The New California Aging Reporting System

and Data Reporting Principles

November 2008

6. Questions And

Answers

5. Data Validation

4. DataReporting

3. Data Collection

2.Client-Level Reporting

1. Background

CARS

6. Questions And

Answers

5. Data Validation

4. DataReporting

3. Data Collection

2.Client-Level Reporting

1. Background

CARS

1995 National Aging Program Information System (NAPIS)

1997 ManAGE 1998 CDA and C4A Vision Statement 1999 Senate Bill 910 2003 U.C. Policy Research Center 2006 Common Data Set 7/1/2008 California Aging Reporting System

(CARS)

Multi-phased, multi-year project

From aggregate data to client-level data

Web-based access

From program “silos” to comparative data across all programs

Phase 1 NAPIS State Program Report (SPR), including Family Caregiver Support

Program (FCSP) Registered and Non-Registered services Client-level data for Registered services only

Phase 2 Community-Based Services Programs (CBSP) Reports

Alzheimer’s Day Care Resource Center; Linkages; Senior Companion Program (aggregated data)

Health Insurance Counseling and Advocacy Program (HICAP) (client-level data)

6. Questions And

Answers

5. Data Validation

4. DataReporting

3. Data Collection

2. Client-Level Reporting

1. Background

CARS

Aggregate Data Data collected and reported by AAAs as a total over a specific time

period (quarterly or annually) Represents the total number of occurrences within a

geographic/program All data is stored in unique non-correlated silos Ability to relate/link only single variables

Client-Level Data Data that contains demographic and service information for each

unique client across all AAA programs All data can be linked to individual client utilization of services Ability to relate/link multiple variables Annual Assessments

Registered Service Utilization by Ethnicity: Hispanic/Latino

Cluster 1

Registered Service: Total Hispanic Clients: 30,535

Personal Care

Homemaker ChoreHome Del. Meals

ADCHCase Mgmt.

Total # of Hisp. Clients: 324 691 157 8150 246 3,460

% of total Hispanic Clients enrolled

1% 2% .5% 27% .8% 11%

Registered Service: Total Hispanic Clients: 30,535

Congregate Meals Nutrition Counseling Assisted Transp.

Total # of Hispanic Clients: 22,381 904 808

% of total Hispanic Clients enrolled 73% 3% 2%

Cluster 2

Further Analysis Possibilities

Participation Differences

Common Variables

Common Needs

Feb 08 Apr 08 Jun 08 Aug 08 Oct 08 Dec 08 Feb 09 Apr 09 Jun 08 Aug 09

We are here

6. Questions And

Answers

5. Data Validation

4. DataReporting

3. Data Collection

2. Client-Level Reporting

1. Background

CARS

Starts at Intake

Complete, accurate record collection results

in reliable, valid data.

More than 2.7 million registered clients

561,971 were missing age data.

In addition, hundreds of thousands had ethnicity, poverty, rural, and even gender data missing!

From U.S. Administration on Aging, July 2008

California Missing Data for Registered Services, FY 2006-07

Element Total Missing % Missing

Lives Alone 30,380 15%

Gender 24,373 12%

Race 24,188 12%

IADLs 9,628 12%

Rural 22,633 11%

ADLs 6,778 9%

Age 16,982 8%

Poverty 1,522 1%

IT system/database problem identification and resolution Provider training and data collection tools Provider contracts stating minimum acceptable missing

data Onsite provider monitoring Connect a “needs improvement” provider with an

outstanding provider Best Practices – Management of Service Providers

(www.aging.ca.gov/aaa/guidance/aaa_administration.asp)

6. Questions And

Answers

5. Data Validation

4. DataReporting

3. Data Collection

2. Client-Level Reporting

1. Background

CARS

Quarter 1July-August-September

Quarter 2October-November-December

Quarter 3January-February-March

Quarter 4April-May-June

Annual Reports

Quarter 1 July+August+September

Quarter 2 July+August+September+October+November+December

Quarter 3 July+August+September+October+November+December+ January+February+March

Quarter 4 July+August+September+October+November+December+ January+February+March+April+May+June

Annual Aggregate Reporting Non-Registered Services Nutrition Services Incentive Program (NSIP) Meal Count for Non-

Registered Clients Staffing Profile, Provider Profile, Unduplicated Client Count, Focal Point.

Verification of all 4 previously reported quarters

Last chance to update, modify or change your data

Collaboration between providers and AAA staff (MIS, fiscal, program, planners and contract representatives)

6. Questions And

Answers

5. Data Validation

4. DataReporting

3. Data Collection

2. Client-Level Reporting

1. Background

CARS

AoA Software Logic Error Checks

Visual Logic Error Checks

Questionable Data Error Checks

Annual Verification to CDA prior to submission to AoA

1,900 AoA Logic Error Checks for NAPIS SPR data

Occur during submission of each quarter and annual data files

Review and validate data by:Provider prior to submitting to AAAAAA prior to submission to CARS.

