Contract Period: Aug 15, 2012 Aug 14, 2013
Contract Number: #08026
Agency Name: Project Name: Project Length:
Revision Date: Report Period: Submission Date:
Western University of Health Sciences First 5 LA OHN Project Three Years Aug 15, 2011 - Aug 14, 2014 Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective #1. Increase the percent of children 0-5 years of age who have access to oral health care services. Access is defined in this context as receipt of at least one dental examination, preventive or treatment service. Task 1.1 Planning of Service Sites 1.1.a. Convene with site directors for Phase II planning • Head Start – Mountain View and El Monte • El Monte City School District - Health Services • WIC Centers - Valley and Garvey • San Gabriel Pomona Regional Center 1.1.b. Confirm target population from each site • 1191 Head Start – Mountain View and El Monte • 900 El Monte City School District • 350 at 2 WIC centers - Valley and Garvey • 350 San Gabriel Pomona Regional Center
Team: Project Director (PD); Project Manager (PM) Director of Community Outreach (DCO); Director of Education (DOE); Director of Operations (DOO); General Dentist - 2 (GDs); El Monte City Unified School District (ECSD)
Aug - Sept 2012
Phase 1.a. Year II strategy for program logistics drafted and workplan approved by the TEAM
PD; PM; DCO; ECSD
Aug-2012
Student enrollment at service sites obtained and/or projections of participants at WIC and SGPRC determined
August - September 2012
Policy and Procedure Manual completed
1.1.c. Determine location and logistics for delivery of PD; PM; DCO; ECSD services. • Head Start – Mountain View and El Monte • El Monte City School District for Grades K • Two WIC Centers –Valley and Garvey • San Gabriel Pomona Regional Center
1.1.d. Updated MOU's for Dental Homes PD; PM; DCO; ECSD • San Gabriel Foundation for Dental Health • School-Based Health Center - Gidley • School-Based Health Center - Durfee Thompson • Western University of Health Sciences Patient Care Center
August - September 2012
Submission of MOU's to First5LA
1.1.e. Identify any other special issues
PD; PM; DCO; GDs
August - September 2012
Draft of Special Considerations
1.1.f. Develop implementation strategy
PD; PM; DCO; GDs
August - September 2012
Implementation plan with assignments and calendar will be established
1.1.g.Inventory and Budget for supplies
PM; DOO
August - September 2012
Supply lists generated
Aug-2012
Space identified and office set-up complete
PD; PM; DCO; DOE
Sept - Nov 2012
PD; DOE
Oct-2012
Meeting notes from SL faculty meetingkept on file and summarized in progress reports
PD; DOE
Nov-2012
Updated SL Course Syllabi with New Student Handbook
PD; DOE; DCO
Sept - Nov 2012
PD; DOE; DCO
August - November 2012
Meeting notes from SL faculty meetingkept on file and summarized in progress reports Course content fianalized via course syllabi
PD; PM; DCO; WU Faculty
August 2012 throuh July 2013
1.1.h. RDA'sand Administrative Assistant contracted PD; DOO for Gidley and Durfee Thompson Task 1.2. Re-design Service Learning Curriculum
1.2.a. Meet with associated faculty 1.2.b. Review and modify existing SL curriculum 1.2.c. Establish new course syllabus Draft new course student handbook Task 1.3. Training of Student Providers
•
1.3.a. Meet with associated faculty 1.3.b. Curriculum mapping for students in academic years 1-4
1.3.c. Conduct training of students Task 1.4. Implementation 1.4.a.Student providers will deliver oral health care services at designated school-based sites: • Head Start – Mountain View and El Monte • School-Based Health Center: Gidley,Durfee • Two WIC Centers –Garvey and Valley • San Gabriel Pomona Regional Center
PD; PM; GDs, Externs (Dental Externs 65, August 2012 throuh July Graduate Nursing/Physician Assistant 25 2013 Total)
Documentation of Student trainings will be provided. Targeted population will begin to receive dental services
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective #2. Increase the percentage of children 0- 5 years of age who receive preventive dental services Task 2.1 Planning of Service Sites 2.1.a. Convene with site directors for Phase II planning • Head Start – Mountain View and El Monte • El Monte City School District - Health Services • WIC Centers –Valley and Garvey • San Gabriel Pomona Regional Center
Team: Project Director (PD); Project Manager (PM) Director of Community Outreach (DCO); Director of Education (DOE); Director of Operations (DOO); General Dentist - 2 (GDs); El Monte Unified School District (ECSD)
Aug - Sept 2012
Phase 1.a. Year II strategy for implementation will be drafted
PD; PM; DCO; ECSD
Aug-2012
Student enrollment at service sites obtained and/or projections of participants at WIC and SGPRC determined
2.1.c. Determine location and logistics for delivery of PD; PM; DCO; ECSD services. • Head Start – Mountain View and El Monte • El Monte City School District for Grades K • Two WIC Centers –Valley and Garvey • San Gabriel Pomona Regional Center
August - September 2012
A list of physical locations/addresses for each service site will be detailed
