STAR Database Reports
Prevention and Early Intervention (PEI)
Services To At-Risk Youth (STAR)
Program
STAR Database Reports
Introduction
 The intent of this training is intended to provide information about the
STAR Database Reports, and how to use the reports to measure
progress towards your contracted Performance Measures (referred to
as Outputs and Outcomes).
 Each Output is measured by the data entered into the STAR Database
by the contractor.
 The data is reviewed and monitored by the Department of Family and
Protective Service – Prevention and Early Intervention to ensure
accuracy and contract compliance.
 Database reports are used to identify whether a performance measure
is being met.
STAR Database Reports
continued
 Each performance measure and corresponding database report will be
reviewed.
 It is recommended that database reports be downloaded and reviewed
on a monthly basis to assist providers in meeting contract expectations.
 As a requirement of your contract, a Corrective Action Plan is required
with the Contractor’s Quarterly Report, for each performance measure
not met.
STAR Database Reports
continued
 Database reports are available in the STAR Database.
 Users may request access to the STAR Database by completing the
DFPS Form 4020, and users must log into the STAR Database every
90 days or lose access.
 The current training will provide information on all the Outputs and
Outcomes and corresponding reports currently required.
 The FY12 Performance Measures for the STAR Program will consist of
nine contracted Outputs and seven contracted Outcomes.
Contractor Self-Monitoring
The outputs each contractor will be required to monitor on a monthly
basis and reviewed by PEI are:
 Output #1 – Average number of Target Youths served monthly in the
Contractor’s STAR Program.
 Output #3 – Number of Target Youths served during the contract period
in the Contractor’s STAR Program.
 Output #5 – Completed Pre-Service and Post-Service Protective
Factors Survey Questionnaires are obtained from 10 – 17 year old
Target Youths served in the Contractor’s STAR Program.
Note: The Output #1 and Output #3 are reported monthly to the LBB. (The full
list of all Outputs and Outcomes will be provided later in this training). In
addition, all outputs and outcomes are required to be met in order to be in
compliance with the contract.
STAR Reports and Performance Measures
 The STAR Database contains twenty-one STAR reports. The standard
documents available in the STAR Data System are in a Portable
Document Format (PDF) and/or Microsoft Excel Format (XLS).
 The Output, Efficiency and Outcome Measures report (Performance
Measures) and the Provider Summary Report provide the selfmonitoring information for the Outputs: Average Monthly Target Youth,
Annual Target Youth, and Pre and Post Protective Factor Survey
Completion.
Provider Summary Report
(PDF)
 Description: Lists the number of clients per month, total unduplicated
number of clients, average monthly output, number of units per service
per month, and total units per service.
 Purpose: To view number of clients served per month, to compare with
average monthly (Legislative Budget Board measure) and review which
services are being utilized and if variations occur in a specific month or
time of year.
Click here to view an example of the report
Provider Summary Report and Output: #1
Average Number of Target Youths Served Monthly in the Contractor’s
STAR program
 The Provider Summary reflects the data entered for each month for
each category of service.
 The “Undup TY Clients who Rec’d Core serv”, is the category line for
the average monthly target youth, indicated by the → in the left margin.
 Determine the average monthly by adding the figures for each month,
and then divide by the numbers of months passed.
 The number in the “total” column indicated with an asterisk is the
average for all months.
Example: The All Blocks Covered Counseling Services has a
contracted average monthly target youth of 280. Based on the average
in the example, the contractor is on target for the month of March.
Output, Efficiency and Outcome Measures (Performance
Measures) Report
(PDF Format)
 Description: Lists contracted target outputs/outcomes and compares
to actual outputs; captures 10 – 17 year old target youth output, primary
caregiver output registered under “Family Conflict”, follow-ups due,
reasons for incomplete follow-ups, percent positive at follow-up, Pre
and Post Protective Factor Survey completion percentage for youth and
primary caregivers, percent of clients closed and percent of clients that
are eligible to be closed.
 Purpose: To illustrate percentage of target met for performance
contracted outputs/outcomes in order for monthly analysis and to
identify areas of strength and/or areas of concern.
Click here to view an example of the report
Performance Measures Report and Output: #3
Number of Target Youths served during the contract period in the
Contractor’s STAR Program
 The category Unduplicated Target Youth Served table on page 1 of the
report.
