Annual Report 2014-15
Looking Back while Moving Ahead
Foreword The Annual Report is an opportunity to reflect on activities over the past year and how those line up with the ongoing objectives and strategic directions of the organization. Some substantive change has occurred within Ongwanada this past year with highlights including a change in leadership at the Executive Director level as well as a significant transformation of our pharmacy. This report, in addition to some regular reporting, highlights some of the key changes and developments over the past year. The 2014/15 fiscal period marks a year of change within Ongwanada, not only at a leadership level, but also in the development of a revised five-year strategic plan which we have entitled “Vision 2020”. Ongwanada is excited to launch Vision 2020 at this annual meeting. A big thank you is expressed to all (internal and external) who provided input and contributed to the development of this plan. Continuous Quality Improvement is a significant component of Ongwanada and its ongoing activities as we continually look at how we do things and outcomes to ensure we are doing things well and better for the benefit of the individuals we support and for the utilization of our resources. The ongoing collection of data and its review assist in evaluating and making change where needed, as well as keep focus of ongoing improvement in how we deliver services and supports. A quote from Michael Porter, an American educator, notes that “continuity of strategic direction and continuous improvement in how you do things are absolutely consistent with each other. In fact, they’re mutually reinforcing”. This best reflects the activities of Ongwanada as it keeps focus on continuous quality improvement and continuing development of its strategic directions in providing services and supports to individuals with developmental disability as well as other complex challenges. A big thank you to our staff, management, the Board of Governors, and to our many volunteers for their contributions and ongoing commitment in ensuring this past year was a successful year as we transition into our Vision 2020. A. Twohey, President and W. Durling, Executive Director
Change in Leadership One of the more significant changes Ongwanada has experienced in the past 37 years was realized in May 2014 when long-standing Executive Director, Bob Seaby, announced his retirement. The Board undertook a recruitment process and were pleased to recruit Wade Durling as the next Executive Director. The transition took place at the beginning of December.
Total medical staff :
46 4 11
Electronic Client Information Management System After very careful and thorough review and consideration, Ongwanada has made a decision to change its client file system. The change will be moving from a paper file with many copies to one electronic file for each client which staff will be able to access and enter information wherever they are. A company called NucleusLabs has been contracted to put this in place for Ongwanada beginning in 2015. At the same time, given the size of Ongwanada and the number of staff who input information into these files, the current process of putting information into the file will be reviewed (the business flow) which NucleusLabs will assist us with as well. A few key points as we move forward with this exciting change: â€˘ A clear plan will be developed in the near future on how the work will be completed and when with much communication occurring to assist people in knowing the steps. â€˘ A support team is in place to assist with this work and to receive and resolve concerns as the project moves forward and is being led by Shelley Gelineau, Supervisor of Clinical Records.
Development of 2015-2020 Strategic Plan Ongwanada is excited to be able to launch its Strategic Plan entitled â€œVision 2020â€? at this annual meeting. This strategic plan confirms the mission and sets out the vision of Ongwanada and identifies the key strategic directions of the organization over the next five years. Rob Wood of 8020 Info Consulting was contracted and Karen Menzies as Assistant Executive Director of Planning and Vocational Services assumed key roles in moving this planning exercise forward over the past several months. A significant effort was made to seek input from all of the key stakeholders including: clients, families, staff, community partners, representatives of the Regional Office, and a number of community partners. What impressed the planning team the most and made the development of this plan easier was the consistency in the message from all stakeholders in where Ongwanada should be focused. A number of other key data were reviewed that assisted in the development of the plan:
Age Distribution of Individuals Supported by Ongwanada in 2014-2015
Number of Support Services Accessed by Individuals in 2014-2015
Number of Individuals Supported by Clinical Services in 2014-2015
Transformation in the Developmental Service Sector and Ongwanada A key focus of the Ministry of Community and Social Services has been in the Actions and Opportunities document of 2006 which has set the stage for a number of changes within the sector itself. Since then, the remaining three facilities within Ontario that support individuals with developmental disabilities have closed and a new Act entitled the â€œServices and Supports to Promote the Social Inclusion of Persons with Developmental Disabilities Actâ€? has been put in place along with new regulations and policy directives. All of this has had significant impact on the sector and where things are going and has necessitated attention from Ongwanada in its work within the sector, community, and province. This past year saw the final report being made public from the provincial Select Committee in which Ongwanada had input and also the conclusion of the Ombudsman Review with a pending report. The government also infused a new financial investment into the sector. These new monies have played a key role in changing the sector as many individuals are now receiving individualized funding (Passport funding). Some new monies were also introduced for residential services for individuals presenting with more complex challenges and new monies were provided to assist in compensation adjustments for a number of staff. Ongoing transformation of the sector and the focus in services like those provided within Ongwanada fit well together. Ongwanada services are focused on those with more complex challenges and the strategic directions of Ongwanada will include community partnerships, crosssector collaboration, and development of best practices to provide the best services possible within finite resources.
