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Essential Docs
The PBMS Performance Standards, Measures and Key Indicators with Counting Rules were updated on April 3, 2013.
Page 87 of the counting rules were revised to clarify the counting rules for the denominator for:
Key Indicator VIII.3.1 Inmates Treated for TB Disease (Latent Tuberculosis Infection or TBD). The counting rules for the denominator were clarified to include inmates with TB disease or Latent Tuberculosis Infection (LTBI).
Data element VIII.3.1 (denominator). Number of inmates diagnosed as having TB disease or Latent Tuberculosis Infection (LTBI) who were in the custody of the agency on the last day of a given month.
Counting rules:
1. This tally should include all inmates with TB disease or Latent Tuberculosis Infection (LTBI) who were in the custody of the agency with the exceptions of:
· Inmates housed in other states’ correctional facilities or held by facilities not operated by the DOC, and
· Inmates in the custody of the DOC who were released to the community (parole, furlough, electronic monitoring, etc.)
Click here for the PBMS Counting Rules updated April 3, 2013.
The PBMS Resource Manual contains background information about the Performance Based Measures System, the counting rules for the Agency and Facility Characteristics and Key Indicators, Frequently Asked Questions and Answers, download templates and users guide developed by Advanced Technologies Group.
Click here for the PBMS Resource Manual updated November 2011.
At the January 2012 meeting the Performance Measures Committee authorized staff to draft new personnel key indicators addressing sick leave and workman's compensation. The draft key indicators will be discussed as part of the PMC meeting on July 20, 2012 in Denver, CO. Click here to review the draft new personnel key indicators. These Draft Key Indicators were updated July 9, 2012.
PBMS Characteristics: Click here for a Map of the minimum and maximum values accepted by the System.
The Uniform Crime Reporting Handbook (Revised 2004) - Reference manual for categorizing the number of inmates in the custody of the agency according to their most serious conviction. (Organization Characteristic I.1.5 Crime Distribution Among Inmates)
Click here for the UCR Handbook.
ASCA is pleased to announce that the new Performance Based Measures System Fiscal and Personnel Standards were implemented on May 23, 2011. The new Fiscal and Personnel key indicators are to be reported annually in March along with the recidivism standards. We are excited to have these new important standards available in the PBMS. Click here to view the new fiscal and personnel counting rules. Click here to view the new March upload template for reporting the annual recidivism, fiscal, and personnel key indicators.
Click here for the PBMS Upload Template updated on August 1, 2011.
Click here for the PBMS Upload Template w Annual Key indicators updated on August 1, 2011.
For the most current upload template, go to PBMS website (www.pbms.us) and click on “Upload.”
PBMS Template for Upload of Annual Key Indicator Data for Recidivism, Fiscal and Personnel Standards
The PBMS template for upload of annual key indicator data for Recidivism and the new Fiscal and Personnel Standards was updated May 23, 2011 to add the fiscal and personnel standards. These standards will be reported on an annual basis in March. Click here to view the Upload Template
The PBMS Glossary of Terms was update April 20, 2011 to reflect the new Personnel and Fiscal Standards. Click here to download the April 24, 2011 PBMS Glossary of Terms.
During it's July 30, 2010 meeting in Chicago, IL the Performance Measures Committee discussed how reports generated by the Performance Based Measures System would be shared with other interested parties. The Committee passed the attached motion regarding information sharing and the motion was adopted as practice during the ASCA Executive Committee meeting on Sunday August 1, 2010. Click here for the motion.
PBMS Enhancements implemented April 1, 2010. Click here to review a full description and instructions for the upgrades to the System.
Training & Support
During February 2012, ASCA membership was surveyed as to their experiences and technical assistance needs regarding the Performance Based Measures System (PBMS). Agencies provided feedback and suggestions as to how the System might be improved or upgraded to be more user-friendly and efficient; thus, ensuring its success. Click here for the report of the PBMS Participation and Technical Assistance Survey.
ASCA records and documents the number of PBMS user requests received quarterly.
Click here to review the PBMS Technical Assistance Report for January - March, 2012.
If you have a suggestion for an online training session please send it to ASCA so that we can schedule a meeting and invite others. Please include in your suggested training topic(s) and the target group to receive training. Email your request to onlinetraining@asca.net.
