1. PBMS Strategic Planning Meeting November 13 – 14, 2014 1 Display A

2. Participants Who Braved the Cold and Snow? 2 Display A

3. Participants NameAgencyPBMS Role Scott AbbottWYPBMS User Jeremy BarclayKSPBMS User Bonnie BarrCOPBMS User Jennifer BatcherFBOPPBMS User Leann BertschNDDirector/PMC Brittany BrothersASCAASCA Administrative Support George CampASCAExecutive Co-Director Elizabeth CarsonBJSFederal Partner Judi Simon GarrettFBOPPBMS User Jennifer GuildIAPBMS User Osman HamdanCOPBMS User Patricia HardymanASCAPBMS System Administrator Tim HeaterATGSoftware Developer Bob LampertWYPMC Chair Lettie PrellIAPBMS User Charles RyanAZDirector/PMC BeLinda WatsonNICNIC Program Manager 3 Display A

4. Agenda Day One – Thursday November 13th Welcome and Introductions Overview of Strategic Planning Process Long-Term Goals For PBMS – Utility, Software Development, & Benchmarks Review and Update 3-Year Priority list Participation Issues and Strategies to Solve Them Where Do We Go From Here — PBMS Website and Dashboard? Day Two – Friday November 14 th Good Morning and Any Follow-up Issues from Monday? Review of Draft Revised PBMS Key Indicators 4 Display A

5. We have come long way?.…Siri, where do we go from here? 5 Display A

6. Objectives of This Meeting 1.Long-Term Goals For PBMS – Utility, Software Development, & Benchmark 1.Review Participation Issues and Develop Strategies 1.Identify desirable changes to PBMS and Dashboard Goal: 3-Year Priority To Do List!! 6 Display A

7. Participation Issues Strategies to Solve Them 7 Display A

8. Participation Strategies – 2014 Suggestions Reach out to National Governors Association to encourage participation. Tout PBMS counting rules as means of collecting consistent data. Focus on “wow factor” that will intrigue people. Streamline data implement automated feed and data sharing. Share success stories and best practices in ASCA’s Corrections Directions newsletter. Use green, amber, red tracking to show changes in rates of key indicators. 8 ASCA Display A

9. Participation Strategies – 2014 Suggestions WebX/Webinar training on how to use reports for key people in agencies. Create best practices list to show how agencies are using PBMS (especially blue states). Create and send out survey to find out how agencies are using PBMS. Encourage Directors to make PBMS a priority – entire agency. Draft letter asking Directors to give suggestions to increase participation. Facilitate upload process -- rewrite extraction program. 9 ASCA Activities Display A

10. Participation Strategies – 2014 Suggestions Give notice when map is going to change. Develop benchmarking. Hire dedicated staff for PBMS within agencies/ASCA. Change color coding – Some do not want to be “pink.” Bring large jail systems together since they are not inputting data. Send letter and arrange single meeting to discuss concerns and suggestions to overcome their obstacles. Start collecting data through ASJ (Annual Survey of Jails) or other DOJ surveys. 10 ASCA, Agencies & Partners Display A

11. Participation Strategies – 2014 Suggestions Require staff to use PBMS and participate in WebX training -- once it’s up and running. Make PBMS a priority. Provide grants for states to facilitate process/rewrite extraction program. If Agency and PBMS definitions do not match – Agencies can suggest changes or adjust agency data collection. Repeat follow-up efforts in different ways to show PBMS is not going away. 11 Agencies and Partners Display A

12. Participation – Where do We Go From Here? 12 Display A

13. Where Do We Go From Here PBMS Website and Dashboard? 13 Display A

14. Suggested Upgrades to PBMS Web Site Develop Yellow, Red, and Purple warning messages on the data entry screens and data upload screen to notify PBMS users if data deviate from 1 or 2 deviations from mean (last 12 mos), missing denominators, or missing data. Develop benchmarking - Task for PMC. Automated uploads between agency data base and PBMS web site. Suppress entering each facility’s data until the organization data is ready Option indicate on report number facilities reporting for agency, e.g., 11 of 12 facilities. Roll facility characteristics up to agency characteristics (little overlap between agency and facility-level characteristics reported to pbms. Create option on the Comparative Organization and Facility Reports for selecting range of months, quarters, or years (rather just months). 14 Display A

15. Suggested Upgrades to PBMS Web Site Develop report that shows line graph of rates/raw number with trend lines for agency, national average, and comparative agencies. Add screenshots or “about” button to describe respective reports. Need to update the ATG User Manual. Maintenance screen for each agency to enable the organization administrator set the minimum and maximum limits for the organization and facility characteristics and then for the respective key indicators. Expand system admin ability to make changes – separate screen for Patricia and end user. Create screen for linking facilities to facility users. 15 Display A

16. Suggested Upgrades to PBMS Web Site Add screenshots or “about” button to describe respective reports. Need to update the ATG User Manual. Maintenance screen for each agency. – The option of creating key indicators and characteristic “maintenance” screens within under the Organization Administration menu to enable the organization administrator set the minimum and maximum limits for the organization and facility characteristics and then for the respective key indicators. Expand system admin ability to make changes – separate screen for Patricia and end user. Screen for linking facilities to facility users. Develop a pre-audit instrument. 16 Display A

17. Dashboard – “My PBMS Dashboard” Current dashboard is cumbersome going through all the reports Develop option that lets agencies pick various indicators to view, instead of pre-selected reports.. Develop option to view monthly, quarterly, and annual reports. Develop options that allow printing, exporting, sending, etc. Ask committee about opening up access to dashboard data. More flexibility. Develop administrative reports feature. Coordinators may need different dashboards than directors. 17 Display A

18. Day 2: Review of Draft Revised PBMS Key Indicators Organization Characteristics and Key Indicators Organization Inmate Population ASCA Restrictive Housing Resolution 18 Display A

19. PROPOSED Inmates in facilities operated by the DOC. Inmates housed in facilities operated by other states’ correctional facilities under a contract for bed space. (Exclude -- inter-state compact cases.) Inmates housed in facilities not operated by the DOC, such as county or regional jail facilities or facilities operated by private vendors. Exclude inmates under the inter-state compact agreement; these inmates should be counted by the receiving state. Exclude offenders housed in the DOC facilities as “safe keepers,” i.e., for an evaluation/diagnostic assessment or as a courtesy for a local facility or law enforcement agency. PROBLEM: Inmates housed in Community Corrections facilities/status. Compiling reliable org key indicator data would be difficult for some agencies, e.g., medical, mental health services, substance treatment, education, etc. 19 Organization Inmate Population -- last day of a given month: Display A

20. Restrictive Housing ASCA Resolution # 24 20 Display A

21. Thank You! Safe Travels! Good bye! 21 Display A