Report 2019-116 Recommendation 15 Responses

Report 2019-116: Juvenile Justice Crime Prevention Act: Weak Oversight Has Hindered Its Meaningful Implementation (Release Date: May 2020)

Recommendation #15 To: Los Angeles County Probation Department

To accurately assess the effectiveness of its programs, Los Angeles should determine how to accurately identify in its case management system the JJCPA programs and services in which each individual participates or should enhance its system to provide this capability.

Annual Follow-Up Agency Response From October 2024

The case management system (CMS) was previously designed to track Probation youth case information. Since last response, Probation worked to develop a process to track JJCPA-funded services for Probation youth in CMS. Specifically, there is a new form in CMS that can be used to track programs. A drop-down list was developed included all JJCPA-funded programs, and ability to enter the program start date/end date/primary program status. This form was reviewed by RAND (JJCPA evaluator) who determined the update to CMS should enable Probation to report on youth enrolled in each of the JJCPA programs. The CMS update should also make it possible to understand when youth are engaged in more than 1 JJCPA-funded program, as Probation can enter more than 1 program for each youth, which may also support future analyses that are focused on understanding the trajectory of youth through services and whether certain patterns of services are associated with improved outcomes. Because the program drop-down is standardized and enables data on program participation to be connected to youth demographic information that is already collected within the CMS, RAND noted this update should also make it easier to conduct accurate analyses regarding the characteristics of program participants, as the current reporting sheets used that programs use to submit data on participating youth could be subject to errors (e.g., typographical errors in youth names/PDJ numbers/DOBs that make it difficult to accurate track youth over time). Additionally, because the system tracks start/end dates/current program status (including whether they completed the program/did not complete/currently in progress/have terminated from the program), this addition to the CMS should also make it more possible to understand the dosage of programs that youth are receiving, and what factors are associated with successful program completion versus failure to complete a program. This will support future evaluation efforts.

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

Annual Follow-Up Agency Response From September 2023

As mentioned in our response submitted on 10/8/2021 and in the Fall of 2022, the County of Los Angeles Probation Department's case management system is designed to track Probation youth case information only as models are designed to meet other criteria. The County consulted with the JJCPA evaluator to develop a process to track JJCPA funded services for Probation youth in our case management system. Probation has finalized the process of making enhancements to our case management system to include specific JJCPA funded program and services tracking capability. After the first quarter post implementation, Probation will continue to work with the JJCPA evaluator to verify program/service tracking implementation and submit an updated response, with this verification, prior to the next annual response due date for this Recommendation..

California State Auditor's Assessment of Annual Follow-Up Status: Pending

Annual Follow-Up Agency Response From December 2022

As mentioned in our response submitted on 10/8/2021, the County of Los Angeles Probation Department's case management system is designed to track Probation youth case information only as models are designed to meet other criteria. The County consulted with the JJCPA evaluator to develop a process to track JJCPA funded services for Probation youth in our case management system. Probation is in the process of finalizing these enhancements for our case management system to include specific JJCPA funded program and services tracking capability. Once this process is completed and prior to the next annual response due date, Probation will provide an updated response to this Recommendation.

California State Auditor's Assessment of Annual Follow-Up Status: Pending

Annual Follow-Up Agency Response From October 2021

As mentioned in our 1-Year response (submitted 5/12/2021), the County of Los Angeles Probation Department's case management system is designed to track Probation youth case information only as models are designed to meet other criteria. The County consulted with our JJCPA evaluator to develop a draft process to track JJCPA funded services for Probation youth in our case management system; implementation is targeted for potential preliminary review by our JJCPA evaluator prior to the next 1-Year audit response due date of Fall 2022.

California State Auditor's Assessment of Annual Follow-Up Status: Pending

1-Year Agency Response

As mentioned in our 6-Month response, the County of Los Angeles Probation Department's case management system is designed to track Probation youth case information only as models are designed to meet other criteria. We continue with the process of seeking ways to upgrade our case management system to meet the evolving needs of data collection and evaluation. It is anticipated that our previous target completion date remains in place and will be reported by the next 1 Year audit response due May 12, 2022.

California State Auditor's Assessment of 1-Year Status: Pending

6-Month Agency Response

As mentioned in our 60-Day response, the County of Los Angeles Probation Department's case management system is designed to track Probation youth case information only as models are designed to meet other criteria. We are in the process of seeking ways to upgrade our case management system to meet the evolving needs of data collection and evaluation.

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

The County of Los Angeles Probation Department's case management system is designed to track Probation youth case information only and is not designed for non-Probation youth or all participant information as models are designed to meet other criteria. Therefore, all program participation cannot be captured in the current system as designed. We will continue to seek ways to upgrade Probation's case management system to meet the evolving needs of data collection and evaluation.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2019-116

Agency responses received are posted verbatim.