HCBS Training

Evaluation Plan and Annual Review

Past present future progress

The evaluation plan gives the team a chance to think about how to:

  • Review progress on a regular basis, and
  • Conduct an annual evaluation.

Regular Data-Based Decision-Making Process During Meetings

Teams working on the action plan include time to review the evaluation measures that are listed for each goal. If data are summarized quarterly or at a scheduled time, add a prompt into the meeting agenda to make sure that the team takes time to review these data. For example, some organizations create a quarterly and annual report that summarizes key staff retention and attrition data. A quarterly process is more appropriate for this type of review. Check with other HCBS staff to find out if there are schedules that are already in place for summarizing data linked to overall strategic action plans or accreditation processes.

The Minnesota Team Checklist can be used at each meeting; however, this can be too time intensive for some teams. Completing the checklist during every meeting may take time away from more detailed problem solving. However, it can help the team to review the Minnesota Team Checklist more often in the first year because the team is still learning the key elements for moving forward. For instance, some teams have chosen to complete the checklist three times in the first year. Once the team is more familiar with the person-centered planning process, the team may choose to complete the checklist as part of an annual process.

Even if the team does not complete the Minnesota Team Checklist at each meeting, a review of the graph during the meetings can help the team quickly see areas of the action-planning process that need attention. 

cup of coffee, pen, napkin with words annual review

An Annual Review of Progress

Teams conduct an annual review to refocus efforts, make changes to the outcome statements, change goals, and summarize overall progress. The following documents and processes are helpful for annual review:

  • Celebrate successes that have occurred
  • Review vision boards and outcome statements
  • Repeat the self-assessment process from Module 4
  • Discuss the long-term plan and confirm whether changes are needed
  • Review the old action plan and decide to carry over unfinished tasks
  • Make changes to the evaluation plan if needed
  • Use summaries of each evaluation question to problem solve about barriers that have occurred during the year
  • Create a new action plan that considers the work the team chose as part of the long-term plan

Annual reviews do not need to be tedious or boring. Psychologists who study positive psychology recommend that we focus on strengths rather than weaknesses. Working on tasks you find meaningful increases happiness. 


Please use the MN Team Checklist and the HCBS Planning Tool to complete the activity.

Minnesota Team Checklist.  Item number 34 in the Evaluation section.  An annual evaluation report is in place summarizing progress on person-centered and positive support practices. Score the checklist: 0 – planning not yet started, 1 – in progress, or 2 – fully in place.

MN Team Checklist Item 34: An annual evaluation report is in place summarizing progress on person-centered and positive support practices.

Review the data from the evaluation plan and summarize your efforts, your fidelity data, and your outcome measures.  Develop an evaluation report using this data.  Focus on how the organization is progressing on person-centered and positive support practices.

Minnesota Team Checklist

HCBS Planning Tool

If you haven't already done so please use these links to access the tools.