2. Introductions to ASCA Team  Patricia Hardyman, PBMS System Administrator  Brittany Brothers, Project Manager  Camille Camp, Program Director

3. Name Position Facility/Division Your expectations?

4. ASCA Mission & PBMS Goals and History Get to know PBMS staff – Who to call for Help!! Introduction to Performance Standards Learn about Standards, Measures, Key Indicators and counting rules Administration of System Learn how to navigate System Report Features Learn how to retrieve PBMS data Explore ways to make PBMS Useful to You Answer your questions.

5. The Association of State Correctional Administrators is a national professional organization representing the directors of corrections for the 50 States, the Federal Bureau of Prisons, and five large urban jail systems (NYC, LA, Philadelphia, Cook County, and D.C.) Members also represent Puerto Rico, Guam, and the Virgin Islands.

8. Who is scrutinizing correctional performance?

9. The public has strong opinions about crime, and responds to information about the prison issue of the day with votes that adversely affect prison management.

10. The media publishes sensational stories about prisons using figures to support sometimes erroneous conclusions that undermine administrators’ efforts to manage well. Absence of good data creates a disconnect between “reality and what is reported.”

11. Governors’ Budget Offices press for corrections budget justifications, imposing cut after cut to allow more money for schools and other priority projects. Directors often have no standard performance data available to demonstrate critical needs.

12. Legislative bodies research and use data to call administrators to task. For example, “Why does a prisoner’s food cost more in our state than in other states?”

13. Courts issue orders against corrections that are based on data that might have been erroneous or taken out of context.

14. Methods for arriving at measures vary among agencies, for example, recidivism rates. Agencies define terms differently, for example, “assaults.” No one knows what the real thing is.

15. Without uniformity in defining measures and counting according to the same rules, comparisons of measures among jurisdictions are an “apples and oranges” proposition. Consequently, the meaning is lost. = 0

17. During the ’90s, these issues were regularly discussed at ASCA meetings and trainings. Everyone agreed that ASCA jurisdictions should come together to develop uniform measures of correctional performance.

18. Mission: Define uniform standards, measures, key indicators, and counting rules with which to measure agencies’ performance and make comparisons across jurisdictions.

19. 1.Standards of Performance (areas of performance to be measured, for example, Public Safety) 2. Measures (for example, Escapes) 3. Key Indicators of Performance (Ex. number of escapes from secure perimeter, number from outside secure perimeter etc.) 4. Counting Rules (definition of the indicator and specific rules for counting the events).

20. 47 (State DOCs) + FBOP All participants are equal. Information is contributed by agencies to one repository. Information, in turn, is shared among all participants.

21. ASCA 21

22. PBMS is a hierarchical typology of performance standards, measures, and key indicators of critical practices that was designed to translate the missions and goals of correctional agencies into a set of measurable outcomes. ASCA 22

23. PERFORMANCE STANDARDS represent the goals and objectives viewed as critical to determining the quality and effectiveness of correctional operations and/or program performance. 23

24. PBMS Hierarchy Current PBMS Performance Standards: I.Contextual Information II.Public Safety III.Institutional Safety IV.Substance Abuse V.Mental Health VI.Justice VII.Education VIII.Health IX.Fiscal X.Personnel 24

25. PBMS Hierarchy Measures identify the various topic areas included within a standard. For example, under the Performance Standard of public safety, the Measures are Escapes and Recidivism. 25

26. PBMS Hierarchy Key indicators have been specified for each measure. Key indicators represent specific data or outcome indicators that are to be collected. 26

27. PBMS Hierarchy Key indicators for the Performance Standard Public Safety measure escapes are: II.1.1 Escapes from a Secure DOC Facility II.1.2 Escapes from a Secure non-DOC facility II.1.3 Escapes from Outside a Secure DOC Facility II.1.4 Unauthorized Absence from a Facility without a Secure Perimeter 27

28. PBMS Hierarchy Counting rules Counting rules standardize how the data are to be collected for each key indicator. Each key indicator is reported as a rate adjusted for the number of inmates held by a particular department or facility in a given month. 28

29. PBMS Hierarchy Numerator For each Key Indicator, the Counting Rules specify the rules for the Numerator and Denominator. For example: Numerator - represents who or what is counted for the key indicator, i.e., # of inmates who escaped from a secure facility. Denominator - is the base for calculating the rate per 1,000 inmates, i.e., # of inmates in the custody of the facility in a given month. 29

30. Powerful Reporting Feature Available ASCA’s Performance Based Measures System accepts data and churns out valuable reports to users on demand.

