ASCA PBMS Implementation Is your agency ready to participate in PBMS? Let’s look at the issues.

ASCA PBMS Implementation: Issues 1. Commitment 2. Organizational Buy-In 3. Change in Measurement 4. Organization of Project 5. Allocation of Resources

ASCA PBMS Implementation: Issues 5. Training 6. Start-up Approaches 7. Quality Control 8. Time Considerations 9. Cost Considerations

ASCA PBMS Implementation: Commitment Issue #1: What is the degree of top management’s commitment to adopt and implement ASCA’s PBMS?

ASCA PBMS Implementation: Organizational Buy-In Issue #2: What, if any, are the implementation roles of the various staff that must buy-in to the PBMS to ensure a successful implementation? How difficult will it be to achieve that buy-in?

ASCA PBMS Implementation: Organizational Buy-In Directors Wardens Records Policy MIS Health (& other special units) Operations Programs Research

ASCA PBMS Implementation: Change in Measurement Issue # 3: Guess the percentage of PBMS measures and indicators that will require policy development or modification. Will you have to maintain dual/multiple measures of performance in order to satisfy legislative requirements?

ASCA PBMS Implementation: Organization of Project Issue #4: How will you organize the project?  Centralize  Decentralize  Combination of both?

ASCA PBMS Implementation: Allocation of Resources Issue #5: How will you arrange staff time for the project? For examples……..

ASCA PBMS Implementation: Resources Required Supervisory time MIS Programming time Research time Data retrieval time Data entry/upload time Etc.

ASCA PBMS Implementation: Training Issue #6: 1. What types of staff, in addition to PBMS staff, will be required to receive training on producing and maintaining PBMS data? 2. Will training be tailored to the types of staff involved in PBMS?

ASCA PBMS Implementation: Start-Up Approaches Issue #7: 1. What start-up approach will you use? the “big bang?” (All data at once) Phased data entry? Other? 2. How much change in data definitions and methods of input is acceptable/ reasonable at start-up?

ASCA PBMS Implementation: Quality Control Issue #8: What is a reasonable plan for controlling the quality of the data and maintaining regular uploading?

ASCA PBMS Implementation: Time Considerations Issue #9: How long will it take 1) to develop or modify policy 2) to program MIS 3) to train all affected staff What is a realistic “guesstimate” of the “start up” date?

ASCA PBMS Implementation: Costs Issue #10: A. Do you foresee considerable costs to implement the project? B. How do such costs fit into your timeframe for start up? C. Who will make the decisions related to costs?

Other Issues?

1.Enter All Agency Characteristics, 2.Enter All Facility Characteristics, 3.Enter ALL Agency indicators, and 4.Enter All Facility indicators.

AQUA – Eligibility Criteria

1.Enter all required Agency Characteristics 2.Enter all required Facility Characteristics 3.Enter 24 of 48 (50%) key agency indicators, with one or more in Public Safety, Substance Abuse, Mental Health, Justice, Academic Education, and Health Care 4.Enter 28 of 56 (50%) Facility indicators, with one or more in Public Safety, Institutional Safety, Justice, and Health Care.

1.Enter all required Agency Characteristics 2.Enter all required Facility Characteristics 3.Enter 12 of 48 (25%) key agency indicators, with one or more in Public Safety, Substance Abuse, Mental Health, Justice, Academic Education, and Health Care 4.Enter 14 of 56 (25%) Facility indicators, with one or more in Public Safety, Institutional Safety, Justice, and Health Care.

Enter monthly data for one or more of the four types of data: agency characteristics, facility characteristics, agency key indicators, and facility key indicators.

 Communicate PBMS as a top priority to all divisions in your agency – administrative, operational, programs, MIS, planning and research etc.  Identify a PBMS champion in your agency to oversee inputting, retrieval, and maintenance of data in the system.  Review and revise agency policies, procedures, and measures to conform with PBMS counting rules (most difficult and time consuming).  Allocate sufficient time for staff to participate in PBMS in addition to their other duties.

 Monitor participation – are institutional and agency-level data inputted on a timely basis? Are data accurate? (Dashboard being developed.)  Generate reports to compare your Agency and Facilities with other agencies and facilities.  Participate in the Performance Measures Committee.  Provide feedback to the Performance Measures Committee’s requests for input regarding standards and key indicators.  Formulate policy and “institutionalize” your agency’s participation in PBMS.

Agencies’ Participation in PBMS August 27, 2015 PA IL TX AZ CA Trained, Partial Data Entry (18) Required Characteristics & 75% of KIs (8) OH LA MS VA NC TN SC GA ME AL FL MO MI AR IN WI MN ID WA OR NV UT WY SD NDMT NM OK HI AKAK KS CO NE IA KY NY MA RI MD DE VT NHNH WV Philadelphia, PA NYC No Data Entry (6) NJ DC FBOP All Characteristics & All Key Indicators (10) CT Required Characteristics & 50% of KIs (6) Required Characteristics & 25% of KIs (6) LA County Not Trained (1)

PBMS Participation by ASCA Region August 27, /27/2015

PBMS Participation by Agency Region and Type August 27, 2015

PBMS Participation Levels and Goals 2009 – /27/2015

Good Luck! Shoot for BLUE!