Transforming Mental Health Branch Transformation and Implementation Division

PRESENTATION:

LEAD AGENCY ROLES, RESPONSIBILITIES AND IDENTIFICATION PROCESS FOR THE

COCHRANE TIMISKAMING SERVICE AREA

Moving on Mental Health a system that makes sense for children and youth

Ces diapositives sont disponibles en Français à www.ontario.ca/avancementsantemenale

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Overview

1. Objectives 2. Moving On Mental Health 3. Lead Agencies – roles and responsibilities 4. Identification Process 5. Submission

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Objectives

1. Increase the overall understanding of the key roles and responsibilities of a lead agency.

2. To prepare agencies delivering community-based child and youth mental health (CYMH) services in the Cochrane Timiskaming service area for the identification process.

3. To answer frequently asked questions and explain the official process for asking any additional questions.

Moving on Mental Health

Moving on Mental Health - a system that makes sense for children and youth

We will transform the experience of children and youth with mental health problems and their families, so that regardless of where they live in Ontario they will know:

• What mental health services are available in their communities; and

• How to access mental health services and supports that meet their needs.

The community-based aspect of service delivery is central to the vision of delivering CYMH services that are accessible,

responsive and grounded in the experiences of children and youth.

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LEAD AGENCY

PATHWAYS TO CARE

CORE SERVICES AND KEY

PROCESSES ACCOUNTABILITY

FUNDING

MOVING ON MENTAL HEALTH

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# MOMH Pillar Current Status

1 Defining core services

Core services defined, with minimum expectations communicated to sector (see Appendix A)

2 Establishing lead agencies for every geographic area – with responsibility for planning of services

Since 2013, 31 of 33 lead agencies have been identified. Lead agencies have submitted annual core services/community reports, have been working to build capacity, and have established a representative Consortium

Lead agencies will, using their expertise, focus on critical responsibilities for local service delivery and planning, system management, pathways and partnerships.

3 Developing a transparent, equitable funding model

First CYMH allocation model under development – two province wide rounds of consultation held

Implementation is expected to begin in 2018/19

4 Putting in place appropriate legislative/regulatory/ accountability tools

LA accountabilities and authorities being set out in regulation under Child, Youth and Family Services Act, which received Royal Assent on June 1, 2017

5 Creating and supporting pathways to care

The majority of lead agencies have developed and submitted annual Community Mental Health Reports for over two years and established strong partnerships with key service area partners (i.e. LHINs, School Boards, other service providers)

Work underway to convene a joint lead agency/LHIN leadership forum to further work on pathways

MOVING ON MENTAL HEALTH: A PLAN FOR SYSTEMS CHANGE We are accomplishing system change by:

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Lead agencies have been identified in 31 service areas across Ontario. This process relates to the lead agency identification process for the Cochrane Timiskaming service area.

Lead Agencies

Lead Agencies

Roles and Responsibilities

A lead agency is…

• A recognized leader – recognized within the service area, for which they are submitting, as a core community-based CYMH service provider with a commitment to service quality and evidence-informed practice

• A good partner – demonstrates capacity for building consensus, planning effectively with a system-level lens, and, at times, making difficult recommendations and looking beyond self-interest

• An expert – has demonstrated commitment to service innovation and administrative excellence

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Lead Agencies – Enabling system change

CYMH Core Service

Providers

Partnerships and Protocols

Sector Partners e.g.: Local Health Integration

Networks, District School Boards, hospitals, other health providers,

municipality, public health.

Ministry of Children and Youth Services

Accountability Mechanisms

Lead Agency per service area

Core Services Delivery Report

Community Mental Health Report for

children and youth

Other OPS ministries

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Service Agreements

Service Agreements

The Core Services Delivery Report (CSDR), relates to the services described in Program Guidelines and Requirements #01: Core Services and Key Processes. The Reports will be multi-year in focus with an annual cycle within this which will align with the ministry's annual contracting process. The focus of the Report is on identifying and responding to local child and youth mental health needs through the identification of priorities, activities and proposed resource allocations.

