Performance Reporting and the Data Collection and Technical Assistance Tool DCTAT

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Performance Reporting and the Data Collection and
Technical Assistance Tool (DCTAT)
Presented at the Tribal Youth Program Washington,
DC November 14, 2007
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Highlights

• Federal performance measurement requirements
  (including OMB and the PART)
• OJJDPs efforts towards an office-wide PM system
• Core performance measures
• The DCTAT
• Reporting Schedule

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Outline

• Learning Objectives
• Defining Performance Measurement
• TYP Performance Measures
• OJJDP Performance Measures

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Learning Objectives

• Why Does OJJDP require performance measures?
• How can you fulfill the performance reporting
  requirements of your Tribal Youth Program Grant?

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Federal performance measurement requirements
(including OMB and the PART)
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Major Reasons to Assess Juvenile Justice Program
Performance

• Strengthen accountability
• Enhance decision-making (assist governments and
  communities in determining effective resource
  use)
• Improve services
• Support strategic planning
• Support program sustainability efforts

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What Is Performance Measurement?

• Performance measurement is a system of tracking
  progress of the chosen activities towards
  accomplishing a programs goals, objectives, and
  outcomes.

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What Is Performance Measurement?

• Performance measurement
• Is directly related to program goals and
  objectives
• Measures progress of the activities
  quantitatively
• Is not exhaustive
• Provides a temperature readingit may not tell
  you everything you want to know but provides a
  quick and reliable gauge of selected results

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Performance Measurementvs. Evaluation
Performance Measurement
Feature
Evaluation
Question How much? What does it
mean? Example Game score Game analysis Offers A
tally Causality Timeframe Continuous
(Ongoing) Interval (Discrete) Cost Less
expensive More expensive
Performance measurement is necessary, but not
sufficient, for evaluation.
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Federal Push Towards PM

• Government-wide move toward accountability
• Government Performance and Results Act
• Shift from accountability for process to
  accountability for results
• Programs must show effectiveness to justify
  funding
• Presidents Management Agenda
• PART and ExpectMore.gov

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Funding and Information Flows
Programs need to show effectiveness to justify
funding.
Congress and OMB

OJJDP
Tribes
Information
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Core Performance Measures
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Operationalizing OJJDPs Core Measures

• A small number of measures that directly link to
  OJJDPs core mission
• Comparability within and across programs
• A focus on quality services and youth outcomes

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Defining OJJDPs Core Measures

• Use of evidence based models
• Number of youth and families served
• Successful Completion of services
• Desired change in targeted behavior
• Offending/Re-Offending

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Web-based Resources

• OJJDPs Performance Measures Website
• http//www.ojjdp.ncjrs.org/grantees/pm/index.html
• TYP Resources http//ojjdp.ncjrs.gov/typ/
• http//www.tribaljusticeandsafety.gov/
• Data Collection and Technical Assistance Tool
  (CSR, Inc.)
• http//www.ojjdp-dctat.org/

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Performance Data Required
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Award Information

• Was the project operational during the reporting
  period?
• Demographic groups served
• Race
• Justice Criteria
• Gender
• Age
• Geographic Location
• Other Special Populations

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Award Information

• Are you implementing an evidence-based program?
• Source of evidence-based program used
• FFY 2007 Program categories
• Prevention Services
• Intervention for Court-Involved Tribal Youth
• Tribal Juvenile Justice System
• Alcohol and Drug Abuse Prevention Programs
• Mental Health Program Services

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Performance Data Prevention Services

• Mandatory Measures (Direct service prevention)
• Number of program youth and families served
• Number of service hours that program youth and/or
  families have completed during the reporting
  period
• Number and percent of program youth who offend or
  re-offend
• Number and percent of program youth exhibiting
  desired change in targeted behaviors

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Performance Data Intervention for
Court-Involved Tribal Youth

• Mandatory Measures
• Number of program youth and families served
• Number of service hours that program youth and/or
  families have completed during the reporting
  period
• Number and percent of program youth exhibiting
  desired change in targeted behaviors (refer to
  slide 25)
• Number and percent of program youth who offend or
  re-offend

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Performance Data Behavioral Outcomes Targeted
behaviors

• Social Competence
• School Attendance
• GPA
• GED
• High School Completion
• Job Skills
• Employment Status
• Teen Pregnancy
• Family Relationships

• Family Functioning
• Anti-Social Behavior
• Substance Use
• Gang-Related Activities
• Cultural Skill Building/Cultural Pride

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Performance DataTribal Juvenile Justice System

• Number of program staff trained
• Number of program staff who participated in
  training
• Number of program youth and families satisfied
  with the program
• Number of program staff satisfied with the program

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Performance DataMental Health Program Services

• Number of program youth and/or families served
• Number of service hours completed
• Average length of stay in the program
• Number of youth and/or families
  screened/evaluated
• Number of youth and/or families with formal
  psychological/psychiatric evaluations
• Program completion
• Offending/reoffending

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Performance DataAlcohol and Drug Abuse

• Number of program youth and/or families served
• Number of service hours completed
• Number of program youth who relapse
• Number and percent of program youth and/or
  families exhibiting desired change in targeted
  behaviors (refer to slide 25)

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OJJDPs Performance Data Collection and Technical
Assistance Tool (DCTAT)
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The DCTAT

• Complete the following steps
• Log-in
• Profile (if you are new to the system)
• Grant Program Selection (select reporting period)
• Step 1 Award Information (includes target
  population info)
• Step 2 Select Program Categories
• Step 3 Select Performance Indicators
• Step 4 Enter Data
• Step 5 Create a Report to submit to OJJDP
• User Feedback Form

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DCTAT Sign-in screen http//www.ojjdp-dctat.org
System accessed with a designated userID and
password
Important dates
Use these links to access additional information
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Profile
You must SAVE your organizational profile before
leaving this screen.
You must enter information for these two
mandatory fields.
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Grant Program Selection Screen
Select the reporting period for which you need to
enter data. If you are not sure, please call the
DCTAT helpdesk.
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Grantee level - Status Summary screen
This icon shows that the user is entering
information about a particular grant program, for
the reporting period.
Click to update subgrantee profile information
This icon allows the user to switch between grant
programs for which they have access
Click on the organization name to begin data entry
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Subgrantee New Subgrant
Complete requested information 1- Award
Information 2 Target Population
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Award Info (cont) Target Population (2 of 3)
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Target Population info cont. (3 of 3)
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Program Area Selection
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Select IndicatorCan be mandatory and optional
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Select Indicator (cont.)Can be mandatory and
optional
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Data Entry screen
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Create a DCTAT Report
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User Feedback Form
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Reporting Schedule
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TYP Submission Schedule

• Reporting Period July December
• Submit data into DCTAT by January 31
• Reporting Period January June
• Submit data into DCTAT by July 31

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Contact Information

• DCTAT Helpdesk
• ojjdp-dctat_at_csrincorporated.comor
• 1-866-487-0512