Providers, and MIS, fiscal, program, planners and contract staff should collaborate.

Age: Total clients served for each service must be equal to the sum of all age groups + missing age. Same for Race

Gender: Total clients served must be greater than or equal to male clients + female clients + missing gender.Same for ADL, IADL, Ethnicity, Rural, Lives

Alone, Poverty

Staffing Report: Each column must add up to the column total.

Software Logic Error Examples, (continued)

Unduplicated Client Count: Total clients for “All Services” must be less than or equal to the clients for “Registered Services” + “Non-Registered Services.”

One person is one unduplicated client.

One person can only be counted once as a registered client across all 9 registered services and once as a non-registered client across all 5 non-registered services, and once as a client across all combined services.

Example: Richard Clemmens receives 3 registered services and 2 non-registered services. Previous SPR 102: Count as one client in each of the three registered services. Previous SPR 105: Count as one unduplicated client in “Registered Services,”

one in “Non-Registered Services,” and one in “All Services” columns.

Software Logic Error Examples, (continued)

The number of providers cannot be zero if service units are greater than zero.

Previous SPR 101, 102, 103, 107: Report service units, clients, providers, and expenditures for each service you provide with OAA funds.

Logic Error Report Applies only to CBSP programs. Corrected report must be submitted. Mathematical errors (e.g., number/sum must be equal to; greater

than or equal to; less than or equal to). Example: 100 total clients, 80 with ages and 10 missing age; yet 80 + 10 does not

equal 100.

Questionable Data Error Report Applies to SPR and CBSP programs. Either a corrected report or explanation must be submitted. Data is questionable (e.g., no/few numbers reported, missing data). Example: In ALZ 101 report, 1 volunteer and 1000 volunteer hours are reported.

Was the number of volunteers, volunteer hours, or both reported incorrectly?

Logic Errors

Questionable Data Errors

Report Type Questionable Data Error Questionable Data Error Explanation

Previous SPR 102

No/Few Rural Clients. Zero or very few rural clients is questionable – may be correct or incorrect.

Senior Companion

1. The first, second, or third quarter reported Counts of Seniors served.2. The fourth quarter reported No Count of Seniors served.

According to PM 00-15(P):1. In the first three quarters, report 0 for all categories, except for volunteer hours.2. In the fourth quarter, report an

annual unduplicated number of seniors served.

Report Type Logic Error Logic Error Explanation

Previous SPR 102

Reported 50 Rural Clients plus 10 Missing Rural Clients and a Total Client count of 40.

Rural Clients plus Missing Rural must be less than or equal to Total Clients.

Senior Companion

Reported 0 Poverty Volunteers and 5 Total Volunteers.

Poverty Volunteers must equal Total Volunteers (program eligibility requirement).

Correct SCC 101 Report

Category Unit Q1 Q2 Q3 Q4 Total

AIDS/HIV Count 0 0 0 0 0

ALZ Count 0 0 0 3 3

etc. Count 0 0 0 0 0

Other Srs Count 0 0 0 9 9

Vol. Hrs Hours 700 820 750 890 3160

Questionable Data Error Examples, (continued)

CDA Web Site

www.aging.ca.gov

Click on the AAA tab.

Click on Guidance, thenCDA Operations and Best Practices Guide.

CDA Statistical Fact Sheets

(continued)

Click on Statistics / Demographics.

CARS Upload Web Site: ca.getcare.com Alana Hawkins: alana@rtzassociates.com, (510) 986-6700, Extension 511 Q&A Email: CARS@aging.ca.gov

CDA Data Team Data Team Email: DataTeam.Reports@aging.ca.gov

Tim Henry (Paper Reports) thenry@aging.ca.gov (916) 928-5859 Michael Alward (PSAs 1-11) malward@aging.ca.gov (916) 928-3331 Lilit Tovmasian (PSAs 12-22) ltovmasian@aging.ca.gov (916) 928-4668 Sharon Kleefeld (PSAs 23-33) skleefeld@aging.ca.gov(916) 419-7568

(continued)

In the future…

Web-based orientation/training

GoToMeeting

(continued)

AAA Staff (MIS, Fiscal Officer, Planner/Contract/Program Rep)

Providers Software Vendor California Department of Aging U.S. Administration on Aging

Thank You!

6. Questions And

Answers

5. Data Validating

4. DataReporting

3. Data Collection

2. Client-Level Reporting

1. Background

CARS