 Column “A is the Contracted Target Measure, in this example the
Contracted Target Measure is 329.
 Column “B” is the Actual Measure to date.
 Column “C” is the % Attainment, (258 ÷ 329 = 78.4%).
 Column “D” is the Year – End Projection (258 ÷ 66.27 = 3.8669 move
two decimal points to the right and round up = 387).
 In the example report, data provided reflects the Contractor is on target
to meet the Annual Contracted Target Measure of the Unduplicated
number of registered youth who received a core service.
Performance Measures Report and Output #5:
Completed Pre and Post – Service Protective Factor Survey
Questionnaires are obtained from 10-17 year old Target Youths
served in the Contractor’s STAR Program
 The Pre-Protective Factor Survey data for self-monitoring is found on
page 2 of the Performance Measure report, (columns A, B and C).
 Column “A” is the # of Target Youth between 10 – 17 years old that
received a Core Service Within the Fiscal Year.
Core Services: Crisis family and youth short-term counseling, Emergency care
service (youth shelter services), family and youth short-term counseling,
Parenting skills training, and Youth coping skills training.
 Column “B” is the # of Pre-PFS completed from Column A.
 Column “C” is the Percentage of Completed (B ÷ A) X 100.
 The Post-Protective Factor Survey data for self-monitoring is found
on page 2 of the Performance Measure report, (columns A, B,C, D and
E).
Performance Measures Report and Output: #5
Completed Post – Service Protective Factor Survey Questionnaires
are obtained from 10-17 year old Target Youths served in the
Contractor’s STAR Program - continued
 Column “A” is the number of Target Youth aged 10 – 17 years old who




*
have received a Core Service within the Fiscal Year and are eligible to
have completed the Post-PFS.**
Column “B” is the number of Target Youth from Column A with a
completed Pre and Post-PFS (Post is within 60 days of the last service
date).
Column “C” is the number of matched PFS (B ÷ A X 100)
Column “D” is the Target Measure *
Column “E” is the Performance on Target to Meet? The answer will be
either Yes or No.
Effective 9/1/2011 for FY12 the combined Target Measure for the Pre and Post-PFS will be
60%, (completed Pre and Post-PFS).
**
Eligible Target Youth must have: 1) a Core service in the FY, (2) a completed Pre-PFS (any
date) and (3) a registration close date within 60 days after the last service date (service date
is the first of the month the service is given).
Outputs and Outcomes
Click here to view the complete list of Outputs and Outcomes with
the corresponding STAR Database Report
STAR Database Report Descriptions
Clients w/160+ Days Open Registrations
(PDF Format)
 Description: Represents clients who have been opened for 160 days
or more including date opened and the number of days open.
 Purpose: Since clients are eligible to receive STAR services for up to
180 days in the fiscal year in which the funds are available, this report
enables providers to monitor those clients whose services from STAR
are: (1) need to close within 20 days and appropriate referrals made if
necessary or (2) clients whose registration inadvertently was left open
but need to be close.
Note: This report is not intended to be used as a means of determining when
the client is eligible for the next 180 days of service.
Click here to view an example of the report
Clients w/50+ Days Residential Services
(PDF Format)
 Description: Represents clients who have been receiving emergency
shelter for 50 days or more.
 Purpose: Since clients are able to receive a maximum of 60 days of
emergency shelter per contract fiscal year, this report enables providers
to monitor those clients whose emergency shelter services from STAR
are (1) need to end within 10 days or less and (2) ensure that family
counseling and referrals are provided.
Click here to view an example of the report
Clients/Services Summary
(Excel Format)
 Description: Lists clients, open date, close date, days open, and
service units (services received): youth counseling, family counseling,
youth skills development, family skills development, emergency shelter
and follow-up date.
 Purpose: To illustrate the types of services and units of serviced
received by the target youth and primary caregivers, monitor the
amount of services received relative to the number of days open,
monitor when clients are closed and services received, view the
upcoming follow-up dates for closed cases, and verify that the youth
receiving emergency shelter services also received family counseling.
Continued on next slide
STAR
Clients Services Summary
General Information
 The grey shaded area is an indication of the case is opened for more
than 160 days, and should be assessed for closure with appropriate
referrals.
 The report will allow you to Select a Client Type such as: All Client
Types, Target Youth, Primary Caregiver, Secondary Caregivers and
Other Family Members.
