ILP Database Late Data Entry Discussion

Getting A Little Behind?

Analyzing data informs policy and practice decisions,

with the ultimate goal of

improving outcomes for

the families you serve.

But data itself is a tool, not a solution.

To get any benefit from it, you need to know what information is in your database, how to use it and be assured is it timely and accurate.

ILP Data is a live real-time data set.

For federal and state reporting purposes we take a snapshot of the data –

freezing a copy of the live data.

This frozen snapshot tells your story from year to year.

Frozen state level data promotes:• changes in policy • regulations• funding

Timely and accurate data is critical to show true trends from year to year.

A frozen data set misses data points and missed data

will not be represented on any annual reports.

Examples

Report FY12 Frozen FY12 Live Difference Note

Child Count Part C enrolled 806 811 5

Five children were not reported to OSEP as enrolled 12/1/12

APR 45-Day Timeline Noncompliant

10 6 4Four child records reported as noncompliant in error

While we can be proud of the small discrepancies, these differences translate to extra data cleaning for you

and non-compliant status with a corrective action plan

when in reality you are doing better than the data indicates.

Also, your database reports are not as accurate asthey could be.

Data Entry Exercise

Data entered in January 2013 examined to see how long after the event occurred

it was entered.

Definition of late data used for this exercise: any data entered >30 days after the occurrence.

(ie: PT evaluation completed 11/15/12 was entered into the database on 1/5/13)

ACC BBA CCK CFC FCS FOC HCS KAN MSU NSH NWA PIC REA SER SLA TCC YKH0

50

100

150

200

250

300

350

400

450

Average number of days late by event Jan 2013

AveRef AveEvalDaysLate AveEnrDaysLate AveIfspDaysLate AveConDaysLate

ACC BBA CCK CFC FCS FOC HCS KAN MSU NSH NWA PIC REA SLA TCC YKH

42

4

17

8

24

17

6 6

45

9

1

89

12

02

26

0 03

1 0

9

02 1

8

0

42

0 0 0

Late Ref Entries Jan 2013

#Ref #RefLate

ACC BBA CCK CFC FCS FOC HCS KAN MSU NSH NWA PIC REA SLA TCC YKH

37

5

28

18

23

16

8

6

25

6

1

34

14

0

7

35

65

10

12

43 3

1

5

0

15

6

0 0

17

Late Eval Entries Jan 2013

#Evals #EvalLate

ACC BBA CCK CFC FCS FOC HCS KAN MSU NSH NWA PIC REA SLA TCC YKH

14

4

76

2

20

3

5

7

4

0

35

9

0

2

18

10

4

10

10

0 0

21

0

6

3

0 0 0

Late Enroll Entries Jan 2013

Enr EnrLate

ACC BBA CCK CFC FCS FOC HCS KAN MSU NSH NWA PIC REA SLA TCC YKH

31

5

17

1011

20

9

6

20

3

0

45

11

0

10

37

5

0

5

13

7

10

5

10

7

4

0 0

14

Late IFSP Entries Jan 2013

Ifsp IfspLate

ACC BBA CCK CFC FCS FOC HCS KAN MSU NSH NWA PIC REA SLA TCC YKH

586

123

212 208

409

591

167

353

288

93

1

733

296

17

131

380

58

3

49

10

55

198

14

239

28 34

1

7590

0 1

160

Late Contact Entries Jane 2013

Con ConLate

FY14 grant agreements will require attention to data on a monthly basis.

Send suggestions for additional items on the cleaning and/or

` other reportsand feedback as to how monthly data

cleaning will affect your data entry system.

We are available for TA support.

Questions

Public Reporting

Alaska EI/ILP must report annually to the public the performance

of each early intervention service (EIS) programlocated in the State on the targets in its

Part C – SPP

Public Reporting Example: How quickly will children get into services?

Indicator 7: 45-Day TimelineTarget 100%

Baseline FFY04 FFY05 FFY06 FF07 FFY08 FFY09 FFY10 FFY11

71%

88%86% 84%

93%

99% 99% 100%

45-Day Timeline Statewide TrendSeries1

Public Reporting Example by Grantee: How quickly will children get into services?

Indicator 7: 45-Day TimelineTarget 100%

Indicator 7 – 45 Day Timeline FFY 2011 (July 2011- June 2012)Agency Community Percent

ComplianceAlaska Center for Children and Adults Fairbanks / Barrow /

Copper River 100%

Bristol Bay Area Health Corporation Dillingham 100%Center for Community Sitka 100%Community Connections Ketchikan 100%Family Outreach Center for Understanding Special Needs Eagle River / Chugiak / Cordova

96%

Frontier Community Services Kenai / Soldotna 100%Homer Community Services Homer 75%Kodiak Area Native Association Kodiak 100%Mat-Su Services for Children and Adults Palmer / Wasilla 100%Northwest Arctic Borough School District Kotzebue NaNNorton Sound Health Corporation Nome 100%Programs for Infants & Children Anchorage 100%REACH Inc. Juneau / Haines 100%Southeast Regional Resource Center Aleutian / Pribilof Islands NaNSeaView Community Services Seward 100%Tanana Chiefs Conference Interior Alaska 100%Yukon Kuskokwim Health Corporation Bethel 100%

Public Reporting Linkhttp://dhss.alaska.gov/ocs/Pages/infantlearning/reports/publicreporting/default.aspx