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

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Presentation on theme: "Performance Data Management: Opportunities and Challenges Lilit Tovmasian Mame Polito California Department of Aging Data Team November 2010."— Presentation transcript:

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

2 Workshop Objectives 1. Increased Importance of Data 2. Data Management Review 3. Future of Data 4. CARS Users Group Discussion

3 SECTION 1 Increased Importance of Data

4 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 SECTION 2 Data Management Review

7 What have we done? NAPIS SPR Trend

8 NAPIS SPR Service Summary Highlights – What Questions Does it Raise? Data Management Review Service CategoryUnit Type 19992009 % Total Funding Cost per unit % Total Funding Cost per unit Personal CareHour1.2%$9.350.7%$23.75 HomemakerHour2.8%$11.541.8%$24.88 ChoreHour0.6%$20.960.1%$83.65 Home Delivered MealsMeal27.1%$4.7331.9%$6.85 Adult Day Care/HealthHour2.8%$7.053.9%$13.94 Case ManagementHour3.7%$31.944.4%$78.20 Assisted Transportation1 Way Trip2.0%$12.540.5%$25.42 Congregate MealsMeal34.2%$6.3335.3%$9.94 Nutrition CounselingSession per Participant0.2%$147.590.2%$52.21 Transportation1 Way Trip2.6%$5.362.7%$8.09 Legal AssistanceHour4.2%$42.505.1%$67.96 Nutrition EducationSession per Participant0.5%$22.180.6%$4.16 Information and AssistanceContact3.8%$5.243.6%$7.23 OutreachContact0.9%$8.260.7%$7.29 Other 13.4% 8.5%

9 Whom Do We Serve? *Demographic information is available for only Title III registered clients. Data Management Review 2009 Demographics: Population 60+ Non-Minority 60+ Minority 60+ Low Income 60+ Lives Alone 60+ Geo. Isolation 60+ California 6,143,524 3,784,681 2,358,843 628,493 1,192,060 346,030 % of Total Population 60+100%62%38%10%19%6% Total III Registered Clients * 229,004 115,571 78,928 94,252 90,202 28,748 % of Total III Registered Clients100%50%34%41%39%13%

10 Data Management Review Family Caregiver Support Program (Title IIIE) Impact on Caregivers Caring for Elderly Year Total Caregivers Caring for Elderly Total Grandparents/ Elderly Caregivers Caring for Children 2005 18,622 1,383 2006 20,307 2,467 2007 17,972 1,105 2008 17,860 1,059 2009 11,167 529

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 Title III Nutrition and Supportive ServicesTitle III Family Caregiver Support Program Poverty20% Caregivers by Relationship39% Ethnicity19% Ethnicity23% Race15% Race19% Live Alone15% Age15% Rural Status7% Gender11% ADLs6% Rural Status2% IADLs6% Gender3% Age3%

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 SECTION 3 Future of Data Management

17 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 SECTION 4 CARS Users Group Discussion

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

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


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