OMB Control # 1820 - 0690 Expires xx/xx/xxxx 

# DEPARTMENT OF EDUCATION **Office of Special Education and Rehabilitative Services**  **Rehabilitation Services Administration Training Programs Unit** 

**Needs Assessment, Workplan**  **and Evaluation Guide**  **for the Technical Assistance and Continuing**

**Education Progra m** 

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless su ch collection displays a valid OMB control number. Public reporting burden for this collection of information is estimate d to average about 72 hours per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The obligation to respond to this collection is required to obtain or retain a benefit in accordance with Section 302 of the Rehabilitation Act of 1973, as amended. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the U.S. Department of Education, 400 Maryland Ave., SW, Washington, DC 20210-4537 or email ICDocketMgr@ed.gov and reference the OMB Control Number 1820 - 0690 . Note: Please do not return the completed information collection to this address.2 

### Introduction The ten regional Technical Assistance and Continuing Education (TACE ) Centers funded b y the Rehabilitation Services Administration (RSA) provide technical assistance (TA) and continuing education (CE) to state vocational rehabilitati on (VR) agencies and their partners to improve their performance under and compliance with the Rehabilitation Act of 1973, as amended. Partners are entities that are activel y engaged with state VR agencies in the provision of VR and independent living (IL ) services to individuals with disabilities. To assist state VR agencies and their partners to improve their performance and compliance, regional TACE Centers must: (1) Id entify

the performance and compliance needs of VR agencies and their partners by conduc ting annual needs assessments of their regions and participating in exit conferences that are part of RSA’s monitoring process for state VR agencies; (2) Establish advisory

committees to provide input on their annual needs assessments; (3) Develop annual workplans that identify the nature and scope of TA and CE to be provided to state VR agencies and their partners to meet the performance and compliance needs identified through annual needs assessments; (4) Coordinate and collaborate with each other and with other entities to deliver TA and CE according to their workplans; and (5) Evaluate whether the TA and CE provided was of high qualit y and met the performance and compliance needs of state VR agencies and their partners. TACE Centers will submit annual needs assessm ent reports 1 , workplans and data using an Excel spreadsheet. Paper submissions are neither required nor accepted. This document provides instructions for accessing the Excel Spreadsheet and completing a needs assessment report or workplan. The Excel Spr eadsheet does not contain instructions, so TACE Centers need to reference this document when completing their needs assessment reports and workplans online. For assistance with the process and content of a needs assessment report or workplan, contact Do uglas Zhu at (202) 245
- 6037 or Douglas.Zhu @ed.gov
.

1 For the purposes of this document, the “needs assessment” is the pro cess by which a TACE Center assesses needs and a “needs assessment report” is the document submitted to RSA based on that needs assessment.3 

### Abbreviations and Terms **Abbreviations** APR: Annual Performance R eport

– The report submitted to RSA by the TACE Center for purposes of determining whether to provide continuation funding. CAP: Cor

rective Action Plan 2

– If a monitoring report has one or more compliance findings, the VR agency

must develop a CAP that includes specific steps the agency will take to complete the corrective action, the timetable for completing those steps, and the metho ds the agency will use to evaluate whether the compliance finding has been resolved. PI P: P rogram I mprovement P lan

– If a VR agency fails to meet its standards and indicators, the agency must develop a PIP that outlines the specific steps the agency wi ll take to improve its performance and the timetable for completing those steps
. **Terms** Advisory committee: A regional committee established by a TACE Center to provide input on its annual needs assessment and for other purposes to be determined b y the TACE Center. An advisory committee must include representatives from each state VR agency in the region; RSA’s IL training and t echnical a ssistance grantees; individuals with disabilities or parents, family members, guardians, advocates, or other authori zed representatives of the individuals; members of minority

groups; trainees; providers of VR and IL services; and RSA. The RSA representative is an ex officio member of the committee. Continuing Education: Continuing education generall y is training fo r individuals designed to increase participants’ knowledge, skills, and abilities. Such events can be delivered to large or small groups, in
- person, or via telecommunications or other distance education mechanisms. Examples of continuing education includ e classes, workshops, and presentations. Partner: An y entit y that is actively engaged with a state VR Agency in the provision of VR or IL services to individuals with disabilities. Partners may include, but are not limited to: Community

Rehabilitation P rograms, Client Assistance Programs, Centers for Independent Living, State Rehabilitation Councils, Statewide Independent Living Councils, Designated State Agencies, State Educational Agencies, American Indian Vocational Rehabilitation Service Projects, Randolph
- Sheppard Programs, Projects with Industry , One - Stop Centers, Assistive Technology

Act Programs, programs carried out by the Under Secretary

for Rural Development of the Department of Agriculture, Workforce Investment Boards, institutions of higher e ducation, and entities responsible for administering state Medicaid programs.

