Archway Programs Board of Trustees and Executive Leadership would like to share our organization’s annual summary of the accomplishments that have impacted and improved the services we have provided during 2007-2008. Once again, we savor reflecting on our organization’s successful moments and sharing them with you.
Archway Programs’ Board of Trustees, Executive Leadership and our diverse and competent staff continue our commitment to including all of our employees in achieving service excellence through the implementation of the vision identified in our Strategic Planning, Performance Improvement, Human Resource Development, Risk Management/Safety and Financial Solvency processes.
Our organization’s Performance Improvement Plan provides a daily structure for consistency in the collection, analysis and measurement of reliable data that indicates the effective outcome of the services that we provide. This results in a continuum of inter-dependant, functional services that continually improve as they adapt to your needs.
Most importantly, leadership and staff of Archway Programs always value the input provided by you, our consumers and stakeholders. Our Performance Improvement Plan requires that we solicit your input concerning the ease of access to our services, and the efficiency and effectiveness of our services. Your feedback significantly influences our ongoing mission as your needs, desired outcomes and expectations change over time. This year many of the opportunities that positively improved the focus of our services were once again implemented because we responded to your input and perspective.
During our Executive Leadership’s Quality Council’s Annual Performance Evaluation of Goal Achievement and Performance Measures on August 7, 2008, Dr. Dan Martin, CEO lead leadership in evaluating and summarizing the results of data for each department’s initiative.
A summary of major accomplishments follows. Detailed supportive and statistical information for in-depth descriptions of performance improvement opportunities are available to you in our Administrative, Education and Human Services Departments.
We thank you for the privilege of providing you with accessible, efficient services and we sincerely appreciate your contributions to the success of our Performance Improvement Process and the improvement of the services we provide.
Our “Circle of Care” was completed once again and reinforced that at Archway Programs Performance Improvement is Everyone, Everyday!
Administrative Goals, Performance Measures and Strategic Planning Review
In his annual performance analysis reported to Archway Programs Executive leadership on August 7, 2008, Dr. Dan Martin, Chief Executive Officer, highlighted significant administrative achievements of organizational goals and performance measures.
· Archway Programs’ DHS Management Assistance Plan (MAP), submitted on 10/24/07, received a score of 100% for adherence to the Division’s operational standards.
· Expansion of Archway Programs’ Foundation Board from 17 to 23 members enhances the organization’s fundraising activities and nurtures and expands our established community relationships.
· Dr. Martin and Executive and Clinical leadership of the Human Service Department maintained their roles of activism and advocacy for the needs of our consumers by their continued networking with the NJ Department of Human Services. These efforts promote the image and reputation of Archway Programs while demonstrating the organization’s professionalism as a prominent community provider.
· The CEO of Archway Programs was appointed to the Board of Directors of NJAMHA and additionally as Chairman of NJAMHA’s Public Policy Committee. He also actively participates on NJAMHA’s Children’s, Finance and Administration, and System of Care Committees. Active involvement in these activities provides significant opportunities for Archway Programs and the expertise of our CEO to impact political, financial and programmatic processes.
· Dr. Dan Martin, CEO received NJAMHA’s Children’s Advocacy of the Year Award for 2008 for his commitment to and advocacy for the behavioral needs of children.
· Terriann Procida has been elected Vice Chairperson of the Archway Programs Board of Trustees.
· The Director of Information Technology has implemented the Donarius Donor Management Software system for tracking fundraising efforts for the Archway Foundation.
Human Services Department
Our Human Services Department provides a continuum of behavioral healthcare services to children and adults, in addition to social day care to seniors and supportive and supervised living to the developmentally disabled. We are licensed by the New Jersey Department of Human Services through the Bureau of Licensing and Inspections and the Division of Developmental Disabilities.
In his annual performance analysis reported to executive leadership, Larry Gevirtz, LCSW summarized significant achievements for the Human Services Department.
· Maintaining full licensure for all Partial Care and DD Programs.
· All Human Services Programs have made significant progress in achieving their established annual goals.
