Strengthening Treatment Systems

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Proposal Guidelines

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Table of Contents

• Purpose
• Proposals
• 1. Situational Analysis
  
  • 1.1 Executive Summary
  • 1.2 Introduction
  • 1.3 Methods
  • 1.4 Limitations/Caveats
  • 1.5 Overview of the Substance Abuse Treatment System
  • 1.6 Contextual Factors
  • 1.7 Overview of the Challenges, Policies and Strategies related to System-level Improvements
  • 1.8 Investment Area #1: Implementation of Evidence-informed Practice
  • 1.9 Investment Area #2: Strengthening Evaluation and Performance Measurement
  • 1.10 Investment Area #3: Linkage and Exchange
  • 1.11 Conclusion
  • 1.12 References
  • 1.13 Appendices
    
• 2. Comprehensive Plan
  
  • 2.1 Introduction/Summary of Project
  • 2.2 General Information
  • 2.3 Subject / Relevance / Scope
  • 2.4 Objectives
  • 2.5 Expected Results and Outcomes
  • 2.6 Activities
  • 2.7 Project Evaluation Plan
  • 2.8 Dissemination Plan
  • 2.9 Distribution of Funds to Third Parties
  • 2.10 Budget
  • 2.11 Work Plan
  • 2.12 Demonstration Projects (Applicable only in Years 4 and 5)
  • 2.13 Signed Declarations and Other Supporting Material

Purpose

The purpose of this document is to assist provinces, territories and key stakeholders in developing proposals for funding consideration under the Treatment Systems Component of the Drug Treatment Funding Program (DTFP).

Proposals must relate to one or more of the three investment areas and align with the "core elements of activities" described in the DTFP Framework. The three investment areas are:

Investment Area #1: Implementation of Evidence-Informed Practices
Investment Area #2: Strengthening Evaluation and Performance Measurement
Investment Area #3: Linkage and Exchange

Proposals

Proposals shall consist of two documents:

1. A Situational Analysis that describes the current "state of affairs" in relation to the investment area(s) to which the project applies.
   
   
2. A Comprehensive Plan, which can cover a period of up to five years, that describes the nature and scope of system level enhancements to be carried in relation to the DTFP investment areas.

The following questions should be used as a guide for developing proposals.

1. Situational Analysis

The situational analysis is a requirement for consideration of funding in the investment areas of the DTFP. The situational analysis will also provide contextual, baseline information for the evaluation of the DTFP. Jurisdictions receiving treatment systems funding under the DTFP will be required to update their situational analyses in Years 3 and 5 of the current DTFP cycle. The update will serve as one line of evidence in the Year 3 (interim) and Year 5 (final) evaluation of the DTFP.

PTs are required to provide a situational analysis that addresses the investment area(s) in which they are requesting funding.

1.1 Executive Summary

• Provide an executive summary of the situational analysis
  (approximately 3 pages).

1.2 Introduction

• Provide a brief introduction to the situational analysis (approx. one paragraph).

1.3 Methods

• Describe how the situational analysis was prepared, e.g. describe any research that was undertaken to develop the situational analysis, such as scans, gap analysis, literature and documents reviewed, consultation process used (approx. half page).

1.4 Limitations/Caveats

• Describe any limitations or caveats that should be considered, e.g. limitations to the availability, quality or scope of information (approx. half page).

1.5 Overview of the Substance Abuse Treatment System (approx. two pages)

• Provide an overview description of the public substance abuse treatment system in your jurisdiction, including: how it is conceptualized, structured and operates, its location within the health system and linkages to other systems, e.g. mental health, justice, housing, etc.
• Provide an overview of population(s) targeted or served¹.
• Describe the adult substance abuse treatment system (further breakdowns as relevant to your population and how your services are organized).
• Describe the youth substance abuse treatment system (further breakdowns as relevant to your population and how your services are organized).
• Provide an overview of estimated resources/investments currently dedicated to substance abuse treatment system improvement, using 2007/08 estimates, and in what areas (please provide information on investments related to the investment areas of the DTFP).

1.6 Contextual Factors

• Provide an overview of any specific, contextual factors that should be considered in order to yield a picture of your jurisdiction's treatment system, and/or considered in terms of their impact on the treatment system's operations and functionality in relation to the DTFP investment areas (approx. one page).

1.7 Overview of the Challenges, Policies and Strategies related to System-level Improvements

• Provide an overview of the major system-level challenges which the substance abuse treatment system in your jurisdiction currently faces and which are relevant to the DTFP. This could include, for example, strategic, operational and/or functionality challenges that impede the advancement of an evidence-based system (this may include, for example, challenges related to knowledge exchange activities, implementation of best practices, data collection and reporting capacities) (approx. half page).
• Provide an overview of current policies, strategies or initiatives planned or underway that are designed to address system-level challenges, and results expected (approx. half page).

