Connecticut s Contractor Data Collection System

Transcription

1 Connecting Practice, Data and Research Connecticut s Contractor Data Collection System Maureen DeLude Program Manager CT Judicial Branch Court Support Services Division Barbara Pierce Parker Managing Associate Crime and Justice Institute at CRJ

2 Introductions and Learning Objectives By the end of the session, we hope you understand: Why we invested in comprehensive statewide data collection Key elements of correctional treatment data collection What s involved in implementing a data system with a variety of contracted correctional treatment programs

3 A Little History CT Judicial Branch Court Support Services Division is under the leadership of the Chief Justice of the Supreme Court and the Chief Court Administrator 1,600 Employees Functions: Adult Services Bail and Probation Juvenile Probation Juvenile Detention Family Relations DV and Civil Contracted Treatment Services Administration The Mission of CSSD is to provide effective support services within the Judicial Branch by working collaboratively with system stakeholders to promote compliance with court orders and instill positive change in individuals, families and communities.

4 A Little History 51,000 adult probationers supervised on any given day On average, age, 16,000 probationers o are involved in programming or treatment with private providers These providers deliver more than 20 program models

5 A Little History More than a decade ago, adopted the principles p of effective intervention internally and with its private provider network Crime and Justice Institute at Community Resources for Justice (2009). Implementing Evidence-Based Policy and Practice in Community Corrections, 2 nd ed. Washington, DC: National Institute of Corrections

6 A Little History In 2007, the Legislature s Appropriations p Committee adopted Results Based Accountability y( (RBA)*) Critical planning tool for the budgetary process Provides a framework to determine a program s impact on the citizens of the State of Connecticut *RBA was developed by Mark Friedman of the Fiscal Policy Studies Institute

7 A Little History RBA asks 3 questions How much do we do? How well do we do it? Is anyone better off? CSSD piloted RBA with its internal departments and its contracted providers Added incentive for data collection as budget Added incentive for data collection as budget decision made through the lens of RBA

8 The Missing Data Link Recidivism Data

9 What is CDCS? Contractor Data Collection System Web-based, secure system Specific to each program model Collects client level data from CSSD s network of private correctional treatment providers

10 What data is collected? Referral Intake Assessment Services (group and individual) Program Outcomes & Discharge Ds

11 CDCS DESIGN

12 Gather Information Purpose Gain a comprehensive understanding of how a model works Determine what information to collect and how to organize/display the data elements Products A design document to include: Names and definitions for all data elements, all dropdowns and other response options, and proposed screen layouts (the what ) Logic (the how ) A user manual (ideally) Risk reduction indicators (developed d using RBA)

13 Gather Information Process Review program model RFP, contracts, relevant policies Meet with stakeholders CSSD Adult or Juvenile Programs and Services staff Probation and Bail regional managers A sample or all of the Program Directors for the model being designed

14 Gather Information What are the program model s outcomes? Who refers clients? What is the referral process? Who is served? Are there any clients it is important to track separately? How does intake occur? What is done at intake? What assessments are done? What services are offered? What is done to link clients with other services in the community? What is the discharge process?

15 Program and Test Programmer creates screens and backend tables according to design document Internal team tests Volunteer providers test Correct bugs and add identified enhancements before release

16 CDCS IMPLEMENTATION

17 Implementation Train users 4-6 hours for new users Overview of CDCS Hands on practice Review of definitions and CDCS features Pilot and revise Voluntary basis 2-4 providers Rollout Training Implementation visits

18 Implementation Develop reports for Providers Contract monitors Probation, Bail, Family Services Quality assurance Help desk Data quality reports Data quality reviews Data definitions User manuals & online training i

19 A DEMONSTRATION

20 Referral Information is pre-populated from Case Management Information System based on case number

21 Intake Built in logic to ensure data are completed

22 Assessments LSI-R and ASUS-R Program model-specific assessments

23 Services and Group Logs

24 Referrals to Outside Services Track connections to community to ensure support post-program p

25 Activity Logs Case Management Urinalysis and Breathalyzer

26 Discharge When and why client is discharged When and why client is discharged Outcomes achieved during program

27 REPORTS

28 Report Features Report visibility Log in determines report availability Parameters Export Click through Comparisons with other program locations and statewide figures