· Outcome measurement thresholds were reached or exceeded in most administrative and program monitors. Performance measurement indicators relate to:
Ø Outcome measurements (behavioral results)
Ø Assessment, treatment and discharge planning
Ø Effective and efficient administrative processes
Ø Fire/Safety
Ø Financial monitoring
Ø Timely access to programs
Ø Consumer/stakeholder satisfaction
Ø Risk Management
These measures relate to program access, efficiency, effectiveness and consumer/stakeholder satisfaction and are important indicators of the success of our programs.
· The Utilization Review Coordinator continues to refine data collection tools that effectively track and report referrals, admission, discharge and follow-up data providing a comprehensive statistical profile and comparative data for utilization in more effective decision making.
· Consumer/Stakeholder satisfaction surveys were conducted in all Human Service programs. Feedback was extremely positive and since we value the partnership we have established with our consumers, we have incorporated their suggestions into revision of program goals for 2008-2009 and for improvements in program service design and delivery.
· Significant positive feedback was received pertaining to newsletters issued by our DD programs.
· Administrative and clinical leadership of Partial Care and DD Programs have implemented new training initiatives, treatment methodologies and behavioral outcome management and measurement tools, each of which have a positive impact on the results of consumers participating in Human Service programming.
· Executive and Partial Care Services clinical leadership provided training and implemented the new Department of Children and Families and Department of Mental Health Services regulations for children, youth and adults. Based on the new regulations, all Human Service Departmental policies and procedures have been revised to reflect the intent of the standards. A successful licensure survey is anticipated in October 2008.
· The selection of a single unified site for integration and operation of all Human Service Department programs has been accomplished. The inauguration of the E. Michael Shutman Center is anticipated in the fall of 2008. This initiative will provide a central and more accessible location in Mt. Ephraim, New Jersey and will reduce operational and transportation expenses as well as impact more efficient and effective utilization of staff.
· DD Group Homes received full licensure in October 2007. Revisions to DD job descriptions have had significant impact on staff roles, responsibilities and effective program outcomes.
· Administrative and Clinical leadership have developed and implemented in-service training protocols and syllabi for Partial Care Programs. This protocol ensures standardization of training and orientation information which is based on best clinical practice.
· New leadership, reorganization and relocation of the Senior Activity Center Program have infused an enhanced vitality to an already revered and respected community program. The program continues to receive its peer grouping grant and a significant grant from TD Bank North.
· A multi level staff recruitment/interviewing Performance Improvement pilot project consisting of administrative and clinical staff has been formally implemented with a positive impact on staff retention.
· The Executive Director of Human Services developed and conducted a leadership survey based on the Mattison Value Preference Survey instrument. The results indicated a strong ethical commitment of Human Services Leadership.
· The Human Services Department administrative and clinical staff have implemented a Performance Improvement project to evaluate the impact of Group Psychotherapy on wellness and recovery outcomes for Severe and Persistent Mental Illness adults.
· Leadership of the Human Services Department continues to identify program and community needs and strive to identify interventions to impact these needs. Based on recent data, we are considering initiating a Therapeutic Nursery Program at the Little Folk Camden facility.
· The award of financial grants from the Archway Foundation has been utilized to enhance Human Service and DD programming service efforts. The benefit to our consumers is demonstrated in behavioral outcomes and is greatly appreciated.
· Our Human Service Department continues its commitment to implementing the principles of the “Wellness and Recovery” treatment model in alignment with the vision of the State of New Jersey. This treatment model envisions an increased partnership and responsibility between both consumers and family members with the anticipation of improved treatment outcomes. Numerous programmatic changes have been implemented based on this dynamic model.
· Ron Reid, Supervisor of the Children and Youth Services Partial Care Program in Berlin, received the 2008 Extraordinary Compassion in Children’s Services award from the New Jersey Association of Mental Health Agencies (NJAMHA). This award honors mental health professionals who, with unmatched creativity and a wealth of knowledge, are an inspiration to the growth and success of children in their community.