 The Client Type for the Target Youth is TC and for the Primary
Caregiver is PC.
Note: This report was designed not to be printed.
Click here to view an example of the report
Counties Served by a Provider
(PDF Format)
 Description: Lists the names of clients and number of clients for each
county served.
 Purpose: Displays performance output by county; possibly indicates a
need for more STAR services in certain counties; and/or more
outreach/awareness in certain counties.
Click here to view an example of the report
Provider Contracted Counties
(PDF Format)
 Description: Lists county ids, contract dates, and names of counties
that provider serves. The report also identifies the type of county (i.e.
primary, satellite or outlying).
 Purpose: Displays the provider’s contracted counties and
corresponding contract dates, as well as if the counties have changed
during the contract fiscal year.
Click here to view an example of the report
Client Details
(PDF Format)
 Description: Lists all services received and dates of service for
specific a client.
 Purpose: Tracks service types and service units for one client and
assists with case analysis and client progress.
Click here to view an example of the report
Download

Description: Provides the following information to be sorted after
download: Registration Identification Number, Client Identification
Number, Last Name, First Name, Middle Name, Ethnicity, Gender,
Date of Birth, County Identification Number, Open Date, Close Date,
Number of Days Open, Follow-up Date, Staff Initials, Reason for
Opening, and Referral Source.

Purpose: Allows the STAR Provider to import Target Youth data into
Microsoft Excel that can be sorted and analyzed.
Note: Instructions for the Download Report are located as a link on the STAR
Data System home page. A Download Report Format Change previously
scheduled for Summer 2011 has been postponed to a later date.
Click here to view an example of the report
TANF Billing Summary
(PDF Format)
 Description: Lists expenses associated with Emergency Assistance
and Non-Emergency Assistance for families receiving Temporary
Assistance for Needy Families (TANF).
 Purpose: Track monthly expenses related to families receiving TANF
with Emergency Assistance and families receiving TANF without
Emergency Assistance.
Click here to view an example of the report
Follow-ups Due
(Excel Format)
 Description: List the follow-ups that are due (for closed clients).
 Purpose: Serves as a reminder for follow-ups that need to be
completed or attempted in order to satisfy the 75-105 day contract
requirement.
Click here to view an example of the report
Universal Services Summary
(Excel Format)
 Description: Lists types of universal services, monthly outputs, and
year-to-date outputs.
 Purpose: Tracks the types of Universal Child Abuse and Prevention
(UCAP) services and serves as a means for further analysis such as
number of activities/outreach for people with number of youth & families
registered (may lead to comparison of more cost-effective UCAP).
Click here to view an example of the report
STAR Data Entry
(PDF Format)
 Description: Lists data entry for each contract service month and the
30 days following, for all months of service to date.
 Purpose: Tracks the total of service data entered by the 30 day
deadline and data entered beyond the 30 day deadline.
Click here to view an example of the report
Unable to Complete/Incomplete Client List
(Excel Format)
Description: Lists pending follow-ups and/or follow-ups that have not
been done after 3 attempts.
Purpose: To illustrate which clients were able to receive post-STAR
assessment and that staff have documented attempts.
Click here to view an example of the report
Colonias Summary
(PDF Format)
 Description: Lists the Colonias the provider serves, number of youth
served, age and gender of youth, number of services by service type,
age and gender.
 Purpose: State mandates tracking number of youth and families
served in Colonias and to make sure services are available if needed.
Click here to view an example of the report
Star Crisis Intervention Summary
(PDF Format)
 Description: Lists the type of Crisis Intervention request, the number
of such requests per month, and the year-to-date number of requests.
 Purpose: To capture crisis intervention services that STAR Contractors
provide for youth and families who are not currently registered for
STAR services. The Crisis Intervention tab was created in order to
have a tool that enables you and DFPS to tract crisis work even when
the youth does not become a client.
Click here to view an example of the report
Client PFS Listing
(Excel Format)
 Description: Lists Pre- and Post-Protective Factor Survey responses
by client name and type, referral source, open date, demographic
information, close date, and if program was complete.
 Purpose: Illustrates Pre- and Post-Protective Factory Survey results
for Target Youth, Primary Caregiver and Secondary Caregivers in order
for analysis of Protective Factor Survey results relative to specific
outputs and outcomes.
