The Planning ProcessAn Overview of the Requirements

and the Resources

Presented on November 16, 2004 by:

CDA Area Plan Team:Robert Ramsey-Lewis

Sherry HannaDenny WightTrish Nishio

WELCOME

What’s in Your Handouts?

Cover Presentation – notes… Planning Process Diagram Program Descriptions & Funding Sources Reporting Requirements

– What to Report– When to Report

Today’s Objective

To provide new and used AAA Directors with an overview of the planning process, requirements and resources.

The Mission of the AAA Congress intends that AAAs take the lead on all

aging issues in their Planning and Service Areas. This means AAAs must carry out a wide range of

functions including planning, coordination, interagency linkages, monitoring and evaluation designed to develop comprehensive and coordinated community based systems.

Congress requires that older persons fully participate in the planning and operation of community-based services and programs provided for their benefit and protection.

The AAA shall…

Be directed by leaders in the community who have the respect, capacity and authority necessary to convene all interested persons, assess needs, design solutions, track overall success, stimulate change and plan community responses for the present and the future.

CFR 1321.53 b

How Can the Planning Process help?

Handout

What are the Requirements?

Handout

A Comprehensive and Coordinated System

…a system for providing all necessary supportive services, including nutrition services…

OAA Sec. 302 (1)

Comprehensive and Coordinated System, cont.

Facilitate service access and utilization

Develop and make efficient use of services

Use resources efficiently, with minimum duplication

Assist public and private entities to realize potential to meet service needs

AAA Mission and Planning – 45 CFR 1321.53

Be the leader relative to all aging issues in the PSA

Proactively carry out wide range of functions

Develop comprehensive and coordinated community-based systems

Assist older persons to lead independent, meaningful, dignified lives

AAA Mission and Planning

Functions

– Advocacy– Coordination– Inter-agency linkages– Information sharing– Brokering– Planning– Monitoring and evaluation

AAA Mission and Planning

Comprehensive and coordinated community-based system

– Visible focal point– Range of options– Options readily accessible– Commitment of variety of resources– Collaborative decision-making

AAA Mission and Planning

– Special help for those in danger of losing their independence

– Effective referral

– Sufficient flexibility for individualized assistance

– Tailored to the community

– Directed by leaders who have respect, capacity and authority

State Plan Basis in Area Plans - Sec. 307(a)(1)

State plan shall:

– Require each AAA to develop and submit a plan in accordance with uniform format

– Be based on the area plans

General Requirements

Prepare and develop a plan

Provide services through a comprehensive and coordinated system

Provide that an adequate proportion is expended for access, in-home, legal assistance

Designate a focal point for comprehensive service delivery

General Requirements

Set specific objectives for services

– Greatest economic need– Greatest social need– Low-income minority individuals– Older individuals residing in rural areas

General Requirements

Coordinate with agencies serving people with disabilities

Serve as an advocate and focal point

– Coordinate with specified organizations– Advisory council

General Requirements Facilitate coordination of community-based

LTC services

– Case management

Provide grievance procedure

Maintain integrity of services and service providers

State may withhold funds for non-compliance

What are your Resources?

Planners Advisory Council Public, private, voluntary, personal

resources committed to developing the system

GuidanceLet’s discuss…

Planner as Resources What we see…

– Frequent Turnover and Need for training – Often times do not follow the rules – too

much to do…Wear many hats– Advance to become AAA Directors– May be the AAA Director– Can not always participate in training

What are planners responsible for? What can be improved on?

Advisory Council as a Resource

What we see…– Sometimes Ineffective– A Signature on the Transmittal

Letter– Do not fully represent the

community

How they can help in the planning process?

How can the

Advisory Council

help you…?

Public, private, voluntary, personal resources committed to

developing the system

Building your systems of care– Volunteers

– Case Management Agencies

– For profit agenciesHow can these

resources be used?

Reference Guidefor the Development of the

2005-2009 Area Plan

If followed correctly – meets minimum requirements

It allows AAA to meet community needs and demands

Adapts to change Helps monitor accomplishments and progress Helps you to continue to plan for the future Enables older individuals to fully participate

in the planning and operation of community based programs.

Training on Thursday

Resource

Applicable Laws and Regulations

Older Californians Act – in Welfare and Institutions Code (W&I)

CDA regulations in the California Code of Regulations (CCR)

Older Americans Act – in US Code Federal regulations – Code of Federal

Regulations

RG Page ii

REPORTING REQUIREMENTS

for WHAT DOCUMENTS ARE

DUE

What a Great

Handout!

REPORTING REQUIREMENTS

for WHEN DOCUMENTS ARE

DUEI can just post the

Hand-out on my wall!

AAA Directors Key to success

Understanding– Requirements– Planning Process– Resources

Avoiding Common Problems– Not following the requirements– Not honoring the planning process– Not researching and/or using available

and new resources

For more information… Visit our CDA website: www.aging.ca.go

– AAA Partners…Resource Materials and GuidesCDA Operations and Best Practices Guide…4. Planning

• Reference Guide for the Development of the 2005-2009 Area Plan

• Transmittal Letter• Area Plan Checklist• Service Unit Plan Objectives• Appendices• FAQs

Join us Thursday for Overview of Area Plan Requirements for 2005-2009

Join us in January 27th for a one-day training on How to Develop a Successful Area Plan

Thank You!