Planning for delivery of core MCYS-funded services

Key Elements include*:

• Child and Youth Population

• Service Landscape

• Strategic Priorities and Workplan

• Proposed Service Area Resource Allocation

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* Detailed report requirements and associated template are currently under review and further development

The Community Mental Health Report (CMHR) describes how services and supports across the mental health continuum will work together to meet the needs of children and youth, included pathways to care.

Planning across the CYMH continuum

Key Elements include*:

• Engagement

• Community Services and Pathways

• Community Priorities and Workplan

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* Detailed report requirements and associated template are currently under review and further development

• Initial responsibilities for lead agencies will include the development of the Core Services Delivery Report and the Community Mental Health Report, as well as engaging with partners at the local level.

• MCYS recognizes that capacity may need to be developed for an agency to take on all the responsibilities of a lead agency.

• MCYS will discuss supports with the identified lead agency.

• Regular meetings are held with the ministry and all lead agencies.

• Expertise will be provided from within Ontario’s CYMH sector, such as knowledge brokers from the Ontario Centre of Excellence for Child and Youth Mental Health.

Lead Agencies Year 1

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Identification Process

Eligibility

• An agency is eligible for consideration as a lead CYMH agency in this identification process for Moving on Mental Health if it:

– is an incorporated not-for-profit agency, currently funded by the province of Ontario and/or a municipality in Ontario to deliver community-based CYMH services within the Cochrane Timiskaming service area.

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Identification Process: Overview

1. Information Sessions

2. Intent to Submit

3. Question Period

4. The Submission

5. Verification/Clarification

6. Decision Making

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Identification Process: Key Dates

*Key dates are subject to change.

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Milestone Date Intent to Submit due to MCYS January 19, 2018

Question period deadline January 25, 2018

Responses to questions sent out January 30, 2018

Submissions due to MCYS February 9, 2018

Verification/Clarification* February 2018

Expected identification* Winter 2018

Information Sessions

• We have provided this presentation in English and French.

• A copy of these slides and an audio recording can also be found on our web page at: www.ontario.ca/movingonmentalhealth

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Intent to Submit • Purpose is to:

o Ensure that interested agencies receive updates and information during the process, as well as the fillable submission form.

• The Intent to Submit form is available at: www.ontario.ca/movingonmentalhealth and is due by 4:00 p.m. on January 19, 2018.

• If you submit an Intent to Submit form or subsequently request a fillable submission form, you are not obligated to complete the submission form.

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Question Period • Purpose is to:

o Coordinate responses to all questions received and send them to all those that submitted questions and those that submitted an Intent to Submit form/subsequently requested a fillable submission form.

• Questions are due to MCYS by 4:00 p.m. on January 25, 2018.

• Responses to questions received will be sent out by January 30, 2018.

• Please submit any questions to movingonmentalhealth@ontario.ca

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Submission Process • The fillable submission form will be emailed to you on

January 22, 2018, if your agency has submitted a complete Intent to Submit form. Along with the form you will receive a summary of the Cochrane Timiskaming planning process to date.

• Your agency may still request a fillable submission form after this date by emailing movingonmentalhealth@ontario.ca, but the submission due date will not change.

• Agencies are encouraged to use internal expertise in the preparation and completion of the submission. MCYS funds may not be used to procure third-party expertise in the preparation, or completion of, the submission.

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Submission Process continued…

• The complete submission is due to the ministry by February 9, 2018 at 4:00 p.m. in an accessible Word or PDF format.

• All submissions from eligible agencies received by the deadline will be accepted for consideration and review. Emails will be regularly monitored and you will receive confirmation of receipt as soon as possible. Please contact us if you do not receive confirmation within two business days.

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Submission Process continued… • Written submissions may be submitted in French but will be

translated into English. The translated submission will be reviewed.

• Upon receipt of the submission, MCYS will conduct an initial verification. This will confirm that: o The submission is from an incorporated not-for-profit

agency that is currently funded by either the province of Ontario and/or a municipality in Ontario to deliver community-based CYMH services within the Cochrane Timiskaming service area;

o The submission is complete and attachments have been provided as requested; and

o The declaration has been signed by authorized signing officers.

