Data Coordinators Conference - Texas
Transcript of Data Coordinators Conference - Texas
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Data
Coordinators
Conference October 22 - 23, 2013
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Welcome to Data Coordinators!
Packets
Include presentations
Agenda and session room locations
Training certificate (day one)
Conference times
Adjourn 5:00 today, 8:30 - 12:00 tomorrow
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Plan for the Conference
Break-out Sessions Four sessions per time period
Choose session of interest
Sessions provide a variety of topics with focus on Data quality and reporting
Gathering and using information
Programs and Juvenile Justice system
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Plan for the Conference
Encourage attendance at the following
sessions:
Mental Health Grant Overview
Program Registry
Department Panel
Departments using JCMS MUST attend the
JCMS Basic Version 1.9 session
Today at 4:00, San Marcos room
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Plan for the Conference
CDA session will be question and answer
so don’t stress if you need to attend a
different session
Happy to answer questions at any time during
the conference
Remember that CDA is due to TJJD on
October 31st
Will be reported in November extract
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Plan for the Conference
Highly recommended
Current CW departments attend JCMS
scheduling session
If can’t make session, talk with Amanda or
Laura about scheduling your JCMS date
Closing Speaker!
James Williams, Director of Probation and
Community Services
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Research and JCMS Team Staff
Research Staff:
Nancy Arrigona
Lory Alexander
Bill Bryan
Jessica Gonzales
Pernilla Johansson
JCMS Team:
Amanda Zamarron
Laura Marroquin
Michael Rutherford
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All Things
Data Accountability
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Whole New World…
Increasing focus on accountability
Efficiency
Effectiveness
Performance
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Intersection of Resources and
Accountability
Increased funding =
increased reporting
Limited resources =
increased reporting
JJ system transformation = what is
working and what needs additional change?
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What it Means to You
Increased reporting requirements
Increased scrutiny of data reported
Increased expectation that
requirements are being followed
and data is correct
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Bottom Line
Need to identify
What we are doing,
What is working, and
What it costs
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Truth
We know that juvenile probation
departments are doing a good job
serving kids
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Reality
We have to be able to show that
juvenile probation departments are
doing a good job serving kids
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Data Provides the Answers
Quality of data allows for complete
picture…or not
Need complete,
Accurate, and
timely data
Provide a true picture of system and
system impact
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Impact Example #1
80 referrals, 20 of which
were placed on supervision
ADP under supervision of 25
and pre-disposition
programs/services to an
additional 20 kids per day
Department offers
counseling, vocational
training, life skills classes
and electronic monitoring
Department receives
$165,000 is state funding
25 referrals, 20 of which
were placed on supervision
ADP under supervision of 25
Department offers no
programs
Department average cost
per kid referred is $6,600
What is Happening What we See
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What Happened
Impact Example #2
FY 2012 commitments = 875
FY 2012 certifications = 166
FY 2012 commitments = 868
FY 2012 certifications = 171
What we Saw
January 2013
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Impact Example #3
Nine months after juvenile’s
disposition to TJJD:
Youth referred for a felony,
pending disposition
What we Saw
Youth on probation
supervision commits new
offense
New felony referral with
disposition to TJJD
Admitted to TJJD
3 months after admission,
youth was involved in
major incident
What Happened
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Why is it Important
System knowledge
TJJD appropriations
Funding to departments
Credibility
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Checking it Twice
Will be checking data reported compared to expenditures
Checking that youth served and services provided are allowable
Provide TA to departments
Developing process to hold funds for repeated/unaddressed errors
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Changes to
Data Reporting
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TJJD Reporting Requirements
Result in Changes for Field
Changes to legislative/LBB reporting
will impact data collection for
performance measures, quarterly and
annual reports and cost per day
calculations
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New Cost Reporting
Categories
The LBB’s Cost per Day calculations have been revised to include a greater level of detail
New categories include: Basic supervision
Community-based programs
Commitment Diversion – residential and non-residential
Mental Health – residential and non-residential
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Impact of Changes on TJJD
Reporting
New Legislative Reporting or Statute Change
Change in TJJD Data Collection
Change in Probation Department Data Reporting Requirements
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“Basic Supervision”
Juveniles on probation, deferred prosecution and conditional supervision
Does not include juveniles placed on
temporary supervision prior to the disposition
of their case
Represents change in “under
supervision” performance measures
and community supervision cost per
day calculation
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“Basic Supervision” Reporting
Data will be reported through monthly
extract NO NEW Reporting Requirement!!