Education Department
Our Education Department continues to provide exceptional services to over 2,200 consumers annually. Our three private schools for the handicapped provide special education services in the least restrictive environment for students ages 3-21 with emotional, social, neurological and communication needs.
Our Step By Step early childhood intervention program provides home-based education and related services to children from birth to age 3 experiencing developmental delays. The Just Kids school age childcare program operates in 38 public schools within 14 South Jersey school districts, serving pre-school through 8th graders. And in Camden City, Archway’s Little Folk Learning Center prepares 3 and 4 year olds to enter public school kindergarten as part of New Jersey’s Abbott pre-school initiative.
Many advances in curriculum and programs were realized in the 2007-2008 school year. In his Annual Performance Analysis, Douglas Otto, Executive Director for Education, presented the following achievement:
The Lower School
· The initiative to integrate community resources into the curriculum continued through visits from local community service groups. The Shawnee High School Activity Committee again presented a variety music and dance show; Northern Burlington County High School students offered a Career Day; and the Camden County Girl Scout Council again registered Archway’s Troop #38, where all female students participated in this year’s successful Girl Scout Cookie Sale. Our troop is sponsored by Zalle’s ShopRite in Cherry Hill. These programs are all re-scheduled for 2008-2009.
· This year, our school continued to provide staff training regarding Autism. Three staff members (Principal Sue Lafferty, School Social Worker Jenn Sheldon and 1 to 1 Aide Amanda Tacal) attended the Dr. Temple Grandid seminar on “Visual, Thinking, Sensory Careers and Medication.” The group then in-serviced all Lower School staff by presenting their findings along with a Temple Grandid DVD about non-verbal communication in autistic children.
· All Lower School Occupational Therapists received training in the use of the Interactive Metronome, a non-verbal communication devise for use by autistic students. An Archway Foundation Grant enabled the school to purchase the devise for use by our students, and with the prospect of developing fee-for-service seminar trainings to outside parent and educational groups.
The Upper School
· Our school expanded its vocational offerings this year by adding a culinary arts curriculum, developed by Career Center teaching assistant, Mary Sezcar, a graduate of Atlantic Cape Community College’s culinary Arts Institute. All classes now cycle-through this program at least once per week, as they do art, computers, career education and physical education.
· Following-up on the 2007-2008 Superintendent’s “charge”, to bring the Archway environment into the curriculum, the Upper School began planning and initial planting of Mr. B’s Garden, named for retiring Upper School Principal, Frank Bartolone. The garden plots were constructed in an Upper School courtyard, and a variety of wild grasses and groundcovers were planted. Phase Two includes the situating of three planting containers per classroom (36 in all), so that all students will have a hand in campus beautification. A dedication ceremony is planned for October 15, 2008.
· Robotics Assembly …Students were presented with a robotics assembly by the students from Seneca High School. Through funding by GE Corporation, Seneca competes against other high schools. They have certain requirements to meet and the students build robots.
· Archway Programs decided to put forth their own efforts and held an Eco-Fair on April 24, 2008 in support of Earth Day. Organized and implemented by Mrs. Kim Shannon, Mrs. Sol Stacy, Mrs. Dottie Musick, Mrs. Robin Holmes and Mr. Craig Vines, they united the community at the Upper School for a day of educational entertainment. The purpose of the event was to convey the importance of recycling and conservation through demonstration and hands on activities.
The Washington Township School
· The school made strong steps to advance careers education with the start-up of a school newspaper, an improved school store, a revamped on-campus work study program, a life skills program, and establishment of an on-site Commerce Bank. These projects received a boost from funds donated through Archway Foundation Grants.
· The effort to increase school enrollment, during a very competitive environment continued at WTS this year. The goal was to increase enrollment by 10% from a start of 53 to 59 by 6/30/08. Enrollment remained steady all year, ending with 56. Principal Dave Ballard is engaged in an ongoing project to meet a child study team member from each sending school district in Camden, Gloucester, Salem and Cumberland County, presenting them with The Archway Advantage information sheet on tuition costs, a reworked WTS brochure and speaking at the monthly Gloucester County Directors of Special Education meetings.
