DQ002 - Performance Target Monitoring

DQ002 - Performance Target Monitoring
Review Committee: Data Start Date: 6/17/2011
Attachments: None Last Revised Date: 6/15/2023
Forms: None Last Reviewed Date: 6/15/2023

Introduction:

The TBIMS are committed to providing an extensive quantity and quality of longitudinal data. In order to achieve this, the Model Systems agreed to institute performance targets for several data collection activities. Performance targets will be evaluated quarterly using “in year statistics” which will reflect a rolling total covering a window of time from any given quarter extending back through the previous three quarters. The following list identifies targets for the most recent 12 months (“In-Year Statistics”) that each center should achieve each quarter as indicated in SOP DQ001.

  1. Enrolling 80% of eligible participants in the past year

  2. Successfully completed 90% of Form 2’-s due at year 1 in the past year

  3. Successfully completed 90% of Form 2’-s due at year 2 in the past year

  4. Successfully completed 80% of Form 2’-s due at year 5 in the past year

  5. Successfully completed 80% of Form 2’-s due at year 10 in the past year

  6. Successfully completed 80% of Form 2’-s due at year 15 in the past year

  7. Successfully completed 80% of Form 2’-s due at year 20 in the past year

  8. Successfully completed 80% of Form 2’-s due at all follow-up years combined

Additionally, each year a missing data report is run in which the targets are:

  1. Not having any identified Form 1 variable have more than 10% missing

  2. Not having any identified Form 2 variable have more than 10% missing

This SOP outlines the procedures that will take place if a center does not meet any target.

Purpose:

To standardize the performance target monitoring process and to establish procedures that will assist TBIMS centers in meeting performance targets and to improve center compliance.

Scope:

Performance targets related to the TBIMS National Database quarterly reports.

Responsibilities:

TBIMS center staff is responsible for meeting performance targets and NIDILRR Project Officers and the NDSC staff provide support to achieve compliance as needed.

Procedural steps:

  1. The NDSC will send quarterly e-mails with rolling “in year” statistics highlighting performance targets and “best practices” for follow-up to Project Directors/Project Officers notifying them of center performance.

  2. If any “in year” performance target is not met for two consecutive quarters, with the assistance of the NDSC, the TBIMS Project Director in consultation with TBIMS Center staff will provide an action plan to their NIDILRR Project Officer within 15 calendar days outlining appropriate steps that will be made in order to ensure targets will be met in subsequent quarters.

    1. Each action plan will be specific to the target that was missed. The NDSC will assist the center by referencing the guidelines and strategies for the recruitment and maximizing follow-up SOP as well as providing solutions that have been used successfully at other centers.

    2. The plan will include a “time to recovery” deadline because some changes a center may make may see immediate results, while others could take up to a year to see the benefits of the change.

  3. If a center misses a particular performance target the quarter after the “time to recovery” deadline set forth in the action plan, the Project Director and appropriate center staff will schedule a conference call with their NIDILRR Project Officer and a representative from the NDSC within 15 calendar days to discuss a new action plan with a new time to recovery deadline. For follow-up only centers, the NDSC will also explore options for transferring the cases to the NDSC for conducting follow-up interviews.

  4. If best practices are in place further action plans are not required but the TBIMS center must let their NIDILRR Project Officer know if there is a change in implementation of best practices. However, if targets are continually missed an annual re-review will take place. Future NDSC site visits will pay special attention to those best practices.

All NIDILRR grantees are reminded that NIDILRR maintains the right to withhold funding for any grant that fails to make substantial progress toward meeting grant objectives which include enrollment and follow-up for the TBIMS National Database.

Training requirements:

None

Compliance:

All TBIMS centers, longitudinal follow-up centers, NIDILRR and the NDSC will comply with this procedure.

References:

None

History:

Date Action
6/17/2011 SOP drafted
6/12/2015 Updated NIDRR to NIDILRR
11/22/2016 Added clarifying wording regarding how in year statistics are completed
6/15/2023 Deleted target related to enrolling 100% of the number of participants written into grant in past year. Deleted mention of annual report.

Review Schedule:

At least every 5 years.