On November 7, 2017, the director of the Mississippi SAA contacted the NCJA by email to discuss local planning challenges, staffing and need for TTA support from the NCJA. The NCJA Program Manager outlined training options available to the state, including onsite facilitation, conducting focus groups, and providing assistance with the development of a survey and review of the state's existing strategic plan. The state submitted their strategic plan for review on this date. On December 12, a planning call was held with the director of the SAA to discuss the status of their work. In addition to strategic plan review, the state also request assistance with the development of a stakeholder survey and drafting a stakeholder engagement letter, and start building a tentative timeline. We followed up on January 4, 2018 to set the timeline for strategic plan development and tentative dates for the online visit, scheduled for April 2018.
On January 26, a copy of a template stakeholder survey and template for stakeholder engagement letter were sent to the SAA, as well as information about the TTA program, JFAA language and draft questions for data metric development.
On March 6, 2018, there was a review of proposed stakeholder group for strategic planning. The SAA provided sample list, representative of the eight JAG purpose areas. The NCJA Program Manager also sent JFAA language for required stakeholders to be consulted with some suggested entities for inclusion.
A TTA call with the MS SAA was held on March 14, 2018 to review required stakeholder groups for engagement and discuss specific individuals/agencies for inclusion, and review all either JAG purpose areas and representatives for each. The SAA requested that TTA provider create online survey from approved questions. The draft stakeholder survey was developed in early April, 2018 as an online survey, with work complete on finalizing the draft in late May, 2018.
On March 27, multiple emails were exchanged to refine and clarify questions for online survey development. The SAA provided text for questions and NCJA will develop the online stakeholder survey to be distributed by the SAA. NCJA would provide the raw data, preliminary data analysis, and summary report.
On April 6, NCJA staff contacted the MD SAA ith information about the upcoming Strategic Planning training to be held in Tampa, FL on April 26 and 27, which the SAA attended. Follow-up communication was made regarding the content, structure of the training and schedule of events. The purpose of this training was to provide SAAs with hands-on TTA on the elements of effective strategic planning, data analysis for policy and program evaluation, implementation of evidence-based practices, and coordination with other components of the criminal and juvenile justice system in order to meet the FY2019 requirement of a comprehensive statewide strategic plan as detailed in the Justice for All Reauthorization Act (JFARA).
On April 11, NCJA staff participated in an SAA staff call to help an agenda for the onsite visit planned for June 4 - 6, 2018. The first day would include staff training, orientation to strategic planning and JFAA requirements. The second day would include onsite facilitation of strategic planning with stakeholder group. And, the third day would outline next steps for the SAA. The online survey was under construction at the time, with a preliminary report developed for presentation at the onsite meeting. The next steps for SAA staff were to draft the outreach email that will accompany the survey link as well as reminder emails that will go out. The SAA developed email distribution lists for the survey, planned to drop mid-April. The planning timeline was established to include survey and analysis (April & May), onsite strategic planning (June), and draft of the plan (July), presentation of the draft to the planning committee (Aug), revisions and modifications (Sept), presentation of the final plan to committee October 1 and to the DPS Commissioner Oct 17. TTA provider to develop a draft agenda for the three day onsite visit.
Emails were exchanged with the SAA on May 2 with the goal of developing an outline of the agenda for the planned on-site visit. Locations and schedule were also discussed. Outreach was made to the SAA team on May 9 to confirm participation, roles and responsibilities, and next steps in planning for the onsite visit June 4 - 6, 2018.
On May 15, NCJA staff and SAA staff planned the focus group to be held during the on-site visit (on June 5). The agenda to include an overview of JAG criteria, coalition building and emphasis that SAA works for these providers/agencies. The SAA requested assistance explaining to stakeholders their role in the ongoing monitoring and evaluation of the JAG plan.
On May 16, a discussion was held about how to incorporate the new NIBRS mandate into strategic planning discussion, funding decision and outreach to stakeholders. The SAA asked for help from TTA team to stress that this must be a priority for the coming years.
On May 21, final edits to the stakeholder survey were made, with approval by DPS legal team and planned outreach for distribution. The online survey went live on May 24, with real-time summary data shared with the SAA. The SAA distributed the survey link to stakeholder groups, as determined by the JFAA.
The 26-question survey, which was distributed to DPSP’s stakeholder groups through the DPSP listservs, professional coalitions, and through individual email messages beginning on May 24, 2018, asks respondents about priority issues; data and technology needs; and priority JAG Purpose Areas, most important issues within each of the eight Purpose Areas, and past JAG application experience. The survey closed on June 29, 2018 with 163 responses from around the state and across all elements of the justice system, including: law enforcement; courts; prosecution; defense; corrections and community corrections; victims services and assistance; social services, behavioral health; education and youth programs; juvenile justice; and more.
Analysis focused on finding consensus around the federal Byrne JAG purpose areas in greatest need of limited funds, determining which initiatives in each purpose area were viewed as most critical to Mississippi’s state and local criminal justice systems, and prioritizing initiatives within these priority areas. The survey was designed so that data could be analyzed by respondent role, type of agency, and areas served by respondent agency.
The NCJA staff then conducted a data analysis of the survey and generated a preliminary summary report, which was distributed to MS DPSP staff for discussion during the onsite strategic planning meeting held June 4-6. The NCJA and partner organizations facilitated this training and worked with the Mississippi team to provide stakeholders and staff with an overview of 2019 JAG requirements and strategies for coalition building and collaboration between the SAA and identified providers and agencies. This final report was completed prior to the June meeting.
On May 28, a draft agenda and presentation developed and shared with onsite team for final edits. The agenda was developed to follow a focus group format and the presentation has incorporated cellphone polling technology. On May 30, we worked collaboratively with project partners and Mississippi SAA team to develop presentation materials, handouts, agenda to integrate results from onliine survey, slides from respective presenters, and cellphone polling technology.
On June 1, the NCJA and SAA teams agency partners and stakeholders met via conference call to prepare for the onsite facilitation of a stakeholder focus group on June 5-6, 2018 and to discuss strategy, goals for the meeting, training needs. A meeting was held onsite with the TTA provider and SAA staff on June 4 to review curriculum, role play rehearsal for upcoming focus group, and finalize slides and the agenda. Staff were provided training on methods of facilitation and reveiwed polling questions.
Participants at the onsite focus group in early June did not formally serve on an advisory committee, but may be asked to serve in this capacity in the future. Focus group attendees included representatives from law enforcement, prosecution, defense, corrections, healthcare, community corrections, courts, juvenile and others.
Completion of final report for online stakeholder survey was presented to SAA Director Holmes on September 12, 2018. The SAA reviewed the results and requested additional analysis of a few key fields including knowledge of available grant funds. Next steps included a meeting with stakeholders on Sept 19 to reivew priorities and set goals. SAA will send draft meeting agend for review and input.
Development of an additional survey was underway with the SAA and TTA team in late December 2018. As a result of stakeholder input both in the initial survey and the onsite focus group in June, the survey is intended to provide more qualitative guidance to inform the plan.
The SAA attended the two-day regional strategic planning training in Newington, CT on March 14-15, 2019.
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