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Module 6:  Implementing a Digital Submission System  Deborah Forest  A deborah.forest@waldenu.edu  EDUC 8843 Managing and Leading  Dr. Powell  Walden University  May 22, 2011  Executive Summary Draft The goal of implementing a digital submission system is to aid the subcontracting Early Intervention therapists’ communications with the entities they are responsible to for documentation of client information. Children are a protected group thus the progress or documentation of sessions is very important for accountability. The Early Intervention specialist travels and is rarely in a face to face situation with the county or contracting entities except one or two times a year. The problem has been time delay, lost correspondence, and non-uniform forms that must be completed by the many different therapists and the many different entities.  Implementing a Digital Submission System  Early Intervention Specialists **Problem Summary ** Early Intervention specialists (EIs) are responsible for communicating the progress of their clients by completing required forms that are part of the process of receiving early intervention services. Currently most of the communication and forms are completed then submitted through the U.S. Postal system or other courier services. Sometimes there are forms available online, but not everybody accesses them and they are not required to do so. Although, some of the required forms are currently available on line for retrieval and use during sessions, it is not congruent in relation to every entity that contracts with the county. Thus there is no structure or consistency in form completion within a specific county or within the state. There are sixty-seven counties in Pennsylvania. Without entering a stance on local, state, and federal powers, there are a lot of counties that are ultimately accountable to the state for EI funding. In turn the state is susceptible of federal scrutiny if federal funds are applied to the state budget that aids the Early Childhood programs. Thus accountability during audits is very important in the chain of events that leads to the acquisition of funding from all levels of government. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Background Information ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Invo Health Care (Invo) is one of several private contracting companies providing Early Intervention specialists to many of the counties in Pennsylvania. The company is located near Philadelphia, Pennsylvania. They were founded by a teacher and an occupational therapists in 1993. The clientele of Invo Healthcare are the county programs that have been enacted to work with Early Childhood in Pennsylvania. The state government funds and regulates the Early Intervention services for their area. The face to face clientele are the children and family who are eligible for Early Intervention services. There are three main types of early intervention specialists, physical, occupational, and speech. The county via Invo also hires special instructors that specialize in a variety of areas or might be better equipped to work with social concerns. The specialists travel to homes or other areas that are considered the natural part of the child’s environment. The ages of this group are 0-3 and 3-5 years old. At three years old the child is eligible for Intermediate Unit (I.U.) services, which are directly connected to the Department of Education. Invo can be located on the web at invohealthcare.com. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Stakeholders and Decision-Makers ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The plan is to first implement the performance intervention with Invo Healthcare and their therapists. The success at Invo will definitely benefit their therapists and their audit process. In turn, this could lead to a broader acceptance that will be discussed in intervention strategy three which was not chosen at this time. Thus the main stakeholders are the representatives at Invo Healthcare and the therapists they employ. The decision makers that implement a system with digital forms are the representatives that receive the information and make it available to the county. Invo is not a large company, but has grown. T. White is the head of hiring and organizing the EIs. She would have the final say as to the benefit for the therapists. However, prior to final decision several other stakeholders can aid in the diffusion process of a digital submission system at Invo. B. White is the training representative and would be a decision maker and implementer because she works with training the therapists credentialing. S.Tobin is a therapist coordinator and a county liaison; she is a likely member of the acceptance and implementation team. These are definitely three key people from Invo to participate in the interview process. “ The therapists ‘go to’ people at Invo who are forms of managers’ they are the coordinators” (B.White, Invo, Interview). As coordinating managers for certain entities and therapists their goal is to “create a work environment where your people can succeed” (Chavilier, 149). Success should be part of the entire process. There are two therapists that have been subcontractors with Invo since its inception. They are very respected and often sought after for basic questions by beginners within their respected counties. S. Henry and M. Merlin would be excellent candidates for the interview process, as well as, informal opinion leaders. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Performance Gap: Cause Analysis ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The issue is a performance gap largely based on environment, resources, and a hierarchy organizational structure that incorporates the county, the contractor, and the subcontractors who work with the clients. The gap is the lack of congruency, speed, and quality of the communication between these entities. There is not congruent system utilized by the several entities and the counties for which they contract. Accordingly, there is no congruency between the therapists who subcontract with the entities that are accountable to the counties. Thus, the communication is not always efficient which leads to discrepancies during the audit process. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Actual Current Performance. **During a session therapists are required to fill out a session note. An example is in the appendix section. These session notes require the signature of the parent or guardian, responsible adult, and the therapist. After the therapist returns home, or at the end of the month, they complete the other forms required. All of the forms, including time card are mailed to Invo. Therapists can visit up to 5 or 6 children a day. The sessions are usually regulated to an hour long. Some of the variables depend on case load and the child’s needs. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Desired Performance. **The therapists have been informally discussing an electronic system for form submission. Accordingly, Invo has asked several of its subcontractors what their preferences might be in regards to record keeping. Invo’s desire is to keep their records organized in a manner that will excel during the audit process. The development of a submission system would allow therapists to deliver some forms in real time, improving the quality and the inconsistency in time. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Performance Gap. **Therapists would like to communicate while on the go. It would be useful to have a digital system so some of the forms could be completed while at sessions, during travel, or during wait time between sessions. The current system keeps the documents in the hands of the therapists until the end of the month when everything is mailed in at one time. However, many clients are seen on a weekly basis, or only one time a month. Holding the documents for a month creates a delay in the file completion process at Invo. In addition, if therapists wait until the end of the month to fill out the forms and the child is seen on the 3<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">rd of a month than that information may not be valid. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Cause Analysis. **The issue is not strictly a human performance problem. It is a conglomeration of events that are impacting the environment the therapists and the entities must comply with. Technology is become more prevalent and many therapists are using technology during their sessions. However, the entities are not requiring technology. Consequently, counties and states are requiring faster correspondence, but not providing a means of communication. A large concern this year is the economy. The funding of these services has been cut. In addition, gas prices have increased which directly affects the therapists’ budget. Although many therapists will get their own technology they will not purchase the programs, such as Adobe, to complete these tasks. This has placed the burden on the entity to provide a form submission system that can be used at the end of the day or during sessions for therapists to complete unified documents that meet county expectations. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Organizational History and Backgroud ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Goals. **To implement a digital form submission process that will expedite the correspondence between the entities, improve the quality of the information during audits, and maintain the confidentiality of the clients. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">History. Early Intervention: ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Mission and Vision. **One of the primary purposes of Early Intervention is to enhance the capacity of families to support their children’s well-being, development, learning and full participation in their communities. Invo believes that support and services should: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">occur in a child’s natural environment; <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">include the family members, care providers and friends; <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">focus on the child’s talents and gifts and support them within the context of typical play; <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">utilize expertise to adapt and accommodate routines, activities, and places to support the child’s full participation and learning (invohealthcare.com). <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;"> <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Three Intervention Strategies ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The intervention strategies involve levels of digital ability and access. They range from the least expensive to more expensive and more expansive plans. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Low end intervention. **This intervention would simply require the therapists to purchase some form of communication device. It takes the cost away from Invo and places it on the therapists. It is only a low cost intervention strategy for Invo. I leave it hear, because it was truly discussed last year as a means to invoking change in the way the contractor, county, and therapists communicate. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">It could be a mini lap top, regular lap top, or tablet. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">This intervention process already failed. It was considered unrealistic to leave the responsibility up to the therapist. In addition, therapists want to make independent decisions on which device they would purchase using their own funds, not to mention personal preference. Almost any device today could accomplish the task of digital forms submission. Thus if a therapists does not agree with using technology in the homes they could still complete and return forms daily when they return home. It would still speed up the monthly wait issue. Reference Appendix A. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Middle end intervention. **This strategy could be considered a low end strategy; however, I will maintain it as the middle strategy, because it came after contemplation of the mobile device intervention. The goal in this strategy is for Invo to develop a form system that is available digitally and compliant with the county. It placed the costs back on Invo and it would require purchasing materials, setting up unified forms, creating a submission system, and training the therapists on how to complete the process digitally. