State of Washington · 4/4/2014 · The following priority recommendations are based on improving those module ... The Advisory provides information on the contents, capabilities,

State of Washington Traffic Records Assessment

April 07, 2014

National Highway Traffic Safety Administration

Technical Assessment Team

Table of Contents Index of Figures ......................................................................................................................... 2 Executive Summary ................................................................................................................... 2

Recommendations.................................................................................................................. 4 Introduction ................................................................................................................................ 7 Background ................................................................................................................................ 7 Methodology .............................................................................................................................. 8 Results ..................................................................................................................................... 12

Traffic Records Coordinating Committee Management ........................................................ 13 Strategic Planning ................................................................................................................ 26 Crash ................................................................................................................................... 36 Vehicle ................................................................................................................................. 59 Driver.................................................................................................................................... 78 Roadway ............................................................................................................................ 101 Citation / Adjudication ......................................................................................................... 122 EMS / Injury Surveillance.................................................................................................... 148 Data Use and Integration .................................................................................................... 205

Appendix A ............................................................................................................................ 215 Assessment Participants .................................................................................................... 215 State and Local Respondents ............................................................................................. 217 Assessment Team Members .............................................................................................. 219

Appendix B ............................................................................................................................ 220 National Acronyms and Abbreviations ................................................................................ 220 State-Specific Acronyms and Abbreviations ....................................................................... 222

Index of Figures Figure 1: Rating Distribution by Module ..................................................................................... 2 Figure 2: Assessment Section Ratings ....................................................................................... 4 Figure 3: Traffic Records Assessment Time Table ..................................................................... 9 Figure 4: State Schedule for the Traffic Records Assessment .................................................. 10 Figure 5: State Traffic Records Assessment Process............................................................... 11

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Executive Summary Out of 391 assessment questions, Washington met the Advisory ideal for 224 questions, or 57.3% of the time; partially met the Advisory ideal for 68 questions, or 17.4% of the time, and did not meet the Advisory ideal for 99 questions or 25.3% of the time. As Figure 1 illustrates, within each assessment module, Washington met the criteria outlined in the Traffic Records Program Assessment Advisory 89.5% of the time for Traffic Records Coordinating Committee Management, 81.3% of the time for Strategic Planning, 68.2% of the time for Crash, 64.1% of the time for Vehicle, 46.7% of the time for Driver, 31.6% of the time for Roadway, 44.4% of the time for Citation / Adjudication, 62.6% of the time for EMS / Injury Surveillance, and 38.5% of the time for Data Use and Integration. Figure 1: Rating Distribution by Module

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Figure 2: Assessment Section Ratings

Crash

Vehicle

Driver

Roadway

Citation /

Adjudication

EMS / Injury

Surveillance

Description and

Contents 96.4% 100.0% 53.3% 66.7% 91.2% 80.4%

Applicable Guidelines 100.0% 100.0% 100.0% 66.7% 78.9% 82.5%

Data Dictionaries 86.7% 100.0% 91.7% 66.7% 93.7% 80.0% Procedures / Process

Flow 89.6% 93.9% 82.4% 79.2% 75.3% 80.3%

Interfaces 66.7% 57.6% 76.2% 88.9% 38.1% 33.3% Data Quality Control

Programs 82.6% 68.3% 59.0% 45.7% 44.9% 79.1%

Overall 86.7% 80.6% 72.5% 62.3% 70.9% 78.8%

Overall

Traffic Records Coordinating Committee Management 94.0%

Strategic Planning for the Traffic Records System 93.7%

Data Use and Integration 70.7%

Recommendations Figure 2 shows the aggregate ratings by data system and assessment module. Each question’s score is derived by multiplying its rank and rating (very important = 3, somewhat important = 2, and less important = 1; meets = 3, partially meets = 2, and does not meet = 1). The sum total for each module section is calculated based upon the individual question scores. Then, the percentage is calculated for each module section as follows:

The cells highlighted in red indicate the module sub-sections that scored below that data system’s weighted average. The following priority recommendations are based on improving those module subsections with scores below the overall system score. According to 23 CFR Part 1200, §1200.22, applicants for State traffic safety information system improvements grants are required to

“Include(s) a list of all recommendations from its most recent highway safety data and traffic records system assessment; identifies which such recommendations the State intends to implement and the performance measures to be used to demonstrate quantifiable and measurable progress; and for recommendations that the State does not intend to implement, provides an explanation.”