Clients living in community residences: 147 Clients who received respite care:
Clients living in Home Share homes:
Clients who attended programs at: Crescent Centre:
STA: 20 Balsam Grove:
Ongwanada Resource Centre Day program: 50
Regional Complex Case Management Pilot Project Ongwanada responded to an Expression of Interest opportunity introduced by the Regional Office and was selected through a competitive process within the Region to lead this project over the next fiscal period. The purpose of the project is to develop a model of support within the South East Region that will respond to urgent and complex case management. Some key aspects include: • Establishment of a Regional “Community of Practice” (CoP) that will work collaboratively in building this model across the Region. The CoP will be co-chaired between the Regional Office and Ongwanada and will include key members across the Region both in developmental services as well as health; • One full-time Complex Case Manager who will work with the CoP and will provide oversight and complex case management for identified individuals; Jessica Waller was recruited at the end of the fiscal reporting period as the Complex Case Manager to move the work of this pilot forward; and • Some flexible dollars to support a finite pool of key staff across the Region who will work on an as-needed basis in collaboration with the Complex Case Manager in providing complex case management services. The outcome of the pilot will include: • The development of a model that works with community resources and across sectors and highlights best practice in case management within our community for those individuals presenting with urgent and complex needs; and • Recommendations to the Regional Office and community on how best to meet the ongoing challenges of case management for those presenting with urgent and complex challenges.
2015 Compliance Review Inspection Results Ongwanada was notified in February of a Ministry Compliance Review to be completed for several of its services. The inspection was conducted by a Ministry representative and reviewed a total of 286 compliance requirements. Ongwanada met compliance in 282 of the 286 requirements during the inspection resulting in a 98.6 per cent compliance rate. The four items that did not meet compliance were minor and easily rectified within the required ten days. The final result was a report of being fully compliant with the identified Ministry requirements. Appreciation is expressed to the team who internally oversaw the process and worked on behalf of Ongwanada with the Ministry in ensuring access to requested information and coordination to required site visits.
Homeshare Program Satisfaction Survey Ongwanada’s Homeshare Program provides individualized supports within a family environment for a total of 48 individuals. The strength of this service is evident when you meet providers and individuals who are supported within this program. Each year, Ongwanada performs a “Satisfaction Survey” as part of its ongoing review of services and supports. The survey includes relatives, guardians, and Homeshare Providers. This past year saw the highest response rate from providers since 1996 at 87 per cent.
Providers: • 97% satisfied or very satisfied by Ongwanada’s innovation • 92.1% satisfied or very satisfied by Ongwanada’s support to providers • 97.4% satisfied or very satisfied by Ongwanada’s respect for clients and providers • 89.5% satisfied with Ongwanada’s efforts to provide appropriate choice opportunities for the client
Families: • 95.2% satisfied with the standard of care provided to their family member • 80% satisfied with the choices their relative has in making decisions in hi/her everyday life Ongwanada also reviewed and affected a change in the remuneration for providers. This was the first review in some time, but needed in response to the very positive and effective service from providers and the positive support for individuals.