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">High end intervention. ** This may not be more expensive for Invo, but the intervention would be on a much larger scale. If the county in conjunction with all the entities that contract with them would agree upon and develop a system that would unify all forms and submissions it would <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">ease all of the issues identified in performance gap. The improvement would impact everybody and not just Inov. This would be a larger undertaking requiring more time and manpower. There would need to be agreement across the entities and the counties. Due to economic issues it has been discussed and dismissed several times. However, the middle intervention does present the opportunity for a pilot test while benefitting Invo directly. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Justification for Intervention Strategy ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Justification of Intervention Strategies <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The main limitation for all of the strategies is cost and concern over who is responsible for the budget. All three interventions will place the main portion of cost on, the contractor, subcontractor, or county. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The strength of any of the strategies is the ability for the specialists to begin using a fast and connected form of communication. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The Intervention strategy that has applicability to our entity is the middle cost intervention strategy. This strategy involves the subcontractor utilizing a connectable device, but provides a format by their contracting entity of streamlined forms and submission procedures that will be completed in timely manner strengthening the accountability of their EI Services. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Interview Commentary: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The subcontractor coordinators stay very busy reminding therapists to complete and submit forms. They contact the therapists by telephone, email, or if needed a postal service. The therapists then prints many of the forms and writes their notes and information on the forms and sends them back to the contractor via a postal service, fax, and sometimes they are returned via digital communication. This puts the coordinator back on alert looking for and tracking forms for each client. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The contracting entity has placed forms in an on line retrieval system. The therapists can go in and order forms. They are mailed to the therapists. This cuts the printing cost for the therapists, but keeps the cost with the contractor. There are also forms that can be modified and returned to the entity. However, not every therapist knows how to do this or simply refuses complete this type of submission. Accordingly the forms that are available in this format require specific software on the therapists’ computer. Many therapists have not switched to Firefox or have not updated their Explorer. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">A major concern is training. There are also a few forms that require signatures. How will digital signatures be accepted? <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The Strategies not used: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The first strategy is still a good strategy and might be reconsidered as a step in the redesigned process. The therapists should invest in some form of connectable, portable device. This device will make the benefits of an established system easier to use. However, if the therapist maintains a home computer it will also support the strategy chosen for this project. The documents can be completed and returned via internet. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The last strategy is also a good strategy that might be considered if the second intervention is successful. The county could streamline their system. They could provide training to all therapists and contractors. However, at this time strategy three is expensive and expansive. It brings in other entities, larger entities and involves higher costs and a level of bureaucracy that might slow the process. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">During discussion at the quarterly face to face meeting costs have been the biggest issue. “This year is not a good year to request change” (Group Discussion during therapists training). <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The Manager’s Many Roles ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Project Manager Responsibilities <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The mid-level intervention strategy and the role of project manager. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The goal for a successful project manager in guiding the implementation and successfulness of this strategy is to “save organizational resources, increase productivity, and increase the likelihood the project will be successful” (Januszewski, p. 183). The manager/leader of this project will have a combination of the qualities and skills listed and described in Chapters by Chevalier, Rogers, and Januszewski. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Informal and Formal Leaders: ** The manager as leader will need to promote the success of changing from paper and pen to digital. The formal centralized leaders from Invo will influence the therapists who are already proactive in technology. They will also have an opportunity to positively influence the long time therapists that are loyal to Invo for their other qualities. In turn the informal leaders, the therapists can influence other therapists that may not be as receptive to moving from paper and pen to digital. These informal and formal leaders can become counselors or cheerleaders. The counselor opens “lines of communication” (Chevalier, p. 40). Incorporating some elements as the coach as leader, they can provide examples, they can offer mentorship, and they can cheer during any joint session when others are trying the new system. My role will be a member of the informal leader in the implementation of the digital submission system. I have only been with Invo for three years, but I am one of the people who have been discussing technology during every face to face session. Accordingly, I repetitively ask our coordinator, S. Tobin, when I can complete our forms online. However, I am newer and not well known. I will come in after some influence by the respected members has been achieved. I will be able to be coach, mentor, and be a cheerleader. I can also be a member of a trail run group. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Management: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Resource management will be based on Invo. Again, this is out of my realm and identification with Invo. However, they will assess the progress and success of the submission system. The making of streamlined forms will be easiest part of the process. Completing the digital system with resources that will maintain confidentiality will be part of the resource management’s teams duties. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Delivery systems management will be responsible for the “medium and method of usage that is employed to present to the learners” of the new system (Januszewski, p. 184).. B. White and a technology representative from Invo will be responsible for this. However, they can utilize myself and a few other therapists that are part of the trial team. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Progress management or information management will track the ongoing use and success of the submission process. This can be identified quantitatively by the number of therapists completing submission digitally and the numbers identified in audit sessions. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">This project using the mid cost strategy can be considered a short term project with long term benefits. The original system can be set up with just the contractor, but will need maintenance. The maintenance does not have to be completed by the project manager or implementation team. The goal would be independent use by the therapists as they continue their sessions and interactions with their clients. Thus the leader/manger will be described using the description of “project management…short term undertakings without long term authority” (p. 187). The project will encompass “specifications, have finite time limits, and result in a service” (p. 187). <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Resources will include manpower designing and placing the forms in a digital retrievable and submission format. Accordingly, it will consist of manpower for training. The training will most likely be a form of e-learning. “To get the most out of the training… you need to control what is taught” (Chevalier, p. 156). After the system and documents are developed the training to the therapists needs to be implemented. In order for the therapists to focus on just the learning part of this project the training should be clear and use this time only to focus on the system and not any peripheral material or devices that can be used. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Tracking of the resources will be similar to how all tracking occurs in Early Intervention, documentation. Forms that describe the part of the project, the personnel involved, and the time utilized completing specific tasks. Some of the forms are on display in the appendix. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Costs. I know this is a section that you have requested more input. I really don’t know. Money is not a subject easily broached with the Invo representatives. There is a formal chain and a group of individuals that I do not have direct contact. I would not say they are not open to me discussing this with the tech person, but it has not been openly receptive at this time. I just recently had permission to give some name and facts. I looked some information up and placed it in the next section for ideas and costs. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The Manager as Change Agent ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Admittedly, uncomfortable with the label Manger Change Agent, for the purpose of this project I think a better description will be simply change agent using a decentralized link that promoted changed to be sought from an internal group moving it to a centralized plan. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Rogers (2003) explained that many occupations fit “the definition of change agent: teacher…these change agents provide a communication link between a resource system with some kind of expertise and client” (p.368). The need for change had been developing with the increase of paperwork and the speed of mail versus digital submission. The concern over increasing paperwork has sparked unofficial conversations about streamlining the forms and the submission process. Informal groups of therapists have personal power. They “gain confidence and trust of others” to encourage the diffusion process (Rogers, 144). These conversations encouraged the change agent to approach the entity and make suggestions. It has been a process of conversations that will now move to a centralized approach for implementation. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The Manager as change agent for the implementation of this digital submission system will be a centralized approach. Based on Roger’s (2003) this process will involve a contractor to subcontractor process that is comparable to a top down process for the development and submission of forms and trainings to be presented to the therapists. Thus, the implementation of change including the monies involved is part of the contractor role as manager. Direct change needs to be directed from the contractor. This will aid in developing congruency among the therapists. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Financial and Budget Information ** <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">**<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Project Assessment. **The use of a digital submission system will be assessed by surveying the therapists during the different phases of implementation and use. There will be a pilot group in the early stages of implementation. There will be review of data during the first six months of use. At the end of this six month period there will be summative assessment distributed to the therapists. