Sustaining the South Carolina SEOW

1. Sustaining the South Carolina SEOW Traveling the Road to Success SEOW Webinar June 10, 2009

2. Purpose • Share prevention data quality improvement efforts in SC • Demonstrate that innovative, less traditional roles can also assist in SEOW sustainability

3. State Prevention System • SC Department of Alcohol and Other Drug Abuse Services (DAODAS), which houses the SEOW, became a Governor’s Cabinet Agency in 1993 • Act 265, The Government Accountability and Reform Act of 1993

4. State Prevention System • It’s earliest predecessor was created in 1957 • Further attempts to restructure the agency continue within the state legislature

5. State Prevention System • Approximately 40 employees housed at DAODAS, includes 3 contractors (PIRE) • Including all contractors (4) and part-time staff (1), 8 prevention staff serving SC

6. State Prevention System • Provide training, support and TA to staff of 33 Block Grant recipient agencies, 16 judicial circuits, and other grantees

7. SEOW Manager Roles • Ensure development, completion, and submission of deliverables and other documents • Maintain positive relationships with workgroup members and build new ones

8. SEOW Manager Roles • Conduct monthly data quality reviews • Estimate 40% time obligation • Provide feedback, TA and other support to prevention service providers

9. SOUTH CAROLINA DEPARTMENT OF ALCOHOL AND OTHER DRUG ABUSE SERVICES (DAODAS) ORGANIZATIONAL CHART INCLUDING KEY PARTNERSHIPS Director Governor’s Council on Substance Abuse Treatment and Prevention Joint Council on Adolescents Executive Management Team BHSA (301 System) Division of Program Accountability Management of Information and Research/Finance ADSAP (AIP) Planning Prevention (SEOW,AET, EUDL,PICCC) Treatment = Subordinate Relationship = Primary Working Relationship = Coworker = DAODAS = Key Partner SCAPPA

10. Geo-political Considerations • Tobacco has historically been South Carolina’s largest cash crop • State cigarette tax has remained seven cents (.07) per pack since July 1, 1977 • National average state cigarette = $1.21 per pack (Campaign for Tobacco-Free Kids, 2009)

11. Geo-political Considerations • Disagreement among some legislators and Governor on how funds generated from a tax increase should be used

12. Source: Health Policy Tracking Service, a service of Thomson West at http://www.netscan.com

13. State Data Collection History • Before the mid 1990s, service providers created Action Plans • Process objective driven plans • No electronic submission

14. State Data Collection History • Around the mid to late 1990s, providers were required to submit management plans to DAODAS by mail • Management Plans moved toward including outcome objectives • First electronic data collection system (PARMS)

15. State Data Collection History • PARMS was electronic but not web based • Allowed for basic entry of activities

16. State Data Collection History • Activities entered not connected to specific management plan goals and objectives • Providers mailed floppy disks to DAODAS on a monthly basis

17. State Data Collection History • DAODAS recognized the need to match management plan goals and objectives to activities conducted by service providers • Contracted with Kit Solutions, Inc. to create web-based SC KIT Prevention data system

18. State Data Collection History • System first rolled out to SIG sites (2002), then to all service providers in 2003

19. State Data Collection History • Contractor who works with NOMs data observed the following issues:

20. State Data Collection History • Issue: Similar services coded different (3 different codes used for curriculum programs) • Response: Review data to increase proper use of service codes

21. State Data Collection History • Issue: Too many codes used per program. A county might use 8 different service codes during a year for a program like All Stars. • Response: Still searching for THE answer

22. State Data Collection History Issue: Clear misreporting: Example: A program with only one participant counted leads to astronomical per-participant costs (cost band issue) Response: Mid-year check during FY10

23. State Data Collection History Issue: Undercounted staff time (particularly when a county was not including volunteer or law enforcement time--led to below cost band programs) Response: Review data -Decrease incidences of missing staff time and missing staff member; Increase accuracy of work hours reported

24. Sustainability Milestone:Data Quality Reviews • Reports reviewed each month • Services by Staff Report • Administrative Hours Report

28. Sustainability Milestone:Data Quality Reviews Feedback!!! Written (email) and/or Phone

29. Sustainability Milestone:Data Quality Reviews • Feedback is incentivized

31. Feedback firm, but respectable

33. Sustainability Milestone:Data Quality Reviews • TA by DAODAS/PIRE Prevention Team • online fm KIT Solutions (sometimes recommended) • Users Manual available; does not seem frequently utilized

34. Sustainability Milestone:Data Quality Reviews • Datasheets and tools helpful: • Direct vs. Indirect Service Time • FY09 Recommended Service Codes and Counts • FAQs • SC KIT Prevention Quiz

35. Sustainability Milestone:Data Quality Reviews Great payoff for time invested: • Fewer service code errors • Increase in number of hours reported by staff members with historically low numbers

36. Sustainability Milestone:Data Quality Reviews Great payoff for time invested: • Service hours are less likely to be reported as administrative hours • Service providers becoming more proactive and concerned about reporting accurate data

37. Sustainability Milestone:Data Quality Reviews • Translates to DAODAS’ ability to report more accurate NOMs data • Translates into increased value of the SEOW, leading toward sustainability

38. Sustainability Milestone:Data Quality Reviews • Demonstrates that investment in people can lead to better quality data

39. QUESTIONS?

40. SEOW needs to be flexible and innovative

41. Contact Information