Responsibilities of Direct Service Providers
Using the Program Coordinator and/or Evaluator as a resource, Direct Service Providers select standardized instruments and/or develop data collection tools to measure the impact of the funded program. This includes the development of tools and/or procedures to continuously monitor and improve services to clients.
The Direct Service Provider is responsible for submitting Quarterly Outputs/Counts Reports, a Mid-Year Report (see Mid-Year Report Instructions), a Year-End Report (see Year-End Report Instructions), and an annual demographics report submitted with fourth quarter reports. All are to be submitted to Durham’s Partnership for Children according to the schedule in this manual. The forms for all reports are on the Partnership’s website and also appear in this manual.
When program or staff changes occur, or if problems arise that affect program implementation, the Direct Service Provider is responsible for notifying the Program Coordinator immediately.
The DSP is required to read all written reports received from the Program Coordinator and/or Evaluator and to confirm their accuracy in writing. If corrections are needed, the Direct Service Provider will let the Program Coordinator and/or Evaluator know what to change, so that the DSP can then confirm the accuracy of the report.
Responsibilities of Program and Evaluation Coordinators
The Program Coordinator and/or Evaluator complete initial consultations with DSPs within the first 90 days in order to review the Full Activity Description (FAD) and develop the Evaluation Plan (see Evaluation Plan Form Instructions and Evaluation Plan Review Form). After the initial consultation, the Program Coordinator and/or Evaluator provides technical assistance to Service Providers, as needed, on details of the FAD and/or Evaluation Plan. When the final plan is received at the Partnership, it is filed in a notebook to serve as a reference for reviewing reports.
All data collection tools are filed in a notebook at the Partnership to serve as a reference for reviewing reports submitted by the provider.
The Program Coordinator is responsible for planning and carrying out monitoring visits, observations of service delivery and/or subcontracted grants monitoring visits and for submitting Monitoring Visit Reports.
The Program Coordinator and Evaluator are responsible for reviewing all reports received from Direct Service Providers for consistency with the evaluation plan and for steady progress toward annual goals. In addition, they submit to NCPC the data which every Partnership is required to report quarterly. In the event of barriers to, or problems with, program activities or data collection, the Program Coordinator, Evaluator, and the Service Providers work together to figure out how to remove or resolve them in a timely manner so that goals can be met.
The Program Coordinator and/or Evaluator provide technical assistance as requested by the DSPs and serve as a resource as needed. Informal communication is ongoing throughout the year in order for Durham’s Partnership for Children to stay abreast of developments.
The Allocations Committee requests periodic updates on progress of DSPs from the Program Coordinator. In those summaries, successes and concerns are noted.
Because program changes are often reflected in budget, and spending rates are indicators of program implementation, the Program Coordinator, the Finance Director and the Contracts Manager maintain regular communication.
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