Time Study

Dates:

Sep 5–Nov 3

2017

STATEWIDE COMMUNITY

CASE MANAGEMENT

TIME STUDY What, Why, Who, When & How?

TIME STUDY WORKGROUP

Marne Pringle - Clackamas

Michael Crim - Coos

Tanner Wark - Deschutes

Joe Garcia –Douglas

Keith Yori – Douglas

Shaun Anderson - Hood River

Kiki Parker - Klamath

Greg Lay - Linn

Jay Bergmann – Marion

Jay Scroggin – Multnomah

Jennifer Reiser - Multnomah

Ahnie Seaholm - Ti l lamook

Neena Kik - Umatilla

Joe Simich - Washington

Ted Smietana - Yamhill

Jessica Beach - Yamhill

Larry Bennett – DOC Admin

Robin Corrigan - DOC Admin

Denise Sitler - DOC Admin

Tamara Dickerson - DOC

Research

Jef f Duncan – DOC Research

WHAT IS THE STATEWIDE TIME STUDY?

• Last Oregon Time Study was conducted in 2006

• Component of 2018 Actual Cost Study ORS 423.486(1)

Conducted every 6 years

Per offender cost of supervision statewide

Used in calculating Community Corrections funding

$1,000,000,000!!!

• OUR opportunity!

Time Study

Individualized/targeted case mgmt activities Office/Field Visits

Collateral Contacts

Assessments

Carey Guides

Searches

UAs

Reach-Ins

Field Investigations

Pre-Sentence Assessments

……to name but a few

Financial Study

Cost of doing business Personnel

Data Entry/File Maintenance

Office Expenses

Vehicles/Weapons

Safety Gear

GPS

CSW

Treatment

Housing

Subsidy

Incentives

2018 ACTUAL COST STUDY

WHY SHOULD WE CARE?

WHO IS REQUIRED TO PARTICIPATE?

• ALL Counties

• ANY staff who perform case

management activities during

the time study

WHEN IS THE TIME STUDY?

Primary Dates:

September 5th – November 3rd

However…

Some time study categories may require tracking after

November 3rd.

HOW WILL IT WORK?

• Offender participants identified

• ALL case management time spent on time study cases

is tracked and collected

• 5 Time Study Categories

Pre-sentence Assessments

Investigations

Pre-release Case Management

New Cases/Intakes

Hi/Med/Lo

• All TS cases should be managed according to your

agency standards (contact standards, assessments timelines, etc.)

TIME STUDY CATEGORIES

Pre-sentence

Assessments

Investigations Pre-release Case

Management

New Cases/Intakes H/M/L

Description Assessments associated

with pre-sentence cases.

(e.g. Defendant

Assessment Reports

(DARs), Presentence

Investigations, 3194

Assessments, Family

Sentencing Alternative

Program (FSAP)

Assessments

Investigative activity

associated with IRTs

and Incoming Interstate

Compacts

Note: Release investigations

are captured under Pre-

release Case Management.

Case management

activities associated

with LC Inmates not

previously on

supervision and DOC

Inmates prior to

release from

incarceration (e.g.

Reach-ins, Release

Investigations

Note: LC release plan

development occurring after

release still captured

Intake activities

associated with new

felony probation

admissions and DOC

releases

Targeted, individualized

case management

activities associated with

identified H/M/L

offenders (supervision

level)

Participants Identified by county

community corrections

office

Identified by county

community corrections

office

Identified by county

community corrections

office

Identified by county

community corrections

office

Identified by DOC

Research (random

selection)

% Studied 100% 100% 100% 10% 12%

Tracking

Period

Sep. 5th – completion

*Assessments started

between Sep 5th and Nov

3rd should be tracked

until completed.

Sep. 5th – completion

*Investigations started

between Sep 5th and

Nov 3rd should be

tracked until completed.

Sep 5th – Nov. 3rd

*Tracking terminates at

midnight Nov 3rd.

Sep. 5th – completion

*New cases/Intakes

received between Sep 5th

and Nov 3rd should be

tracked for 60 days from

the date they first arrive

in the county community

corrections office.

Sep 5th – Nov. 3rd

*Tracking terminates at

midnight Nov 3rd.

