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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
Denise Sitler
***FAQs and other Time Study
related material will be on DOC’s webpage***