JOHN BURTON FOUNDATION

Beyond Data Collection: Using the Tracking System to Measure Progress

THP-Plus Institute

July 27, 2009

Outline of presentation

• Background on PTS

• Overview of PTS Reports

• THP-Plus Jeopardy!

• Your input: how can we improve the PTS?

• Questions?

Background of the statewide THP-Plus data collection effort

• Need for statewide data system to measure effectiveness of THP-Plus programs & improve programs

• Developed by the John Burton Foundation in close consultation with CDSS, counties, providers, and CC25I

• Working with CDSS to transfer system to CDSS administration (~July 2010)

Statewide involvement

• >50 providers in 37 counties collecting data through ETO or the THP-Plus participant tracking system

• Data captured on > 1,000 participants representing > 75% of THP-Plus caseload

THP-Plus Counties Involved in Data Collection Effort

AlamedaButteContra CostaDel NorteFresnoGlennHumboldtImperialKernLassenLos AngelesMaderaMarin

MendocinoMercedMontereyNapaNevadaOrangePlacerPlumasSacramento San BernardinoSan DiegoSan Francisco

San JoaquinSan Luis ObispoSan MateoSanta BarbaraSanta ClaraSanta CruzSolanoSonomaStanislausSutterTulareYolo

PTS Reports Available

Administrative:• Overdue & due• Overdue form counts• Caseload report• Invoice report

Program:• Entrance snapshot• Quarterly snapshot• Quarterly statewide

comparison• Progress reports:

– Entrance to exit

– Exit to 6 months

Overdue & Due Report

• Need clear standards about what level effort is put forth before the youth is categorized as “”unable to be located and lost to follow-up?”

• Important to develop an explicit approach to maintain contact with program alumni.

• Including the timely completion of these reports is something to consider in personnel evaluations.

Overdue Form Counts Report

• Measures whether the system is being consistently used

• Many outstanding follow-up forms may indicate lack of protocol

• Many outstanding quarterly reports may indicate need for additional training

• Run on the 1st of the month following PTS data submission.

Caseload Report

• Case manager refers to primary youth contact

• Useful to consider caseload balance– Youth who are parenting, mentally or physically

disabled

• Program manager should keep current

Invoice Report/Enrollment List

• Useful for county liaisons to get simple, one page summary

• County managers can compare this to contracted average monthly census

• Recommend that this is run monthly

Entrance Snapshot Report

• Collects information on 27 data elements

• Provides important aggregate information about status of youth upon entry– Answers “creaming” question

• Recommend to hold periodic meeting to review– Is the program serving the target population?– How well do we understand our youths’ needs?– What conventional wisdom didn’t hold true?

Quarterly Snapshot Report

• Included aggregate data on crosssection of participants

• Same 27 data elements collected

• Like others, you can set # of months and limit to parenting or non-parenting

• Useful to answer general questions and to note differences between providers

Statewide Comparison Report

• Compares county or provider with state averages for 4 data elements

• Report developed based on user login

• Is the county or provider on par with average of state?– Why or why not?

• Length enrolled: Key indicator of success

Progress Reports

• Entrance to Exit– Possibly the most important report– Average enrollment: p. 37, #1– Status questions #5 & #11– Recommend to run quarterly– JBF will have training, once more data is available

• Exit to 6 & 12 months– Biased if only completed for certain youth– First good data should be available Q2 of 2009.

THP-Plus Jeopardy!

BasicDemographics

School and Work

Parenting &Older Youth

$100

$200

$300

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$100

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Foster CareExperience

What are the possible programmatic implications?

• Include men on staff and conduct outreach targeted to young men

• Ensure materials are not unintentionally biased based on sexual orientation

• Develop programming to accommodate a wide developmental span.

• Train case managers about how to seal juvenile records

What are the possible programmatic implications?

• Importance of not focusing outreach exclusively on foster care placements

• Need for better transition planning & earlier outreach

• Provide option for counseling around homelessness

• Participants may need supported employment

• Importance of providing full-family case management

What are the possible programmatic implications?

• Consider developing programming around non-custodial parents (CWS involvement?)

• 1 in 2 chance older youth has been homeless.

• Importance of appropriate case management assignment for parenting youth.

• Other implications?

Export full participant data

Questions you can answer about your program:• What is the average wage gain?• Many additional questions can be

answered about your program

• Consider developing policy internship for MSW, MPP and PhD students in your area

• JBF is available to help with technical details of data export process

• Check-out latest policy brief

Recommendations to Improve the PTS

• Additional information?

• Thoughts about transfer of system to CDSS?

• Training ideas?

• Any other thoughts?

THANK YOU!

Your participation has made the PTS a success.