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The formative assessment plan. The pilot group will serve as a form of formative assessment. However, during the training there will be a question section that focuses on the training itself and the content of the training. There will also be an open access communication for later input. As more therapists conform and manage their documents with a digital system they will probably have questions and suggestions. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The summative assessment plan. The main evaluation will be performance. The increasing numbers of forms submitted digitally is one form of performance evaluation. Accordingly, the numbers of documents submitted that are not returned for corrections will be another form of evolution for success of performance. This type of performance evaluation will be over a length of time after forms have been in use. “Evaluations should focus on intermediate goals…as well as desired business outcomes” (Chevalier, p. 165). <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: center; text-decoration: none; vertical-align: auto;"> Appendices <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Appendix A: Mobile Phone Device Sales Diffusion Chart <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Intervention one had been discussed last year. We thought if more therapists purchased mobile phone or devices with 3g and wifi they would begin to use the forms on their own. However, this decentralized approach did not spread throughout the system to gain much success. That is one of several reasons intervention one was not implemented for this Performance Improvement Plan. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Accordingly, there are some many devices available that the original plan of specifying one device was not fruitful. They all have connectability. In addition, they all have strengths and concerns that can be personal in use and application. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Intervention strategy one is rejected. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Appendix B: Informal Interview and Discussion. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Basic answer from all three representatives at Invo. Most of the therapists use the printed, written, mailed form submission. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">How do the majority of therapists complete their forms? <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Answers varied, It seemed as if they wanted to go digital, but they did not want to require a certain device. This had already failed. In addition, they want to keep costs down especially this year. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Again there are several county personnel that would like to see more digital communications; however, costs have really impacted change this year. Others don’t want to fix a system not really broken. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Answers did cite concern of power failure or technology failure in record keeping. However, digital records frees up office space. Digital retrieval is probably a lot easier. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Food, credit hours <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Appendix C: Invo Time Sheet <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">This is an example of the paper form we submit monthly. We fill one per child at the end of every month. These are mailed to us by Invo. They have encouraged the fact that they print and mail them to us because of the increased costs in being traveling therapists. Gas has been one of the main complaints. However, implementing strategy 2 would also eliminate costs for both the therapists and the contractor Invo. The online form system would cut out postal costs and in a long term analysis could show positive expense cuts. There would be the initial costs of setting up and training for the new system. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The appendix displays the discoloration of over production. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Appendix D: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">This is an example of a session note. Therapists fill these out at the end of every session. They must have a signature on them. The signature aspect and the issue of confidentiality is the most difficult aspect of the middle intervention strategy. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">These forms are triplicate. They are filled out. The parent receives one, the therapists keeps one, and the other gets mailed to Invo at the end of the month with the time sheets. Invo then makes a copy in their file and sends the original to the county who is responsible for Early Intervention. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The copy for the therapists, Invo, and they county could all be done digitally. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Appendix E: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Assessments and Evaluations <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Level 2Assessment: This will include practice at the training. It will require a completed form with data provided submitted digitally by the therapists. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Level 3 Assessment: Tabulation of mistakes during audit. There is a likely significance that the mistakes may go up in the early phases of implantation, but the long range goal would be to have fewer mistakes when compared to the former submission by pen and pencil through the mail. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Formative Evaluation Instrument <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Therapist Name: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Did you complete the trial digital form submission? <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Did it get returned with mistakes? <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">What concerns arose during your form submission trial session? <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Summative Evaluation Instrument: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Entity Name <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Audit Mistakes <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Types of mistakes <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: center; text-decoration: none; vertical-align: auto;"> References <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Chevalier, R.D. (2007). //<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">A manager’s guide to improving workplace performance //. New York, NY: American Management Association. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Januszewski, A., & Moenda, M. (Eds.). (2008). //<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Educational technology: A definition with commentary //. New York, NY: Lawrence Erlbaum Associates, Taylor & Frances Group. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Rogers, E.M. (2003//<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">). Diffusion of innovations // (5<span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">th ed.). New York, NY: Free Press. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Poppick, S. (2011). X-Ray: Google. //Money.// June. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;"><span style="background-color: transparent; color: #0066cc; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: underline; vertical-align: auto;">[|www.wikepedia.org/wiki/list_of_counties]. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">White, B. (2011). Interview. Module 5: Commentary:The budget information is part of the entities plan. I do not have access to the full understanding of money distribution of the contracting company. Although this is no longer a truly hypothetical project plan, I am a subcontractor, not a full employee of the organization.
 * <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">It could be a cellular phone with digital access. The problem with this is the size of the screen and ability of the phone.
 * <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">This leaves the responsibility to the therapists. In addition the forms are not streamlined for digital format. Accordingly, it would really depend on who wants to use this system.
 * <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The concern here is where internet is accessible so in addition to getting a laptop you need a 3 or 4 g card.
 * <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">The bonus with these devices is that they are easy to use and typing is doable. Forms can be reviewed with the clients.
 * <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">There are also lots of resources that can be used with the child.
 * < <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Action Plan ||< <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Budget ||
 * < <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Developing forms: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">*Time and experience of online form developer ||< <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Hourly rate: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">24.40 per technical support plan ||
 * < <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Products <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">*Google Documents Sharing <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">#Adobe Acrobat <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Adobe Xchange provides signature capabilities <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Adobe X Pro that would provide confidentiality ||< <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">*No cost but only considered for non-confidential forms. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;"># An initial software cost of 399.99. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Xchange is a free product from Adobe <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">199.99; however, there would be many licenses provided to many therapists. This is an issue I am not privy to. ||
 * < <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Trainings <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">*online training more cost efficient than f2f. The size of the state and the numerous counties negate the cost of f2f meetings. A how too video will provide basic training. There will be therapists that might require a voice session. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Video: <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">simulator non interactive <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Time for communication session: ||< <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">There is an internal technical support system. <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">There is no additional cost for this real time communication because the technical and therapist support is part of the establishment. ||
 * 1) <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Can you describe the current form submission process as used by Invo Health care?
 * 1) <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">By Hand? Hand
 * 2) <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">By computer or digital device? Only a few. These are the people very interested in more online or digital communications.
 * 3) <span style="background-color: transparent; color: #000000; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">What would Invo like to see put in place for digital communication?
 * 1) <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">What is the most effective way Invo thinks communication occurs with the county.
 * 1) <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">What is the most effective way to maintain records?
 * 1) <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">What do you feel is the securest form of data keeping? The issue of client confidentiality. Mailed documents. Possibly paid software.
 * 2) <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">Does the county provide performance feedback other than data of mistakes on client files? Some, but only the number count.
 * 3) <span style="background-color: transparent; color: #000000; display: block; font-family: Times New Roman; font-size: 16px; text-align: left; text-decoration: none; vertical-align: auto;">How do you encourage therapists to attend trainings?

