Data Management Plan. County of Sonoma CCP Data Management and Evaluation Sub-committee

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1 County of Sonoma CCP Data Management and Evaluation Sub-committee CCP Organizing Principles 1. Use of detention beds should be minimized, consistent with public safety, and integrity of the criminal justice system; 2. The system and decisions should be based on the public safety risk of offenders; 3. The realignment approach should be based on research tested methods, as much as practicable; 4. Programming is to be provided to offenders in-custody, as well as out of custody. Data Management Plan Data Collection Elements What are the fundamental data points that need to be collected to track the new populations? The focus of the sub-committee s work thus far has been collection of data in the Integrated Justice System (IJS). As the committee work continues the examination of data collection will need to encompass County Agencies (outside of Justice) as well as Community Based Organizations to more fully evaluate the impact of realignment on Sonoma County. 1. Post Release Community Supervision (PCS) a. Identify at Party Level (is the defendant on this case under PCS?) b. Identify at the Person Level (is the person under PCS on any case?) c. Start and Stop of Probation Supervision d. Terms and Conditions e. Flash Incarcerations f. Violations g. Revocations h. Warrants 2. Non/Non/Non N3 (1170(h) Eligible) a. Identify at Person Level Ineligibility by Priors b. Identify at Party Level Ineligibility at Filing c. Identify at Party Level Ineligibility at Conviction (h) Sentenced a. Identify at Party Level (is the defendant on this case sentenced under 1170(h)?) b. Identify at the Person Level (is the person sentenced under 1170(h) on any case?) c. Mandatory Supervision d. Violations of Mandatory Supervision e. Revocations of Mandatory Supervision 4. Normal Felony Sentences a. Existing data capture is sufficient. 5. Parole Revocations a. Existing data capture is sufficient. CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 1

2 Data Collection Start-up Plan What are the additions and modifications to the Integrated Justice System that will facilitate the capture of data elements listed above as well as provide, from a case management perspective, a smooth process flow through the Criminal Justice System? The estimated cost to provide all the listed changes below is $70, Enter new cases for PCS individuals a. Create a new Case Prefix PCS for Probation entry of cases. b. Create a user interface in the Adult Probation Case Management System (PacMan) to add related data and initiate the creation of a PCS case. c. Provide programming to insert the case and related data when initiated by Probation. d. Create a means to store and display PCS start and termination in PacMan. e. Identify and resolve how Terms and Conditions will be entered. i. Into CLETS SRF ii. Into IJS f. Create a new case prefix for Court PCS cases. g. Modify IJS to allow Courts to use the new case prefix for entering Court PCS cases. 2. Identification of PCS Individuals. a. Store identification at case level and at person level for reporting and display. b. Display in Criminal.NET and PacMan and IJS. c. Develop process by which individuals in systems outside IJS can be identified as PCS. 3. PCS Flash Incarcerations. a. Establish a new Hold type in Detention System. b. Probation will accompany the individual to Jail where they will be booked on the PCS case as a hold. c. If we need to allow the PCS Individual to report to Jail instead of being accompanied to jail, the System will need to be modified to establish a Commitment System like the existing Jail self surrender system. 4. PCS no-show Warrants a. Probation will request that the Courts issue a warrant on the PCS case. b. Will Courts create an SCR Number? c. Identify and resolve any issues regarding the issuance of a warrant. d. Identify and resolve any issues regarding transmission of warrant to CLETS. e. Identify who owns the warrant and what that means. i. Who enters the warrant information into CLETS? ii. Who is responsible 24/7 to answer warrant inquires by agencies? CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 2

3 5. PCS Violations a. Identify and resolve how Law Enforcement Agencies will view Terms and Conditions. b. Identify and resolve who will be contacted by Law Enforcement Agencies for violating PCS Individuals. c. Identify and resolve how PCS Violations will be booked. (A new type of Hold?) 6. PCS Revocations a. A revocation petition will be filed with the Court by Probation. b. Identify and provide for any new Court Register Actions or processing. c. Identify and resolve how a PCS Revocation will be booked (A new type of Hold? 7. Identify 1170(h) Ineligible by priors. a. Modify IJS screens and provide data store to allow DA users to flag a person as 1170(h) Ineligible. b. Develop process by which individuals in systems outside IJS can be identified as 1170(h) Ineligible. (Is this needed?) 8. Identify and flag 1170(h) Ineligible filing charges. a. Identify IJS offenses that are 1170(h) ineligible at filing. b. Modify IJS to programmatically set 1170(h) Ineligible flag on DA charges. 9. Identify and flag 1170(h) Ineligible convicted charges. a. Identify offenses that are 1170(h) ineligible at conviction. b. At conviction, programmatically determine if any of the convicting offenses are 1170(h) ineligible and mark case (charges?) as 1170(h) sentencing ineligible. 10. Entry into Court Register. a. Identify and add new register actions to IJS b. Create new sentencing screen in IJS for entering all 1170(h) sentencing options. c. Provide means to identify and count all 1170(h) sentencing options. 11. Identify 1170(h) Sentenced individuals. a. Store 1170(h) sentencing at case and person levels. b. As a subset of those sentenced to 1170(h) provide for identification of individuals sentenced to a split sentence with Mandatory Supervision c. Modify DOJ Statistical Report Processing (8715). d. Modify AOC Statistical Report Processing (JBSIS). 12. Mandatory Supervision Violations and Revocations a. Identify what data and process changes are necessary (if at all) to track. 13. Community Based Organizations (CBO) Tracking a. Add CBO tracking to Probation Adult Probation Case Management System. b. This will allow Probation and County to track referrals and treatments and what the outcome was. CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 3

