Tobacco Program Reporting Systems - 8/3/07

Q: The Pennsylvania Tobacco Control Program evaluation team is working on
developing a standardized reporting system that will be used by the primary and statewide contractors to provide a standard set of program data to the PA Department of Health. This is a huge undertaking, and we are hoping to learn from other states that have done this already, both in terms of the content of the standardized reporting as well as the development and implementation of a user-friendly reporting mechanism. Have any other states/individuals gone through this process that would be willing to share information?

A:

1. Alabama – We have a home-made reporting system we use with our Area Coordinators which consists of a monthly progress report chart and a spreadsheet to collect the information from the progress reports. Would be happy to share.
    
2. Michigan – The Michigan Tobacco Control Program has started to develop an online reporting system for local grantees, including community tobacco reduction coalitions and organizations serving communities of color and other disparate populations.  We are involved in the first steps of developing this system via the online survey tool.  So far, we have taken the reporting formats for annual work plans that grantees have previously completed manually, and have transposed them to an online format.  The agency can indicate by checking "Yes" or "No" whether they have completed activities, based upon a certain time line, and there is also an area where the agency can describe details about the completed activity or barriers/challenges that impeded progress for completion.
   
   If you are interested in reviewing a draft of the online reporting tool, please contact Teri Wilson at scorciawilsont@michigan.gov or 517-335-9124.
    
3. North Carolina – North Carolina does not have a strategic MIS plan available; please see the attached summary of personal experiences:
   
   • NC_Designing an MIS System
   
   
4. North Dakota – North Dakota is starting an on-line reporting system, however at this point in time can only get request for reimbursements with the progress reports and application coming on line at a later date.
    
5. Washington – In Washington State we have a web based system that we use for both evaluation and contract management/program reporting.  We would be happy to talk with the folks from Pennsylvania about our system.  Contact either Carla Huyck at carla.huyck@doh.wa.gov or Shanae Williams at shanae.williams@doh.wa.gov for more information.
    
6. West Virginia – WV does not have specific plans that we can share.

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