2 In limited instances, this is how client assistance program is abbreviated in drop
- down menus. These instances are noted.4

State VR Agency : General VR agencies, agencies serving the blind and visually impaired, and combined agencies funded under the Rehabilitation Act of 1973, as amended. Technica l Assistance (TA): Technical assistance helps and supports agencies and partners to develop and implement strategies and resources to improve their outcomes, policies, procedures, practices, or capacity . TA assists agencies or partners to problem
- solve t o achieve a mutually

agreed upon goal. TA may involve multiple contacts and interactions over an extended period of time. TA may be provided in person, by electronic media such as telephone, video or e
- mail and b y other means. The following are examples of tA : consultation, facilitation, logistical support, anal ys is, assessment/evaluation, outreach, and resource sharing. TA Network: This term references the group of RSA
- and NIDRR
- funded grantees and others who will coordinate and collaborate with T ACE Centers and RSA to provide TA and CE. The TA Network includes entities such as IL RU SIL C - NET and CIL
- NET; RSA - funded Parent In formation and Training Centers; the RRTC on Vocational Rehabilitati on; the RRTC in Neuromuscular Diseases; the Center for Personal Assistance Services; the RRTC on Enhancing the Functional and Employ ment Outcomes of Individuals Who Experience a Stroke; the RRTC for Community

L iving and Employ

ment for Individuals with Inte llectual and Developmental Disabilities; the RRTC on Disability in Rural Communities; Advanced Psyc hiatric Rehabilitation Research on Employ ment and Community

Integration; the RRTC on Employ ment Policy

and Individuals with Disabilities; the RRTC on Disability Statistics and Demographics; the RRTC on Substance Abuse, Disability , and Employ ment ; the RRTC on Workplace Supports and Job Retention; the RRTC on Aging with a Ph ys ical Disability ; the RRTC on Vocationa l Rehabilitation; the Research and Technical Assistance Center on Vocational Rehabilitation Program Management; and the Research and Technical Assistance Center on the Effective Delivery of Rehabilitation Technology
. Workplan: A TACE Center’s plan fo r addressing the needs identified in its needs assessment report.OMB Control # 1820 - 0690 Expires xx/xx/xxxx 

### Needs Assessment **Conducting a Needs Assessment** The main sources of information about the performance and compliance needs of agencies and partners include RSA reports 3 , RSA state t eams, agencies, partners, and your advisory committee 4 . The information y ou solicit from these sources must be sufficient to respond to the requirements of the needs assessment report. Therefore, you should review these requirements prior to beginning yo ur needs assessment process. You will institute your own process for collecting information from these sources using the guidelines b elow: Assessing the Needs of Agencies

 You must review all monitoring reports, CAPs, and PI Ps for agencies in yo ur regi on that have been issued since your last needs assessment. These reports and plans identify the performance and compliance needs upon which the agency and RSA have agreed and for which the agency

is requesting, or may

request, TA or CE from y ou. If these reports have not been provided to y ou, contact the staff member of RSA’s Technical Assistance Unit on the appropriate state team.

 You must meet (either in
- person or via technology) with appropriate representatives of every agency in y our region to identify needs not included in RSA reports and to discuss the report
- related needs for which the agency is requesting TA or CE.

 You should communicate with RSA’s state team for every state in your region once you have reviewed RSA’s reports and spoken with each agency . Contact a staff member of RSA’s Technical Assistance Unit to find the members of these teams. Assessing the Needs of Partners

 You must compile a list of partners for every agency in y our region annually . You can create the list in cooper ation with agencies in y our region or based on y our own knowledge and experience. However, you should confirm the final list with the agencies in your region. At a minimum your list of partners must include: American Indian Vocational Rehabilitation Ser vice Projects, Centers for Independent Living, Client Assistance Programs , Community Rehabilitation Programs that have provider agreements with state VR agencies, and Randolph
- Sheppard Programs (through the state’s Business Enterprise Program).

3 These include monitoring reports, CAPs, and PIPs. 4 This does not prohibit you from seeking information from other sources.6

 You must develop a mechanism for identifying the needs of the partners included on yo ur list. This can include individual meetings or teleconferences, survey s, requests vi a e - mail, or other means.