2.1.d. Identify and confirm dental homes for offsite referrals. • San Gabriel Valley Foundation for Dental Health • School-Based Health Center - Gidley • School-Based Health Center - Durfee Thompson • Two WIC Centers - Garvey and Valley
PD; PM; DCO;
Aug-2012
Submission of MOU's to First5LA
2.1.e. Identify any other special issues
PD; PM; DCO; GDs
August - September 2012
Draft of Special Considerations
2.1.f. Develop implementation strategy
PD; PM; DCO; GDs
August - September 2012
Implementation plan with assignments and calendar completed
2.1.b. Determine target population from each site • 1191 Head Start – Mountain View and El Monte • 900 El Monte City School District • 350 at 2 WIC centers • 350 San Gabriel Pomona Regional Center
Task 2.2 Re-design Service Learning Curriculum
2.2.a. Meet with associated faculty
PD; PM; DCO; DOE
2.2.b. Review and modify existing SL curriculum; PD; WU faculty; DOE; DCO; GDs Include preventive services 2.2.c. Incorporate preventive services into new SL PD; SLF; DOE; DCO; GDs course syllabus • Include prevetive services in student handbook Task 2.3. Training of Student Providers 2.3.a. Meet with associated faculty
2.3.b. Incorporate preventive services training into student training sessions Task 2.4. Implementation 2.4.a.Student providers will deliver oral health care services at designated school-based sites: • Head Start – Mountain View and El Monte • El Monte City School District - School Baseed Health Center - Gidley and Durfee Thompson • Two WIC Centers –Valley and Garvey • San Gabriel Pomona Regional Center
August - Nov 2012
Meeting notes from SL faculty meetingkept on file and summarized in progress reports
August - November 2012 Nov-2012
Updated SL Course Syllabi with New Student Handbook will have a preventive services component
PD; Wu faculty; DOE; GDs
Sep-2012
Meeting notes from SL faculty meetingkept on file and summarized in progress reports
PD; PM; DCO; WU faculty; GDs
August 2012 through July 2013
SL Course Syllabus will be modified to included preventive services.
PD; PM; WU faculty; GDs; Externs (Dental August 2012 through July 2013 Externs 65, Graduate Nursing/Physician Assistant 25 Total)
Targeted population will begin to receive dental services
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective #3. Increasing the percentage of children 0-5 years of age who receive therapeutic (restorative in nature) dental services Task 3.1. Planning of Service Sites for Advances (Restorative) Dental Services 3.1.a.Convene site directors for Phase II PD; PM; DCO; GDs •Head Start - El Monte and Mt. View • El Monte City School District - Health Services • WIC Centers –Valley and Garvey • San Gabriel Pomona Regional Center 3.1.b.Determine target population by site PD; PM; DCO; GDs • Head Start – Mountain View and El Monte • El Monte City School District • Two WIC centers - Valley and Garvey • San Gabriel Pomona Regional Center
August - September 2012
Phase 1.a. Year II strategy for implementation will be drafted
August - September 2012
Student enrollment at service sites obtained and/or projections of participants at WIC and SGPRC determined
3.1.c. Determine location and logistics for delivery of PD; PM; DCO; GDs services. • Head Start – Mountain View and El Monte • El Monte City School District • Two WIC Centers –TBD • San Gabriel Pomona Regional Center
Aug-2012
A list of physical locations/addresses for each service site will be detailed
3.1.d.Identify and confirm dental homes for offsite referrals. • San Gabriel Foundation for Dental Health • School-Based Health Centers - Gidley/Durfee • Western University Patient Care Center 3.1.e. Identify any other special issues
PD; PM; DCO
Aug-2012
Submission of MOU's to First5LA
PD; PM; DCO; GDs
August - September 2012
Draft of Special Considerations
Assumption: 50% of all examined children will require at least one type of therapeutic service. (Preventative and restorative). Therefore, 1,395 children will be planned for this dental service
3.1.f. Develop implementation strategy
PD; PM; DCO; GDs
August - September 2012
Implementation plan with assignments and calendar will be established
Task3.2. Re-Design Service Learning Curriculum 3.2.a.Meet with associated faculty
PD; PM; DCO; DOE
Sept - Nov 2012
Meeting notes from SL faculty meeting
PD; WU faculty; DOE; DCO
August - October 2012
Updated SL Course Syllabi with New Student Handbook will have a restorative technique component
PD; WU faculty; DOE; DCO
Sep-2012
3.2.b. Re-design service learning curriculum to include restorative dental technique
Task 3.3. Training of Student Providers 3.3.a. Meet with associated faculty 3.3.b. Develop schedule for students in academic years 3 and 4
PD; WU faculty; GDs
3.3.c. Conduct training of students
PD, PM; DCO; WU faculty ; GDs
Task 3.4. Implementation 3.4.a. Student providers will deliver advanced oral PD, PM; WU faculty; GDs; dental health care services at designated school-based sites: anesthesiologist ; Student Providers, • San Gabriel Valley Foundation • School-Based Health Center - Gidley • School-Based Health Center - Durfee Thompson • Western University Patient Care Center
Referral to dental home sites will be implemented for a select group of students with behavioral management issues.