** The Manager as Change Agent ** Admittedly, uncomfortable with the label Manger Change Agent, for the purpose of this project I think a better description will be simply change agent using a decentralized link that promoted changed to be sought from an internal group moving it to a centralized plan. Rogers (2003) explained that many occupations fit “the definition of change agent: teacher…these change agents provide a communication link between a resource system with some kind of expertise and client” (p.368). The need for change had been developing over with the increase of paperwork and the speed of mail vs digital submission. The concern over increasing paperwork has spark unofficial conversations about streamlining. These conversations encouraged the change agent to approach the entity and make suggestions. It has been a process of conversations that will now be central in implementation. The Manager as change agent for the implantation of this aspect of online communication will be a centralized approach. Based on Roger’s (2003) this process will involve a contractor to subcontractor process that is comparable to a top down process for the development and development of forms and trainings to be presented to the therapists. Thus the implementation of change including the monies involved is part of the contractor role as manager. ** Financial and Budget Information ** *Time and experience of online form developer || Hourly rate: 24.40 per technical support plan || *Google Documents Sharing *online training more cost efficient than f2f. The size of the state and the numerous counties negate the cost of f2f meetings. A how too video will provide basic training. There will be therapists that might require a voice session. Video: simulator non interactive Time for communication session: || There is an internal technical support system. There is no additional cost for this real time communication because the technical and therapist support is part of the establishment. ||
 * Action Plan || Budget ||
 * Developing forms:
 * Products
 * 1) Adobe Acrobat || *No cost but only considered for non-confidential forms.
 * 2) An initial software cost of 399.99. ||
 * Trainings