4 14. Identify populations in Systems outside IJS a. Create report to list realignment populations, including demographic info, for use by Agencies outside the Criminal System to manually match same individuals in other systems. This is a short term solution that will allow the County to track realignment costs for these Agencies. 15. Reporting a. Modify DA generated Complaints to show Ineligible designation on filing charges. b. Modify Court Calendars to show Ineligibility by Priors c. Modify David Bennett reporting to include tracking 1170(h) Ineligibility. d. Modify existing reports as identified by departments to show 1170(h) sentence. e. Modify David Bennett reporting to include tracking 1170(h) Sentencing. f. Create report of current convicted felons awaiting sentencing that are 1170(h) eligible and ones that are not 1170(h) eligible. g. Create report of past convicted felons that would have been 1170(h) eligible and ones that would not have been 1170(h) eligible. h. Modify existing reports as identified by departments to include information on new populations. CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 4

5 Evaluation Plan Overall Evaluation Question What is the impact of the 2011 public safety realignment on Sonoma County? Proposed Evaluation Overview This evaluation will include both process (what has happened) and outcome (what is the impact) information. The Data Management Evaluation Sub-committee recommends the following: 1. Hire an evaluation consultant, with experience in evidence-based criminal justice services, to do the following: a. Provide relevant information about best practices from published literature, jurisdictions in other states, and jurisdictions in California. b. Finalize the evaluation questions (draft questions on following pages). c. Finalize a plan to collect the data including identification of all needed and reasonable data elements. Significant progress has already been made with IJS. Data from sources other than IJS will also be necessary. d. Conduct and/or assist with data collection. e. Conduct and/or assist with data analysis and reporting. f. Develop and/or assist with developing a plan to collect and use information over the next 2-3 years. This includes developing and/or assisting with the development of ongoing operational report templates that are reproducible by Sonoma County after the contract ends. This should include real time reports for case management and regular management reports for program planning. We believe this work could be completed in one year. However, if adequate funding is not available in the first year, spreading the work over two years would be reasonable. It is anticipated that the contract would range from $80,000 to $200,000 depending on the level of work the contractor does in steps d. through f. 2. Develop inter-departmental Memorandums of Agreement for information sharing to ensure that offenders receive the appropriate services and to be able to answer the evaluation questions (see following pages). 3. Create a ½ time ISD Business Intelligence Programmer position to build the County s Data Warehouse and reporting capabilities. This position would provide a missing lynchpin to the County s timely reporting and data mining capabilities. The estimated annual cost would be approximately $100,000. CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 5

6 Proposed Process Questions 1. Which offenders are served (identify each offender)? 2. Under realignment, how many of each category of offender is managed in Sonoma County? Felony Sentences (normal variety) 1170(h) Ineligible 1170(h) Sentenced (in Jail and under Mandatory Supervision) Post Release Community Supervision (PCS) Revocations (PCS, Mandatory Supervision, Parole) 3. What is the case management flow through each County/non-County system? What does each system do similarly or differently with these offenders? What system changes were/are necessary to serve these offenders? 4. What offenses are associated with each category of offender? Are these offenses different than those for other offenders? 5. What are the demographics of the offenders? Race/ethnicity Age Gender Probation Risk Assessment Score Criminal Justice History Location (city or zip or region) Education With dependents With family or other supports Living situation Veteran status English proficiency 5a. Are there disparities in services received by demographics? 5b. Are outcomes similar or different for different demographic groups? 6. What penalties do offenders receive? Warrant Flash Incarceration Days in Jail Revocation 7. What services does each offender receive? Alternatives to Incarceration (which ones, how long) Work release CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 6

7 8. What County systems are impacted by public safety realignment and how? Probation Sheriff District Attorney Public Defender Information Systems Department Human Services Department (Child Welfare, GA, Medi-Cal, CalFresh, JobLink) Department of Health Services (AOD, MH) County Administrators Office Community Development Commission 9. What systems outside of the County are impacted by public safety realignment and how? City public safety State Courts Health Centers Housing Services 10. What evidence-based practices (EBP) were/are used to serve these offenders? What is the evidence of fidelity? What are the results of the EBP? Proposed Outcome Questions 1. What are the costs of public safety realignment for Sonoma County (that are paid by realignment funds)? Staffing Contracts for alternatives to incarceration 2. What, if any, additional costs are accrued by Sonoma County (that are paid through other funding sources)? General Fund? Other County funding source? Other state and federal allocations to the County Outside County? 3. What is the recidivism rate for these offenders compared to all other offenders? Repeat offenses Severity of offenses CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 7

8 4. What is the impact of realignment on the other factors associated with criminal behavior? Substance abuse Mental health Reliance on public assistance Child abuse Education level Employment Income Associates Housing Victim restitution 5. Is there any change in overall Sonoma County crime rates? 6. How did arresting, charging, and sentencing practices change in Sonoma County as a result of realignment? Length of prison and jail commitments Number/percent of prison sentences Offender preference for jail vs. prison Local criminal justice philosophy about appropriate/acceptable sentencing CCP Data Management and Evaluation Sub-committee Plan (9/21/11) Page 8

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