29 Types of Reports Available How much do we do? Client Lists Demographics Program Activity How well do we do it? Data Quality Completion Rates Is anyone better off? Risk Reduction Other Administrative Data Export Client Level

30 Utilization

31 Click Through Feature

32 Completion Rates

33 How We Use the Data: An Example Concern about low completion rates (33.8%) for bail clients at the Alternative in the Community program Ran report showing program discharge reasons Large percentage discharged because case was disposed while clients were at the AICs

34 How We Use the Data: An Example Met with Bail Regional Managers Determined that Bail had no consistent way of knowing how long clients should be at AIC Added a data element to CDCS so Bail would know the projected end date for services Anticipated completion dates are now displayed on the progress report generated in CDCS and sent to Bail

35 How We Use the Data: An Example This has resulted in smaller percentages of bail clients being removed before having the opportunity to complete the AIC services Case Disposed Discharges for Bail AIC Clients 30% 28% 25% 25% 24% 26% 20% 22% 18% 19% 19% 15% 10% 5% 0% Q Q Q Q Q Q Q Q4 2010

36 Risk Reduction Indicators Built set of reports for Probation, Bail and Family Service and contracted providers to measure agency performance and client/public safety outcomes

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38 Comparisons to All Locations

39 Risk Reduction Indicators How We Use Them Quarterly Adult Risk Reduction meetings Probation Bail Family Services Adult Providers Present and review all indicators Identify how each entity impacts and can Identify how each entity impacts and can assist others

40 Risk Reduction Indicators Examples of How We Use Them Probation indicator Discussion with adult service providers: Are clients showing up to the program? If not, what can probation do to ensure clients show for the program? How can programs do better to engage clients? Are there enough groups running to accommodate the number of referrals probation is making? If not, why?

41 Risk Reduction Indicators Examples of How We Use Them AIC indicator Discussion with adult probation and bail: What are probation and bail doing to encourage participation in services? Do probation and bail need more information from AICs in order to more effectively support client participation?

42 Client Level Reports Progress Report Discharge Report Service Team Meeting Form Case Management History Substance Testing History

43 LESSON LEARNED

44 Lessons Learned - Time Accept that system development takes a LONG time Use project planning methods to set realistic time frames Implement one service type at a time Allow sufficient time for implementation before using the data

45 Lessons Learned - Design Start simple Design with the end user in mind Does the data layout match business flow? Do the names of data elements, drop downs, etc. have meaning to the user? For every data element, ask yourself: What you we do with this information? How will having this information support risk reduction? Avoid scope creep Build in flexibility

46 Lessons Learned Buy-in Include wide group of stakeholders in design Show internal and external stakeholders e s how they will benefit Respond quickly to issues and data requests Use feedback to improve the data system and give credit for suggestions

47 Lessons Learned Implementation Include both line staff and management in the implementation process Provide hands on training Provide on-going support beyond training Be prepared to uncover programmatic issues have mechanism to address

48 Lesson Learned Data Quality Clearly define data elements and expectations tti such as time frames for data entry Ideally, QA will be done by both the service provider and the funder Create tools such as exception reports and timeliness reports Develop a reward system for positive performance Support poor performers by providing concrete feedback and helping them develop strategies for improvement

49 Example of a Timeliness Report Shows amount of data entry in the specified period Shows the % of data entry within the required 5 business day time frame

50 Example of an Exception Report This report lists data entry that looks atypical. Users are asked to review each item for accuracy.

51 Lessons Learned Using the Data Allow several months of implementation before using data Define, e, define, e, define! e! Find ways to reduce workload Defend against information overload Create a forum to discuss the story bhid behind the numbers

52 To sum it up in one word:

53 Where are we now? 10 program models input data in 115 locations across the state 500 users s 96,974 referral records to date 170 help desk requests per month More and more data requests

54 Where are we headed? Electronic referral Probation officer access Reduction in paper reporting Reduction in paper reporting Integration with billing

55 QUESTIONS?