Example

Activities

See Quick Reference

Guide

See Quick Reference

Guide

See Quick Reference

Guide

See Quick Reference

Guide

See Quick Reference

Guide

REPLACEMENT CASES (H/M/L ONLY)

• Timeframe for Replacement Cases

• Initial List

• First 2 weeks of the Time Study

• Reasons for a Replacement Case

• Abscond

• Jail Time Exceeding 30 days (sanction/new crime)

• Death

FIELD WORK: TRAVEL TIME COLLECTION

Offender C Offender A Offender B

Offender D

Time Study case Time Study case

Scenario:

2 POs

4 Home visits

2 Time Study cases

FIELD WORK: TRAVEL TIME COLLECTION

Offender C Offender A Offender B

Offender D

Time Study case Time Study case

FIELD WORK: TRAVEL TIME COLLECTION

Offender C Offender A

Time Study case Time Study case

DATA COLLECTION PROCESS

• All data will be submitted electronically

• A paper tracking document will be provided

• Data must be submitted at least weekly for H/M/L and

encourage you enter weekly for the other categories

• Time in 5-minute increments, zero if no time spent

• Data will be reviewed weekly by DOC

One of your clients is part of the H/M/L time study and on

November 10 th they report for an office visit, do you report

that time?

(1) Yes, keep reporting until all of the time study categories

have ended.

(2) No, the H/M/L time ended on November 3 rd even though

some of the other time study categories are open.

H/M/L SCENARIO

One of your clients is part of the H/M/L time study and on

November 10 th they report for an office visit, do you report

that time?

(1) Yes, keep reporting until all of the time study categories

have ended.

(2) No, the H/M/L time ended on November 3 rd even though

some of the other time study categories are open.

H/M/L SCENARIO

You have a client you have identified to participate in the pre -

release case mgmt time study. He releases in December and

you’ve been working on his case since August which is prior to

the beginning of the time study. In the first week of the time

study when you report time, do you include the time spent on

this case prior to the beginning of the time study??

(1) Yes

(2) No

PRE-RELEASE CASE MGMT SCENARIO

You have a client you have identified to participate in the pre -

release case mgmt time study. He releases in December and

you’ve been working on his case since August which is prior to

the beginning of the time study. In the first week of the time

study when you report time, do you include the time spent on

this case prior to the beginning of the time study??

(1) Yes

(2) No

PRE-RELEASE CASE MGMT SCENARIO

You have a client you have identified to participate in the New

Cases/Intake time study. He first reports to your office on

October 29 th and gets an intake appt scheduled but your first

face to face contact with the client is November 7 th. Is this

client part of the timestudy even though their first face to

face contact with you is after November 3 rd?

(1) Yes

(2) No

NEW CASES/INTAKE SCENARIO

You have a client you have identified to participate in the New

Cases/Intake time study. He first reports to your office on

October 29 th and gets an intake appt scheduled but your first

face to face contact with the client is November 7 th. Is this

client part of the timestudy even though their first face to

face contact with you is after November 3 rd?

(1) Yes

(2) No

NEW CASES/INTAKE SCENARIO

One of your clients is part of the H/M/L time study and is

accepted to another county on an IRT? How should a case

l ike this be handled?

(1) Notify the receiving county PO that the client is part of the

H/M/L time study and ask they email you weekly with the

minutes spent on case management. You enter those into

Survey Monkey until the end of the time study.

(2) After the client transfers to the receiving county, you report

Zero minutes for the remaining weeks of the time study

since you no longer supervise the offender.

(3) Notify the receiving county PO that the client is part of the

H/M/L time study and moving forward the receiving county

is responsible for entry of the time study minutes.

H/M/L SCENARIO

One of your clients is part of the H/M/L time study and is

accepted to another county on an IRT? How should a case

l ike this be handled?

(1) Notify the receiving county PO that the client is part of the

H/M/L time study and ask they email you weekly with the

minutes spent on case management. You enter those into

Survey Monkey until the end of the time study.

(2) After the client transfers to the receiving county, you report

Zero minutes for the remaining weeks of the time study

since you no longer supervise the offender.

(3) Notify the receiving county PO that the client is part of the

H/M/L time study and moving forward the receiving county

is responsible for entry of the time study minutes.

H/M/L SCENARIO

You and your partner are out in the field and make 3 home

visits; two of which are time study cases. You spend 10

minutes at the first TS clients home (A) who lives 15 minutes

away from the office and 20 minutes at the other clients

home (C) who lives 25 minutes from the office. Your total

travel time that day was 90 minutes round trip. How much

time do you enter for each home visit?

(1) 40 minutes for client A and 70 minutes for client C times 2

officers

(2) 100 minutes for client A and 110 minutes for client C

(3) 40 minutes for client A and 50 minutes for client C times 2

officers

H/M/L SCENARIO

You and your partner are out in the field and make 3 home

visits; two of which are time study cases. You spend 10

minutes at the first TS clients home (A) who lives 15 minutes

away from the office and 20 minutes at the other clients

home (C) who lives 25 minutes from the office. Your total

travel time that day was 90 minutes round trip. How much

time do you enter for each home visit?

