DUI Program Providers’ Data Management Practices: A Statewide Survey Sheldon Zhang, PhD San Diego State University

DUI Program Providers’ Data Management Practices: A Statewide Survey Study Objective Conduct a statewide survey of DUI programs to gather information on current data management capabilities and practices, including: Software programs used Data management staffing Familiarity with CalOMS procedures Specific data items collected Biographical items DUI case identifier items Prior DUI history Client exit data Data sharing requirements and practices How data used in-house

DUI Program Providers’ Data Management Practices: A Statewide Survey Methods Survey constructed in collaboration with SDSU researchers, DUI unit staff and DUI program providers Initial link to survey sent by DHCS to DUI providers Telephone follow-up conducted with all non-respondents Final N=121 providers (79% response rate) Response rate for last survey was 76% (individual response) This survey is by main organizational representatives (overseeing or knowledgeable of all agency DUI programs data systems).

Results

DUI Program Providers’ Data Management Practices: A Statewide Survey A wide range of systems are used to capture DUI program data; Largest portion belongs to proprietary data systems.

DUI Program Providers’ Data Management Practices: A Statewide Survey The vast majority of DUI program data systems are not compatible with other systems; In other words special efforts are needed to extract data.

DUI Program Providers’ Data Management Practices: A Statewide Survey The majority of programs keep track of their data for 5 years a longer.

DUI Program Providers’ Data Management Practices: A Statewide Survey The majority of program providers are cognizant of the technical needs and have assigned special staff to handle program data.

DUI Program Providers’ Data Management Practices: A Statewide Survey CalOMS is actually not a stranger to many program providers.

DUI Program Providers’ Data Management Practices: A Statewide Survey More than half of the parent agencies work with CalOMS.

Biographical Items Collected DUI Program Providers’ Data Management Practices: A Statewide Survey Biographical Items Collected More than 90% of programs collected the following biographical items: Name Drivers license number Zip code DOB Gender Ethnicity In addition, at least half of the programs collected Primary language Drivers license state Employment status Marital status Education level # of dependents Household income and income sources Social Security Number Most programs capture a wide range of data elements. Here are a few examples.

Case Identifier Items Collected DUI Program Providers’ Data Management Practices: A Statewide Survey Case Identifier Items Collected More than 90% of programs collected the following DUI case identifier items: Court case/docket number Court identifier Program length Enrollment type (new, transfer, etc.) DMV forms Arrest date AOD assessment info Reduced fee Especially data elements pertaining to administrative purposes.

DUI Program Providers’ Data Management Practices: A Statewide Survey Data capturing tends to diminish over elements that are major predictors of program success—risk related.

Client Exit Data Collected DUI Program Providers’ Data Management Practices: A Statewide Survey Client Exit Data Collected The majority of providers collected the following exit data: Program exit date Type of exit Reason for termination Transfer destination Fee payment plan extension # leave of absence days # unexcused absences # education sessions attended # group sessions attended # face-to-face sessions attended # re-entry sessions attended # self-help sessions attended However, Less than half (45%) conducted pre- and post-testing of DUI program knowledge. Again, data elements most likely to be captured are those pertaining to administrative activities or program operations.

DUI Program Providers’ Data Management Practices: A Statewide Survey Counties can play a major role in encouraging data collection, as majority of them require some data submission.

DUI Program Providers’ Data Management Practices: A Statewide Survey Other than parent agencies, county oversight agencies can play a major role as the majority of them already require data submission.

DUI Program Providers’ Data Management Practices: A Statewide Survey Many DUI programs already generate internal data management reports.

DUI Program Providers’ Data Management Practices: A Statewide Survey The majority also share reports with state and county oversight agencies. A content analysis?

DUI Program Providers’ Data Management Practices: A Statewide Survey Recommendations Tremendous amounts of data are being collected, and effective use can be achieved! Implementation of a standardized and cost-effective data capturing system among all California DUI program providers Such a system allows service providers, counties, the state, and independent evaluators the ability to better assess program outcomes, track performance, and, most importantly, search for and apply evidence-based practices. Providers’ buy-in is vitally important in the development of a common data management system. The current DUI Advisory Board or a task force within the advisory body can take on the assignment to explore cost-effective ways to develop/acquire such a data system. Early steps toward a standardized system would include use of: a core set of common data elements, and a common data format (e.g., Excel or Access) to allow for data sharing or transfer. Since all providers surveyed had internet access, a web-based data entry and management system with industrial-grade security should be explored.