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DEVELOPING DEVELOPING S.M.A.R.T. OBJECTIVESS.M.A.R.T. OBJECTIVES

Judith Ellis, M.S.Judith Ellis, M.S.Lead Public Health AdvisorLead Public Health Advisor

Substance Abuse Mental Health Services Substance Abuse Mental Health Services AdministrationAdministration

Center for Substance Abuse and PreventionCenter for Substance Abuse and PreventionCommunity Grants and Program DevelopmentCommunity Grants and Program Development

Cohort 7 Reference ManualCohort 7 Reference ManualCohort VII Grantee Technical Assistance TrainingCohort VII Grantee Technical Assistance Training

December 2-4, 2008December 2-4, 2008

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Presentation OverviewPresentation OverviewSAMHSA’s Performance AccountabilitySAMHSA’s Performance AccountabilityDefine S.M.A.R.T. ObjectivesDefine S.M.A.R.T. Objectives5 Steps to Developing S.M.A.R.T Objectives5 Steps to Developing S.M.A.R.T ObjectivesDiagnostic Questions that lead to S.M.A.R.T Diagnostic Questions that lead to S.M.A.R.T Review Objectives for S.M.A.R.T.N.E.S.S.Review Objectives for S.M.A.R.T.N.E.S.S.Program ChallengeProgram ChallengeFood For ThoughtFood For ThoughtQ&AQ&A

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OMB Performance Assessment OMB Performance Assessment Rating Tool (PART)Rating Tool (PART)

SAMHSA’s accountability to OMB is to hold SAMHSA’s accountability to OMB is to hold grantees accountable for performance outcomes grantees accountable for performance outcomes using a PART Rating Toolusing a PART Rating ToolThe act requires all Federal agencies to report The act requires all Federal agencies to report on the results of their programs when presenting on the results of their programs when presenting their budget requests to Congress their budget requests to Congress The PART is a diagnostic tool that looks at The PART is a diagnostic tool that looks at objective data to evaluate programs across a objective data to evaluate programs across a wide range of issues related to performance. wide range of issues related to performance. Data is only one component of a PART review.Data is only one component of a PART review.

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SAMHSA’s Accountability to OMBSAMHSA’s Accountability to OMB

What is PART? What is PART? A scoring that consist of four areas: the final A scoring that consist of four areas: the final

scorescorethat is translated into one of five ratings either:that is translated into one of five ratings either:

effectiveeffectivemoderately effectivemoderately effectiveadequateadequateineffective orineffective ornot demonstratednot demonstrated

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P.A.R.T ReviewsP.A.R.T Reviews

SAMHSA’s accountability to OMB for its fundedSAMHSA’s accountability to OMB for its funded

programs include grantees ability to achieve inprograms include grantees ability to achieve in

these four areas:these four areas:Program Purpose & DesignProgram Purpose & Design

Strategic PlanStrategic Plan

*Program Management *Program Management

*Program Results *Program Results

*Evidence of SMART CRITERIA*Evidence of SMART CRITERIA

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How to Plan - Goals & How to Plan - Goals & Objectives Objectives

Nothing happens until we plan! Nothing happens until we plan! – A good plan has short and long term goals and A good plan has short and long term goals and

clearly defined objectivesclearly defined objectives

What are goals?What are goals?– Related to our aspirations, purpose and visionRelated to our aspirations, purpose and vision

What are objectives?What are objectives?– The battle plan, the stepping stones, the The battle plan, the stepping stones, the

roadmap on the path toward achievement of the roadmap on the path toward achievement of the goalsgoals

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S.M.A.R.T ObjectivesS.M.A.R.T Objectives

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Specifics of S.M.A.R.T. Specifics of S.M.A.R.T. ObjectivesObjectives

Specific – concrete, detailed, and well defined.Specific – concrete, detailed, and well defined.

Measurable – numbers, quantity, and comparisonsMeasurable – numbers, quantity, and comparisons

Attainable- achievable and actionable.Attainable- achievable and actionable.