Impact to JPDs will be in expenditure
reporting
Continue to enter all supervision records Temporary supervision should still be recorded but
will not be included in TJJD performance or cost
reporting
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Changes to Allowable Grant C
Expenditures for FY 2014 - 2015
Serve juveniles on
deferred or probation
supervision
Fund program,
placement,
supervision or service
Requirements FY 12-13
Serve juveniles on
deferred or probation
supervision
Fund programs and
placements
Requirements FY 14-15
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Grant C Data Reporting for
FY 2014-2015
Use funding source to report youth served
Have new “Grant C Blended” funding
source
Use “Commitment Diversion” when 100% of
program or placement is provided with Grant C
Use “Commitment Diversion Blended” when
Grant C funding is blended with other funds to
provide program or placement
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Mental Health Grant (Grant N)
New Mental Health Grant created for FY 2014-2015
Grant to be used for mental health screenings, assessments, evaluations, services, programs and placements
Departments will have to report by type of expenditure
Use funding source to report in extract
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Allowable Mental Health
Expenditures FY 2014 - 2015
Juveniles under the
jurisdiction of the
department
Provide a mental
health service or
program
Placement in a mental
health facility
YES
Juveniles referred to
department for
prevention or crisis intervention services
Substance abuse or
other non-mental
health service,
program or placement
NO
Youth served in programs and placements must
have a mental health need
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Mental Health Data Reporting
Essential that all screens, assessments
and evaluations be entered into
behavioral health service table
New originating PID number will allow
departments to enter services provided to
contract youth
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Mental Health Data Reporting
Essential that all mental health programs
and placements be identified and
entered into the program and
placement tables
Service type of “mental health” for
placements
Program type of “mental health” or
“counseling” for programs
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Prevention and Intervention
Grant
Departments that receive
prevention and intervention grants
MUST enter referral and program
information
Referral type “PI”
Program participation record entered
with funding source of “Prevention and
Intervention”
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Prevention and Intervention
Grant
Juveniles under the jurisdiction of the
JPD can not receive prevention
services through the PI grant (Grant S)
Juvenile can NOT be pending disposition
Departments may enter prevention
referrals that are not Grant S
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CW/JCMS/EDI
Changes A Brief Overview
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Changes to CW/JCMS: All
Tables
Addition of new funding sources:
Commitment Diversion Blended (Grant C)
Mental Health (Grant N)
Truancy Prevention (Grant T)
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Changes to CW/JCMS: Referral
Table
Add “Originating PID Number”
Required for transfer, contract detention
and contract placement referrals
Use in conjunction with County Number
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Changes to CW/JCMS:
Behavioral Health Service Table
Revising BH Referral Table to collect behavioral health services
Adding new service types
Adding new presenting problems
Adding service date
Adding location
Records will need to be linked to juvenile’s referral
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Changes to CW/JCMS: Behavioral
Health Treatment Table
Use to collect Behavioral Health
treatment provided through the
juvenile department
Add presenting problems
Adding type of treatment
Adding location
Records will need to be linked to juvenile’s referral
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Changes to CW/JCMS:
Supervision Table
Clarify conditional pre-disposition
supervision
Title from “conditional release from
detention” to “conditional pre-disposition
supervision”
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Changes to CW/JCMS:
Program Table
Add program outcome of
“Supervision Ended”
Use when juvenile leaves a program prior
to completion because supervision has
ended
NOT for use for failures under supervision
Add program locations of
“Detention” and “Transitional”
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Changes to CW/JCMS: Non-
Residential Services Table
Clarify that services entered are non-
behavioral health services
Non-Res table SHOULD NOT be used to
record BH services
Add service type options
Intervention Service
Family Intervention/Service
Auxiliary Service
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Program
Evaluation TJJD Plans for the Biennium
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Evaluation of Community-
Based Probation Programs
Increasing interest in community-based probation programs TJJD
LBB/state leadership
National
Serving youth in the community is more effective than incarceration What works?
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Examination of Community-
Based Probation Programs
TJJD currently working on an
evaluation of community programs
Response to legislative mandate (HB 3689
and SB 683)
Allow the agency to identify those practices that are most effective in reducing recidivism
Results will be presented in a three part
“Brief” series
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TJJD Goal for Program
Evaluation
Understand “what works” for
juvenile offenders in Texas
Looking at programs with lower
recidivism to identify commonalities
Looking at kids with lower recidivism to
identify common interventions
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Program Training and
Technical Assistance
Rider 33 in the TJJD appropriation bill mandated technical assistance on Program design and implementation
Performance measures
Evaluation for programs
TJJD will be meeting with all JPDs during the biennium
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Program Boot Camps
Training on developing effective
programs
Programs designed to meet specific
need
Activities geared toward program goals
Clear criteria for program participation
Assistance in evaluating programs
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Program Boot Camps
Meet with large and urban
departments “one-on-one”
Have regional 2-3 day trainings for
small and medium departments
Training component
Face-to-face meeting about
department’s programs
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Pre-“Boot Camp” Meetings
Being Scheduled
We are currently scheduling
meetings with departments to
discuss programs and program
registry entries
Expect to begin “Boot Camps” in
mid-January
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Essential to Program Briefs and
Boot Camps
Complete and accurate entry of
department programs in the
Program Registry
Complete entry of juveniles
participating in programs in extract
data
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Updates Have Been Made to
Program Registry
Update Registry to streamline youth
information, gather more program
descriptive info and fix funding sources
Implement November 1st
Update of program registry entries not
required until after your boot camp
Reduce the number of times you need to
revise program entries
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Don’t Wait for a Call to Start
Make sure you are entering all youth participating in community-based programs
Review program entries for accuracy
Think about how juveniles are referred to program
Ask for help!
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Questions
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THANKS! Sessions begin at
9:45