**Project Assessment.** The use of the online source tool will be assessed by surveying the therapists, a pilot group in the early stages, the group after implementation and use has been enforced. The formative assessment plan. During the training there will be a question section that focuses on the training itself and the content of the training. There will also be an open access communication for later input. As more therapists conform and manage their documents online they will probably have questions and suggestions. The summative assessment plan. The main evaluation will be performance. The increasing numbers of forms submitted digitally is one form of performance evaluation. Accordingly the numbers of documents submitted that are not returned for corrections will be another form of evolution for success of performance. This type of performance evaluation will be over a length of time after forms have been in use. “Evaluations should focus on intermediate goals…as well as desired business outcomes” (Chevalier, p. 165).

References Chevalier, R.D. (2007). //A manager’s guide to improving workplace performance//. New York, NY: American Management Association. Januszewski, A., & Moenda, M. (Eds.). (2008). //Educational technology: A definition with commentary//. New York, NY: Lawrence Erlbaum Associates, Taylor & Frances Group. Rogers, E.M. (2003//). Diffusion of innovations// (5th ed.). New York, NY: Free Press. Module 4:

Project Manager Responsibilities The mid-level intervention strategy and the role of project manager. The goal for a successful project manager guiding the implementation and successfulness of this strategy is to “save organizational resources, increase productivity, and increase the likelihood the project will be successful” (Januszewski, p. 183). The manager/leader of this project will have a combination of the qualities and skills listed and described in Chapter 6. This project using the mid cost only can be considered a short term project with long term implications. The original system can be set up with just the contractor, but will need maintenance. The maintenance does not have to be completed by the project manager or implantation team. The goal would be independent use of by the therapists as they continue their sessions and interactions with their clients. Thus this leader/manger will be described using the description of “project management…short term undertakings without long term authority” (p. 187). The project will encompass “specifications, have finite time limits, and result in a service” (p. 187). Resources will include manpower designing and placing the forms in a digital retrievable and submission format. Accordingly it will be manpower in training. The training will most likely be a form of e-learning. “To get the most out of the training… you need to control what is taught” (Chevalier, p. 156). After the system and documents are developed the training to the therapists needs to be implemented. In order for the therapists to focus on just the learning part of this project the training should be clear and this time only focus on the system and not any peripheral material or devices that can be used. Tracking of the resources will be similar to how we tracking everything in Early Intervention, Documentation. Forms that describe the part of the project, the personnel involved and the time took completing specific tasks.

