Goal 2 - Data
Goal 2: Data
A data-driven and strategic agency that is continuously improving.
Objectives
1. Collect accurate data to measure the impact of agency performance and progress toward achieving VCPA’s vision.
2. Enhance agency capacity to analyze data, create dashboards, and report outcomes.
3. Use data to establish budget priorities and allocate resources efficiently.
4. Implement a comprehensive continuous improvement process.
Performance measures
1. % of critical data that is entered accurately
2. % of Agency divisions with a data dashboard (Phase 1)
3. % of staff members who find their division’s data dashboard useful (Phase 2)
Objective 1 Tasks:
| TASK | ACTIVITY | PLAN START | PLAN END | % COMPLETED | STATUS |
|---|---|---|---|---|---|
| Objective 1 | Collect accurate data to measure the impact of agency performance and progress toward achieving VCPA’s vision. | 04/15/2023 | 12/31/2025 | ||
| Task 1 | Create a plan to train and coach staff on VCIJIS data. Create and deliver a training and coaching plan for all staff on the importance of acquiring accurate and complete data and on established processes for VCIJIS data entry. Expand data entry accountability using tools such as exception and audit reports to provide individual, unit, and division feedback. | 04/15/2023 | 04/15/2025 |
5%
|
In Progress |
| Task 2 | Adopt a plan to mitigate the need for person merges. Create and adopt a plan to mitigate the need for “person merges” with VCIJIS 2.0. | 01/01/2024 | 12/31/2024 |
100%
|
Completed |
| Task 3 | Automate monthly workload stats for VCIJIS 2.0. Increase the efficient collection and reporting of individual and unit performance measures by automating monthly workload stats for officers and administrative professionals that are currently submitted manually. | 10/01/2025 | 12/31/2025 | 0% | Not Started |
Objective 2 Tasks:
| TASK | ACTIVITY | PLAN START | PLAN END | % COMPLETED | STATUS |
|---|---|---|---|---|---|
| Objective 2 | Enhance agency capacity to analyze data, create dashboard, and report outcomes. | 07/01/2022 | 12/31/2025 | ||
| Task 1 | Identify needed data, its use, and collection processes. Identify needed data elements, their uses, and data collection processes. The agency needs to identify standard data (demographics, age, offense, etc.) common among all units, unique data needed for each unit, and ways to collect the data. The data should include data elements required by outside sources (CPOC, BSCC, federal government, grants, courts, CPRA, etc.). Several steps will enhance this identification and collection effort, namely: 1) constructing a flowchart and/or matrix that maps out who receives what data and which reports rely on what data. | 07/01/2022 | 12/31/2024 |
60%
|
In Progress |
| Task 2 | Launch the new VICJIS 2.0 case management system. Launch a new Interagency Case Management System (VCJIS 2.0). Successful implementation of VCJIS 2.0 is contingent on several steps, such as developing the requirements to generate the scope of work for the RFP and procurement process; creating a detailed development plan for vendor contracting; drafting interagency MOUs and SOPs for VCJIS use and data entry; assembling the standard and unique data needed for each probation unit; and developing a user training plan. Developing a data management handbook as a reference guide for staff. The data management handbook would cover a wide range of topics, including but not limited to the use of required fields before proceeding with data entry, data retention policy, access trees for staff permissions, and designated points of contacts for outside agencies needing access to data. | 07/01/2022 | 12/31/2025 |
17%
|
In Progress |
| Task 3 | Clarify data collection roles to identify and allocate resources to maintain access to timely data retrievals, such as expanding the IT or Research Units. Once the agency’s data needs are fully understood, identify the nature and scope of resources needed to maintain and sustain timely retrieval of data on a regular basis. | 01/01/2023 | 12/31/2023 |
100%
|
Completed |
| Task 4 | Develop internal and external public dashboards. Develop internal and external dashboards and portals for public use. Key data and performance measures should be published on the agency’s website and be accessible to the public. A portal should also be created for clients to access. To operationalize this activity, several steps are required, such as determining the person(s) responsible for entering and maintaining dashboard data; assigning an existing staff member as a data coordinator for each unit/division to ensure that data is accurately reported; developing a procedural manual for dashboard reporting; and ensuring the dashboards are compatible with existing and future software programs. | 07/01/2024 | 12/31/2025 |
5%
|
In Progress |
| Task 5 | Develop a systematic data clean-up plan. Develop a plan to perform a systematic data clean-up before conversion to VCIJIS 2.0, beginning with developing a plan for how the clean-up will commence. | 07/01/2024 | 12/31/2025 | 0% | Not Started |
Objective 3 Tasks:
| TASK | ACTIVITY | PLAN START | PLAN END | % COMPLETED | STATUS |
|---|---|---|---|---|---|
| Objective 3 | Use data to establish budget priorities and allocate resources efficiently. | 07/01/2024 | 09/30/2025 | ||
| Task 1 | Develop questions and resources needed to make informed decisions about budget allocations. Implement processes to review, utilize, and communicate outcomes and performance measures internally. An agency that uses data to inform decision-making must have processes and methods to communicate the data and hold itself accountable for achieving performance targets. A Data Communications Plan should be developed that describes how performance data will be communicated to all agency staff most effectively. This could include technology, staff, and external resources. | 07/01/2024 | 09/30/2025 | 0% | Not Started |
Objective 4 Tasks:
| TASK | ACTIVITY | PLAN START | PLAN END | % COMPLETED | STATUS |
|---|---|---|---|---|---|
| Objective 4 | Implement a comprehensive continuous improvement process. | 01/01/2025 | 12/31/2025 | ||
| Task 1 | Create a continuous improvement plan and structure, and adopt and support new technologies to advance the agency’s goals and achieve its mission. Create a roadmap–including a step-by-step guide with templates, forms, and processes–to allow for the consistent application of the continuous improvement plan (CIP). Specific steps to achieve this activity include extracting unit-specific performance data and key indicators for internal unit and agency-wide dashboards; developing a policy that describes which performance data will be reviewed at various agency levels and how often; identifying which data will be incorporated into standardized reports; and developing protocols that require examination of data before making decisions. Develop a comprehensive continuous improvement structure and plan for each division. The CIP would identify the division goals, the key activities that contribute toward the achievement of those goals, and a series of processes to measure fidelity to the activities and specific methods to boost performance when those measures indicate the need for improvement. Such methods include coaching, audits, booster training, communities of learning, use of internal subject matter experts (SMEs), VCPA Service Excellence processes, performance reporting, and third-party consultants. | 01/01/2025 | 12/31/2025 | 0% | Not Started |
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