 You must request information about a partner’s needs directl y fr om that partner when an agency brings a partner to y our attention, unless there is a justification for not doing so. Involvement of your Advisory Committee

 You must convene your advisory committee (either in
- person or via technology) annually to disc uss the performance and compliance needs y ou have identified for which agencies and partners are requesting TA and CE. The advisory committee can provide additional information about needs not identified through the previously mentioned sources. The comm ittee also may be able to provide information that helps yo u determine when and how to allocate y our time and resources via your workplan. You may choose to involve the advisory committee in making workplan decisions, but yo u are not required to do so. **Completing a Needs Assessment Report** You enter your needs assessment report into the Excel spreadsheet once y ou have identified the performance and compliance needs of agencies and their partners, have worked with those agencies and partners to set goals and objectives (see below for guidance on goals and objectives), and determined when you can begin to address the needs. There is no limit to the number of needs you can identify in the needs assessment report. Y ou are required to read all RSA reports a s part of y our needs assessment and to enter information about these needs into the needs assessment report. You will also be responsible for enter ing information related to those needs not identified by RSA reports. Any needs identified by

RSA through monitoring or other means (for which the agency has requested TA) should automatically be included in the needs assessment, and much of the needs assessment information will be provided by RSA (see below). For these needs, the TACE Center must assign a wo rkplan y ear or reflect that the agency /partner does not want TA or CE (see below). Workplan information then will be provided only for those needs y ou plan to address in the following y ear. You will likely

identify a number of needs that RSA does not i dentify , but will not be able to undertake activities to address all of those needs in the following ye ar. For those needs not identified by

RSA, y ou only

provide needs assessment information when you plan to address the need in the next workplan. The TA CE Center can hold onto information about needs to be deferred and enter information about those needs when they are prepared to address them. The list of needs includes the following items:

 Agency

or agency

/partner7

 Need  Source of need  Area of need  In fo rmation supporting need  Goal  Objectives for this goal Agency or Agency

/Partner: **Instructions** - If you identify two agencies or partners as having the same need, the information for these entities must be the same throughout the needs assessment and wor kplan. For example, the information supporting the need, the source that identified the need, the goals, objectives, and activities all must be the same. If any of these will differ for an agency or partner , you must create separate entries. Abbreviat ions for partners who are affiliated with agencies follow a colon after the three
- letter abbreviation for the agency . The following is a guide to the partner abbreviations:

 One - stop Center (1
- stop)  Department of Agriculture Program (Ag. Program)  Americ an Indian Vocational Rehabilitation Service Projects (AIVRS)  Assistive Technology Act Programs (AT Act Program)  Centers for Independent Living (CIL)  Client Assistance Program (CAP) 5  Community

Rehabilitation Program (CRP)  Developmental Disabilities Agency (DDA)  Institution of Higher Education (IHE)  State Medicaid Program (Medicaid)  Mental Health Agency (MHA)  Migrant and Seasonal Farmworker Program (MSF)  Projects with Industry (PWI )  Randolph
- Sheppard Program (RS)  State Education al Agency (SEA)  Statewide In dependent Living Councils (SILC)  State Rehabilitation Council (SRC)  Substance Abuse Agency (Substance Abuse)  Workforce Investment Board (WIB) Need:

5 This is the one instance in which CAP stands for Client Assistance Program rather than Corrective Action Plan.8

**Instructions -**  Your entry is a simple statement of need that is no more than one or two sentences long. This statement must be written in a manner that can easily translate into a goal statement, as needs are turned into goals. The following are examples o f appropriate needs statements: “Southwest Combined needs to decrease the length of time it takes to achieve employ ment outcomes for returning veterans.” “Northeast General needs to reduce the number of individuals who drop out of the VR process prior to the development of the I PE.” These are an appropriate needs statement because they include phrases that indicate an expected result

– “to decrease” or “to “reduce”

– and clearly identify what must be decreased/reduced (length of time to achieve an emplo ym ent outcome, number of drop
- outs). The examples also are measurable: the agency can measure whether the time it takes for returning veterans to achieve employ

ment outcomes has decreased or whether the number of drop
- outs has been reduced. Th e following needs statement would not be as strong if it were written as: “Southwest Combined needs to improve the quality of services provided to returning veterans.” First, it is difficult to measure whether the qualit y of services has improved. Second, the underl yi ng reason for improving the quality of services is to produce employ ment outcomes. Improving th e quality

of services is how one meets a need, not a need itself. Remember: Do not confuse a need with the method for meeting a need. TA and CE are not needs, they

are way s y ou meet needs. **Instructions -**  You will choose from the following to respon d to this item:

 American Recovery and Reinvestment Act (ARRA)  case management s ys tem  data management  fiscal management  internal and external communication processes  personnel management  quality

assurance activities  service delivery

s ys tem  strategic planning Y ou should limit multiple selections as much as possible by choosing the answer that is most germane to the need or that encompasses the majority of the need. A guide to what is included in these areas (with the exception of American Recovery and R einvestment Act) can be found at: http://www.ed.gov/rschstat/eval/rehab/107
- reports/2009/monitoring
- 2009 - info
- guide.doc9

Select American Recovery and Re investment Act when the need relates to using stimulus funds or when an agency