The list of Agency staff that is responsible for collecting and entering data into the PBMS system is updated regularly. The list provides a useful link to other agency staff for help and support.
Click here for the list of PBMS Agency staff updated April 10, 2013.
Click here to report changes to your Agency staff.
Information about the national automated Performance-Based Measures System (PBMS) was provided during a broadcast on September 14, 2011. PBMS is an accurate, consistent system to capture, record, report and share data between correctional agencies created by the Association of State Correctional Administrators (ASCA). The panels described the scope and development of PBMS regarding how specific needs give rise to PBMS solutions; described the key components of PBMS; examined the benefits of using the PBMS during and Evidenced Based Practice decision making process; and identified available resources that support implementation of PBMS.
Click here to download the webcast video.
During the broadcast, participants were encouraged to submit questions to the panel but not all questions were addressed during the broadcast. Click here to download the responses to those questions. ASCA has created a forum to continue the dialog about PBMS. If you are able to sign into the ASCA web pages, sign in and click the link to the forum to post your comments and questions. If you are not able to sign in, send your comments or questions to pbms-support@asca.net.
September 14, 2011 PBMS Broadcast Forum.
Click here to view forum responses in the Forum Posts Section.
The ASCA PBMS staff maintains an ongoing list of the most frequently asked questions to assist agency staff in finding answers to their PBMS questions.
Click here for the most FAQ document update in September 2011.
The Performance Based Measurement Management Handbook developed under the Government Performance and Results Act regarding the establishment of a integrated performance measurement system.
PBMS training is a 1.5 day program that includes to following topics: Overview and Objectives of the Training; PBMS Mission and History of PBMS; Introduction to the Performance Standards, Measures and Indicators; Counting Rules Q & A; Administration of the PBMS; Agency/Facility Characteristics And Key Indicators Data Enter Demonstration; Using the Reports Feature; and Implementing PBMS In Your Jurisdiction. Click here to review an agenda for Performance Based Measures System Training Seminar.
Criteria for assessing your agency’s readiness for PBMS training.
Advanced Technologies Group detailed documentation and instructions for the PBMS web site. Click here to download this manual.
Samples of eleven of the PBMS basic reports: Facility Measures Report-Multiple Months; Monthly Organizational Measures; Yearly Organization Measures; Organization Characteristics-Multiple Months; Organization Characteristics-Multiple Months; Comparative Organizations Report; Key Indicator Status; Organization Administrator Facility Data Entry/Month; Organizational Administrator User Data Entry Tracking; Multiple Facility Characteristics; and Multiple Facility Key Indicators. Click here for sample reports updated August 22, 2011.
Is your agency ready to participate in PBMS? Preparation for presenting your ideas and
Descriptive Documents
A question posed at the January 2013 meeting of Performance Measures Committee was, "How many agencies would advance on the PBMS participation map if the total percentage of key indicators was counted without the requirement to enter data for at least one key indicator for each of the performance standards?" Under this criteria, five agencies advance in their participation color.
Click here for the two maps and an explanation of the comparative differences.
ASCA has created this chart to go with the Participation Map that shows how the ASCA Regions are progressing in their participation on the PBMS Participation Map.
Click here for a PDF of the PBMS Participation by Region Chart
The PBMS Participation Map is updated regularly to reflect the participation of ASCA member agencies across the country. At the Summer 2012 Performance Measures Committee meeting the committee agreed to add two new colors to the map reflecting an agency entering all characteristics and 25% of key indicators and all characteristics and 75% of key indicators.
Click here for a PDF of the Participation Map
The ASCA staff has compiled this question and answer document about the Performance Based Measures System. If you have further questions about the PBMS please contact Patricia Hardyman at phardyman@asca.net
At its meeting on January 28th in San Antonio, TX, the Performance Measures Committee reviewed the PBMS Users’ comments from the Sexual Violence Forum as to whether to discontinue the PBMS key indicators for “Inmate-on-Staff Sexual Violence” and “Staff/Civilian-on-Inmate Sexual Misconduct.” The Committee resolved to continue collection of all of the current PBMS sexual violence key indicators.