Ongoing Accreditation Efforts Ongwanada received Exemplary Accreditation status in 2012. An internal Accreditation Committee is in place to oversee and promote continued quality improvement. Over the past year, the Accreditation Committee: • provided ongoing education to staff on the Canadian Patient Safety Culture Survey Tool and ensured distribution of information from Accreditation Canada including newsletters and specific communications; • responded to unmet criteria and suggestions from the last survey visit such as completing an overall review of operations of the Radiology department as well as broadened our communications target audience through the review of distribution of the Horizon and expanded distribution to community partners; and • maintained ongoing contact with and provided regular updates to Accreditation Canada of Ongwanada’s Continuous Quality Improvements work plan. Ongoing efforts continue in preparation for the next on-site evaluation that is anticipated in late 2016.
Clients who used the following services : Adult Protective Services:
Community Behaviour Services:
Laboratory: 157 Medical Services (Dr. Weston):
Nutrition: 190 Occupational Therapy:
In early 2015, after multiple collective bargaining sessions, the organization successfully settled its three open collective agreements with OPSEU, CUPE and OPSEU RNs. The agreements had been open since April 1, 2013. This is a positive achievement and is an important facet as Ongwanada moves forward with its strategic plan development. The agreements resulted in:
• wage enhancements, funded in large part from new financial investment of dollars from the government allocated specifically for that purpose,
• some benefit enhancements; and
• some changes including sick leave benefits and layoff provisions.
Physiotherapy (includes hydrotherapy): 152
Social Work: Radiology (Ongwanada clients only): Xray and ECGs:
25 225 69 6,022
Ongwanada continues to have a positive relationship with each of its bargaining units.
Community Network of Specialized Care Through its leadership role with the Eastern Community Network of Specialized Care (CNSC), Ongwanada has been involved in a number of provincial initiatives which will impact the developmental services sector. Some of the highlights include: • CNSC Ontario: - working on behalf of the Ministry of Community and Social Services (MCSS) to develop provincial guidelines for the care, treatment and support of adults with developmental disabilities and challenging behavior; - working with MCSS and the Ministry of Health and Long-Term Care on the development of a Dual Diagnosis Framework; and - developing a strategic plan in response to the evaluation of the CNSC which was conducted by the MCSS Policy and Research Analysis Branch. The evaluation showed a need for more consistency across the province and the interest in the Network’s capacity to act as the connection between developmental services and Health and Justice to ensure strong community strategy for individuals with complex challenges. • The Eastern CNSC is lead for the Developmental Disabilities Awareness in the Justice System Project. The initiative is in response to a knowledge gap identified by the Inter-Ministerial Mental Health and Justice Committee. The outcome will be a French and English training video, webinars, and an online tool-kit for professionals working in the justice system
Pharmacy Ongwanada’s Pharmacy underwent a significant transformation this past year which included replacing an out-of-date blister pack system with an automated tablet packager in June followed by the installation of the Beacon Inventory Management System in September and a reconfiguration of the physical space. This initiative had some key objectives: • to reduce the medication errors and thus improve safety for individuals and for staff dispensing medications; • to improve Infection Control issues (i.e. reusable sleeves); • to increase useable space by reducing the amount of required storage space; • to improve work conditions for pharmacy staff; and • to improve medication compliance for patrons who administer their own medication.
Pharmacy Stats: 44% external clients 56% internal clients 2800 clients in the system 58.5% increase in prescriptions filled for internal clients since installation 25% increase in total prescriptions filled for all clients
The Ongwanada Pharmacy became the first pharmacy in Canada to install both systems within the same pharmacy – a key move forward in modernizing the work and output of the pharmacy itself. This revolutionary new system has positively impacted the pharmacy team, the individuals Ongwanada supports, and our staff responsible for medication distribution. The Ongwanada Pharmacy provides services to individuals supported residentially within Ongwanada as well as its staff, their families, patients at Providence Care, and others within the community.
Other Highlights: Social Media: facebook.com/Ongwanada
• Facebook increased its likes by 74% • Twitter increased its followers by 125%
Memorial Service • Held first Annual Memorial Service to remember 11 individuals of Ongwanada who passed away over the previous year. The service was wellattended and received much praise from families in attendance resulting in the second Annual Memorial Service taking place on June 11, 2015.
