Page 53 - Preventing Youth Violence

7. Progress/Follow-Up/Monitoring & Evaluation

The Progress Note (Appendix 7) is the main document for reporting on the development
of the client. Each time contact is made, whether initiated by the client or the case officer,

it is recorded. This assists in the monitoring and evaluation process. The Monitoring and
Evaluation team assesses how the interventions have impacted the life of the client by

tracking the progress as documents are uploaded to UPSHOT.

The case management process is dependent on a rigorous monitoring system. The typical
CSJP client is an individual who dropped out of the formal education system for quite a

while and getting back on track can be a challenge. The case officer needs to be in touch
with the client regularly: on a weekly basis, at the very minimum. In order to ensure clients

follow through with their commitments, a multi-faceted approach is taken. Telephone
calls and home visits are done; monitoring the attendance registers for clients enrolled

in pre vocational and vocational activities; site visits and meetings with instructors and
site administrators at vocational training centers; motivational interviewing, and assigning

mentors to clients, among other activities.

Progress Notes are used to document every interaction and exchange with the client. As
the name suggests, the Progress Note is the main document used to record the client’s

progress with the goals in the treatment plan. Each time contact is made, whether initiated
by the client or the case officer, it is recorded. The Progress Note covers four areas:

• Focus of Discussion
• Assessment of Situation

• Resolution
• Follow-up Action.

The Focus of Discussion provides a summary of the focal point(s) discussed between case

officer and client. Assessment of Situation documents the case officer’s evaluation of the
client in respect of the information presented by the client. Resolution refers the process in

which the case officer and client find a solution to manage, determine or settle challenges
that may arise from the focus of discussion. Follow-up Action is the final step in the Progress

27