BJA has supported the development and implementation of PBMS since 2002. Click here for more information about BJA, our funding partner.
PMC Events, etc
The Performance Measures Committee met on Friday, July 20, 2012 in Denver, CO during the ASCA Summer Business Meeting. Staff updated Members on the status of PBMS participation, technical assistance, and audits. Chairman Lampert (WY) briefed Members on the results of the Strategic Planning Meeting held May 10-11, 2012 in Kansas City, KS. Members had a lengthy discussion about PBMS participation and ways to increase participation in PBMS. Other discussion included the Participation and Technical Assistance Survey conducted in the Spring 2012, the long term sustainability of PBMS, the Dashboard Implementation Survey, and proposed new key indicators for workman's compensation and sick leave.
Click here for the minutes from the July 20, 2012 meeting.
Click here for photos from the meeting.
The Performance Measures Committee met on January 25, 2013 in Houston, TX. The following documents were used for the meeting:
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Roster of the Performance Measures Committee Members
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The Mission Statement of the Performance Measures Committee
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The agenda for the meeting
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Document A - The minutes from the July 20, 2012 PMC meeting
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Document B - PBMS Participation Map
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Document C - Technical Assistance Graphs July through December 2012
- Document D - Report of PBMS Audits, Schedule and Audit Calls
- Document E - Graphs of the Utility of Key Indicators Surveys
- Document F - N-DEx FOIA Draft Policy
- PBMS Dashboard Feedback Survey Responses
The minutes and other meeting information will be posted here soon.
The Performance Measures Committee (PMC) met on August 5, 2011 in Kissimmee, FL.
Click here for photos from the meeting.
The Performance Measures Committee met on July 20, 2012 at the Hyatt Regency In Denver, CO. The following documents were used for the meeting:
Click here for the roster of Performance Measures Committee members.
Click here for the Performance Measures Committee mission statement.
Click here for the meeting agenda.
Document A - Performance Measures Committee minutes from the January 20, 2012 meeting.
Document B - The PBMS Participation Map Updated July 10, 2012.
Document C - PBMS technical assistance graphs.
Document D - PBMS audits map updated July 2012.
Document E - Minutes from the PBMS strategic planning meeting held May 10-11, 2012.
Document F - Summary of Analyses of PBMS Key Indicators.
Document G - Proposed Personnel Key Indicators for Workman's Comp and Leave.
Click here for a report on the PBMS Dashboard feedback survey conducted in June 2012.
Click here for the Performance Based Measures System 2012 Participation and Technical Assistance Survey Report.
Representatives from five agencies -- Maryland, Minnesota, New Jersey, Philadelphia and Wisconsin -- participated in PBMS training on February 23-24, 2010.
PMC met in Tampa, Florida on January 22nd. Key agenda issues included: Participation and training; strategic system development, enhancements to the system, and PBMS web pages. Click here to download 2010 Winter PMC Meeting Minutes.
A Performance Measures Committee strategic planning meeting was held on March 10, 2011.
Click here for the meeting agenda.
Click here for the supporting slideshow.
Click here for the Strategic Meeting participant list.
Topics for the meeting included:
Overview of Strategic Planning Process:
- Objectives of this Planning Process
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Objectives of this Meeting
Click here for PBMS Strategic Planning Priority list established in April 2009
Funding Strategies
Participant Issues and Strategies to Solve Them:
- Update on Participation Map - Click here for Key Indicators Status Report; Click here for PBMS Participation Survey Report
- Persistent and New Issues
- Private operators' participation and access
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Training
- Presentations for Directors
- PBMS User Training (remaining states and States needing re-training)
Other Business
- ATG's Proposition to provide design services in exchange for control of software
- Correctional Education Data Repository and Clearinghouse request for ASCA representative - Click here for Correctional Education Data Repository and Information Clearinghouse project description.
- Dashboard Security on PMC web pages
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The ASCA Performance Measures Committee, PBMS users, NIC, ASCA staff, and ATG developers, and Maryland DPSCS dashboard developers are undertaking a strategic planning process to review and update our three-year vision and work plan for the PBMS. This vision will set both short- and long-term goals and projects for enhancing the System. As outlined in the preliminary agenda, the strategy-planning group will review and update its three-year vision and plan for PBMS progress that will set the short- and long-term direction and requirements of the system. Our tasks will be to: |
1) determine needs for PBMS software development (modifications, enhancements, and additional functionality);
2) select and prioritize the activities and deliverables for the remainder of the for the next six to 12 months; and
3) develop a long-term strategy for the sustainability of PBMS.