Meeting notes from SL faculty meeting kept on file and summarized in progress August 2012; December 2012; May reports Schedule for student rotations will be 2013 developed August 2012 - May 2013
Documentation of student trainings will be provided
August 2012 through May 2013
Targeted patient population will begin to receive dental restorative services
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 4. Increase the percentage of providers (up to 220) who are trained to conduct preventive screening, assessment and dental services to children 0-5 years of age Task 4.1. Educating and Training Student Providers PD, WU Faculty, Dental Externs and other Dec 2012- June 2013 Health Discipline Externs
Dec 2012- June 2013
Meeting notes from SL faculty meetingkept on file and summarized in progress reports Updated SL course syllabi with new student handbook Student schedule
Dec 2012- June 2013
Documentation of student training
Dec 2012- June 2013
Documentation of student training
4.1.a.Meet with associated faculty 4.1.b. Redesign service learning curriculum 4.1.c. Develop schedule for students in academic years 1-4 4.1.d. Conduct training of students 4.1.e. Cultural competency and “motivational interviewing” training will be provided to all student providers
PD, Faculty, Dental Externs and other Health Discipline Externs PD, Faculty, Dental Externs and other Health Discipline Externs PD, Faculty, Dental Externs and other Health Discipline Externs PD, Faculty, Dental Externs and other Health Discipline Externs
Dec 2012- June 2013
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 5. Increase the percentage of parents/families’ knowledge of early childhood oral health needs and milestones Task 5.1. Develop educational resources Develop resource materials for no. of parents and caregivers listed below of children at the following sites: • 1191 Mountain View and El Monte Head Start • 900 El Monte City School District • 350 WIC parents/sites TBD • 350 San Gabriel Pomona Regional Center
PD, DOE, DCO
Task 5.2. Host a parent oral health-health education meetings at each of program sites. Conduct educational seminar at each of the following Dental Externs, Other Health Discipline program sites: Externs. • Mountain View and El Monte Head Start • El Monte City School District (School TBD by District) • San Gabriel Pomona Regional Center • Two WIC Centers – Valley and Garvey Education seminars for Mountain View and El Monte Head Start and El Monte City School District are held in group format. Education at San Gabriel Pomona Regional Center and WIC Centers will be 1:1. Task 5.3. Re-Design Service Learning Curriculum
Dec-2012
Draft resource materials to be provided.
Dec 2012 - June 2013
Parental participant attendance roster to be kept on file. Dates of seminars and numbers of parents attending will be reported in progress reports.
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 6. Establish a framework for sustainable program business plan.
Task 6.1. Planning 6.1.a. Convene planning meeting
GDs; PD; PM; DCO
6.1.b. Survey parents regarding child's current GDs; PD; PM; DCO enrollment status in dental health nsurance program(s) 6.1.c. Collect and analyze health insurance GDs; PD; PM; DCO information data 6.1.d. Draft framework for business model. Model GDs; PD; PM; DCO will be further developed and implemented in Years 23.
Oct-12
Meeting notes-kept on file and summarized in progress reports
August 2012 through July 2013 Copies of survey tools August 2012 through July 2013 Survey data August 2012 through July 2013 Framework will be developed
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 7. Five key program staff will receive training Best Practices in community oral health programs and policies focusing on the following 5 criterion: efficiency; effectiveness; impact; collaboration and sustainabilty. Task 7.1. Participation in national meeting sponsored by Medicaid SCHIP Dental Association and/or National Oral Health Conference. 7.1.a. Registration for Medicaid and/or SCHIP Dental PD, +4 Key personal program May - July 2013 Attendance travel and Association for the NOHC Conferences members (1 WesternU, 1 Head Start, conference documentation to be 1 WIC, 1 Regional Center) provided.