Justification of Intervention Strategies The main limitation for all of the strategies is cost and concern over cost. All three interventions will place the main portion of cost on the contractor, subcontractor, or county. The strength of any of the strategies is the ability for the specialists to begin using a fast and connected form of communication. Intervention strategy that has applicability to our entity is the middle cost intervention strategy. This strategy involves the subcontractor utilizing a connectable device, but provides a format by their contracting entity of streamlined forms and submission procedures that will be completed in timely manner strengthening the accountability of their EI Services. Interview Commentary: The subcontractor coordinators stay very busy reminding therapists to complete and submit forms. They contact the therapists by telephone, email, or if needed a postal service. The therapists then prints many of the forms and writes their notes and information on the forms and sends them back to the contractor via a postal service, fax, and sometimes they are returned via digital communication. This puts the coordinator back on alert looking for and tracking forms for each client. The contracting entity has placed forms in an on line retrieval system. The therapists can go in and order forms. They are mailed to the therapists. This cuts the printing cost for the therapists, but keeps the cost with the contractor. There are also forms that can be modified and returned to the entity. However, not every therapist knows how to do this or will do complete this type of submission. A major concern is training. There are also a few forms that require signatures. How will digital signatures be accepted? The Strategies not used: The first strategy is still a good strategy and might be considered the second step of the process. The therapists should invest in some form of connectable, portable device. This device will make the benefits of an established system easier to use. However, if the therapist maintains a home computer it will also support the strategy chosen for this project. The documents can be completed and returned via internet. The last strategy is also a good strategy that might be considered if the second is successful. The county could streamline their system. They could provide training to all therapists and contractors. However, at this time strategy three is expensive and expansive. It brings in another entity, large entity and involves higher costs and a level of bureaucracy that might slow the process. The Mid Cost Strategy:

