VOCA Grant Reporting 2017 Users Group Meeting April 12, 2017 PROSECUTORbyKarpel Wednesday, September 19, 2018 VOCA Grant Reporting 2017 Users Group Meeting April 12, 2017 Confidential information

OFFICE FOR VICTIMS OF CRIME VICTIM ASSISTANCE FORMULA GRANT PROGRAM PERFORMANCE MEASURES SUBGRANTEE REPORT - As Mandated: As mandated under the Government Performance and Results Act of 1993 (GPRA), the Office for Victims of Crime (OVC) is required to establish strategic planning, performance planning, and reporting as a framework to communicate progress in achieving its mission. As a result, the OVC PMT Report was established to report on the specific performance measures of the OVC Victims of Crime Act (VOCA) through all Victim Assistance Formula Grant Programs.

OVC PMT REPORT PMT = Performance Measurement Tool: Submission of data into the OVC PMT began with grant activity which occurred since October 1, 2015. The required data is entered in quarterly increments. The OVC PMT Report requires statistical data as follows: ● Population Demographics: ALL Victims AND NEW Victims ● Victim Demographics: NEW Victims ONLY ● Direct Services by PMT Service Categories ProsecutorsbyKarpel assists you in the collection of this data through the use of it’s Victim Service reports. HOWEVER, accurate reporting with these Mandated Guidelines can ONLY be accomplished IF Grants, Service Categories and Services Codes are set up in PbK correctly.

I. POPULATION DEMOGRAPHICS A. Population Demographics: ALL Victims Report the total no. of individuals who received services during the reporting period. 1) This number should be an unduplicated count of people served during reporting period; (Regardless of when they entered the system, the number of services they received, or the victimization types with which they presented.) 2) You will be asked to check a box if your agency is not able to provide a unique count of individuals served within a reporting period and the number of total individuals may include some counted more than once.

B. Population Demographics: NEW Victims Report the total no. of NEW individuals who received services from your agency for the first time during the reporting period. 1) This number should be an unduplicated count of NEW victims served during a single reporting period; (Regardless of the number of services they received or the victimization types with which they presented.) 2) For the first reporting period of each fiscal year, ALL victims should be counted as NEW to establish a baseline for that year.

C. Victim Demographics: NEW Victims ONLY NOTE: DEMOGRAPHICS ARE REPORTED ON “NEW” VICTIMS ONLY (The total number of individuals represented in each demographic category should equal the number of NEW individuals reported in the previous question.) VICTIM DEMOGRAPHICS TO BE REPORTED: a) Race / Ethnicity (New “NCIC” race categories) b) Gender Identity (New “Other” gender and “Multiple Races” category) c) Age (VOCA Mandated age category brackets)

D. Types of Victimizations: Report the number of individuals who received services based on each presenting victimization during the reporting period. Criteria in determining Victimization Count: 1) An individual MAY be counted in more than one victimization type; 2) An individual MAY NOT be counted more than ONCE within the same victimization. 3) Recommended use of “VOCA” Victimization Types 4) Of the individuals who received services, you will be asked to report “how many presented with more than one type of victimization during the reporting period.”

E. Special Classification: PMT Reporting includes the number of individuals who “self-identify” in one or more of these categories: ● Deaf/Hard of Hearing ● Homeless ● Immigrants/Refugees/Asylum Seekers ● LGBTQ ● Veterans ● Victims with Disabilities: Cognitive/Physical/Mental ● Victims with Limited English Proficiency ● Other (Identify)

II. DIRECT SERVICES PMT Service Categories: Below are the PMT Required “Service Categories”. You will be asked to select the types of services your agency provides to individuals within each of these categories of services. A. Informational & Referral B. Personal Advocacy / Accompaniment C. Emotional Support or Safety Planning D. Shelter / Housing Services E. Criminal / Civil Justice Assistance

Victim Services Subcategories: ● For each PMT Victim Service category selected, you will be asked to report on the number of victims who received services from your agency during the reporting period. ● Each “PMT Victim Service Category” has a list of victim service subcategories associated with it. You are required to report on the number of times each specific service was provided during the reporting period. ● Because some victims may receive multiple services, it is understood that the total number of times that services were provided within a category may be greater than the total number of victims who received those services.

Victim Services Maintenance Setup For the Service Statistic Report to accurately reflect your numbers you must setup the Victim Service Maintenance Tables within PbK correctly.

Crime Categories Type of Victimization Explain they need to add a code and description to category. NEVER delete, if no longer used mark as inactive. Never have a generic “Other” category – add actual crime categories

Service Categories Direct Service Categories Service categories are the direct service categories – make your grant reporting life easier and have them match VOCA’s.

Service Codes Direct Services Service Codes – These are the services that you provide to Victims. When adding services make sure you also set the following Categories as well. Category – assign the appropriate category this service falls under. If a category is not set it will not be counted on the Service Statistics reports in the category section. Reopens Activity – N/A Closes Activity – N/A VOCA Reportable – if this service should appear on the Service Statistics report in the services section this flag needs to be set to yes. If this flag is set to no it will NOT appear on the reports. Count Once Per Reporting Period – N/A

Service Codes Direct Services (cont.) PbK service codes = PMT Direct Service Subcategories. Example: A1. Information about the criminal justice process is a PbK service code.