(1) 40 minutes for client A and 70 minutes for client C times 2

officers

(2) 100 minutes for client A and 110 minutes for client C

(3) 40 minutes for client A and 50 minutes for client C times 2

officers

H/M/L SCENARIO

While out in the field, you and your partner make unscheduled

contact with one of your partners time study clients in the

Safeway parking lot that lasts 10 minutes. That clients home

is 30 minutes from the office and you were out in the field

most of the day and the travel time totaled 3 hours. How

would you record that interaction?

(1) 10 minutes for the contact and 60 minutes for the travel

time multiplied by 2 officers

(2) 10 minutes for the contact multiplied by 2 officers

(3) 10 minutes for the contact and the total travel time for the

day divided by how many home visits were made

H/M/L SCENARIO

While out in the field, you and your partner make unscheduled

contact with one of your partners time study clients in the

Safeway parking lot that lasts 10 minutes. That clients home

is 30 minutes from the office and you were out in the field

most of the day and the travel time totaled 3 hours. How

would you record that interaction?

(1) 10 minutes for the contact and 60 minutes for the travel

time multiplied by 2 officers

(2) 10 minutes for the contact multiplied by 2 officers

(3) 10 minutes for the contact and the total travel time for the

day divided by how many home visits were made

H/M/L SCENARIO

On Monday you meet with a client who is part of the H/M/L time

study. On Tuesday, you complete a new PSC and his supervision

level changes from M to H. On Friday you have collateral contact

with his employer while out in the field. Which of the following

is true in regards to how you enter the time?

(1) You total up the time from Monday, Tuesday, and Friday and

enter it under the original supervision level and start reporting

time under the new level the following week.

(2) You total up the time for the whole week and enter it under the

new supervision level

(3) You enter the time from Monday and Tuesday at the original

supervision level and then make a separate entry for the time

on Friday when the client was a different supervision level.

H/M/L SCENARIO

On Monday you meet with a client who is part of the H/M/L time

study. On Tuesday, you complete a new PSC and his supervision

level changes from M to H. On Friday you have collateral contact

with his employer while out in the field. Which of the following

is true in regards to how you enter the time?

(1) You total up the time from Monday, Tuesday, and Friday and

enter it under the original supervision level and start reporting

time under the new level the following week.

(2) You total up the time for the whole week and enter it under the

new supervision level

(3) You enter the time from Monday and Tuesday at the original

supervision level and then make a separate entry for the time

on Friday when the client was a different supervision level.

H/M/L SCENARIO

One of your front office support staff receive a call from your

client who is part of the H/M/L time study. They want to

speak to you about getting signed up for CSW. The staff

person indicates that you are out of the office but they can

sign the client up. Is the time spent on the phone call

counted?

(1) Yes

(2) No

H/M/L SCENARIO

One of your front office support staff receive a call from your

client who is part of the H/M/L time study. They want to

speak to you about getting signed up for CSW. The staff

person indicates that you are out of the office but they can

sign the client up. Is the time spent on the phone call

counted?

(1) Yes

(2) No

H/M/L SCENARIO

You have a client you have identified to participate in the New

Cases/Intake time study. She was sentenced a week ago and

spent 2 days in jail. She just reported to the office today and

was scheduled by your support staff for her first office visit

with you. When does the 60 day clock start to study this

case?

(1) Date she released from jail and was available for

supervision

(2) Sentencing Date

(3) Date she first physically reported to the office

(4) Date she has the first office visit with her assigned PO.

NEW CASES/INTAKE SCENARIO

You have a client you have identified to participate in the New

Cases/Intake time study. She was sentenced a week ago and

spent 2 days in jail. She just reported to the office today and

was scheduled by your support staff for her first office visit

with you. When does the 60 day clock start to study this

case?

(1) Date she released from jail and was available for

supervision

(2) Sentencing Date

(3) Date she first physically reported to the office

(4) Date she has the first office visit with her assigned PO.

NEW CASES/INTAKE SCENARIO

Establish a local process for identifying participants for the:

Pre-Sentence Assessments

Investigations

Pre-Release Case Mgmt

New Cases/Intakes

Identify your internal data entry tracking expectations

One person entering data for all the office

Each staff person responsible for entering their time

Primary PO responsible for entering all data on their offenders

Review the H/M/L participant list and send a request to DOC

for replacement cases

WHAT WE NEED YOU TO DO BEFORE 9/5

CONTACT INFO

Any questions during the time study, should be

directed to your local contact person (see handout).

Larry Bennett

larry.w.bennett@state.or.us

Denise Sitler

denise.sitler@state.or.us

***FAQs and other Time Study

related material will be on DOC’s webpage***