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 8.Complete evaluation activities related to project Task 8.1. Design 8.1.a Continue meetings with key program administrators and evaluation personnel to assess the goals and progress toward objectives for the project;
Evaluation Team (ET): • Evaluator Consultant • Data/IT personnel • PD • Director of Operations • Site Directors • COH
Quarterly
1.a. Meeting notes kept on file and summarized in progress reports; project plan
8.1.b Monitor measures via data collection and assessment
ET
Bi-weekly and monthly
1.b. Generated program measurement reports
8.1.c Refining hard copy and electronic data collection and storage tools/software;
ET
NA -Completed in Year 1
8.1.d Continue to monitor inputs, activities, outputs and outcomes incorportated in the progress logic model
ET
Ongoing
1.c. Protocols for data collection will be refined as needed 1.d.Bi-annual report
8.1.e Monitor progress and processes and timeline for the implementation of the project evaluation;
ET
Ongoing
8.2.b. Develop a year 2 data collection schedule and timeline for quarterly and annual program reports.
ET
Ongoing
1.e. Logic model will be monitored and report generated Note: It is anticipated that, program, individual health record and billing data will be used to assess both process and outcomes objectives. Task 8.2. Development 8.2.a. Monitor protocols for data collection; storage ET; Student Providers; Site Ongoing 2.a. Data collection and transfer, reporting and HIPAA compliance by site Personnel operations guidelines will be (SOPs) monitored for each site 2.b. See above
8.2.c. Conduct data collection/evaluation training session for program site personnel to review measures, E-val and HTTK tools and software, and protocols for data collection; storage and transfer and HIPAA compliance.
ET; Site personnel
First quarter
2.c. Training for personnel will be recorded – meeting notes kept on file and summarized in progress reports
8.2.d. Conduct data collection/evaluation training session for student providers. Collaborate with Academic advisors for incorporation into Service Learning curricula or other appropriate educational curricula
ET; DOE; SLF; BCPD; Student Providers
First quarter
2. d. Curriculum Syllabi will include student learning objectives in year 2
Evaluator and DCO
Ongoing
*Year 2 data collection *New service data will be added to database as needed
Evaluator and DCO
First quarter
3.a. Database with measures will be updated and monitored *Year 2 measures will be monitored; program services data will be available
8.3.b. Assess data collection activities (process assessment)
Evaluator and DCO
Ongoing
3.b. Ongoing log of data and Evaluation Team notes kept on file and summarized in progress reports
As needed
3.c. Ongoing log of IT
Bi-weekly and monthly
4.a. Evaluation Team meeting notes kept on file and summarized in progress reports; Quarterly Data reports
Quarterly
5.a. Meeting Notes kept on file and summarized in progress reports
8.5.b. Update report framework and tool for ongoing ET information transfer: Follow Report Calendar and Forms developed by First 5 LA
Q 1 and 2
5.b. Evaluation framework and tool will be completed and submitted per First 5 LA specifications
8.5.c. Gather information needed for inclusion in evaluation
Ongoing project year
Task 8.3. Implementation 8.3.a. Implement data collection activities
8.3.c. Conduct ongoing IT/data support technical Evaluator and DCO assistance Task 8.4. Analyze 8.4.a. Analyze project data: Hold virtual Evaluation ET Team meetings to review process and outcome objectives. The data will be analyzed to assess the efficiency, effectiveness and impact related to program personnel, protocols, and stated objectives. Need for modification of program protocols or scope of work will be assessed.
Task 8.5. Evaluation Report 8.5.a. Consult with First 5 LA to assure compliance with reporting requirements
PD; Evaluator; First 5 LA Project Officer
Evaluator, DCO
On file with Evaluator
8.5.d Develop reports
Evaluator and DCO
Q; Mid-year and Year End
5.d. Quarterly reports will be developed and submitted
8.5.e.Disseminate to Team for review and correction; Evaluator and DCO develop final draft
Q; Mid-year and Year End
5.e. Document draft review for final preparation
8.5.f. Submit program reports
Q; Mid-year and Year End
5.f. Progress reports by Q will be submitted; (see Objective 9); Comprehensive year-end program evaluation report will be submitted- see Objective 10
Evaluator, DCO, and PD
Objectives
Staff Assignment
Timeline
Deliverables
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 9. First 5 LA Progress Reporting Requirements Tasks 9.a. Participate in First 5 LA new contractor orientation (date TBD) 9.b.Attachment A. Cover Sheet due quarterly including number of children served. 9.c. Full Progress Reports that summarize and document activities conducted including process, barriers and lessons learned due at mid-year and year-end. Follow OHN progress report instructions.
