SMP Sub-Grantee Management
What We Will Cover Today
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Why Sub-grant?
Contracts & Work Plans
Communication
Reporting
Monitoring
FAQ’s and Lessons Learned
Why Sub-grant?
• Statewide coverage
• Culturally competent outreach provided
by known, trusted providers
• “buy in” from existing service providers
– increased knowledge and understanding of
program
Illinois SMP Sub-Grantees
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Area Agencies on Aging
Catholic Charities (Cook, Lake County)
Senior Services Associates (Kane County)
Illinois Network of Centers for Independent
Living
• Coalition of Limited English Speaking Elderly
• Illinois Attorney General’s Office
Contracts & Work Plans
Contracts & Work Plans
• Clear expectations for sub-grantees
• Balance of standardization and flexibility
– Standardized: workplans, contracts, reporting
forms, referral of fraud complaints
– Flexible: types of outreach conducted,
materials utilized, who conducts outreach
(staff/volunteers)
Contracts & Work Plans
• Senior Service Agencies
– Area Agencies on Aging, Catholic Charities,
Senior Services Associates
– Funding – two components:
• 1/2 based on population
• 1/2 based on specific additional work plan activities
(recruiting and maintaining volunteers, six fraud
presentations/year)
Contracts & Work Plans
• All Senior Service Agencies:
– Acknowledge participation on website, in newsletters
– Share Fraud Alerts with network
– Share SMP information & materials at community
events, presentations on health care topics
– Refer fraud inquiries to AgeOptions
– Target outreach to at least one specific population
– Evaluate and utilize volunteers (no active recruiting)
Contracts & Work Plans
• Some Senior Service Agencies also:
– Provide at least fraud-specific 6
presentations/year
– Recruit and maintain at least 2 volunteers to
assist with SMP outreach
(additional sub-grant funding for these activities)
Contracts & Work Plans - INCIL
• Illinois Network of Centers for Independent
Living (INCIL)
– SMP conference calls
– Shares Fraud Alert emails with network
• 4 Centers for Independent Living (CIL’s)
– Staff trained by AgeOptions
– SMP presentations to people with disabilities
– $200/presentation
Contracts & Work Plans - CLESE
• Coalition of Limited English Speaking
Elderly (CLESE)
• Network of 50 ethnic agencies in
Chicago and surrounding suburbs
• Provide SMP presentations and media
outreach - 12 different languages
– Arabic, Assyrian, Bosnian, Spanish, Polish,
Russian, Chinese, Korean, Japanese,
Vietnamese, Hindi, Gujarati
Contracts & Work Plans – Illinois
Attorney General’s Office
• Silver Beat Program
– Former “Senior Sleuth” program - volunteers
– Educate seniors and empower them to
share fraud information with others
– 2-3 hour training
• Attorney General present at some
• 6 sessions in FY2010; 244 attendees
– Media attention/publicity for SMP
Communication
Communication
• Each sub-grantee designates 1 SMP “coordinator”
– trained by AgeOptions
– All communications from AgeOptions sent to
coordinator and executive director of partner agency
• Weekly Fraud Alert emails
– Current scam information, fraud in the news, other
important updates
– Sent to SMP partners, LTC Ombudsman, law
enforcement, other providers, consumers across state
Communication
• Quarterly meetings/conference calls for
all partners
– Fraud-related speaker/presentation
– Program updates
– New materials
– Activity updates from partners
– Q&A/feedback from partners
Reporting
Reporting
• Sub-Grantees: Monthly or Quarterly
activity reports (paper or electronic)
• AgeOptions enters and tracks data
• Simplified reporting forms
– SMARTFACTS forms - too confusing, not
obtaining full data on 1-on-1 counseling
and simple inquiries
Reporting
• Two forms:
– Outreach form
• Blank line for “topic” reveals more detail about
outreach topic(s)
– 1-on-1 counseling and Simple inquiries monthly tracking for each topic
• If volunteer completes activity, coordinator
indicates name of volunteer and hours
worked on form
Monitoring
Monitoring
• AgeOptions:
– Tracks partner activities each quarter, as
reports are submitted
– Contacts partners semi-annually to discuss
work plan items not yet completed
• 6 months + 1 month before end of fiscal year
• No surprises - partners are aware of what remains
to be accomplished, have time to do so
• Assessed before assigning new contract each year
Monitoring
• SMARTFACTS
– Counties reached
– Targeted populations reached
• Excel Spreadsheet - total activities
completed by each partner
– Monthly & across fiscal year
– Tracking specific work plan items
FAQ’s from Sub-Grantees
• Reporting forms
– AgeOptions created new reporting forms
• SMP materials - need updated
materials, suggestions for materials
– All Illinois SMP materials now on website
(www.illinoissmp.org)
• Brochures, health care journals, Illinois SMP
toolkit, tip sheets, PowerPoint presentations,
reporting forms
FAQ’s and Lessons Learned
Lessons Learned - Communication
• Single point of contact at each agency
• Streamlines communication, maintains
consistency and clarity
• Frequent monitoring
• Informed partners - positive relationships
• Work plan activities accomplished on time
• Feedback from partners
• Better response to partners’ needs
• Creative outreach ideas
Lessons Learned - Monitoring
• Tracking makes monitoring possible
– SMARTFACTS reports - beyond OIG
report
– Excel spreadsheets
• Track each partner’s activities separately;
specific work plan items
• Use formulas to sum activities, etc.
– Written documentation of communications
with partners about specific issues
Thank You!
Erin Weir
Healthcare Consumer
Protection Coordinator
AgeOptions
(708)383-0258, (800)699-9043
TTY: (708)524-1653
[email protected]