/partner is paying y ou for assistance using stimulus funds. You most likely need to choose both ARRA and another selection because ARRA funds will be used to impact one of the o ther areas. For example, if an agency will use ARRA funds to improve its case management s ys tem with y our assistance, you would select both ARRA and case management sy stem. Source of need: **Instructions -**  You will choose from the following to respond t o this item:

 Advisory

committee  Agency  Partner  RSA You can select as man y of the above as appl y if more than one source independently identified the same need. Do not select more than one source if a primary source identified a need and the second so urce onl y confirmed the need, however. In formation supporting need: **Instructions** - The information y ou provide here must describe t o the unfamiliar reader wh y the agency has the need in question and how it has or potentially may affect agency

performan ce. It also should describe the nature and causes of the need to the ex tent they are known and include data when possible. The following is an example of appropriate information supporting a need. It relates to one of the examples previously given: “Due to the conflicts in Iraq and Afghanistan, Southwest Combined reports a 17% increase in requests for services from returning veterans. Veterans have unique rehabilitation needs because of the nature of their injuries, the high likelihood of PTSD or other m ental health issues, and their involvement in other service s ys tems, particularl y the VA. Counselors working with returning veterans are reporting difficulty in addressing their needs appropriatel y due to a lack of training and experience. As a result, i t is taking approximately 6
- 9 months longer to achieve a successful employ ment outcome for a veteran.” This example includes strong evidence of the need: data showing that the number of requests from veterans is increasing and that they are taking longe r to achieve employ ment outcomes. Further, this example explains potential causes of the need

– both the unique characteristics of veterans and the lack of staff preparedness. This is important because the cause of the need should drive the activities in your subsequent workplan. Goal: **Instructions -**  Inthis section, you will convert yo ur previous needs statement into a goal statement. A goal statement is the outcome to be achieved b y the agency/partner once its need10

has been met. When possible, inc lude a target to be achieved and a timeline for achieving the target. This is not the goal of the TACE Center ; it is the goal the agency or partner hopes to achieve with y our TA or CE. T he agency /partner is the owner of the goal and is responsible for d etermining whether the goa l has been met and for monitoring progress toward its goal, unless the goal is compliance
- related. The TACE Center and RSA can assist the agency /partner in setting goals and evaluating progress if requested by the agency

/partner, but neither the TACE Center nor RSA holds the agency /partner accountable for reaching the goal unless the goal is compliance
- related. Below are examples of converting the previous needs statements into goal statements: **Need:** Southwest Combined needs to decrease the length of time it takes to achieve employ ment outcomes for returning veterans. **Goal:** In two ye ars, Southwest Combined will decrease the length of time it takes to achieve employ

ment outcomes for returning veterans to be consistent with the length of time for other populations. **Need:** Northeast General needs to reduce the number of individuals who drop out of the VR process prior to the development of the IPE. **Goal:** In two ye ars, Northeast General will reduce by 20% the number of individua ls who drop out of the VR process prior to the development of the IPE. Objective: **Instructions -**  Objectives are what must be accomplished to meet the goal previously stated. An objective should be measurable, and when possible include a target to be ac hieved and a timeline for achieving that target. The uninformed reader should be able to understand how the agency /partner should be able to achieve its goal if the objective(s) is/are completed. The connection between the objective and the information s upporting the need in y our needs assessment report also should be clear. The following are examples: **Need:** Northeast General needs to reduce the number of individuals who drop out of the VR process prior to the development of the IPE. **Goal:** In two ye ars, Northeast General will reduce the number of individuals who drop out of the VR process prior to the development of the IPE by 20%. **Objectives:** Conduct an anal ys is to determine the factors creating the long delay between eligibility

and implementati on of the I PE.11

Develop measurable goals, including annual and long
- term targets to reduce the number of individuals who drop out of the VR process prior to the development of the IPE and strategies to achieve the goals. Note that the objectives are linke d

– the second cannot be completed without completing the first. This must be taken into account when developing your workplan. **Need:** Southwest Combined needs to decrease the length of time it takes to achieve employ ment outcomes for returning veteran s. **Goal:** In two ye ars, Southwest Combined will decrease the length of time it takes to achieve employ

ment outcomes for returning veterans to be consistent with the length of time for other populations. **Objectives:** In crease the number of CRP staff who h ave knowledge, skills, and abilities related to the rehabilitation needs of returning veterans. Note that this does not say the objective is to train counselors. Tra ining is an activity to meet an objective, it is not the objective itself. Also note that there is a clear connection between this objective and the basis of need presented in the needs assessment report, which stated that “Counselors working with returning veterans are reporting difficulty in addressing their needs appropriatel y due to a lac k of training and experience.” If there is more than one objective associated with a goal, it is possible that you won’t begin working on that objective right away . However, y ou should enter all of the information y ou can about all objectives, even thos e y ou will not begin until later. In y our workplan, y ou will enter the expected start and end dates of the activities related to each objective and this will indicate that they fall into later program y ear s. Agencies that have been monitored wil l have a CAP for addressing compliance issues, if applicable. Some objectives y ou identify will be tied to this CAP. The CAP sets forth timelines, so y our timeline for meeting the objective must be consistent. Agencies that fail to meet standards and indicators will have a PI P. Some objectives y ou identify will be tied to this PI P. The PI P sets forth timelines, so y our timeline for meeting the objective must be consistent. How y ou will know the objective was met? : **Instructions -**  You describe the intended outco me that will resul t from meeting this objective. For example: **Objective:** Conduct an analy sis to determine the factors creating the long delay between eligibility