All Program Personnel Q1 Evaluator and DCO Q1-Q4 Evaluator, PD and DCO
Q1-Q4
1.a.Participation in orientation (Q1) 1.b. Attachment A. cover sheet due quarterly 1.c. Full progress report due at mid-year (Q2) and year-end (Q4)
Objectives
Staff Assignment
Timeline
Include who, what, when, where, how and how much for each objective. subtasks.
Indicate staff, consultants or subcontractors responsible for the respective activity or subtask.
Indicate start and end period.
Deliverables
Indicate Deliverable and Due Date.
Activities and Subtasks Indicate the activities and subtasks leading to the fulfillment of the objective. Include benchmarks or milestones in chronological order. Include the appropriate quantity or frequency of the associated activities or subtasks.
Objective # 10. Complete Evaluation Activities Related to Project Tasks 10.a Develop project data collection tools and consent forms. Submit final project data collection tools and consent forms to First 5 LA for review.
PD; DCO; Evaluator
Sept-Nov 2012
10.b Complete Baseline Data Report Form (First 5 LA PD; DCO; Evaluator will provide template)
1.a. Data Collection Tools will be developed; First 5 LA will provide feedback on tools and consent forms 1.b Baseline Data Report Form due with mid-year progress report (Q2)
Q2 10.c. Complete Year-End Data Report Form (First 5 LA PD; DCO; Evaluator will provide template)
1.c. Year-End Data Report Form due with Quarter 4 progress report Q4
10.d. Summary of evaluation activities and findings to PD; DCO; Evaluator date due with Year-End progress report
1.d.Summary of evaluation activities and findings due with Quarter 4 progress report Q4
10.e. If applicable, submit IRB approval to First 5 LA prior to providing services.
PD; DCO; Evaluator
Q1
NA
AGENCY NAME:
Western University of Health Sciences College of Dental Medicine Office of Community Partnerships and Access to Care
PROJECT NAME:
First 5 LA Oral Health and Nutrition Expansion and Enhancement Project
CONTRACT NUMBER:
08026
CONTRACT PERIOD:
Year 2: August 15, 2012 – August 14, 2013
1. PERSONNEL: $190,640.00 (Excluding fringe) Project Director (.10 FTE): The Project Director will be responsible for the oversight and accountability of all aspects of this project. This includes supervision of project personnel and subcontractors, as well as the coordination and implementation of personnel training, project activities and clinical services. The Project Director will manage the budget and monitor the project activities as they relate to the designated timeline, evaluation and required reports. This individual will also serve as the primary contact for First 5 LA OHN project staff. Dr. Timothy Martinez, Associate Dean for Community Partnerships and Access to Care at the Western University of Health Sciences, College of Dental Medicine will assume the position of Project Director. Dr. Martinez will devote ten percent of his faculty appointment time, 0.10 FTE to this position. In Year 2, $19,906.00 has been budgeted to support the Project Director. Project Manager (1.0 FTE): The Project Manager will work closely with the Project Director and will be responsible for the coordination and operations of the day-to-day activities. This includes convening staff meetings and establishing schedules for education, training and the provision of clinical services. Due to the broad scope of this project, the Project Manager will work closely with project liaisons from each of the five designated sites and from the dental school to assure that services are synchronized and implemented in an orderly and timely fashion. Because the Project Manager will interface with school-based personnel as well as health and health practitioners of various types, formal clinical training as well as public health experience is essential for this role. The Project Manager will work closely with the Project Director and provide technical assistance regarding content, products, and evaluation and will coordinate the efforts of other staff. In particular, she will work closely with the Managing Partner to assure that all care coordination activities are taking place. She will also work with the Director of Community Outreach and Project Evaluator to assist in the coordination and management of data collection activities. This includes training of personnel, the development of a system for ongoing data collection and monitoring. This individual will report directly to the Project Director. Ms. Debbie Hartman, RDHAP will serve as the Project Manager. In Year 2, she will devote 100% of her time or 1.0 FTE to this position at an annual rate of $86,696.00.