Module 3.1 Three Intervention Strategies

Three Intervention Strategies. Module 3.1 I. The low cost Strategy. a. Contractor can move to all web save and viewable documents. (Googledocs.). This is at little or no cost. The diffusion will be slower, but picked up through continued use and direction from contractor. The people who choose to use this will have to have their own devices and comfort level with technology. There is no congruency. It is only implemented per company contractor and not applicable to county. Projected cost is only the company relocates all forms to a digital setting. $2500.00 estimated. II. The Medium Cost Strategy. a. The county could overhaul their document requirements. They could use Google docs or a similar product for little to no cost. It would be a cost of time and manpower. (Doing, implementing, training, costs to subcontractors) Who would put the new documents together? Who trains the companies? How does it get applied to the subcontractors? If required diffusion is faster, but forced. Subcontractors will need a computer at home for minimal participation. III. The Higher cost strategy. a. If a system of digital documents is going to be used then it is imperative that everybody has a device. If documentation is then required at time of service a portable connecting device is required. The cost goes up by purchasing the tools themselves. The tools will also need to have connectability. Who bares the cost? Is the cost – income benefit foreseeable or does it decrease desire to work as a specialist? Module 2, The following is part of the module 2 assignment. The topic will have to move from the interaction phase of the client and therapist to the therapist and entity interaction.

** Title of Your Performance Improvement Intervention ** I don’t have a title yet. Some words could include: Communication Tools and Special Instructors

D. Forest -

EDUC 8843: Leading and Managing Educational Technology Dr. Timothy Powell Walden University

March 27, 2011

Executive Summary The field of Early Intervention is growing. Counties and states want their youth to succeed and success in education seems to start at a very young age. The Early Intervention Specialist, especially the Special Instructor is responsible for working with children ages 0-3 and 3-5. Their instructor goals are to provide strategies and ideas for the family to strengthen their children’s skills within the environments they participate in daily. Accordingly, they are responsible for introducing resources within the community and tools that benefit the child. The therapist is also required to communicate their interaction with the child/client to their contractor and to the county or state of which they are representing. There is no requirement at this time that the therapist instructor is required to use any form of technology to communicate with the child or the entities of which they interact. However, with technology become ever prevalent there are resources that could benefit the instructors visit with the client and benefit the communication that the entities require. This is a proposal to incorporate a form of technology and digital communication as part of the instructors’ tools. It is not a set form of technology, but a tool that connects to the internet or cellular, that can access documents that can be relayed to their entities and the parents/caregivers.