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• All submissions will be reviewed by MCYS and assessed within the following framework:

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Category Weighting Capacity Assessment* 50%

Strategic Leadership and Governance (17.5%) Service Expertise, Program Management and Alignment

(10%)

Service Coordination, Continuity and Community Partnerships

(12%)

Infrastructure (10.5%) Narrative 50%

TOTAL 100%

Submission Process continued…

* Alternative sources of information may be considered by the ministry in assessing required information at the ministry’s discretion. If applicable the agency will be informed – however please note that all submissions will be assessed within the same framework.

Verification/Clarification • MCYS reserves the right to request further information at any

time as well as to undertake verification/clarification of the information provided in the submission.

• Where the ministry determines that verification is needed to further inform the review process, the ministry will, where appropriate, request the information from all agencies that submitted in the particular service area.

• Agency candidates will receive notice when the need for verification activities such as an on-site visit is determined.

• The ministry may also seek clarification from an individual agency candidate on agency-specific information.

• Information received through verification/clarification may impact the scores given to any section of the submission.

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Decision Making

• The ministry will take all information obtained through the review process into consideration.

• There is no appeal of the final MCYS decision, and MCYS is not obligated to select a lead agency.

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The Submission

Overview of the Submission

1. Checklist and Submission Cover Sheet

2. Part A: Contact Information

3. Part B: Service Provider Profile

4. Part C: Capacity Assessment

5. Part D: Narrative

6. Part E: Declaration

7. Attachments

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Checklist and Submission Cover Sheet

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• Purpose:

o To aid the agency in ensuring that all sections of the submission are complete.

Part A: Contact Information

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• Purpose:

o To obtain contact information in three key areas:

1. The primary contact for the submission during the identification process.

2. The board chair and executive director (or equivalents) to contact with the results of the identification process.

3. Contact information of the third-party that completed the submission, if applicable.

Part B: Service Provider Profile • Purpose:

o To provide a profile of the services the agency currently delivers.

• Information requested: o Agency information; o Current French language capacity of the agency; o MCYS-funded core CYMH services provided by the

agency in 2017-18; o Other MCYS-funded services; o Other provincially-funded services; and o Other services provided.

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Part C: Capacity Assessment • Purpose:

o To identify the strengths of the agency candidate; o To inform the development and provision of capacity-

building supports to the lead agency, once identified; and o To differentiate between agency candidates.

• Information requested: o In answering the questions posed, indicate whether the

agency can demonstrate the attribute or characteristic described and to what extent.

o Also identify any documentation/evidence that supports the response provided.

Do not attach the supporting documentation listed in your response to the submission form.

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Part D: Narrative • Purpose:

o To provide an opportunity for agencies to describe how they will support achievement of the vision and goals of Moving on Mental Health by outlining their understanding of system transformation as well as the agency’s assessment of the challenges and opportunities that lie ahead.

o The narrative will look at whether the agency demonstrates the necessary system perspective and capacity to fulfill the lead agency role and what will be needed to achieve this vision, with a particular focus on diversity needs, engagement and partnerships.

• The presentation will focus on questions based on the narrative. All relevant information should, however, be included in the narrative section of the submission.

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Part E: Declaration

• Two authorized signing officers with authority to bind the corporation must sign the declaration.

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Attachments The following attachments should be included with the submission and provided in electronic format:

• The most recent Strategic Plan (or equivalent) • A map of the current geographic coverage/catchment area of your

agency (if available)

• An organizational chart

• A list of the board of directors of the corporation, including contact information

• The most recent Accreditation Report (if accredited)

• The most recent Audited Financial Statements of the corporation

• Incorporating documents (e.g. letters patent)

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Identification Process: Key Dates

*Key dates are subject to change.

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Milestone Date Intent to Submit due to MCYS January 19, 2018 at 4:00 p.m.

Question period deadline January 25, 2018 at 4:00 p.m.

Responses to questions sent out January 30, 2018

Submissions due to MCYS February 9, 2018 at 4:00 p.m.

Verification/Clarification* February 2018

Expected identification* Winter 2018

Questions: movingonmentalhealth@ontario.ca

For more information:

www.ontario.ca/movingonmentalhealth

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