Realistic – considers resources, and can be achieved.Realistic – considers resources, and can be achieved.

Time bound – a defined time line in which activities are Time bound – a defined time line in which activities are to be achieved.to be achieved.

Straightforward and emphasize action and outcome. Straightforward and emphasize action and outcome.

Communicate what you would like to see happen. Communicate what you would like to see happen.

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How to set Specific Objectives?How to set Specific Objectives?

To help set specific objectives it helps to To help set specific objectives it helps to ask:ask:

WHATWHAT am I going to do? am I going to do?

WHYWHY is this important for me to do? is this important for me to do?

WHOWHO is going to do what? is going to do what?

Who else need to be involved? Who else need to be involved?

WHENWHEN do I want this to be completed? do I want this to be completed?

HOWHOW am I going to do this? am I going to do this?

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Specific Diagnostic QuestionsSpecific Diagnostic Questions

When developing objectives, ask:When developing objectives, ask:

What exactly are we going to do, with or for What exactly are we going to do, with or for whom? whom?

What strategies will be used? What strategies will be used?

Is it clear who is involved? Is it clear who is involved?

Is it clear where this will happen? Is it clear where this will happen?

Is it clear what needs to happen? Is it clear what needs to happen?

Is the outcome clear? Is the outcome clear?

Will this objective lead to the desired results?Will this objective lead to the desired results?

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Attainable…Attainable…

Is your objective achievable?:Is your objective achievable?:

Objectives need to be achievable, if the Objectives need to be achievable, if the objective is too far in the future, you’ll find it objective is too far in the future, you’ll find it difficult to keep motivated. difficult to keep motivated.

Objectives, unlike goals need to be achievable Objectives, unlike goals need to be achievable within a period of time and should keep you within a period of time and should keep you motivated. motivated.

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Attainable Diagnostic QuestionsAttainable Diagnostic Questions

Is your objective Attainable?Is your objective Attainable?

Can we get it done in the proposed Can we get it done in the proposed timeframe? timeframe?

Do I understand the limitations and Do I understand the limitations and constraints? constraints?

Can we do this with the resources we have? Can we do this with the resources we have?

Has anyone else done this successfully? Has anyone else done this successfully?

Is this possible?Is this possible?

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Realistic…Realistic…

Are your objectives realistic?Are your objectives realistic?Objectives that are achievable, may not be Objectives that are achievable, may not be realistic….. however, realistic does not mean realistic….. however, realistic does not mean easy.easy.Realistic means that you have the resources to Realistic means that you have the resources to get it done..get it done..

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Realistic Diagnostic QuestionsRealistic Diagnostic Questions

Do you have the resources available to Do you have the resources available to achieve this objective? achieve this objective?

Do you need to revisit priorities in your life, Do you need to revisit priorities in your life, or someone else’s life to make this or someone else’s life to make this happen? happen?

Is it possible to achieve this objective?Is it possible to achieve this objective?

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Measurable…Measurable…

If the objective is measurable, it means that the If the objective is measurable, it means that the measurement source is identified and you are able to measurement source is identified and you are able to track the actions as we progress towards the objective. track the actions as we progress towards the objective. It’s important to have measures that will encourage and It’s important to have measures that will encourage and motivate you on the way as you see the change.motivate you on the way as you see the change.This may require interim measures. This may require interim measures. Measurements go along way to help us to know when Measurements go along way to help us to know when we have achieved your objectivewe have achieved your objective

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Measurable Diagnostic Measurable Diagnostic QuestionQuestion

Measurable – Is it measurable & can WE Measurable – Is it measurable & can WE measure it?measure it?

This means that the objective can be measured This means that the objective can be measured and the measurement source is identified.and the measurement source is identified.

If the objective cannot be measured, the If the objective cannot be measured, the question of funding non-measurable activities is question of funding non-measurable activities is questionable.questionable.