Meeting Location: North Central Regional Office
Federal Bureau of Prisons
400 State Avenue, Suite 800
Kansas City, KS 66101
Click here for a meeting agenda.
Click here for the PBMS Participation and Technical Assistance Survey report.
The Performance Measures Committee (PMC) met on January 28, 2011 during the ASCA Winter meetings in San Antonio, TX. The Committee discussed progress since the last meeting; implementation of the fiscal ad personnel standards; whether to change Sexual Violence Key Indicators; and changes in the definition for Medical Emergency. Click here to view the minutes from the PMC meeting.
The Performance Measures Committee met on August 5, 2011 in Kissimmee, FL. Committee members heard reports on participation levels and technical assistance requests. Ed Nabors and Nalini Mannangi from the Maryland Department of Public Safety and Correctional Services provided an update and demonstration of the PBMS Dashboard that they have been developing that will be available for ASCA members to access through the ASCA web site to review relevant PBMS reports. Co-Executive Director George Camp told members that the PBMS program has been funded by BJA for three more years through a cooperative agreement with NIC. Click here for minutes from the August 4, 2011 meeting.
The Performance Measures Committee met in Chicago, IL on July 30, 2010. Agenda items included PBMS information sharing, approval of personnel and fiscal standards, and demonstration of the new PMC/PBMS web page. Nebraska was recognized for being the first state to achieve full compliance with PBMS.
Click here for minutes from the July 2010 Performance Measures Committee Meeting.
Click here for pictures from the meeting.
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Commissioner Epps (MS), Commissioner Thompson (KY) and Director Baldwin (IA) are recognized by PMC Chair Bob Lampert |
Mississippi, Kentucky, and Iowa were recognized for their participation in the Performance Based Measures System by Performance Measures Committee Chair Robert Lampert (WY) during the All Directors Training on December 3, 2011. Mississippi Commissioner Chris Epps, Kentucky Commissioner LaDonna Thompson and Iowa Director John Baldwin were presented plaques recognizing that their agency staff have entered all Characteristics and Key Indicators, achieving "blue" status on the PBMS Participation Map.
Congratulations to the agencys' staffs! |
The Performance Measures Committee and PBMS users held a second Strategic Planning Session on May 18, 2011 using Go To Meeting. Issues discussed included program funding, agency PBMS participation, orientation to PBMS for New Directors and training for agency staff, and personnel and fiscal standards.
Click here for the meeting agenda.
Click here for the meeting PowerPoint presentation.
Click here for minutes from the meeting.
Performance Based Measures System (PBMS) training was held at the National Corrections Academy in Aurora, Colorado on November 9-10th, 2010. This training represented a major PBMS milestone as the last three agencies---Alaska, Hawaii, and Virginia---that had not previously attended a PBMS training participated. Nineteen representatives from ten agencies (Alaska, Arizona, Florida, Georgia, Hawaii, Maine, North Carolina, North Dakota, Virginia, and Wisconsin) participated in the training. Click here for photos from the November PBMS Training.
The ASCA Performance Measures Committee met on Friday, January 28, 2011 at the Grand Hyatt San Antonio in San Antonio, TX. Chairman Robert Lampert (WY) presente the following information.
Click here for the Performance Measures Committee Mission Statement.
Click here for the Performance Measures Committee Meeting Agenda.
Click here for Attachment A - the Performance Measures Committee 2010 Summer Meeting Minutes.
Click here for Attachment B - The January 28, 2011 Participation Map.
Click here for Attachment C - The PBMS 2010 Technical Assistance Graphs.
Click here for Attachment D - The Sexual Violence Key Indicator Forum.
The Performance Measures Committee met in Kansas City, KS on May 10 and May 11, 2012 for a Performance Based Measures Strategic Planning Meeting. Click here for the minutes from the meetings.
