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PBMS Technical Assistance Feedback

Provide Feedback on PBMS Technical Assistance

ASCA staff routinely responds to questions about PBMS and requests for assistance from agency staff inputting data into PBMS.  If ASCA staff has responded to your request for assistance we would like to have your feedback about how we are doing and what we might do to improve our technical assistance response.  Please click this link to complete a short survey to provide us feedback.

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Performance Based Measures System: What Really Counts in Corrections

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 phardyman@asca.net

September 14, 2011 PBMS Broadcast Forum
Click here to view forum responses in the Forum Posts Section.

ASCA Performance Based Measures Project - Frequently Asked Questions

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

PBMS Software Questions

If you have PBMS Software questions, please feel free to contact us via phardyman@asca.net.

Request a Meeting

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 phardyman@asca.net.

PBMS Documentation

Counting Rules Correction/Clarification August 12, 2015

Below is a correction/clarification to the PBMS Counting rules for academic education key indicators:

VII.1.4 Secondary Education Needs – Prevalence Among DOC Population – this should be individuals who have attained at least 9 yrs., but do not have a HS diploma, GED, or a state/commonwealth secondary diploma. Do NOT include individuals counted for key indicator VII.1.5 or VII.1.6.

VII.1.5 Middle School Education Needs – this should be individuals who have attained 5.0 to 8.99 years of education.

VII.1.6 Primary School Education Needs – Prevalence Among DOC Population — this should be individuals who have less than 5.0 years of education ( 0 – 4.99 years).


Click here for the full Counting Rules document updated August 11, 2015.

Revised PBMS Counting Rules - Effective July 1, 2015

At its February 2015 meeting, the Performance Measures Committee approved revised counting rules for the organizational characteristics. The changes expand the counting rules for the Organization Inmate Population to include:  

 

•  Inmates housed in facilities not operated by the DOC, such as county or regional jail facilities or facilities operated by private vendors.

•  DOC Inmates housed in community-based facilities operated by the DOC, county, or private vendors. (If the DOC offender’s legal status is “inmate,” he/she should be included in the count for the organization inmate population.) 

 

The revised counting rules will go in effect for the July 2015 data.  Thus, for example, when reporting the January – June 2015 data, use the current counting rules for the organization characteristic data.  When reporting the July 2015 organization characteristic data, use the revised counting rules when reporting the characteristics of organization inmate population.  

 

Effective July 2015, the revised Counting Rules for the Organization Characteristics will be: 

 

Organization inmate population:

 

1. Organization inmate population on the last day of a given month includes:

  • Inmates in facilities operated by the DOC.
  • Inmates housed in facilities operated by other state(s)' correctional facilities under a contract for bed space.
  • Inmates housed in facilities not operated by the DOC, such as county or regional jail facilities or facilities operated by private vendors.
  • Inmates housed in community-based facilities operated by the DOC, county or private vendors.  (If the offender's legal status is "inmate," he/she should be included in the count for the organization inmate population.

2. Organization inmate population on the last day of a given month excludes:

  • Inmates under the inter-state compact agreement; these inmates should be counted by the receiving state.
  • Inmates house in teh DOC facilities as "safe keepers," i.e., for an evaluation/diagnostic assessment or as a courtesy for a local facility or law enforcement agency.

For your convenience, the counting rules changes have been are highlighted in yellow. 

Click here for the PBMS Counting Rules Effective July 1, 2015 with the changes highlighted in yellow.

If you have any questions about the revised counting rules, please contact Patricia Hardyman — phardyman@asca.net

2017 PBMS Audit Schedule

The PBMS audit protocol includes review of each of the four types of PBMS data – Organization Characteristics, Facility Characteristics, Organization Key Indicators and Facility Key Indicators.

As additional agencies begin inputting data into the System, the agency will be added to the PBMS audit schedule.
Click here for a PDF of the audit schedule.  Click here for a PDF that describes the audit process.

PBMS Counting Rules Updated September 10, 2014

The PBMS Performance Standards, Measures and Key Indicators with Counting Rules were updated on September 10, 2014.

The mental health key indicators were updated to reflect the changes to from DSM IV to DSM V (pages 59 –66).  The changes are highlighted in green.  The mental health key indicators updated included:

• V.1.2 Mental Health Diagnosis Among Number Assessed
• V.1.3 Mental Health Diagnosis – Prevalence Among DOC Population
• V.1.4 Axis I Mental Health Diagnosis – Prevalence among Assessments
• V.1.5 Axis I Mental Health Diagnosis – Prevalence among DOC Population

Click here for the PBMS Counting Rules Updated September 11, 2014.

PBMS Resource Manual Updated October 1, 2015

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 Section 1 "Users List, Forward, Introduction, PBMS Questions and Answers" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 2 "ASCA Constitution Amendment, History/ Mission of PBMS Project" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 3 "Key Indicators and Counting Rules" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 4 "Glossary/ Q&A Document" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 5 "Data Entry Guidelines & Reports" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 6 "Template for Data Upload" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 7 "PBMS Users Guide" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 8 "Handouts: Presentations" of the PBMS Resource Manual updated October 1, 2015.

Click here for Section 9 "Handouts: Sample Reports" of the PBMS Resource Manual updated October 1, 2015.

July - December, 2013 Technical Assistance Report

ASCA provides PBMS Technical Assistance with a goal to provide responses within 24 hours of the request for assistance.

Click here for the July to December, 2013 Technical Assistance Report.

PBMS Map of Minimum and Maximum Values

PBMS Characteristics:  Click here for a Map of the minimum and maximum values accepted by the System.

PBMS Most Frequently Asked Questions - September 2015 Update

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 2015.

August 1, 2011 PBMS Upload Template for Agency and Facility Characteristics and 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

PBMS Glossary of Terms - Updated April 20, 2011

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.

ATG PBMS Site User Manual

Advanced Technologies Group detailed documentation and instructions for the PBMS web site.  Click here to download this manual.

PBMS Sample Reports Updated August 22, 2011

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.