and implementation of the IPE.12

**How will you know the objective was met?:** A written report that identifies the factors creating the long delay

between eligibility

and implementation of the IPE will be complete b y Ma y 2011. **Objective:** Increase the number of CRP staff who have knowledge, skills, and abilities related to the rehabilitation needs of returning veterans. **How will you know the objective was met?:** Pre - and post
- tests of CRP staff will show increased knowledge of best practices for serving consumers with PTSD. What has/will result(ed) from meeting this objective? **Instructions -**  Skip this item when creating a new needs assessment report. See instructions for updating a needs assessment report below. TACE Program Year to Begin Supporting Objective: **Instructions -**  You must come to agreement with each agency on a timeline for addressin g its needs, bearing in mind any timelines set forth in CAPs or PIPs or the goals previously stated. You will indicate when you will begin working toward objectives from the following selections:

 Agency

/partner plans to address this objective  Agency

/partner has addressed this objective  Agency

/partner no longer requests TA or CE  To be addressed in program y ear 201 4  To be addressed in program y ear 201 5  To be addressed in program y ear 201 6  To be addressed in program y ear 201 7 Make your selection based on the bullets that follow. The first three bullets apply onl y to needs that are identified in RSA monitoring reports, CAPs, or PI Ps.

 Select Agency

/partner plans to address this objective when a monitoring report, CAP, or PI P identifies an objective but th e agency /partner say s it will address it without y our assistance. You should instruct them to inform RSA.

 Select Agency

/partner has addressed this objective when a monitoring report, CAP, or PI P identifies an objective but the agency /partner say s it ha s resolved it on its own. Select this only

if the agency

/partner has finished, not if they are in the process. You should instruct them to inform RSA.

 Select Agency

/partner no longer requests TA or CE when an agency /partner informs yo u it does not want T A or CE despite a request in its monitoring report, CAP, or PI P. You should instruct them to inform RSA.13

 Selecting Agency

/partner plans to address this objective, Agency /partner has addressed this objective, Agency

/partner no longer requests TA or CE take s a need out of “active” status. This means y ou do not need to complete any workplan information related to it.

 For all objectives for which an agency /partner wants assistance, y ou must project the Program Year in which you will begin providing TA or C E. Select To be addressed in Program Year 2010, 2011, 2012, 2013 to designate the TACE Program Year in which yo u intend to begin addressing the objective. This does not mean y ou must address the objective completel y in that year, as some may take more th an a ye ar to address.

 If necessary , y ou can change the Program Year when y ou submit a new or update an existing needs assessment report. Date completed: Instructions
- Skip this item when creating a new needs assessment report. See instructions for up dating a needs assessment report below. The Project Director or Principle Investigator with the authority to submit the needs assessment report to RSA must fill out the signature page. **Updating a Needs Assessment Report** You will update y our needs ass essment reports annuall y in July to provide information on any objectives that y ou have met. The July update will serve as y our APR for the purposes of continuation funding and will serve as your final report for the given needs assessment report. You have met an objective once all activities associated with that objective are complete (the activities are described in y our workplan). You will update y our needs assessment by providing the following information: RSA will convene a meeting of the TA Network to share its anal ys is of needs assessments from the entire TACE Program and provide a forum to plan coordination and collaboration across regions and within the TA Network, as well as provide additional information about available expertise.14 

### Work **plan** Your workplan is where you describe the activities y ou will conduct to meet the objectives specified in your needs assessment report. Please do not confuse activities with events, as an activity may be composed of several events. For example , three conference calls with a state director to provide TA on the same need is one activity with three events. Similarly , a four
session training on best practices for working with consumers with a particular disability is one activity with four events. Once you have completed your needs assessment report and met with other TACEs and the TA Network during the annual TA Network meeting, a number of steps must be taken to complete yo ur workplan: (1) You will collaborate with the appropriate agency or partner on a preliminary proposal for activities that will address the objectives specified in y our needs assessment report and inform them of the individuals with the expertise and experience to carry out the activities y ou propose; (2) You will consult with RSA on the activities y ou propose to conduct to address the objectives and on the individuals y ou propose to conduct the activities ; (3) RSA will review and provide feedback on the information y ou provide regarding activities and individuals proposed to conduct the activities, and you will revise, as necessary ; (4) You will discuss with the appropriate agency /partners any