** Title of Your Performance Improvement Intervention ** ** The Early Intervention Specialists ** ** Problem Summary ** The problem to be addressed is the need to encourage the individual therapists to communicate with some form of digital communication device. These devices provide applications that might benefit some of their clients. However, the real strength at this time is to complete the required paperwork in a timely and basically structured manner to the entities involved in representing the client during their participation in Early Intervention. ** Background of Organization ** Many educators have theorized that success in the school system is directly related to the interaction the child receives at a young age. In addition, many families seek support for their child that has a disability. The issue can be physical or cognitive. The Early Intervention Specialists was started by a teacher and a therapist in their area to work with this population that did not receive a lot of support until they started in the public schooling system. The company was established in the early 1990s. It is located in Pennsylvania. Their clientele are children ages 0-3 and 0-5. Some of the important aspect that need to be taken into consideration in planning an intervention that promotes encouraging all therapists to have some form of digital device are: 1. How is there information received, 2. How is it communicated to the county, 3. What parties need and require the information, 4 What forms are required? There are probably many more. This is a work in progress. (I can get access to some of the items listed in the template. There is a website. My concern here is their concern for being part of this paper. They contract for a county, which is public, but they are a private entity.) **Stakeholders and Decision-Makers** There are four main groups of people that will be directly affected by this plan. They are: the Early Intervention Specialists, Inc., the counties and public entities that they contract with, the subcontractors of the Inc., and the families and caregivers of the child/client. In general the family/caregiver stakeholder role might be smaller at this time. The main goal is to encourage the use of technology by the subcontracting therapists, and having an infrastructure of forms and material that can be access from the county and communicated between all the entities. The people that implement the plan could be three of the original stakeholders. The county dictates what forms need to be filled out, so they would need to be able to provide digital forms. A problem here could be the use of signatures. They entity does require a handwritten signature. The contracting company the INC. would need to produce a database to obtain and return the forms to. Have a process in place to identify which forms and which services are allowed digitally. The subcontracting therapists would probably be required to obtain their own from of the tool needed to participate in this digital format. There would be requirements on types of apps or programs, and connectability that the device would have to abide by. ** Performance Gap: Cause Analysis ** There is a gap in the time and type of communication that the entities are starting to require and the requirement of tools that the early intervention specialists is suppose to work with. There is no requirement for the therapist to have a mobile device. The only requirement is a computer at home for email. Most therapists do have a cellular phone, but the ability of the phones varies. **Actual Current Performance.** There is no requirement for the therapist to have a mobile device. Many of the forms are filled out manually, and mailed in. If there is slack in snail mail time, many of the therapists receive emails looking for forms and payroll justification. There is also a need for continuous progress monitoring. However, some of these forms require parental/caregiver signatures. **Desired Performance.** The desired performance would to have a paperwork format that could be mostly maintained via digital communication; eventually, seeking the possibility of all digital communication system. **Performance Gap.** There is no standard of what is sent electronically or by snail mail. This also varies between therapists, many have purchased devices, but there is no set format and form database for form retrieval. The first gap seems to encourage more therapists to try some of the digital devices. The verb encouraged is used, because they would have to purchase them on their own. It is unlikely this will be provided. (Especially in the current economic pinch.) We all work independently, we train independently, and we get together one time a year. Some meet up more than once, but it is not required. **Cause Analysis.** The therapist who have discussing this idea seem to think is a matter of time, technological pace, income, and technology comfort. There has not been any formal interviewing at this time. There has been discussion via email. This group does not meet up together very often. ** Organizational History and Background ** ** Goals. ** ** History. ** ** Mission and Vision. **


 * * **<span style="color: darkslateblue; font-family: 'Arial','sans-serif'; font-size: 10pt;">Our full time staffing division ** <span style="color: dimgray; font-family: 'Arial','sans-serif'; font-size: 10pt;">is dedicated to meet your therapy needs. ||
 * * <span style="color: dimgray; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 15pt; margin: 0in 0in 10pt; tabstops: list .5in;">therapists receive excellent support ||
 * * <span style="color: dimgray; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 15pt; margin: 0in 0in 10pt; tabstops: list .5in;">exceptional accounting and administrative staff is always available to assist you (retrieved from website) ||

Module 1, Assignment 3: Performance Improvement Intervention (PII).

Identify the name of your organization: InvoHealthCareAssociates. Brief description: Occupational Therapy, Physical Therapy, Speech Language Pathology, School Psychology. Ages: 0-3, 3-5, K-12 The Project will focus on the Early Intervention Specialists. (0-3) (3-5). The company was founded by public employed therapists and educators. The company hires the therapists as subcontractors. The company was founded in the early 1990s.

invohealthcare.com. I am trying to figure out a gap. Last quarter we looked at an innovation for communication. We rarely meet in the same place. It might add on to that or deal with beginning training for the group of special therapists. The person that would need to approve the idea is our coordinator. She works with the special instructors. There are other therapists; however, the special instructors are general therapists. They work with all types of concerns in the homes of the children they are assigned to.The powerpoint is a set of notes I started for Module 2. Like always it will be revisited. I was unable to get it to slideshare at this time. It will hopefully be embedded next time.