Performance Data Management: Opportunities and Challenges

1. Performance Data Management: Opportunities and Challenges Lilit Tovmasian Mame Polito California Department of Aging Data Team November 2010

2. Workshop Objectives • Increased Importance of Data • Data Management Review • Future of Data • CARS Users Group Discussion

3. Increased Importance of Data Section 1

4. Increased Importance of Data Data Information Knowledge

5. Increased Importance of Data Government Performance and Results Act (GPRA), 1993 • Requires federal agencies and programs to develop long-term Strategic Plans • Requires the publication of an Annual Performance Plans to accompany the budget justification • Requires federal agencies and programs to document results • Requires federal agencies and programs to improve performance based on results Accountability = Funding

6. Data Management Review Section 2

7. Data Management Review • What have we done? NAPIS SPR Trend

8. Data Management Review NAPIS SPR Service Summary Highlights – What Questions Does it Raise?

9. Data Management Review Whom Do We Serve? *Demographic information is available for only Title III registered clients.

10. Data Management Review • Family Caregiver Support Program (Title IIIE) Impact on Caregivers Caring for Elderly

11. Data Management Review • Information Challenges • Systems are more complex • Common data issues • Missing Data • Underreporting • Questionable Fluctuations • Not Meeting Reporting Requirements

12. Information Challenges • Common Data Issue #1 – Missing Data Missing data in FY 2009 NAPIS SPR • Solutions… • Add differentiation between “missing” and “declined to state” fields • Ensure intake sheets contain all required data elements • Implement evaluation surveys with a component of demographic data collection

13. Information Challenges • Common Data Issue #2 – Underreporting • Solutions… • Encourage direct data entry as much as possible • Investigate the reason behind under-reporting • Use available resources to resolve ongoing under-reporting

14. Information Challenges • Common Data Issue #3 – Questionable Fluctuations • Solutions… • Ongoing monitoring of data • Ongoing communication with providers, other AAA staff, CDA • Understand changes in service levels

15. Information Challenges • Common Data Issue # 4 – Not Meeting Reporting Requirements • Not collecting all data elements as required by the CARS File Specifications • Not reporting performance data where expenditures have been reported (vice versa) • Solutions… • Review the quarterly “CARS Quarterly Error Report” and make necessary system corrections • Review the CARS File Specifications • Reference the CARS Overview and Guidance document • Review with the AAA Fiscal Officer and Planner which services the AAA provides

16. Future of Data Management Section 3

17. Future of Data Management • Finalizing CARS Guidance • Common Concerns • Service Unit Rounding • Reporting “Primary” Caregivers

18. Future of Data Management • Establishing a Data Champion Users Group • 10 AAA Champion Users • A Diverse Group of AAAs • Changing Membership

19. Future of Data Management • AoA NAPIS SPR changes (July 1, 2011) • Updates to Service Categories and Data Dictionary • CARS modifications

20. CARS Users Group Discussion Section 4

21. CARS User Group Discussion • How can we continue to improve performance data collection and reporting across the Aging Services Network? &

22. Thank You for Your Participation Please remember complete the evaluation form.