Click here for photos from the Winter 2011 Performance Measures Committee meeting held on January 28, 2011 in San Antonio, TX.
11/20/2012 08:00 AM
New Hampshire Commissioner Bill Wrenn hosted a regional PBMS training on November 20, 2012 at its Training Academy in Concord, New Hampshire.
The one day training included an overview of the Performance Based Measures System (PBMS), detailed instruction on the use of the application, and review of the counting rules and glossary of terms. There was hands-on practice with setting up the system for your agency and inputting/loading data into the System.
Contact Patricia Hardyman for more information about training opportunities.
The Performance Measures Committee met on January 20, 2012 in Phoenix, AZ. The Committee was updated on agency participation, technical assistance and the November 2011 PBMS training held in Aurora, CO where the last of the states that had not received PBMS training were trained. Committee Members were also updated on the PBMS Dashboard development and discussed how to roll out the Dashboard to members. Members discussed whether to change the time frame incidents are reported and new counting rules for Workman's Compensation and sick leave. Representatives from Indiana University of PA presented information about the work they are doing to report educational data in a similar way as PBMS. Click here for the minutes from the January 20, 2012 Performance Measures Committee Meeting.
PMC met in Nashville, Tennessee on August 7, 2009. Key agenda issues included: Survey of Participants Report; Fiscal and Personnel Standards development, and the strategic development planning meeting held in Chicago (April 2009). Click here to download minutes from the PMC Meeting in Nashville, TN.
Representatives from 12 agencies -- California, Colorado, Idaho, Illinois, Maine, Massachusetts, Mississippi, New Mexico, Oklahoma, Texas, Washington, and Wyoming -- participated in PBMS training on November 17-18, 2009. Click here to download an article about the PBMS training in Aurora, CA.
Presentations
ASCA pays special tribute to Jeffrey Beard (PA) for his long and steadfast commitment, stellar leadership, and determination to develop and implement its Performance Based Measures System. Your leadership and unceasing resolve have moved this important initiative from a vision to a standard for corrections. Click here to see photos honoring Jeff Beard.
D. Lee, D. Giever, M. Tolbert, and L. Rasmussen, 2012
This report summarizes the findings from a pilot of the revised Correctional Education Data Guidebook and a secure online data collection system. It provides an overview of the project's history and pilot activities, presents information about correctional education drawn from the pilot states' data, and describes the pilot states' experiences collecting and submitting data and the lessons learned from the pilot.
Click here for the report.
Click here to visit the Correctional Education Data Network website
Patricia Hardyman (ASCA) and PMC Chair Jeffrey
Beard (PA) recognize Bob Houston (NE).
Congratulations to Nebraska Department of Correctional Services on the impressive distinction as the first of ASCA's member agencies to achieve full compliance with the Association's Performance Based Measure's System. Your strong commitment to excellence and extraordinary efforts to fully implement the PBMS are laudable. Click here for photos of Director Bob Houston being recognized for his agency's accomplishment.
Description of PBMS hierarchical of performance standards, measures, and key indicators designed to translate the missions and goals of correctional agencies into a set of measurable outcomes. Click here for an introduction to PBMS.
ASCA has always been committed to providing the most accurate correctional data to our membership. Click here to review the Early History of PBMS.
Learn the benefits of PBMS participation and the criteria for green, pink and gray on the PBMS Participation Map. Click here to learn why your agency should participate in PBMS.
Examine implementation issues for your agency: Commitment, Organizational Buy-In, Change in Measurement, Organization of Project, Training, Start-up Approaches, Quality Control, Time Considerations, and Cost Considerations. Click here for more information.
This is an overview of the PBMS reporting features including description of types of PBMS reports and instructions for generating intra-agency and comparative agency reports.
The PMC set out to develop uniform standards and measures of correctional performance so that review and research of its jurisdictions’ performance could be analyzed with certainty that all participants would be calculating numbers and rates the same way. Click here to review the PBMS Development process.
This includes an overview of PBMS administration along with instructions for logging into the System, changing your password, creating new users, identifying your agency’s facilities, and uploading data. Click here for more information on the administration of the PBMS system.
Learn the benefits of PBMS participation and the criteria for green, pink and gray on the PBMS Participation Map. Click here for a presentation about participation.