Director of Community Outreach (.50 FTE): A new position to the project in Year Two, the Director of Community outreach will answer directly to the Project Director. This person will be responsible for the overall coordination of data systems including but not limited to the management of site reporting requirements, coordination of sites activities performed by students and faculty, and management, analysis and reporting of all program data. In Year 2, this person will work closely with the Director of Education to schedule faculty and students personnel at each site and assure that data collection systems are in place and functioning. This includes training of key personnel at each site as well as training of providers, so that data collection protocols are consistent and accurate. The Director of Community Outreach will work closely with the Director of Education, Project Director, Project Manager and Project Evaluator. Ongoing communication among these positions will assure that data systems are effective and that all critical ongoing data collection activities are taking place. This person will assist with both process and outcome measures using the First 5 LA survey tools. Use of these survey tools will assure that all data requirements to First 5 LA will be comprehensive and timely. The Director of Community Outreach will be integrally connected to all key personnel assigned to this project. The Director of Community Outreach will also work with the Evaluator to assist in both training and in the development of program reports. Josih Hostetler, MSW is being promoted to serve as the Director of Community Outreach. In Year 2, this position will require a .50 FTE and has been budgeted at $37,500.00. Director of Education (.894 FTE): This line item supports the position of the Director of Education. This position will be responsible for the coordination and scheduling of the 240 dental students’ in Phase 2 of this Initiative. This person will be responsible for scheduling and blocking time for students, and mapping dental school accreditation standards and competencies with activities and services students will be assigned to. Specifically, this person will schedule and assign each of the first through 4 year dental students to their appropriate school-based rotations, by academic year. This position is critical to assuring that all dental students receive the clinical and educational experiences required by the ADA Commission on Dental Accreditation for accredited dental schools. Also as part of this responsibility, this person will monitor the number of experiences, including the unique experiences that this model program is demonstrating. The Director of Education will work with the Director of Community Outreach and Program Evaluator to assure that data is systematically collected and available for program assessment. Ms. Marisa Sayler will serve as the Director of Education for this project. This position will require .10 FTE and has been budgeted in Year 2 for $6,870.00. Director of Operations (.11417 FTE): This line item supports the Director of Operations. The person in this position will report directly to the Project Director and will have oversight of the program budget which includes program income and program expenditures. This person will serve as the compliance officer and manage personnel timesheets, contractor invoices, travel, equipment purchases, and ongoing program operations expenditures. As part of this responsibility, the Director of Operations will strictly monitor program services and expenditures to assure that they follow and meet budget and program specifications as outlined in the contract with First 5 LA.
Specifically, this person will monitor the target population so that funds expended in this program are directed only to children ages zero to five. This person will also be responsible for complying with policies and meeting necessary deadlines required by the Budget Office and Grants Office at the WUCDM. The Director of Operations will dedicate a half day/week or .10 FTE to this position. Anna Enriquez will assume the responsibilities of the Director of Operations. $8,234.00 has been budgeted in Year 2 to support this position. Administrative Assistant (1.0 FTE): This line item will support an Administrative Assistant who will serve the program in multiple capacities. This person will help organize all documents that will encompass the WIC, Regional Center, Head Start, and Grades K extramural activities. Furthermore, this person will serve as a resource to students, faculty and staff in the resolution of moderate to complex problems or issues. Organizational skills are required for a variety of business correspondences, reports, confidential documents and/or forms, related to the extramural sites. This person will also work with the Project Director in the preparation of the templates necessary for the sustainability plan that will be implemented during Phase II of this Initiative and support the Director of Community Outreach. In Year 2, $31,434.00 has been budgeted to this position. Dental Interns: Students currently enrolled in the Western University of Health Sciences, College of Dental Medicine will provide education and comprehensive oral healthcare services to children enrolled in the First 5 LA OHN Project at all five of the school-based sites listed in this program. These services will be provided in-kind by the University. The value of these in-kind clinical services in Year 2 is estimated to be approximately ($391,680). Please note that changes in personnel costs include a 3-7% merit increase that is reflective for Fiscal Budget Year 12-13. 2. CONTRACTED SERVICES: $114,060 General Dentist (.40 FTE): This line item will support a general dentist who will serve the program in a clinical capacity. Dr. Jonathan Jackson, will provide ongoing technical assistance to the Project Director and personnel to assure that all current professionally recommended pediatric dental guidelines are followed. In addition, Dr. Jackson will provide clinical services at the El Monte Durfee/Thompson School Clinic. The Clinic is one of the noted referral sites for children requiring treatment services. As such, he will be using RDAs at the center which will expand the capacity of the program to see more children. Dental students participating in the program will be exposed to this model and gain working knowledge of their use in clinical practice. Dr. Jackson will commit 16 hours per week, (.40 FTE) @ $65.00/hour for 40 weeks to the project. In Year 2, $41,600.00 has been budgeted to this position. General Dentist (.20 FTE): This line item will support a general dentist who will serve the program as a clinician. Dr. Dianne Tungol, will provide ongoing technical assistance
