The Women’s Aid Outcome Measurement System
What is On Track?
On Track is the Women’s Aid case management and outcomes monitoring system.
On Track is a package of resources and support, including:
- a cloud-based, fully integrated case management and outcomes monitoring database (OASIS-On Track provided by IT Works)
- a full set of template case management forms and validated outcomes monitoring tools specially developed for the domestic abuse sector
- an inbuilt reporting suite allowing services to report comprehensively, accurately and meaningfully at the touch of a button!
- support to implement the programme from the team here at Women’s Aid as well as ongoing support around data and evaluation
- the option to receive benchmarking data to compare your service regionally and nationally.
What is On Track Lite?
IT Works have developed a scaled down version of On Track which allows services not using the full system to capture the outcomes data and a small amount of client data. This is aimed at services that are not able to commit to the full case management system and enables them to monitor outcomes and contribute to the national dataset.
How is On Track different?
On Track has a number of distinctive features which set it apart:
It’s a single integrated solution to case management and outcomes monitoring
On Track provides a single, integrated solution for case management and outcome reporting – which means there is no duplication, and no extra forms.
- The information needed to manage cases and to evidence outcomes is gathered as part of your usual working processes using the fully-integrated case management system which includes support and safety planning tools.
- Staff can share information across the team securely using the inbuilt messaging and reminder functions to keep track of your caseload.
- Data is stored securely in one place, where it can be easily reported on at the touch of a button.
It has been developed by our membership
On Track, including the software, was built with extensive consultation with members, survivors, academics and commissioners, and the programme will continue to be shaped by the needs and input of participating services.
It is flexible and can be adapted to support your monitoring requirements
The system is designed to be flexible to work for all domestic abuse services and the outcomes monitoring tools are comprehensive and were developed in consultation with services and commissioners. Where necessary the system can be customised to fit specific service requirements.
Reporting at the touch of a button
OASIS OT has a simple, but powerful reporting function that will allow you to report on a wide range of data in minutes so more time can be spent on client work.
You can produce standard or customised reports for funders and commissioners and to learn what works at your service with reports on teams and individual caseloads.
Benchmarking and national data
You own your data.
Using On Track services can contribute to a secure, anonymised national data-set through which Women’s Aid will provide benchmarking, regionally and nationally, to show how local services compare to the average.
You can help give our sector an evidence base for “what works” which will support a national network of learning.
Support from Women’s Aid
At Women’s Aid, we know how busy life is in frontline services, and we have designed a support process accordingly to make implementation easier and ensure the system is tailored to meet your needs.
What support is offered to get started with On Track?
At Women’s Aid, we know how busy life is in frontline services, and we have designed a support process accordingly to make it implementation easier and more efficient.
As a member, when you sign up for On Track you will receive free consultancy from Women’s Aid.
- You will work with a member of the team at Women’s Aid who is experienced in supporting services to implement the programme and guide you through the process every step of the way.
- We will review your current data collection and monitoring reports to ensure your system is tailored to meet your needs.
- We will support liaison with your commissioners and funders to discuss how On Track reporting can meet their requirements.
- We will support you to look at current processes and adapt them to On Track.
Who is On Track for?
The On Track programme is available to all domestic abuse services. It has been designed for all types of support to survivors and their children, including helpline work, counselling, advocacy, outreach, therapeutic group work, refuge and resettlement.
Do we have to buy a new database?
To fully benefit from the On Track programme, you will need to use the OASIS OT case management system. We can help with suggestions for fundraising for the system.
If, for whatever reason, changing systems isn’t possible for your service at the moment, talk to us about On Track Lite which allows services not using the full system to capture the outcomes data and a small amount of client data. This is aimed at services that are not able to commit to the full case management system and enables them to monitor outcomes and contribute to the national dataset.
What kind of evidence can we gather and report on with On Track?
On Track collects a wide range of information on women and children using services including:
- Who uses your service (client profiles)
- Caseloads and patterns of work/ referrals
- What support you offer (outputs)
- What difference your support makes for survivors (outcomes)
- Service user satisfaction
- Intelligence about other agencies
The system allows reports to be broken down between different parts of the service and can also be adapted to allow services to collect specific information on particular grants and contracts.