31. Track your agency or facility’s performance on important operational, program and service measures, for examples:  Numbers of inmates needing and accessing health, programs, substance abuse treatment, psychological services, etc.;  Numbers and rates of assault, use of force, high profile diseases (MRSA, TB, HIV);  Population management measures such as agency inmate count compared with number of beds by security level.

32. Agency Report Capabilities Compare your agency’s performance (e.g. recidivism rates, misconduct rates, etc.)  with other jurisdictions similar to yours,  with all agencies, or  with the national average.

33. Quick Answers to ?? From Legislature: % Violent Crime – 4/2014

34. Quick Answers to ?? From Director: Comparable Pop: 2/2014

35. Comparative Organization Report

36. Comparative Organization Report – PBMS Graph

37. Comparative Facility Report

38. PBMS KEY Indicator Report – Rates Across Multiple Facilities

39. Trend Data – PBMS Key Indicator Available for 2006 -2014 As the PBMS database builds, PBMS will be able to provide trend data. Following are 7-year trend charts for contraband – cell phones and administrative segregation based on PBMS data.

40. Contraband Finds – Weapons PBMS 7-Year Trends

42. Agency Operational Costs - 2013

43. PBMS Dashboard: Monthly Rate of Assaults - Agency

44. PBMS Dashboard: Monthly Rate of Assaults – LA Facilities

45. The Key to a Successful PBMS System For the project to be effective, all ASCA member agencies must be trained and committed to entering PBMS data each month.

46. Six good reasons to participate in PBMS 1.Promotes performance accountability and enhanced decision-making capability in your own agency and in the profession nationwide; 2.Produces accurate, consistent, and relevant national reporting of correctional performance; 3.Allows access to performance data from all member agencies; (Best practices.)

47. PBMS Participation Benefits, continued 4.Promotes fair and healthy comparisons with other departments of corrections; 5.Allows study of trends within your own DOC and among other DOC’s. 6.Allow us to define ourselves and clear up myths/misperceptions about corrections.

48. 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)

49. Number of Organizations and Facilities for which PBMS Characteristics and Key Indicators were Input

50. PBMS Training and Technical Assistance  Training and TA Options:  Emails and Phone calls:  pbms-support@asca.net ; pbms-support@asca.net  phardyman@asca.net phardyman@asca.net  Deliver both remote and on-site assistance to agency staff with PBMS data collection, data entry, and the production/use of reports;  Submit request to ASCA.  Outreach to DOC to proactively to identify any barriers or technical assistance needs that can be addressed by ASCA. 50

51. Find out more about PBMS standards, measures, key indicators and counting rules at asca.net/pbms.

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

53.  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.

54.  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.

55. 1.Enter all required Agency Characteristics 2.Enter all required Facility Characteristics 3.Enter 36 of 48 (75%) key agency indicators, with one or more in Public Safety, Substance Abuse, Mental Health, Justice, Academic Education, and Health Care 4.Enter 42 of 56 (75%) Facility indicators, with one or more in Public Safety, Institutional Safety, Justice, and Health Care.

56. 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.

57. Enter monthly data for: Agency characteristics, Facility characteristics, 25 % of the Agency or Facility key indicators.

58. Enter monthly data for one or more of the four types of data: Agency characteristics, Facility characteristics, Agency key indicators, and Facility key indicators.

59. ASCA’s Current Performance Measures Committee Membership Bob Lampert (WY), Chair Charles Ryan (AZ) Jerry Bartruff (IA) James LeBlanc (LA) Tom Roy (MN) Leann Bertsch (ND) Joseph Ponte (NYC) Greg Cox (NV) Gary Mohr (OH) Robert Patton (OK) Derrick Schofield (TN) Andrew Pallito (VT)

60. PBMS – Tell me about it.  When Did ASCA Begin Work on the PBMS?  Long, Long Ago, in a far-off land  What’s in the Box?  Numerical DOC Information  Agency - level data  Organization Characteristics = 50 Unique items  Performance Data (67 Unique items)  Facility Information  Descriptive Characteristic Data (27 Unique items)  Performance Data ( 57 Unique items)  How Much Information is in the Box? -- A lot, and more is on the way.  46 Jurisdictions are entering some or all Descriptive Characteristics about their Department  32 Jurisdictions are entering some or all Performance Data about their Department  Even Facility-level data is in the box:  970 Facilities are entering some or all Descriptive Characteristics about their Department  797 Facilities are entering some or all Performance Data about their Department