to the Project Director and personnel to assure that all current professionally recommended pediatric dental guidelines are followed. In addition, Dr. Dianne Tungol will provide clinical services at the El Monte Gidley School Clinic. The Clinic is one of the noted referral sites for children requiring treatment services. As such, she will be using RDAs at the center which will expand the capacity of the program to see more children. Dental students participating in the program will be exposed to this model and gain working knowledge of their use in clinical practice. Dr. Tungol will commit 8 hours per week, (.20 FTE) @ $65.00/hour for 40 weeks to the project. In Year 2, $20,800.00 has been budgeted to this position. RDA - Gidley Site (.50 FTE): This line item will support an RDA who will serve the program at the El Monte School-based Health Center (Gidley site) as a Registered Dental Assistant. As the program begins to implement the Phase II aspect of the project with an emphasis on restorative and more comprehensive dental treatment, key infrastructure personnel are critical for continued programmatic success. Equipment set-up, compliance with infection control/OSHA/HIPAA, patient triaging, supply ordering and inventory, equipment maintenance, and claims processing preparation (for program sustainability) will be key functions of this position. This position will be contracted at 20 hours per week, (.50 FTE) @ $19.00/hour for 44 weeks to the project. In Year 2, $16,720.00 has been budgeted to this position. RDA - Durfee Thompson Site (.50 FTE): This line item will support an RDA who will serve the program at the El Monte School-based Health Center (Durfee Thompson Site) as a Registered Dental Assistant. As the program begins to implement the Phase II aspect of the project with an emphasis on restorative and more comprehensive dental treatment, key infrastructure personnel are critical for continued programmatic success. Equipment set-up, compliance with infection control/OSHA/HIPAA, patient triaging, supply ordering and inventory, equipment maintenance, and claims processing preparation (for program sustainability) will be key functions of this position. This position will be contracted at 20 hours per week, (.50 FTE) @ $19.00/hour for 44 weeks to the project. In Year 2, $16,720.00 has been budgeted to this position. Center for Oral Health: This line item represents the negotiated rate of payment to the Center for Oral Health. Under a formal agreement, the Center will provide the following services: 1). COH would be involved in the training of Western University dental students around motivational interviewing and how to engage clients; the goal is to accomplish behavioral change. 2). COH personnel would make on-site visits to ensure that Western University is compliant with their scope of work as it pertains to the WIC sites around anticipatory guidance, fluoride varnish applications, and oral health assessments.
3). The Healthy Teeth Toolkit (HTT) developed by COH will be modified and adapted for this project to allow the dental students to record client case information, dental procedures, referrals, contact records, and appointments for each patient. In Year 2, $8,220.00 has been budgeted to this organization. Business Management Consultant: This line item will support a Business Management Consultant who will serve the program as a technical advisor for maximizing Medicaid dental claims specifically for School-Based Oral Health Programs. Kathryn Dolan, Director, Tufts Community Dental Program (who oversees one of the most successful national School-Based Oral Health Programs) will provide ongoing technical assistance to the Project Director. In Year 2, $10,000.00 has been budgeted to this position. 3. EQUIPMENT: N/A 4. PRINTING/COPYING: $4440.00 This line item represents the cost for printing program forms such as parent consents, dental and physician referrals, parental reports, and brochures for program promotion. The cost for the printing of these items is estimated at $4,440. This amount is based on 12,000 items (4,000 each: program promotion forms, patient consent forms, educational materials) at $0.37 cents per copy. 5. SPACE: $2508.00 This line item represents the costs of leasing storage space for the First 5 LA OHN project portable equipment and off-site supplies. This space is needed so that project personnel may access supplies and equipment when needed. Previous space access was limited to 8 hours per week day and was not sufficient to accommodate the supply need based on the various site and event schedules. This unlimited access storage unit has an increased size of 14’ x 16’ which provides the required space needed to store all items. A monthly rate of $209 has been determined to cover this cost of this size space. The total cost for space in Year 2 will be $2,508.00. 6. TELEPHONE: $2,376.00 The First 5 LA OHN project will require two telephone lines for day-to-day operations. This line item includes the monthly cost of these 2 lines. It is estimated that this will cost $99/month/phone line. The total cost of phone lines budgeted in Year 2 is $2,376.00.