Royal Canadian Legion Donation • In August, the Royal Canadian Legion donated $7,100 from the Ontario Provincial Command Branches and Ladies Auxiliary Charitable Foundation to Ongwanada to purchase two new bath lifts • The Royal Canadian Legion has contributed over $70,000 to Ongwanada over the past 19 years
Volunteer Appreciation On April 21, 2015, Ongwanada held an appreciation event in recognition of the many volunteers who give their time and talents to support work within Ongwanada and individuals receiving services within Ongwanada. • A total of 84 individuals were recognized for their volunteer efforts • A total of 44 individuals out of the 84 have volunteered with Ongwanada for one year or more with the most service being 34 years • One of the many opportunities recognized at the event was the Best Buddies Canada program which Ongwanada’s volunteer department has partnered with since 1996. Specific to Ongwanada, the program: - Fosters and supports friendships between 26 adults who have a developmental disability and student volunteers from Queen’s University and St. Lawrence College; - With special focus on supporting social inclusion opportunities.
Donors M.J. Ogryzek | Suzyâ€™s Beabs | Simpler Times Cremation Services (Brian Mulcair ) | Judith & Alex MacLeod Bennettâ€™s Valu-Mart Social Fund | Pat Smith & Dwight Boyce | Donna Blake | Julie May | Danny & Susan Keyes The Royal Canadian Legion | Gene & Nina Manion | Flora Chan | Marie French | Victoria Prince | David & Carol King Mike & Sylvia Vellone | Joe Lipani & Son Sod Farms | Shirley Hiscocka | Rejean & Guerrina Boucher | Evelyn Norton V. Caccamo & C. Finlayson | Maria Lorfida | Dr. Bruce McCreary | Victor Matthews | Brenda Becker | John & Joyce Hyre Wayne & Loretta Marshall | Markus Kremer | Jean M. Read | Carder & Donna Gropp | Elizabeth Noseworthy | Judi Webb CUPE Local 3175 | Strathcona Park Presbyterian Church | Bruno Schuck
Financial Highlights for 2014/15 (unaudited) Where the Money was Spent
Fiscal funding from the Ministry of Community & Social Services was essentially unchanged from the previous fiscal period at $29.6 million. Total gross expenditure increased by 2.23 per cent to $33.9 million. Ongwanada continues to raise almost $1 in other offset revenue and recoveries for each $6 of Ministry base funding. Total offset revenue increased by 3.3 per cent to $4.5 million, bringing total gross revenue to $34.1 million and resulting in a small operating surplus at year end. Ongwanada continued to make progress on retiring the loan taken out in 2002 to fund retroactive pay increases and will be able to use the above noted surplus to make a further repayment of just over $223,000 on the principle in the 14/15 fiscal reporting period. This will reduce the outstanding balance of the loan to just over $611,000 and provide future budget relief through reduction of interest expense. The goal continues to completely retire this debt within the next few years noting its impact on service and service capacity.
How the Money was Spent
Changes in provincial fire code will necessitate continued improvements in our fire safety requirements and thus present as a significant financial liability. Of particular importance is the installation of sprinkler systems in all group homes by January 1, 2019. For Ongwanada, there are 13 of the 29 properties that still require installation of a sprinkler system. Work is underway to define a plan and costing and determine a funding strategy. The upgrading process was initiated this year with the installation of sprinklers at McKeown and upgrading of fire panels at fifteen other sites with funding assistance from the Ministry of Community & Social Services. Capacity and efficiency of the Ongwanada Pharmacy were enhanced with the installation of an Automated Tablet Packager and Beacon inventory management system. The capital cost of this project is being covered out of increased departmental revenue with a target payback of four years. Thereafter, the plan is for increased revenue resulting from these enhancements to be directed to support other client services. In 2015/16, funding from the Ministry of Community & Social Services is expected to remain essentially unchanged except for increased funding for the wage enhancements that were made on April 1, 2015. Continued prudent management of operating costs and continued internal review and modification in business practices will assist Ongwanada in continuing to maintain high-quality stable services with well-maintained facilities and equipment.