Note: The report was not designed to be printed.
Click here to view an example of the report
PFS Client Listing Report
Search Parameters
 Select Provider: from the drop down box, select the applicable provider
name.
 Select Client Type: from the drop down box, select one of the following;
Target Youth, Primary Caregiver or Secondary Caregiver.
 Select Survey Type: from the drop down box, select one of the
following; Pre and Post test (this takes a while to download), Pre Only
or Post Only.
Note: The PFS was revised, and this report reflects all Pre and Post-PFS results
entered since September 1, 2011.
Click here to view an example of the report
Client Ancillary Services Summary
(Excel Format)
 Description: Lists clients, open date, close date, days open and units
for the following ancillary services received such as: mentoring, case
management, child care, transportation, advocacy training, support
group and resource/referral
 Purpose: To illustrate the types of ancillary service and units of service
that clients receive, to monitor amount of services received relative to
number of days open, to monitor when clients are closed and the
services they received, and to view the upcoming follow-up dates for
close cases.
Click here to view an example of the report
Satisfaction Survey Output and Outcomes
(Excel Format)
 Description: Lists the Outputs and Outcomes of the Satisfaction
Survey and the Overall Score for the Target Youth or Primary
Caregiver.
 Purpose: The report will measure the contractor’s success in delivering
services that meet the satisfaction of youth served.
Click here to view an example of the report
Satisfaction Survey Data Listing
(Excel Format)
 Description: Lists clients Satisfaction Survey responses to the
numerical questions based on answer values.
 Purpose: The report provides an overview of the client’s Satisfaction
Survey responses based on average score, not the actual answers.
Click here to view an example of the report
Satisfaction Survey Comment Listing
(Excel Format)
 Description: Lists clients Satisfaction Survey comments about the
program.
 Purpose: Satisfaction Survey Comment listing provides an overview of
client’s satisfaction based on the client’s qualitative response. Works in
conjunction with the Satisfaction Survey Data Listing report.
Click here to view an example of the report
STAR Database Reports and Performance Measures
Test Your Knowledge
STAR Database Reports and Performance Measures
1. Which report would be used to see a provider’s Number of Target
Youths served during the contract period?
A – Provider Summary Report
B – Client Details
C – Performance Measures
2. Which report would you use to determine the Unduplicated TY clients
who received a core service?
A – Performance Measures
B – Client Ancillary Services Summary
C – Provider Summary
STAR Database Reports and Performance Measures
Test Your Knowledge - Continued
3. ABC Counseling Services contracted to serve 175 Average Monthly
Target Youth. To date they have data entered the following: September
= 174, October = 334, November = 347, December = 314, January =
206, February = 233 and March = 289
Please answer the following:
a) What is the monthly average?
b) Are they meeting the contracted average monthly target youth?
4. On what report would you find the Percent Positive Affect at Follow-up?
A) Performance Measures
B) Follow-ups Due
C) Client/Services Summary
STAR Database Reports and Performance Measures
Test Your Knowledge - Continued
5.
6.
Which report shows the Completed Pre and Post-Protective Factor
Survey Questionnaires for youth ages 10 – 17 that received a core
service?
A) Satisfaction Survey Output and Outcomes Measures
B) Performance Measures
C) Client PFS Listing
Which statement is incorrect about the Client w/160+ Days Open
Registration?
A) Need to close within 20 days and appropriate referrals made
B) Clients whose registration inadvertently left open but need to be
closed.
C) Determine when the next 180 days of service will be available.
STAR Database Reports and Performance Measures
Test Your Knowledge - Continued
7.
Which report would you use to determine if all data entry was
completed on time?
A) Universal Services Summary
B) STAR Data Entry
C) Client Ancillary Services Summary
8.
The STAR Quarterly report asks how you use the Satisfaction
Surveys to improve STAR services. Which report will you use?
A) Satisfaction Survey Comment Listing
B) Satisfaction Survey Output and Outcomes
C) Client Ancillary Services Summary
STAR Database Reports and Performance Measures
Test Your Knowledge - Continued
9.
How often should the Provider Summary Report and the Performance
Measures be reviewed?
A) Quarterly
B) Monthly
C) Never
10. All reports in the STAR Database are in Excel or PDF format, are
they all meant to be printed?
A) Yes
B) No