7. POSTAGE: $1,880.00 This line item represents the cost of postage for the mailing of program items such as brochures, flyers and program updates. In Year 2, we estimate 4,000 items will be mailed. The cost of stamps in Year 2 is estimated at $1,880.00 based on a unit cost of $0.47 cents.
8. SUPPLIES: $3,420.00 Also included in this line item is the cost of miscellaneous office supplies such as paper, staples, paper clips, folders etc… and other office materials used to support the administrative component of the project. Office supplies are estimated to cost $275.00/month. In Year 2, $3,300 has been budged to support these supplies. The total cost for this line item which included both the office and mailings in Year 2 is estimated to be $3,420.00. 9. EMPLOYEE MILEAGE AND TRAVEL: $3,740.00 This line item represents the cost for mileage of project personnel traveling to and from the five school-based sites. The estimated mileage to and from these sites over the one year time period is approximately 6,800 miles. Based on the federal rate of $ 0.55 per mile, we have budged $3,740 in Year 2 to cover the cost of these trips. 10. TRAINING EXPENSES: $10,493.00 This line item represents the cost of training key program personnel in Medicaid and CHIP. Four key project individuals representing Western University, Head Start, WIC, and the Regional Center will attend the 2011 Medicaid and CHIP Oral Health Symposium in Washington DC to gain knowledge and understanding of state Medicaid and CHIP dental program policies. Because 90% of the children targeted in this project are Medicaid and CHIP beneficiaries, it is imperative that program administrators gain comprehensive understanding of policies, programs and benefits that support dental services for the children served by this First 5 LA initiative. This symposium will provide the opportunity for program personnel to gain insight regarding best practice Medicaid and CHIP models for school-based programs. This will support the planning for Years 2 and 3 of the project, which will address third-party payment mechanisms and program sustainability. The symposium registration and travel costs for 5 program administrators to attend this symposium in Year 2 is budged at $1,750/person totaling $8,750.00 This line item also supports travel for the Director of Community Outreach to attend an E*Value training/user conference. It is critical that all key staff assigned to any aspect of data collection and reporting participate in the training sessions in October of 2012. The cost for travel to these training sessions for the Evaluator is budgeted at $1750/trip, totaling $1,743.00 in Year 2.
11. EVALUATION Evaluation Consultant: The Evaluation Consultant will work closely will all key project personnel and report directly to the Project Director. This position will be responsible for carrying out the five phases of the First 5 LA OHN Project Evaluation. This includes oversight and coordination of the evaluation design, development, implementation, analysis and reporting of the First 5 LA OHN project. The Evaluation Consultant will monitor all process and outcome measures. This person will provide technical assistance and guidance to key personnel including but not limited to the Project Director, Director of Community Outreach, and Project Manager. The Evaluation consultant will also meet with key individuals, TBD at each site, who will be responsible for data collection activities. The Evaluation Consultant will assist in providing training to those individuals responsible for data collection, and will be available for ongoing consultation as needed. The actual methodology for data collection will be established in conjunction with the Director of Community Outreach and the Project Manager. Ms. Mary Foley, RDH, MPH will serve as the Evaluation Consultant for this project. It is estimated that this position will require approximately 42 hours/month @ $100.00/hour, at a total of $50,000 for Year 2. 12. CAPITAL COSTS N/A 13. OTHER EXPENSES AND INDIRECT COSTS: $60,425.00 This line item supports other miscellaneous program items such as patient take-home preventive materials (tooth brushes; toothpaste and fluoride rinses). The cost budgeted per child is approximately $2.00 times 3,000 children=$6,000.00. Other disposable dental supplies such as masks, gloves and patient bibs is budgeted at $4.50/child =$13,500.00. Preventive and restorative materials (composite, amalgam, dental sealant supplies etc.) will also be purchased. These supplies are estimated to cost approximately $11,000.00. A major expense in this line item includes a percentage of the cost of E*Value dental software. The WUCDM has purchased a licensure agreement from E*Value for use of the software by the dental school. Because this software will provide the mechanism for program data collection which includes dental provider and patient services monitoring, we have budgeted 50% of the cost of the software and licensure agreement to this project. The overall cost of the software and its use is $27,000.00. This line item will support 50% of this cost or $13,500.00. Indirect costs are budgeted at the maximum allowed rate of 10% of personnel costs or $19,064.00 excluding fringe.
