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

2. 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

3. 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).

4. Results

5. 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.

6. 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.

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

8. 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.

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

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

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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.

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

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

19. 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.