· The Washington Township school utilized funds from Archway Programs’ Foundation grant for numerous cultural enrichment community trips including the Tutankhamen Exhibit, Philadelphia Zoo, Trenton State Museum, Rowan University Planetarium, and River Sharks.
The Just Kids Program
· This program’s director tested a proposal to establish a fee-for-service summer camp sponsored by the well-respected Just Kids school age childcare program. Following a well-received family survey, a curriculum was developed and an enrollment process was begun. Family support evaporated, however, when surveyed families did not enroll children citing personal economics, competition and a non-preference to have their children transported away from their neighborhood schools.
· Just Kids introduced a very successful “Anti-Bullying” program into all 38 school sites, as well as increased staff training regarding handling of medical emergencies, by running simulated emergency drills.
· In celebration of Just Kids 20th Anniversary, a new logo was developed and monthly events were held in all school sites to increase family and staff awareness of this very successful and long-established program. The effort served to increase interest in Just Kids from current consumers and districts, as well as create future business opportunities with new families and new school districts.
The Little Folk Learning Center
· Little Folk Learning Center implemented the new Camden Board of Education/Abbott Creative Curriculum, a 2007-2008 enhancement of the previous Bank Street Curriculum for pre-schoolers. All staff demonstrated mastery of online programming by scoring passing grades in lesson planning, evaluation of classroom materials, evaluation of instructional methodology and professional presentation skills. The final evaluation involved a classroom observation of teaching skills.
· Little Folk Learning Center was selected again this year to operate a model classroom for Camden City Board of Education. Joining teacher Isreal Candelario, who has been selected for three years, was teacher Cindy Becker. Mr. Candelario received visitors throughout the district to observe classroom management, positive discipline and group transitions.
Step-By-Step Early Intervention
· New program director, Ann Breakey, assumed leadership in January, and redefined goals by addressing efficiencies and professionalism. She networked extensively with the Early Intervention community, rewrote job descriptions, created a new employee orientation, conducted field observations and a revamped program image. Ms. Breakey increased caseload from 149 to 180 in just 6 months, and turned in six profitable months of revenue.
Human Resources Department
Our personnel are Archway Programs’ most valuable resource because they ultimately contribute to the successful results that our consumers experience. Our Human Resources Department is continually committed to enhance the performance skills of all levels of staff in order to facilitate the quality outcomes of our services and programs.
In her Annual Performance Analysis of our Human Resources Department’s achievements Jayne Knee, Executive Director of Human Resources, highlighted the following improvements:
· Our Human Resource Director actively participates as Co-chair in a monthly Human Resource Practice Group consisting of Human Resource Directors from Behavioral Health Care facilities. This practice group is sponsored by NJAMHA and through professional networking impacts best practices for our organization and benchmarking with community organizations.
· Analysis of consumer and employee demographic data are collected and analyzed quarterly and provided to Executive leadership for utilization in hiring practices. Open positions are posted weekly and published monthly in the H.R. Bulletin and also forwarded to culturally based organizations in an effort to locate culturally diverse applicants.
· Annual review and revision of the Human Resources Department Policy and Procedure Manual was completed in December 2007 resulting in an effective tool that provides communication of the department’s operational processes and functions.
· Supervisors and directors received training on the use of the HR Manual during the CEO Session held on 01/04/2008.
· The annual monitor of a sample of the organizations employee evaluations was completed to insure compliance with evaluative criteria. Based on analysis of data, a significant increase in compliance has been demonstrated. Opportunities to further improve 1). timeliness; 2). documenting the rationale for exemplary or below standard performance and; 3). documenting progress in achieving current goals – are areas for which Executive Leadership will provide ongoing monitoring and documentation.
· Human Resources continued the department’s commitment to encourage employee participation in providing operational feedback through staff satisfaction surveys. Feedback from employees was used to make changes to the organization’s tuition reimbursement, perfect attendance and accrual of personal days policies:
Ø Tuition reimbursement has been increased to $3,500.00.