changes to y our workplan that result from RSA’s feedback; and (5) You will implement the workplan and update it at least annually to provide data o n the activities y ou have completed. Instructions for updating an existing workplan follow the instructions for creating a new workplan. You will report on activities to achieve each objective . You should include all activities associated with an object ive, even those y ou may

not complete during the program year of the workplan you are creating. Description of Activity : The uninformed reader should be able to understand what y ou are doing, how y ou will do it, and how the activities will lead to the a ccomplishment of the objective. Example 1: **Need:** Northeast General needs to reduce the number of individuals who drop out of the VR process prior to the development of the IPE. **Goal:** In two ye ars, Northeast General will reduce the number of individua ls who drop out of the VR process prior to the development of the IPE by 20%. **Objective:** Conduct an analy sis by May 2011 to determine the factors creating the long delay between eligibility

and implementation of the IPE.15

**Activity:** By

January 2011, we wi ll review and analyze agency policies and procedures for processing cases from eligibility to implementation of the IPE. **Activity:** By

February 2011, we will facilitate two 90
- minute conference calls
-- one with agency

management and one with counselors
- - to discuss in detail the steps between request for VR services and the development of the IPE. **Activity:** In March and April 2011, we will facilitate a workgoup of agency staff to anal yz e the information derived from the first two activities and provide additional input. **Activity:** In May

2011, we will draft and submit a report to Northeast General that identifies the factors creating a long delay between eligibility

and implementation of the IPE and suggests way s to eliminate or reduce those factors. Example 2: **Need:** Southwest Combined needs to decrease the length of time it takes to achieve employ ment outcomes for returning veterans. **Goal:** In two ye ars, Southwest Combined will decrease the length of time it takes to achieve employ

ment outcomes f

or returning veterans to be consistent with the length of time for other populations. **Objective:** By

December 2009, increase the number of CRP staff who have knowledge, skills, and abilities related to the rehabilitation needs of returning veterans. **Acti vity:**  In October 2009, train 10 CRP staff in best practices for counseling individuals with post
- traumatic stress disorder (PTSD) through two 1
- hour webinars. **Activity:** In November 2009, train 10 CRP staff to understand VA policies and procedures and th eir relationship to VR through one 2.5 hour webinar. Activity Category : **Instructions -**  You may

select one of the following for each activity y ou propose :
 Technical Assistance  Continuing Education  Both Make your selection based on the definitions prov ided in the “Abbreviations and Terms” section of this manual. It is preferable to separate an activity that has both TA and CE components into two separate activities when possible. Select “Both” when a single activity combines TA and CE, however.16

Act ivity Ty pe: **Instructions -**  You will respond to this item by selecting one of the following that is applicable to y our activity

t ype ( s ) :
 Consultation  Facilitation  Lo gistical support  Analy sis  Assessment/evaluation  Outreach  Resource sharing  Training Make your selection(s) based on the bullets that follow.

 **Consultation** is a TA activity in which TACE Center staff or subcontracted experts directly provide advice, information or feedback to an agency or partner based on their expertise in order to address a need. The advice, information, or feedback generall y is applied to a particular issue or issues. Consultation should be distinguished from anal ys is and assessment/evaluation, which are described below. Consultation can take place face
- to - face, via te leconference, or via other computer
- based technology
.
 **Facilitation** is a TA activity in which TACE Center staff or subcontracted experts bring different parties together and assist those parties to work with each other to address a need. The TACE Center has an active role in supporting the work of the parties, but the focus is on the expertise of the parties rather than the expertise of the TACE Center staff or subcontractor. The facilitation generall y is applied to a particular issue or issues. An example is hosting a series of teleconferences to create dialogue between an agency and a client assistance program. Facilitation should be distinguished from logistical support and resource sharing, which are described below. Facilitation can take place fa ce - to face, via teleconference, or via other computer
- based technology
.
 **Logistical support** is a TA activity in which TACE Center staff or subcontracted experts assist with the planning and/or execution of a TA or CE activity being conducted b y an agency or partner in order to address a need. The TACE Center staff or subcontracted experts do not lead the activity , they support an agency or partner that leads the activit y. An example would be assisting and agency or partner with its conference.

 **Analysis** is a TA activity in which TACE Center staff or subcontracted experts review existing information/data and organize or summarize this information/data for the benefit of an agency

or partner in order to address a need. This is a neutral treatment of the i nformation/data and does not include drawing conclusions from and making recommendations (see assessment/evaluation). An example would be an agency requesting that a TACE Center assist with anal yz ing its RSA
- 911 data. Analy sis can17

take place through the TACE Center reviewing documents or other materials without agency or participation, through discussion with the agency or partner face
- to - face or via technology , or a combination of these.

