APS workers to investigate allegations of abuse, neglect, and 

exploitation. Be sure to use separate line items for each major improvement project.

Operational Plan Submission due by January 31, 2022.

ARPA 1- First Grant Allocation - August 2021 - September 2023

Description 2022 

Period 1

2022 

Period 2

2023 

Period 1

2023 

Period 2 Total

State -

Project 1

Improve APS 

Training/Curricul

um Development $66,875 $66,875 $66,875 $66,875 $267,500

State -

Project 2

QA System 

Development $73,125 $73,125 $73,125 $73,125 $292,500

State -

Project 3

Training / 

Conference 

Attendance $1,750 $1,750 $1,750 $1,750 $7,000

State –

Project 4

Finance, IT & HR 

Support for grant 

management $5,000 $5,000 $5,000 $5,000 $20,000

Local -

Project 5 Local Allocations $358,731.50 $358,731.50 $358,731.50 $358,731.50 $1,434,926

Total $505,481.50 $505,481.50 $505,481.50 $505,481.50 $2,021,926
APS Program Planning Template: State/Territory/District-Specific Focus Page 13

ARPA 2- Second Grant Allocation - August 2022 September 2024

Description

2023 Period

1

2023 

Period 2

2024 

Period 1

2024 

Period 2 Total

State -

Project 1

Quality 

Assurance -

Continued $73,125 $73,125 $73,125 $73,125 $292,500

State -

Project 2

Improve APS 

Training–

Continued $66,875 $66,875 $66,875 $66,875 $267,500

State -

Project 3

Case 

Management 

System 

Enhancement

s $62,500 $62,500 $62,500 $62,500 $250,000

Local -

Project 4

Finance, IT & 

HR Support 

for grant 

management $6,250 $6,250 $6,250 $6,250 $25,000

Local -

Project 5

Local 

Allocations $848,144.50 $848,144.50 $848,144.50 $848,144.50 $3,392,578

Total $1,056,894.50 $1,056,894.50 $1,056,894.50 $1,056,894.50 $4,227,578

Summary of ARPA 1 + ARPA 2 Expense

2022 Period 

1

2022 Period 

2

2023 

Period 1

2023 

Period 2 2024 Period 1 2024 Period 2 Total

Summary $505,481.50 $505,481.50 $1,562,376 $1,562,376 $1,056,894.50 $1,056,894.50 $6,249,504