Sustaining the South Carolina SEOW

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Sustaining the South Carolina SEOW

• Traveling the Road to Success

SEOW Webinar June 10, 2009
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Purpose

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

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State Prevention System

• SC Department of Alcohol and Other Drug Abuse
  Services (DAODAS), which houses the SEOW, became
  a Governors Cabinet Agency in 1993
• Act 265, The Government Accountability and Reform
  Act of
• 1993

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State Prevention System

• Its earliest predecessor was created in 1957
• Further attempts to restructure the agency
  continue within the state legislature

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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

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State Prevention System

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

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SEOW Manager Roles

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

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SEOW Manager Roles

• Conduct monthly data quality reviews
• Estimate 40 time obligation
• Provide feedback, TA and other support to
  prevention service providers

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SOUTH CAROLINA DEPARTMENT OF ALCOHOL AND OTHER
DRUG ABUSE SERVICES (DAODAS) ORGANIZATIONAL CHART
INCLUDING KEY PARTNERSHIPS
Director
Governors 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
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Geo-political Considerations

• Tobacco has historically been South Carolinas
  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)

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Geo-political Considerations

• Disagreement among some legislators and Governor
  on how funds generated from a tax increase should
  be used

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Source Health Policy Tracking Service, a service
of Thomson West at http//www.netscan.com
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State Data Collection History

• Before the mid 1990s, service providers created
  Action Plans
• Process objective driven plans
• No electronic submission

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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)

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State Data Collection History

• PARMS was electronic but not web based
• Allowed for basic entry of activities

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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

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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

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State Data Collection History

• System first rolled out to SIG sites (2002), then
  to all service providers in 2003

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State Data Collection History

• Contractor who works with NOMs data observed the
  following issues

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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

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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

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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

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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

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Sustainability MilestoneData Quality Reviews

• Reports reviewed each month
• Services by Staff Report
• Administrative Hours Report

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Sustainability MilestoneData Quality Reviews

• Feedback!!!
• Written (email) and/or Phone

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Sustainability MilestoneData Quality Reviews

• Feedback is incentivized

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Feedback firm, but respectable
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Sustainability MilestoneData Quality Reviews

• TA by DAODAS/PIRE Prevention Team
• online fm KIT Solutions
• (sometimes recommended)
• Users Manual available does not seem frequently
  utilized

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Sustainability MilestoneData Quality Reviews

• Datasheets and tools helpful
• Direct vs. Indirect Service Time
• FY09 Recommended Service Codes and Counts
• FAQs
• SC KIT Prevention Quiz

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Sustainability MilestoneData Quality Reviews

• Great payoff for time invested
• Fewer service code errors
• Increase in number of hours reported by staff
  members with historically low numbers

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Sustainability MilestoneData 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

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Sustainability MilestoneData Quality Reviews

• Translates to DAODAS ability to report more
  accurate NOMs data
• Translates into increased value of the SEOW,
  leading toward sustainability

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Sustainability MilestoneData Quality Reviews

• Demonstrates that investment in people can lead
  to better quality data

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QUESTIONS?
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SEOW needs to be flexible and innovative
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Contact Information