Attachment A
OFFICE OF RACIAL EQUITY:
WELCOMING SAN JOSE PLAN 2.0 MONITORING AND EVALUATION PLAN The Office of Racial Equity’s (ORE) monitoring and evaluation plan is the foundation for program evaluation for ORE’s three-year Welcoming San José Plan 2021-2024 (WSJ Plan). The explicit purpose of the evaluation plan is to ensure that collective efforts are accomplishing what is wanted and expected of the WSJ Plan. The evaluation plan forms part of a larger process that includes data collection and analysis – which provides the opportunity for ORE to incorporate data as feedback. In turn, this feedback is used to continually improve the scope of the work and to make adjustments to ORE’s goals and objectives over time. The need for a robust evaluation plan reflects the need to ensure that the strategies outlined within the WSJ Plan are not merely aspirational, but measurable and achievable.
The WSJ evaluation plan is unique in that it describes both the internal, direct work of the Immigrant Affairs (IA) team as well as the work of its community partners. As the IA team is not a direct service provider, it relies on the efforts and activities of frontline community partners in order to implement programming that advances the Plan’s strategies. The IA team then collaborates with those organizations as conveners, connectors, supporters, facilitators, and advocates to support this work and to influence City systems to be more welcoming and accessible to the immigrant community. Therefore, the evaluation plan tracks the quarterly progress towards all strategies, regardless of who is directly responsible for the individual activities that form part of that work. The entire WSJ Plan is comprised of 23 strategies across four major pillars. The four pillars are:
• Leadership & Communications
• Access & Engagement
• Educational & Economic Opportunity
• Safe Communities
For each of these pillars, the WSJ evaluation plan depicts a quarterly outline of each strategy, all actions undertaken for the strategies within that pillar, expected outcomes (in qualitative or quantitative measures of outputs, as appropriate), an assessment of progress, additional context, and the data collection tool used to measure quantitative outputs. Every quarter, each strategy is assessed for level of effort, focus population and reach, as well as leads, grantees, or partners who will be advancing those activities. Every activity is then assigned a color which is coded to indicate whether an activity is on track, in progress, not started, or on hold. Given the scale of the entire plan, the number of strategies, as well as staff and community partner capacity, not every Efforts (Activities)
Activities in
Numbers
(Outputs)
Desired Results
(Outcomes)
Evidence of
Desired Results
(Indicators)
Attachment: Welcoming San José Plan 2.0 Monitoring and Evaluation Plan
Activities in Evidence of Activities in Evidence of Activities in Evidence of strategy will have activities every quarter. In those cases, strategies will be noted as on hold and deferred to a future quarter.
The evaluation plan also provides the framework by which external partners and direct practitioners in the field can provide feedback on the WSJ Plan’s progress on an ongoing basis.
Evidence of Desired Results
The evaluation plan includes the evidence of desired results known as indicators. An indicator provides evidence that certain results have or have not been achieved.1 An indicator is a specific, observable and measurable characteristic that can be used to show changes or progress a program is making toward achieving a specific outcome.2 It is important to note that data indicators are not survey questions. Survey questions and the provided responses (i.e. multiple choices) are developed once data indicators are chosen.
Data Collection Plan
The evaluation plan describes the data that is routinely collected during the implementation of the quarterly activities. ORE has incorporated a data collection plan into the overall evaluation plan in order to regularly outline how the tools, instruments, and data sources will be used to collect the data as well as who will collect the data and the timeline for data collection and analysis. The data collection plan and its relevant instruments will evolve and develop over time
1 Brizius, J. A., & Campbell, M. D. (1991). Getting results: A guide for government accountability. Washington, DC:
Council of Governors Policy Advisors.
2 http://www.endvawnow.org/en/articles/336-indicators.html
Attachment: Welcoming San José Plan 2.0 Monitoring and Evaluation Plan
as implementation of the WSJ Plan’s strategies call for additional more complex and sophisticated tools in order to assess progress over the three-year timeframe of the plan.