 **Assessment/evaluation** is a TA activit y in which TACE Center staff or subcontracted experts review an agency’s or partner’s programs, policies, procedures or other information/data with the intent of identifying issues and making recommendations for improvement in order to address a need. An example would be an agency r equesting that a TACE Center review its order of selection policy and compare it to agency data to determine whether the policy is being consistentl y and correctl y applied, to identify causes of inconsistent application, and to recommend way s to correct in consistency
. Assessment/evaluation can take place through the TACE Center reviewing documents or other materials without agency participation, through discussion with the agency or partner face
- to - face or via technology , or a combination.

 **Outreach** is a TA activity in which TACE Center staff or subcontracted experts work with organizations on behalf of an agency or partner in order to address a need. As an example, a TACE Center or subcontracted expert may work with SHRM or the USBLN on behalf of an agen cy

or partner in order to establish connections with employ ers that benefit the agency

or partner. This can take place face
- to - face or via technology
.
 **Resource sharing** is a TA activity in which TACE Center staff or subcontracted experts develop a formal mechanism to share information with or between agencies and partners in order to address a need. An example of resource sharing is a community of practice. This can take place face
- to - face or via technology
.
 **Training** is either a TA or CE activity in which TACE Center staff or subcontracted experts increase the knowledge skills and abilities of personnel at agencies or partners. Training for TA purposes occurs when the increase in knowledge, skills, and abilities is intended to address a performance or compliance need or the training is related to implementation of policies, practices, and procedures. Training for CE purposes occurs when the increase in knowledge, skills, and abilities is intended to increase the capacity of the organization or meet re quirements such as CSPD or certification. Training can take place face
- to - face, via teleconference, or via other computer
- based technology
. Delivery Method: **Instructions -**  You will respond to this item by listing one of the following applicable deliv ery method s :
 Meeting (face
- to - face)  Meeting (teleconference)  Meeting (computer
- based)  E - mail  Training (face
- to - face)  Training (teleconference)18

 Training (computer based)  Train the trainer (face
- to - face)  Train the trainer (teleconference)  Train the trainer (computer
- based)  Conference (dedicated)  Conference session  In formation exchange (interactive)  In formation exchange (static) Make your selection(s) based on the bullets that follow.

 **Meeting (face -**  **to -**  **face)**

– A face
- to - face meeting can be part of consultation, facilitation, anal ys is, assessment/evaluation, and outreach, but it is not training. A “summit” or “balcon y session” is a kind of meeting.

 **Meeting (teleconference)**

– Self
- explanatory
.
 **Meeting (computer -**  **based)**

– This is a meeting hel d using an e
- room or other form of online service such as a webinar, but not a training delivered via webinar.

 **E -**  **mail**

– This is an ongoing formal exchange of information via e
- mail that approximates a face
- to - face discussion or teleconference. Simply e xchanging e
- mails with an agency

or partner about a need does not constitute a TA activity , however.

 **Training (face -**  **to -**  **face)**

– Self
- explanatory , but does not include train the trainer.

 **Training (teleconference)**

– Telephone
- based training but does not include train the trainer.

 **Training (computer based, synchronous)**

– This is training held using an e
- room or other form of online service, such as a webinar. This is distinguished from tutorial or desktop session because this training is delivered live and the content is not static.

 **Training (computer based, asynchronous)** = This is training held using an interactive, but not live, format and using tools such as discussion boards, quizzes, and written assignments. It may

or may not involve the use of courseware such as Blackboard or Desire To Learn.

 **Tutorial or desktop session**

– This is static training available on
- demand either on
line or using another form of technology (such as CD
- ROM or DVD). Although users may interact with the content in some w ay s (quizzes, branching scenarios, etc.), they do not interact with other users or an instructor.

 **Train the trainer (face -**  **to -**  **face)**

– Self
- explanatory
.19

 **Train the trainer (teleconference)**

– Telephone based.

 **Train the trainer (computer -**  **based)**

– Self
- exp lanatory . This includes synchronous training, as yn chronous training, and static tutorials or desktop sessions, each designed to train the trainer.

 **Conference (dedicated)**

– A conference is “dedicated” when the purpose of and all activities at the confere nce address a particular need. A workshop is a t ype of dedicated conference and is different from a training based on its length and intensity.

 **Conference session**

– A conference session happens at a general conference that is not dedicated to addressing a particular need.

 **Information exchange (synchronous)**

– An interactive information exchange allows members to share information “live” on a regular basis through tel econferences, webinars, or other means where participants communicate directl y. Communi ties of practice likel y fit here or under “Information exchange (as yn chronous)”

– see below.