All activities should be measurable at some All activities should be measurable at some level.level.

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Time bound…Time bound…

Time-bound means setting a deadlines for Time-bound means setting a deadlines for the achievement of the objective. the achievement of the objective.

Deadlines need to be both achievable and Deadlines need to be both achievable and realistic. realistic.

Timeframes create the necessary urgency Timeframes create the necessary urgency and prompts action.and prompts action.

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Time-bound Diagnostic Time-bound Diagnostic QuestionsQuestions

When will this objective be accomplished? When will this objective be accomplished?

Is there a stated deadline?Is there a stated deadline?

Are there any real or perceived obstacles, Are there any real or perceived obstacles, what are they and can we over come them what are they and can we over come them to accomplish these task on time?to accomplish these task on time?

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Review of Work Plan Activities – Review of Work Plan Activities – Sleuth Work (1)Sleuth Work (1)

Is this objective S.M.A.R.T?Is this objective S.M.A.R.T?To provide therapy to youth at highest risk for Meth To provide therapy to youth at highest risk for Meth abuse.abuse.How many youth?How many youth?When will therapy be provided?When will therapy be provided?Where will therapy be provided?Where will therapy be provided?How much therapy will be provide?How much therapy will be provide?What do I expect to happen as a result of therapy?What do I expect to happen as a result of therapy?What data will be collected to show this work was What data will be collected to show this work was completed.completed.

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Review of Work Plan Activities – Review of Work Plan Activities – Sleuth Work (2)Sleuth Work (2)

Ensure integration of medical mental health, Ensure integration of medical mental health, substance abuse and cultural services for Native substance abuse and cultural services for Native American drug endangered children ages 7-American drug endangered children ages 7-11yrs.11yrs.How many drug endangered children?How many drug endangered children?When will services be provided?When will services be provided?Where will services be provided?Where will services be provided?When will integration of services happen?When will integration of services happen?What data will be collected to show the What data will be collected to show the accomplishment?accomplishment?

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Notable QuotableNotable Quotable

““There’s a difference between interest There’s a difference between interest and commitment. When you’re and commitment. When you’re interested in doing something, you do interested in doing something, you do it only when circumstance permit. it only when circumstance permit. When you’re committed to something, When you’re committed to something, you accept no excuses, only results.”you accept no excuses, only results.” - - UnknownUnknown

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Additional ResourcesAdditional Resources

http://www.healthypeople.gov/document/HTML/Volume2/26Substance.htm

http://www.nationalqualitycenter.org

http://www.toosmarttostart.samhsa.gov/html/tsts-impl/appendixA.aspx

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Food For Thought!Food For Thought!

You goals and objectives may not be SMART if:You goals and objectives may not be SMART if:

You mission and vision has changed over the You mission and vision has changed over the past few yearspast few years

You recently got new leadership whom may not You recently got new leadership whom may not have bought into the project just yethave bought into the project just yet

Something shifted organizationally or in your Something shifted organizationally or in your target community since the project was first target community since the project was first conceptualized.conceptualized.

Your data reports do not show the picture you Your data reports do not show the picture you intended due to lack of specificity and outcomes.intended due to lack of specificity and outcomes.

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ChallengeChallenge

At your next earliest opportunity, go back At your next earliest opportunity, go back and review your action plan and see if and review your action plan and see if your objectives meet the SMART Criteria.your objectives meet the SMART Criteria.

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Contract InformationContract Information

Judith Ellis, MSJudith Ellis, MS

Lead Public Health AdvisorLead Public Health Advisor

Substance Abuse Mental Health Services AdministrationSubstance Abuse Mental Health Services Administration

Center for Substance Abuse and PreventionCenter for Substance Abuse and Prevention

Community Grants & Program DevelopmentCommunity Grants & Program Development

Judith.Ellis@samhsa.hhs.gov

240-276-2567240-276-2567

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QUESTONS?QUESTONS?

Questions?Questions?

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THANK YOU!THANK YOU!