Ø Company paid life insurance will be increased to a minimum of $50,000.
Ø Perfect attendance recognition will be awarded every four months.
Ø Employees awarded personal days for reaching longevity milestones will be able to carry those days over to the next fiscal year; not to exceed 10 days.
· Thirty-two organizational-wide employee chat sessions were conducted during the year to facilitate open communication and opportunities for continuous employee feedback.
· Human Resources has taken a leadership role in educating personnel on safe work practices and the impact on worker’s compensation claims and annual premiums. This process impacted a reduction in cost to the organization of over $4,122.00.
· Quarterly employee turnover analysis is conducted for the purpose of assisting leadership in retaining competent and effective employees.
Finance Department
Archway Programs financial planning and management activities reflect our organization’s strategic planning efforts and are designed to facilitate our established consumer outcomes and organizational performance objectives.
Robert Poznek, Chief Financial Officer, described the significant achievements of programs under his supervision in his annual performance analysis.
· The Senior Center was temporally relocated to St. Gregory’s School in Magnolia, New Jersey. The program will be temporarily located there until November 2008 when we anticipate completion of renovations in a permanent new facility located in Mt. Ephraim, New Jersey. This relocation will significantly reduce operational expenses and provide us an opportunity for continued operation.
· Quarterly meetings with program managers to monitor business development are now a routine requisite and enhance the communication process related to effective fiscal responsibility of program managers.
· Program and Transportation Services completed development and revisions of program policy and procedure manuals. The Accounting Department is nearing completion (85%) of their operational policy and procedure manual. Clear documentation and training of required practices contributes to communicating specific performance expectations and creating a safer work environment.
· Routine monitoring and biannual Safety/Risk Management facility inspections continues to insure a safe environment for consumers and employees.
· Program Services tracks all routine and emergent work orders on a daily basis to insure efficient resolution and a safe risk free environment. Operational clerical systems were reorganized developing a more efficient file management and retention system for current and historical files. Management skills were enhanced by the Director and Assistant Directors of Program Services through their attendance at a Project Management Seminar.
· Consumer and employee accidents continue to decrease and additional improvements to our buildings and grounds have been made during 2007-2008.
· Through the development of policies and procedures for the auditing process, the Director of Accounting facilitated a more efficient audit process with the outcome of reducing excess billing for the process.
· The Director of Transportation continues to vigilantly maintain accountable focused performance monitoring and stakeholder satisfaction systems insuring that all aspects of the services provided by the Transportation Department are efficient, effective accessible and most importantly safe! In addition to consistent monitoring processes, the Director of Transportation has 1). instituted regularly scheduled communication/training meetings with drivers to reinforce expectations and safe driving practices; 2). Developed a protocol for executing the Director’s job duties in the event of her absence; 3). developed vehicle preventive maintenance and “School Bus Emergency Exit Drill” protocols.
Risk Management
Risk Management efforts are a paramount focus of Archway Programs. These efforts are coordinated by the Assistant Director of Human Resources and Director of Program Services and further facilitated by the oversight of the organization’s Risk Management and Departmental Incident Review Committees. Through a process of quarterly monitoring, bi-annual inspections, follow-up inspections and corporate training, the environment of care has been significantly enhanced.
As Chairperson of the Risk Management Committee, the Assistant Director of Human Resources has taken a leadership role in educating personnel on safe work practices and the impact on worker’s compensation claims and annual premiums. This process contributed to a cost reduction of over $4,000.00 for the organization.
Based on collected data, there has been a significant decrease in Workman Compensation claims in 2007-2008. Vigilant monitoring and evaluation of claims are a primary Risk Management goal. The opportunity exists to further improve the effectiveness of Worker’s Compensation claims management utilizing criteria of timely claim submission, follow-up on physician recommendation and the return of injured employees to light duty.
The Board of Trustees maintains oversight of the organization’s Risk Management/Safety processes through regularly scheduled reviews of Risk Management data, problem identification and resolution.
“Circle of Us”
Artwork created by Erica Barker, an Archway Programs
Respite Consumer