Sample of the Evaluation Plan
Below is a sample of one of the quarterly versions of the evaluation plan. This specific example depicts what a completed, end-of-quarter version of the evaluation plan would look like for the Leadership & Communications pillar. As this sample represents the end of Q2 of the current fiscal year, it does not yet contain information for each of the sections that will eventually form part of the evaluation plan, namely the Advisory Team feedback and Data Collection Tool.
Nonetheless, these fields are included to provide an orientation for what the full plan will contain.
Pillar:
Pillar Goal:
KEY
on track
in progress
not started
on hold
Level of Effort:
Focus Population/Reach:
Leads or grantees/partners:
Action Expected outcome(s) Progress Additional Context Feedback from Advisory Team Data Tool Collection Work with each City department to
establish equity policy/ guidelines
(i.e. determine equity point of
contact in each dept. to
communicate w/ & relay info)
*At least half of City depts will have established equity policies,
practices, and budgeting processes.
*12/1 presented to dept. heads (senior and
executive staff)
to introduce them to establishing racial equity
plans w/in their dept.
*All depts are required to have a draft racial
equity plan by February 2022
*Racial Equity Plans for each dept. will be
finalized by June 2022
ORE's Racial Equity Team has
been developing resources,
providing technical assistance, and
has established a timeline for this
work in order to effectively support
each department.
N/A N/A
Level of Effort:
Focus Population/Reach:
Leads or grantees/partners:
Strategy to Date Progress and
Potential Risks:
Action Expected outcome(s) Progress Additional Context Feedback from Advisory Team Data Tool Collection Deferred until next quarter
Strategy 3: Develop a robust communications mechanism with the County of Santa Clara and San José City Council offices to ensure consistent and timely messaging and information dissemination to the immigrant community, and a structure to discuss coordination of policy and procedures that impact the immigrant community.
Strategy 2: Develop and implement an intentionally anti-racist Diversity, Equity, and Inclusion training program, including unconscious bias, for City employees to improve quality of City service for all residents and foster improved connections between City representatives and our culturally diverse community.
High
City Leadership and Staff
Racial Equity Team
Strategy 1: Develop systems for identifying and advancing anti-racist, immigrant-friendly, and intentionally equitable policies, practices, and budgeting processes.
High
City Leadership and Staff
ORE's Racial Equity Team
STRATEGIC ACTION PLAN FOR WElCOMING 2.0 PLAN: Evaluation Framework Leadership and Communications
Establish equitable systems, policies, and practices throughout the City that create a welcoming and inclusive environment that allows immigrants, residents of color, and all people of San José to thrive.
Level of Effort:
Focus Population/Reach:
Leads or grantees/partners:
Action Expected outcome(s) Progress Additional Context Feedback from Advisory Team Data Tool Collection Expand local Refugee Quarterly
Consultation Meetings to
incorporate City departments and
other key stakeholders
*Creation of new format for quarterly consultation meetings * Increased awareness and better communication and
collaboration between refugee-serving agencies and city departments
*Met with refugee agencies and the Refugee
and Immigrant Forum to reach terms for the
expansion of exisiting meeting and creation of
the new format
*Identified City departments that would be
critical stakeholders to attend the meeting
(Housing, PD, FD, etc).
New quarterly consultation meeting
format will take effect in Q3.
N/A N/A
Establish quarterly County
Immigrant Affairs & SJC ORE
Immigrant Affairs Team meeting
*ORE's IA team and the County Office of Immigrant
Relations
will have regular and established communication channel, to build/expand upon as needed.
*Met with OIR to establish quarterly "whole of
team" meeting has been established between
ORE and OIR
The new quarterly meetings will
begin in Q3. The meetings will also
serve as a framework for expanding
communication systems between
the City and the County.
N/A N/A
Establish regular meetings between
ORE and Council offices to ensure
consistent updates and information-
sharing
*ORE will have an initial framework for regular
communication and information-sharing with Council
offices.
*Monthly or Quarterly meetings have been
established between ORE Director and all City
Councilmembers.
N/A N/A N/A
Level of Effort:
Focus Population/Reach:
Leads or grantees/partners:
Action Expected outcome(s) Progress Additional Context Feedback from Advisory Team Data Tool Collection Create calendar of events for
cultural & community events to
begin outlining and identifying
community events that can be
amplified and promoted.
