The New California Aging Reporting System and Data Reporting Principles November 2008

1. Driving CARS The New California Aging Reporting System and Data Reporting Principles November 2008

2. Workshop Outline

3. 1. Background

4. Background • 1995 National Aging Program Information System (NAPIS) • 1997 ManAGE • 1998 CDA and C4A Vision Statement • 1999 Senate Bill 910 • 2003 U.C. Policy Research Center • 2006 Common Data Set • 7/1/2008 California Aging Reporting System (CARS)

5. Vision and Goals of CARS • Multi-phased, multi-year project • From aggregate data to client-level data • Web-based access • From program “silos” to comparative data across all programs

6. CARS Updates Phase 1 • NAPIS State Program Report (SPR), including Family Caregiver Support Program (FCSP) • Registered and Non-Registered services • Client-level data for Registered services only Phase 2 • Community-Based Services Programs (CBSP) Reports • Alzheimer’s Day Care Resource Center; Linkages; Senior Companion Program (aggregated data) • Health Insurance Counseling and Advocacy Program (HICAP) (client-level data)

7. 2. Client-Level Reporting

8. Clients and Units of Service Linked

9. Aggregate vs. Client-Level Reporting Aggregate Data • Data collected and reported by AAAs as a total over a specific time period (quarterly or annually) • Represents the total number of occurrences within a geographic/program • All data is stored in unique non-correlated silos • Ability to relate/link only single variables Client-Level Data • Data that contains demographic and service information for each unique client across all AAA programs • All data can be linked to individual client utilization of services • Ability to relate/link multiple variables • Annual Assessments

10. Registered Service Utilization by Ethnicity: Hispanic/LatinoCluster 1 Aggregate Level Reporting Cluster 2

11. Client-Level Reporting Further Analysis Possibilities • Participation Differences • Common Variables • Common Needs

12. Better Data Analysis for Predictions

13. 3. Data Collection

14. Data Collection Starts at Intake Complete, accurate record collection results in reliable, valid data.

15. Who was served with Older Americans Act funds? • More than 2.7 million registered clients • 561,971 were missing age data. • In addition, hundreds of thousands had ethnicity, poverty, rural, and even gender data missing! • From U.S. Administration on Aging, July 2008

16. California Missing Data for Registered Services, FY 2006-07

17. Missing Data Solutions • IT system/database problem identification and resolution • Provider training and data collection tools • Provider contracts stating minimum acceptable missing data • Onsite provider monitoring • Connect a “needs improvement” provider with an outstanding provider • Best Practices – Management of Service Providers (www.aging.ca.gov/aaa/guidance/aaa_administration.asp)

18. 4. Data Reporting

19. ManAGE Reporting • Quarter 1 July-August-September • Quarter 2 October-November-December • Quarter 3 January-February-March • Quarter 4 April-May-June • Annual Reports

20. CARS Cumulative Reporting • Quarter 1 July+August+September • Quarter 2 July+August+September+October+November+December • Quarter 3 July+August+September+October+November+December+ January+February+March • Quarter 4 July+August+September+October+November+December+ January+February+March+April+May+June

21. CARS Annual Reporting • Annual Aggregate Reporting • Non-Registered Services • Nutrition Services Incentive Program (NSIP) Meal Count for Non-Registered Clients • Staffing Profile, Provider Profile, Unduplicated Client Count, Focal Point. • Verification of all 4 previously reported quarters • Last chance to update, modify or change your data • Collaboration between providers and AAA staff (MIS, fiscal, program, planners and contract representatives)

22. 5. Data Validation

23. Data Validation • AoA Software Logic Error Checks • Visual Logic Error Checks • Questionable Data Error Checks • Annual Verification to CDA prior to submission to AoA

24. AoA Software Logic Error Checks • 1,900 AoA Logic Error Checks for NAPIS SPR data • Occur during submission of each quarter and annual data files

25. Software Logic Error Prevention & Correction Hints • Review and validate data by: • Provider prior to submitting to AAA • AAA prior to submission to CARS. • Providers, and MIS, fiscal, program, planners and contract staff should collaborate.

26. Software Logic Error Examples

27. Age: Total clients served for each service must be equal to the sum of all age groups + missing age. • Same for Race • Gender: Total clients served must be greater than or equal to male clients + female clients + missing gender. • Same for ADL, IADL, Ethnicity, Rural, Lives Alone, Poverty • Staffing Report: Each column must add up to the column total.

28. Software Logic Error Examples, (continued) • Unduplicated Client Count: Total clients for “All Services” must be less than or equal to the clients for “Registered Services” + “Non-Registered Services.” • One person is one unduplicated client. • One person can only be counted once as a registered client across all 9 registered services and once as a non-registered client across all 5 non-registered services, and once as a client across all combined services. • Example: Richard Clemmens receives 3 registered services and 2 non-registered services. • Previous SPR 102: Count as one client in each of the three registered services. • Previous SPR 105: Count as one unduplicated client in “Registered Services,” one in “Non-Registered Services,” and one in “All Services” columns.

29. Software Logic Error Examples, (continued) • The number of providers cannot be zero if service units are greater than zero. • Previous SPR 101, 102, 103, 107: Report service units, clients, providers, and expenditures for each service you provide with OAA funds.

30. Visual Logic Errors vs. Questionable Data Errors Logic Error Report • Applies only to CBSP programs. • Corrected report must be submitted. • Mathematical errors (e.g., number/sum must be equal to; greater than or equal to; less than or equal to). • Example: 100 total clients, 80 with ages and 10 missing age; yet 80 + 10 does not equal 100. Questionable Data Error Report • Applies to SPR and CBSP programs. • Either a corrected report or explanation must be submitted. • Data is questionable (e.g., no/few numbers reported, missing data). • Example: In ALZ 101 report, 1 volunteer and 1000 volunteer hours are reported. Was the number of volunteers, volunteer hours, or both reported incorrectly?

31. Logic Error and Questionable Data Error Examples

32. Logic Errors Questionable Data Errors

33. Questionable Data Error Examples, (continued) • Correct SCC 101 Report

34. Resources CDA Web Site www.aging.ca.gov

35. Click on the AAA tab.

40. Click on Guidance, then CDA Operations and Best Practices Guide.

44. Resources (continued) CDA Statistical Fact Sheets

45. Click on Statistics / Demographics.

47. Resources (continued) CARS • Upload Web Site: ca.getcare.com • Alana Hawkins: alana@rtzassociates.com, (510) 986-6700, Extension 511 • Q&A Email: CARS@aging.ca.gov CDA Data Team • Data Team Email: DataTeam.Reports@aging.ca.gov Tim Henry (Paper Reports) thenry@aging.ca.gov (916) 928-5859 Michael Alward (PSAs 1-11) malward@aging.ca.gov (916) 928-3331 Lilit Tovmasian (PSAs 12-22) ltovmasian@aging.ca.gov (916) 928-4668 Sharon Kleefeld (PSAs 23-33) skleefeld@aging.ca.gov (916) 419-7568

48. (continued) Resources In the future… • Web-based orientation/training • GoToMeeting

49. Partnership for Accuracy • AAA Staff (MIS, Fiscal Officer, Planner/Contract/Program Rep) • Providers • Software Vendor • California Department of Aging • U.S. Administration on Aging

50. Thank You!