Provincial Capacity Building Programs (HIV Resources Ontario): OCHART Reporting & Tracking Tool Entries (2023-24)
FAQ and Definitions
Activity Type Definitions:
Presentation/information session: you are presenting or providing information to an audience. This includes conference presentations.
Training: you are teaching individuals how-to ... (e.g. how to conduct a quantitative interview, how to write a proposal).
Consultation: you are meeting with individual(s) to help them change practices, policies or approaches.
A KTE Resource: these are all the resources that will be uploaded to the HIV Resources Ontario website
An awareness campaign: these are provincial campaigns such as the ones developed by the GMSH or ACCHO
Community development:
For the purpose of OCHART, community development is defined as a complex process (tailored to local context) that seeks to improve the lives community members by building opportunities to enhance the capacity of service providers, community stakeholder agencies, businesses and government.
Community development works with organizations (e.g., service providers, professionals, practitioners) rather than with individuals (e.g., service users, clients) and is separate from direct service delivery.
The focus is to improve the responsiveness, accessibility and ultimately the impact of community services. On the other hand, outreach provides direct services and involves interacting with community members where they socialize or congregate.
For the purpose of OCHART reporting for PPNs (WHAI, GMSH, ACCHO) community development refers to the activities delivered to respective PPN local ASO workers and members to strengthen the network and its work.
A Conference: these include the annual Opening Doors conferences, other community events, and PPN Annual Symposium
Primary Focus Definitions:
GIPA/MIPA: activities related specifically to the Greater Involvement of People with HIV or Meaningful Involvement of People with HIV
HIV Syndemics (social drivers of HIV, social determinants of health, etc.): activities related to looking at the multiple factors that increase vulnerability to HIV (e.g., poverty, social support, experiences of abuse, violence, trauma, racism, homophobia, etc.)
Issue affected by HIV (HIV related): for example, immigration, criminalization of non-disclosure, etc.
Organizational development: the focus is on organizational development including the work of the board of directors
Skills development: improving the skills of workers across the sector to carry out their roles
HIV Research (science, programs, interventions, etc.) = any general activities related to HIV research findings
How do I record …?
Note: Some HRO members (e.g., OODP, OAN) have developed their own program-specific tracking tool guides and their information is not included in this table.
|
Activity |
Organization |
Tracking Tool Entry |
|
HIV Resources Ontario meetings
*as requested, updated to reflect increased frequency of meetings in 2020-21 & 2021-22 |
ALL (as applicable) |
Record as “Community Development Meetings” Meeting purpose = “Coalition/Network Meeting” Activity title = HRO meeting and the date meeting was held Partner type = “Community-based HIV service providers” Priority population = N/A Issues discussed = N/A |
|
Joint activities delivered with HRO members |
ALL (as applicable) |
Only 1 organization reports delivery of the activity (e.g., OAN as part of the OAN Skills Program) as presentation or training session. All other partners report the planning meetings as: Activity type = “Community Development Meetings” Activity title = “Planning meeting for xxxx meeting/training on DATE”. Meeting purpose = “Development of Education Prevention Materials” or “Community event planning” (depending on meeting focus) Partner type = “Community-based HIV service providers” Priority population = N/A Issues discussed = N/A
|
|
Annual Worker Symposium (usually full-day events) |
GMSH, WHAI, ACCHO, harm reduction capacity building |
Activity type = ‘Conference’ Note: local ASO workers DO NOT record their participation at these meetings as community development. It is just part of their role. This activity is entered directly into the OCHART report. It is not recorded in the tracking tool. |
|
Regular network meetings (online/face-to-face)
|
GMSH, WHAI, ACCHO, harm reduction capacity building |
Activity type = ‘Trainings’ Primary focus = ‘Skills Development’ If the focus of the meeting is specifically on ‘syndemics’ then you can report ‘syndemics’ or other topics as appropriate as the focus. Note: local ASO workers DO NOT record their participation at these meetings as community development. |
|
Network teleconferences / webinars (in addition to regular meetings) |
GMSH, WHAI, ACCHO, harm reduction capacity building |
Activity type = ‘Presentation/information session’ Primary focus = topic related to the teleconference/webinar |
|
Network teleconference / online meetings with EDs |
GMSH, WHAI, ACCHO, harm reduction capacity building |
Activity type = ‘Consultations’ Primary focus = ‘Organizational development’ |
|
Network site visits |
GMSH, WHAI, ACCHO |
Activity type = ‘Consultations’ Primary focus = ‘Organizational development’ |
|
Training events (in-person/online blended learning sessions) |
CATIE CAAT ABRPO |
Activity type = ‘Trainings’ Primary focus = ‘Skills Development’ (or other topic as appropriate for the focus)
|
|
Conference posters |
ALL |
Record these the same way you would a conference presentation Activity type = ‘Presentation/information session’ Primary focus = ‘HIV research’ or a different focus if appropriate In Tracking Tool = include Conference Poster in the title of the activity |
|
Member or network meetings
(not PPNs or harm reduction capacity building, as applicable) |
THN OAN CAAT ABRPO |
Activity type = ‘Community development’ Meeting purpose = ‘coalition/network meeting’ |
|
THN multi-site coordinated volunteer training |
THN |
Activity type = ‘Training’ Primary focus = ‘Organizational development’ Note: THN’s partners that deliver presentations on difference topics during the training would record these as education presentations delivered by their agency. |
|
Community development |
ALL |
Refer to definition for community development on page 1 OODP – does not record any community development activities |
|
Opening Doors Conference – planning meetings |
THN |
Activity type = ‘Community development’ Meeting purpose = ‘community event planning’
|
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Working group meetings to develop or review resources or plan activities (with network members or community partners) (e.g., Symposium, routine network meetings, etc.) |
WHAI GMSH ACCHO harm reduction capacity building ABRPO Others as applicable |
Activity type = ‘Community development’ Meeting purpose = ‘community event planning’ or ‘development of education prevention materials’ Note: local ASO workers DO NOT record their involvement with these working groups as community development. |
|
Resource development (print or online) (e.g., blended learning modules, etc.) |
ALL |
Activity type = A KTE resource Material type = Tools (incl. manuals, toolkits, training guides, etc.) |
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Consultation with ASOs/HIV programs (i.e., to help improve policies or practices) OR Answering information requests
|
ALL |
Activity type: Consultation Activity title: “Information request-topic-organization” (for example, Information request-harm reduction-Simcoe Muskoka Public Health) Primary focus: Organizational development (help with policies?) OR Skills development (increasing knowledge of harm reduction, etc.) LHIN: choose the LHIN for the organization, # of participants = 1 Type of Participant: choose the type that matches the organization requesting (e.g., Clinical service providers); # of participants = 1 Key priority population: as applicable (e.g., for harm reduction capacity building = people who use drugs) Primary goal: Ensure the quality, consistency and effectiveness of all provincially funded HIV programs & services (or as applicable)
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Activities that are not recorded or reported in OCHART
The following activities are not recorded using the tracking tool or reported in OCHART:
- Internal team meetings
- Quick calls/meetings that are part of regular business to deliver your work