Effective Data Reporting and Collection

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2 Standardized Collection of Data allows performance and outcomes reports for comparing courts to themselves over time or to other courts and to the state On line Invoicing/Billing i it streamlines the process (shortens the processing time and moves the process from paper using U.S. mail and Fax to electronic (automated) Program Staff Monitoring reports developed assist program administrative staff in monitoring programs Automated reports: Gives the courts real time access to their data Gives the program administration and evaluation staff real time access to data instead of data entry back logs Improved ability and response time to requests from legislators, l courts and other stakeholders khld On line data entry is GREEN saves storage space for paper as well as saving on paper and ink Expenses Saved: Data entry time reduced to the coordinator entering data (no data entry personnel are required for the program administrative i i agency) Reduction in data entry errors (there is no need to interpret handwritten comments) Mailing expenses Required Fields on line data collection systems have the ability to make questions required (force information i to be entered in order to complete a record), this is done when collection of data is vital (such as fields needed to match to other state agency data banks or fields that provide program outcomes used to monitor program success There are checks/edits in the system that assist in reducing data entry errors

3 Effective Data Reporting and Collection Improved Outcomes Program Assistance Outcome Reports to Assist in Program Monitoring Program Monitoring

4 On line system allows for data entry and retrieval from any computer with internet access Real time data entry capabilities Ability to develop and post reports, forms, documents Ability to track violations, sanctions, incentives and referrals Allows users to transfer participants to a different court program Front end edits to ensure complete and accurate data User friendly screens with click and point, drop down menus for many fields (to ensure standardization and consistency of the data) Both client side l d and server side d field validation ld checking Nightly system back up with off site storage Security Features including: Protected by a 128 bit secure socket layer (encryption) system and Cerberus NT authentication software Server access limited to analysts with proper approval and housed in a secure room with keypad entry Users must have an identification code and a password to access the system A user level system to ensure that only information relevant to the individual user s needs and to limit data entry to only certain users

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6 Users Users can Users can print Users export can all can Users search participant a sort search list can for results of search all by records initial participants by by admission status. of as last by a form last name. date. this name. to be screen. put into participant p hard p copy p file.

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31 Participant phase data (violation, sanction and incentive data) is captured by phase and can be entered in real time.

32 Participant phase is associated with a specific phase As Participant phase is associated with a specific phase. As participants move through phases of the program, coordinators open new phase folder and record activities for that specific phase.

33 In the Drug Court Program information on babies born to participants is collected at each phase so administrative evaluation staff can determine the baby s b likelihood lih of being drug free and the baby can be tracked through other state agency data systems.

34 In the Mental Health Court data collection system occurrences of arrests, jail days, y, medication adherence and hospitalizations are collected to show participant progress.

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36 Graduation data is entered at graduation and is then immediately available for outcomes reporting.

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41 Termination data is captured and immediately made available for outcomes data.

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43 Produced by County and Statewide Demographic Characteristics Offense and Sentencing Data Sanctions/Violations and Incentives Information Performance and Outcome Measures Produced Real Time

44 Court users are able to access reports specific to their program and statewide. Program and Evaluation staff are able to Program and Evaluation staff are able to access reports for all counties and statewide.

45 The Admission Report provides a list of active participants for a given timeframe. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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47 The Discharge Report provides a list of participants who have been discharged d (graduation, termination, awol, death and other forms of discharge) from the program for a given timeframe broken out by type of discharge. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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49 The Outcomes List Report provides a list of graduates and outcomes information i reported for each participant and the overall court outcomes. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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51 The Demographics Report for Admissions provides a list of demographic information for the court for a given timeframe. Similar reports have also been developed for Actives, Graduates, and Terminations. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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53 Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider The Actives by Provider report is a report that provides a list of active participants by provider. Similar reports are also available for active participants by phase, name and admission date. Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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55 The Criminal Justice report provides a list of participants with all collected criminal justice information (charge, prior criminal history and current plea agreement). Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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57 The Data Entered in Last 30 Days report provides program administrative staff a list by court of data entry activity in the past 30 days (this is important because a participant record not updated for 60 days becomes inactive and the program will lose funding for that person). Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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59 The Days from Last Update report provides a list of participants and the date their record was last updated (this is important because a participant record not updated for 60 days becomes inactive and the program will lose funding for that person). Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

60 This information has been blocked out to protect client confidentiality.

61 The Records Not Updated report provides breakdown by county of the number of records with no updates in the past 30, 60 and 90 days. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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63 The Outcome Pages w/state report provides a report to allow courts the ability to compare their data to the state averages for the same outcomes measures. Similar il outcomes reports are available containing information by court only, with information by gender, drug of choice, race, and provider. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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65 The Sanctions by Participant by Date report provides a listing of all sanctions for a specific participant for a given time frame. A similar report can be run by type of sanction. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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67 Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider The Violation Sanction Report by Participant report provides a listing of violations and their corresponding sanction listed for a specific participant for a given time frame. A similar report can be run for all participants. ii Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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69 Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider The Violations by Participant by Date report provides a listing of violations for a specific participant for a given time frame. A similar report can be run for violations by participant by type of violation. i Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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71 The Active Counts report provides a count of active participants by county by for a given month. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

72 Clicking on the Counts number for a specific month opens a list of active participants for that month.

73 This information is blocked out to protect client confidentiality.

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75 The Active Counts Report (all courts) report provides a count of active participants for a given month. Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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77 The Participants by Phase report provides a list of all participants in a court by phase. g / Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Violations i by Participant i by Type Active Counts Active Count Report (all courts) Participants by Phase Referrals Report

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79 The Referrals Report provides a list of all referrals to the court Reports List Drug Court Mental Health Court Crystal Reports Created On Web Created On Web Admission Report Discharge Report Outcome List Report Demographics Report for Admissions Demographics Report for Actives Demographics Report for Graduates Demographics Report tfor Terminations Actives by Phase Actives by Name Actives by Admission Date Active by Provider Criminal Justice Data Entered in Last 30 Days Days from Last Update Records Not Updated Outcome Pages Outcome Pages w/state Outcomes Sheet Outcomes Sheet by Gender Outcomes Sheet by Drug of Choice Outcomes Sheet by Race Outcomes Sheet by Provider Sanctions by Participant by Date Sanctions by Participant by Type Violation Sanction Report Violation Sanction Report by Participant Violations by Participant by Date Vi l i b P i i b T Active Counts Active Count Report (all courts) Participants by Phase Referrals Report to the court. Violations by Participant by Type

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82 The top portion of the screen is where the invoices are placed after they are run. Then courts click process to view the invoice. Courts only see their own invoices. Typically, only Financial Officers and Coordinators are the only court staff to view and approve invoices.

83 The invoice provides information about the average number of participants the The invoice The court invoice has indicates the maintained indicates provides funding tier the over a program, graphical the past the program point view 13 is of of months contact the past and 12 being paid at indicates months for payment whether of the current the court court address. capacity. is above payment. capacity (the box is green), at capacity (the box is blue) or under capacity (the box is red).

84 In the invoicing system Coordinators can review their current month s invoice and then electronically sign the invoice by clicking the approve button or they can disapprove the invoice by clicking the disapprove button.

85 The bottom portion of the screen is where the invoice is moved following approval/disapproval. This section allows historical invoicing records to be viewed.

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