*Develop a calendar of events to track, monitor, and
promote relevant cultural events
*Development of the calendar is in progress.
The initial format of the calendar has been
created and events are being added. Additional
outreach is needed to ensure that identified
events are comprehensive and reflect a wide-
range of backgrounds.
*Additional work is required to
identify the most appropriate
location to host the calendar and to
explore methods for allowing others
to add events to the calendar.
N/A N/A
Level of Effort:
Focus Population/Reach:
Strategy 5: Continue City leadership's active participation in immigrant community events to foster real listening and authentic partnership through events such as World Refugee Day, Immigrant Heritage Month, Citizenship Day, naturalization ceremonies, flag raising and cultural celebration events.
Low
City & County Leadership & communications teams
Strategy 4: Create meaningful connections between long-term residents and immigrant and refugee communities through supporting neighborhood, cultural, art, and other local community events that focus on bringing people together and centering our immigrant and refugee residents.
Medium
All San Jose Residents
Immigrant Affairs Team
Medium
City & County Leadership, Immigrant-serving CBOs, City Council offices Immigrant Affairs Team
Leads or grantees/partners:
Action Expected outcome(s) Progress Additional Context Feedback from Advisory Team Data Tool Collection Create a master list of immigrant-
serving CBOs to identify and plan
future cultural events and projects
*Creation of this master list will help to identify and establish new relationship w/ communities not currently with City programming.
*Development of a comprehensive list of CBOs will help ORE staff identify organizations to prioritize establishing new relationships to ensure representation.
*Development of the comprehensive list is in-
progress. The initial format of the list has been
created and populating of the list has begun.
Additional work will be required to ensure that
as many relevant organizations are identified
and added.
N/A N/A N/A
Level of Effort:
Focus Population/Reach:
Leads or grantees/partners:
Action Expected outcome(s) Progress Additional Context Feedback from Advisory Team Data Tool Collection Support advocacy and policy
analysis of federal immigration
legislation (i.e. budget reconciliation
bill)
*ORE will actively track and maintain situational awareness over all immigrant-related legislation on the federal level during Q3.
*ORE will proactively address and support affirmative
legislation regarding critical/priority immigration issues. * ORE monitored over 115 federal bills,
facilitated 4 Mayoral sign-on letters, and wrote
3 letters of support or public comments in
support of priority legislation.
N/A N/A N/A
Draft and introduce Federal
Immigration Reform Council
Resolution
*The request from CM Esparza for a resolution is drafted by ORE, introudced, and approved by City Council.
*ORE drafted the requested resolution.
*The resolution was introduced by CM Esparza
in November and unanimously approved by
Council.
N/A N/A N/A
Establish bi-weekly immigration
briefing for Mayor, City Manager,
and Council Members
*Develop a regular system to share updates, tools,
resources, and sign on opportunities with Mayor,
Councilmembers
*Strengthened communication w/ City leadership and
create a framework to regularly update city leadership on immigration issues.
*First briefing was sent out on Nov. 4
*Second one out Nov. 15
*Third one out Nov. 29
*Fourth one out Dec 13
Provides a high level overview of
the most important updates to
federal policy changes, local
impacts, and current events and
resources for our city leadership to
be aware of and relay to their
consitituents
N/A N/A
Launch educational campaign for
the Central American Minor (CAM)
Program
*ORE team develops a campaign to effectively coordinate efforts to share resources that could help hundreds of
Central American residents and their families.
*ORE highlighted CAM program through its
spotlight series on 12/8
*ORE developed a comprehensive CAM toolkit
to support City leadership and community
organizations in promoting the program and
educating community members.
*Launched the campaign in late December
CAM program recently reopened in
2021 and there will be an increase
of residents who can benefit from
this type of information and these
services
N/A N/A
Strategy 6: Support legislation that protects immigrant rights, provides a pathway for citizenship, legal permanent residency, or protected status including comprehensive immigration reform. Oppose efforts that remove due process rights, undermine the humanity of immigrants and refugees, weaken data privacy or confidentiality rights, and separate or require long- term detainment of families.
High
City Council, State and Federal Legislators
Immigrant Affairs Team- CNC
Immigrant Affairs Team