1.8 Investment Area #1: Implementation of Evidence-informed Practice

• Provide a detailed assessment of the current status of your system's evidence-informed approach to practice (approx. 3-5 pages).
  
  Questions include, but are not restricted to the following:
  • Is evidence-informed practice encouraged or supported at the system-level, e.g. through policy, through provisions in service provider funding agreements?
  • To what extent is there awareness of evidence-informed practices (including which communities of practice)?
  • To what extent is evidence-informed practice being implemented, including in which areas and in which ways?
  • To what extent is the treatment system supporting the implementation and uptake of evidence-informed approach? For example, what measures are in place to support uptake?
  • What type of professional development on evidence-informed practices is supported at the system level?
  • Where are the gaps? What are the most critical gaps that need to be addressed and why?
  • Are there any direct or related policies, strategies or initiatives (planned or) underway to advance the implementation of evidenceinformed practice in substance abuse treatment?

1.9 Investment Area #2: Strengthening Evaluation and Performance Measurement

• Provide a detailed assessment of the current status of the evaluation and performance measurement system in your jurisdiction (approx. 3- 5 pages). Questions include, but are not restricted to the following:
  • How is evaluation and performance measurement for the substance abuse treatment system currently structured and operationalized in your jurisdiction?
  • Is an evaluation and performance measurement and reporting strategy for the substance abuse treatment system in place? If so, please describe. If not, is there a commitment or plan to develop such a strategy?
  • What is the current, estimated level of resources/investment in system-level evaluation and performance measurement?
  • What are the most critical evaluation and performance measurement gaps (or priorities) that need to be addressed and why? (e.g. skills training, evaluation planning)?
  • Are there any direct or related policies, strategies or initiatives planned or underway to advance the substance abuse treatment system's evaluation and performance measurement capacity?

1.10 Investment Area #3: Linkage and Exchange

This DTFP investment area relates to a knowledge exchange (KE) model. It involves linking different knowledge sets and system roles related to the production, management and use of knowledge through interaction, collaboration, and exchange of ideas between people, organizations, service sectors, regions and jurisdictions.

• Provide a detailed assessment of the current status of efforts to link communities of practice, in the sharing of ideas, knowledge, and expertise (approx. 3-5 pages). Questions include, but are not restricted to the following:
  • How are opportunities for linkages and knowledge exchange currently structured or supported in your jurisdiction? Who participates?
  • Where are the gaps?
  • Where are the opportunities to foster knowledge exchange?
  • Are there any direct or related policies, strategies or initiatives (planned or underway) that could foster and encourage linkage and exchange?

1.11 Conclusion

• Provide a brief concluding statement.

1.12 References

• Include full citations for all references used in the report.

1.13 Appendices

• Include appendices, as appropriate.

2. Comprehensive Plan

The development of a comprehensive plan, based on the situational analysis, is a requirement for consideration of funding under the Treatment Systems Component of the DTFP. The comprehensive plan shall provide a detailed description of: the objectives, activities, and expected results of your project; how the project will be evaluated (full evaluation plan); how results will be disseminated (detailed dissemination plan); how, when and by whom activities will be carried out (annual work plan) by fiscal year; the budget required to implement the project (broken down by fiscal year); the roles/responsibilities of jurisdictions and ultimate beneficiaries (if funds are distributed to ultimate beneficiaries, such as regional health authorities, addictions agencies, etc) and, signed declarations.

The following questions will serve as a guide for developing your comprehensive plan:

2.1 Introduction/Summary of Project

Please provide a summary of all aspects of the project, including the planned start and end date of the project (approx. 1 page).

2.2 General Information

Please provide information describing the organization's mandate, governance structure and legislative authority, where applicable.

2.3 Subject / Relevance / Scope

• What investment area(s) will the project address?
• How will the project contribute to enhancing your treatment system (i.e. how will it address the challenges/gaps/needs identified in your situational analysis)?
• How will the project align with national level and/or multijurisdictional priorities? Note: national and multi-jurisdictional priorities will be identified in collaboration with provinces and territories following the May 2008 release of the National Treatment Strategy recommendations.
• What is the project's primary reach (e.g. program planners, policy makers, front line workers, etc.)?
• What is the project's scope (e.g. specialized addictions treatment system; mental health/addictions system; broader health system, etc.)?
• If applicable, how will the project generate lessons and evidence that will be of interest and use to other jurisdictions (e.g. will some activities have national and/or multi-jurisdictional relevance or applicability)?

2.4 Objectives

• What are the objectives of the project?

