KEY FEATURE: SUMMARY OF PROGRAM COMPONENTS

Every service delivery program can be broken down into a series of separate components (i.e., steps, activities, and services) that make up the work of the program and produce program outcomes. With this Form you will keep an annual log of these program components. This Form is not meant to substitute for whatever detailed records (e.g., attendance records or client case records) that you will keep as a regular part of your program management practices. The Form is a tool for summarizing your program records.

1. Program and Year

1. Program Name: Enter the name or title of your service delivery program.

2. Year: Enter the year for which you are completing this log. Remember, you need to complete one Service Delivery Program Implementation Log for each year of the program period. (If your program begins in September 1995, leave the months from January to August blank in 1995 and start a new log for January 1996.)

2. Implementation Log

1. Program Components: In the left-hand column of the table, fill in the various steps, activities and services that make up the program. Begin with the important preparatory steps that laid the foundation for achieving desired outcomes (such as recruiting volunteers or training service providers), then list the activities related to the desired program outcomes (such as counseling sessions with clients or after-school sports services for teens). Your program may actually be composed of many, many small tasks. Try to group smaller tasks together and list only the most significant steps, activities, and services. Be as specific as possible in your brief description of each program component.

   Number each program component sequentially. If you have more than six components during a given year, you will need to copy additional Forms for the same year. (If the component continues into a new year, use the same identifier number each year.)

   Use the list below for ideas to get you started. This list may not include all of the steps, services or activities that your program actually implemented, but it will give you an idea of the kinds of things to include.

   Examples of Program Components Train staff or volunteers Develop curricula Circulate flyers or brochures Perform client needs assessments Hold classes for participants Provide health screenings Give presentations or lectures Hold socials or ceremonies Conduct workshops Make mentoring matches Sponsor sports programs Hold field trips Attend cultural events Sponsor job training sessions Provide direct services for clients Visit families at home

   In the Metropolis example... The first major activity of the Metropolis Community College Family Life Program was to provide training for trainers in early January, 1995. Throughout the year, subsequent program activities and services for Metropolis parents and families include: parent training classes, home visits, family dinners, a special lecture, and a winter holiday family celebration.

2. Number Served/Participating Per Month (Unshaded Top Box): For each of the program components listed in the first column, write the number served or number participating in that program component in the top unshaded box under each month of the year. This number may represent teachers trained, families served, youth counseled, volunteers recruited, or another participant unit of the specific component. Note that this monthly number served may count individual participants multiple times if they received services or had contact with the program more than one time during that month. Enter 0 under months where the specific program component did not take place.

   In the Metropolis example... There was a Training for Trainers Session held in January. Since 2 parent trainers received one day of training, the number 2 is written in the top box under "Jan" and 0's are entered for the remaining months. The second component activity was Parent Training Classes (item 2). They were held twice per month with varying participation rates among the 18 enrolled parents during January, 18 parents attended the first session and 16 attended the second for a total participation of 34 parents for the month; in February, 6 parents attended the first session and 4 attended the second class for a total participation of 10 parents for the month. Home visits (item 3) also were conducted as part of the Family Life Program. Home visits were conducted in 10 homes in January, 9 in February, and 12 in March. And so on throughout the year.

3. Average Session Time in Hours (Shaded Bottom Box): For each of the program components listed in the first column, write the average number of hours that services were provided or activities were conducted in the bottom shaded box under each month of the year. Round actual times to increments of quarter hours. If there were several sessions or activities of varying lengths of time during the month, enter the average time spent. For example, if three youth received counseling sessions of 1 hour, 3/4 hour, 1 1/4 hours, respectively, then the average time entered would be 1 hour.

   In the Metropolis example... Parent Training Classes (item 2) were conducted twice per month for 2 hours per class, totaling 4 hours per month. In August, 1 two-hour class was canceled, so only 2 hours are entered.

4. Total Served and Unit: Enter the total number of unduplicated participants served during the year. That is to say, enter the total number of individuals, families, or groups served, regardless of the number of contacts each made with the program during the year. Let's say, for example, that Joe, Terence, and Camile attend a job training workshop in February and Joe, Terence, and Sandy attend a second workshop in March. The total unduplicated number served for the job training program would be four people (Joe, Terence, Camile, and Sandy). Be sure to specify the unit (students, parents, families, volunteers, community members, etc.). This unit should be the same unit that is used for the numbers entered in B, Number Served/Participating Per Month.

   In the Metropolis example... A total of 18 parents from 11 families were enrolled in the program. Over the course of the year, different numbers of parents attended each Parent Training Class (item 2), but all 18 of the parents attended 1 or more of the classes and so 18 Parents is entered in column D. Similarly, the 4 Family Dinners (item 4) were attended by 8, 6, 7 and 8 families respectively with some of the same families attending more than one dinner and the total number of different families served was 9.

5. Notes and Explanations: Enter any special notes or brief explanations that clarify the program component or explain unusual levels of participation.

   In the Metropolis example... The Family Life Program's February Parent Training Class experienced low turnout rates because of bad snow storms, which are noted in the last column.

SAMPLE TABLE: FORM 2-2A SERVICE DELIVERY PROGRAM IMPLEMENTATION LOG (METROPOLIS COMMUNITY COLLEGE FAMILY LIFE PROGRAM)

FORM 2-2A (Wordperfect Format)