Our current data collection systems don’t fit with On Track / Our commissioners/funders need information which isn’t included in On Track
Women’s Aid will offer consultancy (free to our members) to help with streamlining current data collection and reviewing the template forms
As a part of this consultancy we will review your reporting and monitoring requirements and check these against On Track. In this way we will identify any areas not included and work with you to identify the best solution. This may be:
- Reviewing and revising internal data collections systems
- Supporting you to liaise with commissioners and funders around their requirements
- IT Works can add custom data to your CMS if required
We’ve never used a CMS before? /We’re all used to our existing CMS
You’ll receive staff and management training on using the database and the forms from Women’s Aid or IT Works. Your lead will be guided through the implementation process using a simple workbook and one-to-one support including a half-day training session to support them in their role which will include speaking to all staff about the upcoming change and making sure everything is prepared.
We’re not sure how to use the data to support our work?
We will be there to offer help with using, interpreting, and managing the quality of the data you collect both before and after implementation
We will offer benchmarking to show how your services compare regionally and nationally
Women’s Aid costs
Our implementation support is free to members though we will charge non-members for this. We can also provide training on the system. The first day is offered for free, although we will ask you to cover our travel expenses. After that, training is charged on a sliding scale which mirrors the membership fees.
For the software itself there is a setup fee and then an annual recurring cost which depends on the number of users. Our partners IT Works can provide services with a quote really quickly on [email protected]. The quote will be on a sliding scale that takes into account how many people will be using the system. It will also include a quote for providing training and for moving across any old data you have in a different system.
What are the benefits?
On Track is designed to make assessment and data collection faster, simpler and more consistent and information sharing across the team is easier and safer.
The programme enables individual services to gather, own and use outcomes data – both to improve the support they offer, and to communicate their value to funders and commissioners.
For the sector:
On Track is designed to create a live, sector-wide, national dataset providing evidence of survivor needs, support delivered and service outcomes.
The national data will, inform research into ‘what works’, and permit benchmarking regionally and nationally.
For funders and commissioners:
On Track offers a clear performance framework for funders and commissioners by outlining realistic outcomes and meaningful performance indicators.
Training, implementation support and data validation, mean that commissioners can expect good quality information that can be benchmarked regionally and nationally.
How does On Track link to the Imkaan and Women’s Aid Sustainability Partnership?
On Track has been developed in collaboration with Imkaan as part of the Imkaan and Women’s Aid Sustainability Partnership.
Imkaan has also developed an outcome measurement system tailored to the needs of its members. For more information, Imkaan members can contact Camille Kumar: [email protected]
What our members say
National roll-out began on the 1st April 2016 and we already have a substantial number of services either up and running or at some stage in the implementation process. Eight members piloted the software and helped us ensure that the system was built by members for members.
I highly recommend using On Track. Frontline staff have commented on how intuitive and easy to use the system is, whilst the robust outcomes framework allows us to effectively evidence the work that we are doing. IT Works are also great to work with – they will ensure that all your needs are met and ensure that your migration goes smoothly.
Talking to commissioners and re-drafting our monitoring workbooks was definitely a huge plus for us and I appreciated all of the clear, concise e-mails that explained each step of the process and outlined who was doing what.
Really pleased with the system, it is a much more effective way of working and we have received brilliant support from IT Works & WAFE.
A big thank you to the pilot sites:
• Jewish Women’s Aid
• Manchester Women’s Aid
• Solace Women’s Aid
• Women’s Aid Integrated Services, Nottingham
• Nottinghamshire Women’s Aid
• Wycombe Women’s Aid
• Crossroads Derbyshire
The pilots are now joined by:
• Aylesbury Women’s Aid
• Bexley Women’s Aid
• Coventry Haven
• Derbyshire Domestic Violence and Sexual Abuse Service
• Pennine Domestic Violence Group
• South Shropshire Domestic Violence Services
• Swindon Women’s Aid
• Women’s Aid in Luton
• Bradford Women’s Aid
The DASH Charity
Milton Keynes ACT
Hull Women’s Aid
We are always supporting new services through the implementation process!
MORE SUPPORT FROM THE SUSTAINABILITY PARTNERSHIP
Imkaan and Women’s Aid Sustainability Partnership
The Sustainability Partnership offers training and support to build the resilience of independent specialist domestic violence services at a time of serious threats to services and severe hardship for the most marginalised and vulnerable.
Find our how we can support your service.Sustainability Partnership