2.5 Expected Results and Outcomes

• What are the expected outcomes?
• How is the proposed project expected to result in, or contribute to sustainable improvement in the quality and organization of substance abuse treatment systems?

2.6 Activities

• What are the project activities to be undertaken under the investment area(s)?
• How do the activities relate to the objectives of the project, including evaluation and dissemination plans?
• How will these project activities link with current policies, strategies or initiatives planned or underway to address system-level challenges?
• What partners will be involved (e.g., health authorities, community-based organizations, academia, technical experts, etc.) in carrying out project activities? Describe their roles.

2.7 Project Evaluation Plan

• Does the evaluation plan include:
  • what will be evaluated (i.e. project objectives, outputs and results);
  • how will it be evaluated (process and outcome evaluation, what indicators will be used, what information will be collected, how will information be collected and from whom and when)?. Note: the situational analysis will serve as baseline information for the project. An update of the situational analysis shall be carried out in conjunction with the interim and final evaluation of the DTFP (beginning of Year 3 and beginning of Year 5);
  • an evaluation schedule. Note: five-year projects must plan for one interim evaluation report and the final evaluation report;
  • a budget allocation. Note: the budget amount allocated to project evaluation should represent a minimum of 10% of the project's overall budget.
  • A separate evaluation plan will be required for demonstration projects (see section 2.12).
• Is the project evaluation plan consistent with the DTFP Evaluation and Performance Measurement Plan?

2.8 Dissemination Plan

• What is the plan to disseminate results (how, when and by whom)? Note: The DTFP will develop broader dissemination plans that may include repackaging and releasing project results (over and above project-specific dissemination plans).

2.9 Distribution of Funds to Third Parties

• If you intend to further distribute DTFP funds to ultimate beneficiaries such as regional health boards, district health authorities, etc., please describe the following:
  • the agreed upon expectations between your Ministry/Agency and the ultimate beneficiary in regard to the project;
  • the roles and responsibilities of ultimate beneficiaries, including financial roles and responsibilities; and
  • the provision for ongoing monitoring by your Ministry/Agency to ensure the work of ultimate beneficiaries is being implemented in line with expectations.

2.10 Budget

• Does the budget outline the anticipated expenditures by budget category for the full project? (see budget summary template)
• Does this budget outline the detailed anticipated expenditures, by budget category, for each fiscal year of the project? (see detailed budget template)
• Is the budget in line with the activities described in the work plan? Please explain. Note: If a detailed work plan will only be prepared for Year 1 of the project, related annual budgets should be submitted by March 1st of each fiscal year (also see guidelines for project work plans below).
• Is the budget consistent with eligible expenses under the DTFP (refer to Tab 6 of the DTFP Framework for a list of eligible and ineligible expenses)?
• Will the project also be financed through sources other than the DTFP? If yes, please describe the funding source and identify the funding amounts by budget category.
• Does the budget include costs related to evaluation and dissemination activities?

2.11 Work Plan

• Does the proposal include a detailed work plan outlining how, when and by whom project activities will be implemented? Note: depending on the nature, scope and duration of the project, it may not be possible to prepare a detailed work plan for each fiscal year of the full project. Where this is the case, a detailed work plan should be prepared for Year 1 of the project, along with a higher level work plan for the remaining fiscal years. On March 1st of each fiscal year, a detailed project work plan for the next year should be submitted along with the related annual budget.

2.12 Demonstration Projects (Applicable only in Years 4 and 5)

Within the context of strengthening treatment systems, in Years 4 and 5 of the DTFP, provinces and territories may undertake service delivery projects related to youth drug treatment that test and validate system enhancement activities.

Plans for demonstration projects will need to be submitted in the fourth quarter of Year 3 of the DTFP and will need to provide the following information:

• The type and nature of system enhancement activity(ies) that will be tested in a service delivery setting;
• The areas of inquiry that will be addressed through the demonstration project(s)
• Methodology;
• Target population;
• Geographical area to be covered;
• The service agencies that will be involved;
• Budget requirements;
• Detailed workplan;
• Evaluation plan (Note: A separate evaluation will need to be carried out for each demonstration project. See Evaluation Requirements under 2.7).

2.13 Signed Declarations and Other Supporting Material

• Does your proposal include a statement regarding your organization's compliance with the following:
  • Conflict of Interest and Post Employment Code for Public OfficeHolders (PDF Version - 703.43 K)
  • Values and Ethics Code for the Public Service.
• Does your proposal include:
  • the name and full mailing address of the person(s) authorized to sign the contribution agreement;
  • the name and full mailing address of the person(s) authorized to sign amendments to the contribution agreement;
  • the name and full mailing address of the Project Authority; and
  • the contact person for financial matters (e.g. payments, financial reports, etc.).

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¹ Please include reference to how populations are defined, e.g. adults, youth