Did you know you could associate Service Codes to Events?

Disabilities Special Classification This would be your “Special Classification”/Disability of your victim. This table is not found in Victim Services but in the main PbK Maintenance tables labeled Disability. This feature can be re-named which if found in maintenance – options – show/hide options – victim services. Once re-named in maintenance the menu tree node will reflect that name.

Age Groups Age Groups – Since the Grants all have different reporting Age Groups you can now create your own. You will have one age group called VOCA and within that age group you will have your age ranges. You can only insert numeric’ s.

Setting up Grants Correctly Each grant should only be listed once. Notice the mistake this user did? They created a separate grant for each year – this is WRONG.

How to add a “NEW” Victim Grant CRITERIA SPECIFIC TO GRANT • Code should be generic so that it is easily used from one grant year to the next. • Description should include enough information so that it is easily identified. • Leave “Reporting Date Range” BLANK… PbK handles this for you. • Criteria should include all applicable grant properties (case workers, crime categories, services, rights and types.) • Click “Add Periods” to add the current reporting period you are working on or set them up from the start. • HIT “ADD” and your DONE! Now you need to associate the following items to your Grant: Case Workers – select one or multiple of the Case Workers associated with this Grant. If you set a case worker here than anytime you add this case worker to a VS case this GRANT will appear. Crime Categories – select one or multiple Victim Service Crime Categories that are reportable for this Grant. Services – select one or multiple Victim Service Codes that are reportable for this Grant. Rights – N/A** Types – N/A** *NOTE: when you associate these items to a Grant two things will occur: 1) When you associate this Grant to a Victim Service Case only these items will be displayed for you to choose from. 2) When running reports and you select your Grant these items will automatically be selected. **PbK recommends you leave these field blank.

The “VICTIM GRANT” SCREEN (after set up) COMMON MISTAKES Rights are not reportable for the VOCA grant so you can leave this field empty. Types will be used as a filter on the report so if you do NOT use this on every Victim Service case leave this field empty. Grant Period Ranges only insert dates for one year. Leaving multiple years will cause problems with your report. .

Maintenance tables setup completed. Victim Grant setup completed Maintenance tables setup completed? Victim Grant setup completed? Grant associated with Victim Service Case?

Associating Grants to Victim Service Cases On the Victim Service case screen press the “Grant” button and select the appropriate Grant(s) (yes, you can select more than one) for this Victim Service case. Once you have selected your Grant(s) then you must do the following: 1) Assign a Case Worker 2) Assign a Crime Category – notice only Categories associated with the Grant are displayed 3) Assign a Relationship – this is the relationship between the victim and the defendant If applicable: a) Assign a Victim Type – this is a show/hide field b) Assign a Disability/Classification – this field can be renamed

Tracking Services Select the services that you provided the victim. (one or multiple) Only services that are associated with the Grant will be displayed. Additional information can be included for generic service codes. If the Case Worker providing the service is not the main Case Worker assigned to the Victim Case then change the name of the Case Worker at the top of the screen. The service date will default to today’s date, change this date (if needed) to the actual date the services were provided. Select all services provided to this victim. In the “Additional Information” field you can insert a free form note regarding the service, if necessary. Press “Accept”. If you have multiple victims on this criminal case when pressing accept it will ask if you want to copy to other victims. If you have co-defendant’s on criminal case when pressing accept it will ask if you want to copy to other victims.

All services provided will be displayed in date order All services provided will be displayed in date order ... most recent services at the top

Ready to prepare the quarterly “OVC PMT PROGRAM REPORT”? Here’s How!

PbK Service Statistics Report: Criteria Selection #1: Select your “Grant” #2: Select or enter the desired “reporting period” #3: Select the appropriate “Age Group” #4: Hit “Generate Report” .

Service Statistics Report Data PMT Report POPULATION DEMOGRAPHICS

Service Statistics Report Data PMT Report NEW VICTIM DEMOGRAPHICS

Service Statistics Report Data PMT Report VICTIMIZATION TYPES

Service Statistics Report Data PMT Report DIRECT SERVICES The Service Statistics Report will reflect a distinct listing of all unduplicated services for this reporting period to complete your PMT Report IF: ● PbK Victim Service Categories = PMT Victim Service Categories ● PbK Victim Service Codes = PMT Victim Service Codes . Direct Services – PbK Service Codes. The report shows a distinct listing of all unduplicated services for this reporting period.

Coming PbK 6.2

VOCA ASSOCIATIONS Race Sex Age Crime Category Special Classification Service Category Service Codes

VOCA ASSOCIATION REPORT PbK Codes (Left Side) – yellow means not mapped to a VOCA code. VOCA Codes (Right Side) – red means no PbK codes are mapped to this code. Can have multiple PbK Codes mapped to the same VOCA code – notice Race.

NEW VOCA REPORT

Questions?

9717 Landmark Parkway Drive Suite 200 St. Louis, MO 63127 PROSECUTORbyKarpel Wednesday, September 19, 2018 Karpel Solutions 9717 Landmark Parkway Drive Suite 200 St. Louis, MO 63127 314-892-6300 info@karpel.com Laurie Duke Senior Project Manager lduke@karpel.com Confidential information