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 New Grantee
Orientation Bethesda, MD November 18, 2008
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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
• OJJDP Performance Measures
• Tribal Youth Program (TYP) Performance Measures
• Tribal Juvenile Accountability Discretionary
  Grant Program (TJADG) Performance Measures

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Learning Objectives

• Why OJJDP requires Performance Measures?
• How can you fulfill the performance reporting
  requirements of your TYP and TJADG 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 customer service
• Support strategic planning and goal setting
• Support program sustainability efforts

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What Is Performance Measurement?

• Performance measurement is a system of tracking
  progress of the chosen activities in
  accomplishing specific 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
Information
Tribes
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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 evidenced-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
  
• TYPs Performance Measures Website
• http//ojjdp.ncjrs.gov/grantees/pm/2007/typ.html
• TJADGs Performance Measures Website
• http//www.ojjdp.ncjrs.org/grantees/pm/2008/typja
  dg.html
• Data Collection and Technical Assistance Tool
  http//www.ojjdp-dctat.org

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Performance Data Required
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TYP and TJADGAward 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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TYP and TJADGAward Information

• Are you implementing an evidence-based program?
• Source of evidence-based program used

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TYP 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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Prevention Services

• TYP Performance Data
• 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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Intervention for Court-Involved Tribal Youth

• TYP Performance Data
• 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
• Number and percent of program youth who offend or
  re-offend

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TYP and TJADG Performance DataBehavioral Outcomes
Number and percent of youth exhibiting the
desired change in targeted behavior

• 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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Tribal Juvenile Justice System
TYP Performance Data

• Number of program youth and families satisfied
  with the program
• Number of program staff trained
• Number of program staff satisfied with the program

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Mental Health Program Services
TYP Performance Data

• Number of mental health program youth and/or
  families served
• Number of service hours that mental health
  program youth and/or families have completed
• Average length of stay in the program
• Number of mental health program youth and/or
  families screened/evaluated
• Number of mental health program youth and/or
  families with formal psychological/psychiatric
  evaluations
• Number of program participants that have
  completed the mental health program
• Number of juvenile delinquency incidents
  occurring among mental health program participants

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Alcohol and Drug Abuse
TYP Performance Data

• Number of program youth and/or families served
• Number of service hours that program youth and/or
  families have 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 22)

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TJADG Purpose Areas

• Graduated Sanctions
• Facilities
• Hiring Court Staff/Pretrial Services
• Hiring Prosecutors
• Funding for Prosecutors
• Training Law Enforcement/Court Personnel
• Gun Courts
• Drug Courts

• Juvenile Records
• Information Sharing
• Accountability-Based Programs
• Risk/Needs Assessments
• School Safety
• Restorative Justice
• Court/Probation Programming
• Hiring Detention/
• Corrections Staff
• Reentry

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The Data CollectionandTechnical Assistance Tool
(DCTAT)
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The DCTAT

• Complete the following steps
• Log-in
• Profile (review, complete or revise)
• Grant Program Selection (select reporting period)
• Step 1 Enter Award Information (includes target
  population info)
• Step 2 Select Program Categories/Purpose Areas
• 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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TYP Reporting
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DCTAT Sign-in screen http//www.ojjdp-dctat.org
Enter system with a designated user ID and
password
Use these links to access additional information
for your program
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TYP Status Summary screen
Click to update profile information
This icon allows you to switch between grant
programs for which you have access
Click on the organization name to begin data entry
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Step 1 Award Information screen (1 of 3)
Complete requested information 1- Award
Information 2 Target Population
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Award Information screen (2 of 3) Target
Population section
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Award Information screen (3 of 3)Target
Population info
SAVE before leaving this screen.
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Step 2Program Category Selection screen
Select all program categories for the activities
funded by this award and SAVE
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Step 3Indicator screen Can be mandatory and
optional (1 of 2)
Select all applicable indicators for funded
activities. Scroll down the screen to view all
indicators.
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Select Indicators Can be mandatory and optional
(2 of 2)
Scroll to bottom of screen and SAVE.
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Step 4 Data Entry
Enter data here and SAVE
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Submit to Grantor
To complete data entry for this record, click
Submit Data to Grantor
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Create a DCTAT Report
Select the reporting period and click Run .
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User Feedback Form
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T-JADG Reporting
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DCTAT Sign-in screen http//www.ojjdp-dctat.org
Enter system with a designated user ID and
password
Use these links to access additional information
for your program
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Profile screen
You must SAVE your organizational profile before
leaving this screen.
Update this page frequently to receive important
emails from the DCTAT.
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Profile screen
Select Begin Data Entry to start the reporting
process.
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Grant Program Selection screen
If you are a returning user, the system will take
you to this screen first.
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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TJADG Status Summary screen
Click on the FFY from which the award was made to
begin data entry.
The federal fiscal year (FFY for which you should
begin your reporting is determined by the FFY of
the tribes OJJDP grant from which the award was
made.
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Step 1 Award Information screen (1 of 3)
Complete requested information 1- Award
Information 2 Target Population
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Award Information screen (2 of 3) Target
Population section
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Award Information screen (3 of 3)Target
Population info
SAVE before leaving this screen.
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Step 2Purpose Area Selection screen (1 of 3)
Select all purpose areas funded by the grant
award and indicate the amount of award allocated
for those activities.
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Purpose Area Selection screen (2 of 3)
SAVE before leaving this screen.
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Purpose Area Selection screen (3 of 3)
Designate activities conducted in selected
purpose areas as Direct Service or System
Improvements.
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Step 3 Select Indicators Can be mandatory and
optional (1 of 2)
Select all applicable indicators for funded
activities. Scroll down the screen to view all
indicators.
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Select Indicators Can be mandatory and optional
(2 of 2)
Scroll to bottom of screen and SAVE.
Select all applicable indicators for funded
activities. Scroll down the screen to view all
indicators.
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Step 4 Data Entry
Enter data here and SAVE
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Mark Data as Complete
To complete data entry for this record, click
Mark Data as Complete
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Create a DCTAT Report
Legend Performance Data Report (submit to
OJJDP) Performance Data Summary Report
(compares state data to national data)
Subgrant Detail Data Report (state subgrant
report)
Select the appropriate Federal Fiscal Year and
click Run.
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User Feedback Form
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Reporting Schedule
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TYP Submission Schedule

• Reporting Period July December
• Report data into DCTAT by January 31 and upload
  Performance Data Report into GMS by January 31
• Reporting Period January June
• Report data into DCTAT by July 31 and upload
  Performance Data Report into GMS by July 31

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TJADG Submission Schedule

• Intro Reporting Period June 1 September 30,
  2008
• Report data into DCTAT and upload Performance
  Data Report into GMS by November 30, 2008
• Next Reporting Period October 1 September 30,
  2009
• Submit data into DCTAT and upload Performance
  Data Report into GMS by November 30, 2009

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Contact Information

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