 **Information exchange (asynchronous)**

– A static information exchange allows members to share information through means such as bulletin boards, listservs, wikis, etc. If a community

of practice uses both static and dy namic means, select dy

namic.

 **Survey**

– Self

- explanatory. Recipient Entity (ies): **Instructions -**  You will identify as man y entities as will be involved in the receipt of TA or CE. It is expected th at you list the agency /partner already

associated with the goal and objective for this activity , but there may be additional partners who are involved in and receive TA or CE. Expert(s) to conduct this activity : **Instructions -**  I dentify

the expert(s) mutually

agreed
- upon by

the agency

and TACE Center who will deliver the TA or CE. Indicate whether the expert(s) is/are a member(s) of the TACE Center staff or a subc ontractor. Describe the qualifying experience and expertise related to the delivery of th is TA and CE for each individual. The selection of the individual(s) who will provide the TA or CE is negotiated between the agency /partner and the TACE Center during the development of the workplan. When developing the workplan, the TACE Center and age ncy /partner should agree on the expertise and experience necessary to deliver the TA or CE. The TACE Center is then responsible for identifying individuals with that experience and expertise, taking availability and cost into account. The TACE Center or agency /partner can request RSA’s assistance if an agreement about who will provide the TA or CE cannot be reached. Cost - Planned:20

**Instructions -**  To estimate cost, y ou can include:

 Staff time for planning the activity ; and  Staff time for carrying o ut the activity ; and  Materials for the activity (including technology

development and use); and  T ravel and lodging and other arrangements (conference room rental, etc.) for the activity ; or  Or, if using a subcontractor, cost of subcontractor. Do not incl ude administrative, indirect, or other general overhead expenses in y our cost estimate. Cost

– Actual : **Instructions -**  Skip this item when creating a new workplan. See instructions for updating a workplan below. Start Date

– Planned: **Instruction s**  **-** Use a number to enter the planned start of the activit y b y month and year. Start Date

– Actual: **Instructions -**  Skip this item when creating a new workplan. See instructions for updating a workplan below. End Date

– Planned: **Instructions -**  Use a number to enter the planned end of the activity by month and y ear. End Date

– Actual: **Instructions -**  Skip this item when creating a new workplan. See instructions for updating a workplan below. Target audience: **Instructions -**  You may use one o f the following selections to respond to this item for each activity y ou propose :
 Directors (also include Deputy or Assistant Directors here).  Policy and planning staff  Human resources staff  Data staff21

 Fiscal staff  Quality

assurance staff  Counselors  Job d evelopers  Job coaches  Caseworkers/case managers  Assistive technology

specialists  Council members (such as SRC members, SIL C members, members of a partner’s board, WIB members, etc.)  Teachers  Transition specialists  Unknown If you have more than one target audience, you may select more than one response. Remember, the audience is tied to an agency or partner y ou identified as the recipient entity
. Therefore, the list does not include all possible types of counselors or case managers, because yo u indicate the t ype of case manager or counselor when you indicate the recipient entity . If a target audience has more than one role (such as the data staff is also responsible for quality assurance) , list the role that is most germane to the TA or CE in which they will participate. In some cases, an activity does not have a target audience because TACE Center staff are working internall y. Here are two examples: **Activity:** By

January 2011, we will review and analyze agency policies and procedures for processing c ases from eligibility to implementation of the IPE. **Activity:** In May

2011, we will draft and submit a report to Northeast General that identifies the factors creating a long delay between eligibility

and implementation of the IPE and suggests way s to eli minate or reduce those factors. Do not use the term “Unknown” when creating a new workplan. This choice is applicable onl y after the activity

has taken place. It is onl y to be used when entering the “Actual Number” of participants when a participant d oes not identify him or herself. Actual Number (of Target Audience): **Instructions -**  Skip this item when creating a new workplan. See instructions for updating a workplan below. **Updating a Workplan**  You will update y our workplan annuall y to provide inf ormation on an y activities that you have completed. The July

update will serve as y our APR for the purposes of continuation funding. You will upd ate y our workplan by providing the following information about any activity y ou have completed:22

Cost

– Ac tual: **Instructions -**  Enter the actual cost after the TA or CE has been provided. The guidelines given above for estimating cost apply to calculating y our actual cost. Start Date

– Actual: **Instructions -**  You enter the actual start date (month and y ear) once you have conducted the first event associated with the activity . If the activity is three teleconferences with a state director, the actual start date is the date on which you held the first conference call. End Date

– Actual: **Instructions -**  You e nter the actual end date (month and y ear) once y ou have completed all events associated with the activity . If the activity is three teleconferences with a state director, the actual end date is the date on which you held the last conference call. Actual Number (of Target Audience): **Instructions -**  You e nter the actual number of participants from every audience after the TA or CE has been provided and y ou have collected data.