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Washington can address the recommendations below by implementing changes to improve the ratings for the questions in those section modules with lower than average scores. Washington can also apply for a NHTSA Traffic Records GO Team, for targeted technical assistance.

Crash Recommendations

Improve the interfaces with the Crash data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Improve the data quality control program for the Crash data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Vehicle Recommendations

Improve the interfaces with the Vehicle data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Improve the data quality control program for the Vehicle data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Driver Recommendations

Improve the description and contents of the Driver data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Improve the data quality control program for the Driver data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Roadway Recommendations

Improve the data quality control program for the Roadway data system that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Citation / Adjudication Recommendations

Improve the interfaces with the Citation and Adjudication systems that reflect best practices identified in the Traffic Records Program Assessment Advisory.

Improve the data quality control program for the Citation and Adjudication systems that reflect best practices identified in the Traffic Records Program Assessment Advisory.

EMS / Injury Surveillance Recommendations

Improve the interfaces with the Injury Surveillance systems that reflect best practices identified in the Traffic Records Program Assessment Advisory.

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Data Use and Integration Recommendations

Improve the traffic records systems capacity to integrate data that reflect best practices identified in the Traffic Records Program Assessment Advisory.

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Introduction A traffic records system consists of data about a State’s roadway transportation network and the people and vehicles that use it. The six primary components of a State traffic records system are: Crash, Driver, Vehicle, Roadway, Citation/Adjudication, and Injury Surveillance. These components address driver demographics, licensure, behavior and sanctions; vehicle types, configurations, and usage; engineering, education, enforcement measures; crash-related medical issues and actions; and how they affect highway traffic safety. Quality traffic records data exhibiting the six primary data quality attributes—timeliness, accuracy, completeness, uniformity, integration, and accessibility—is necessary to improve traffic safety and effectively manage the motor vehicle transportation network, at the Federal, State, and local levels. Such data enables problem identification, countermeasure development and application, and outcome evaluation. Continued application of data-driven, science-based management practices can decrease the frequency of traffic crashes and mitigate their substantial negative effects on individuals and society. State traffic records systems are the culmination of the combined efforts of collectors, managers, and users of data. Collaboration and cooperation between these groups can improve data and ensure that the data is used in ways that provide the greatest benefit to traffic safety efforts. Thoughtful, comprehensive, and uniform data use and governance policies can improve service delivery, link business processes, maximize return on investments, and improve risk management. Congress has recognized the benefit of independent peer reviews for State traffic records data systems. These assessments help States identify areas of high performance and areas in need of improvement in addition to fostering greater collaboration among data systems. In order to encourage States to undertake such reviews regularly, Congress’ Moving Ahead for Progress in the 21st Century (MAP-21) legislation requires States to conduct or update an assessment of its highway safety data and traffic records system every 5 years in order to qualify for §405(c) grant funding. The State’s Governor’s Representative must certify that an appropriate assessment has been completed within five years of the application deadline.

Background In 2012, the National Highway Traffic Safety Administration published an updated Traffic Records Program Assessment Advisory (Report No. DOT HS 811 644). This Advisory was drafted by a group of traffic safety experts from a variety of backgrounds and affiliations, including: State highway safety offices, the Governors Highway Safety Association (GHSA) and the Association of Transportation Safety Data Professionals (ATSIP), as well staff from NHTSA, FMCSA, and FHWA. The Advisory provides information on the contents, capabilities, and data quality of effective traffic records systems by describing an ideal that supports quality data driven decisions and improves highway safety. In addition, the Advisory describes in detail the importance of quality data in the identification of crash causes and outcomes, the development of effective interventions, implementation of countermeasures that prevent crashes and improve crash outcomes, updating traffic safety programs, systems, and policies, and evaluating progress in reducing crash frequency and severity. The Advisory is based upon a uniform set of questions derived from the ideal model traffic records

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data system. This model and suite of questions is designed to be used by independent subject matter experts in their assessment of the systems and processes that govern the collection, management, and analysis of traffic records data in a given State.

Methodology A State initiates the assessment process by submitting a formal request to its NHTSA Regional Administrator. Once that request is passed onto the NHTSA National Center for Statistics and Analysis Traffic Records Team, it appoints an assessment facilitator to work with the State Governor’s Representative to identify a State assessment coordinator and appropriate State respondents for each assessment question. Respondents enter the data into NHTSA’s State Traffic Records Assessment Program (STRAP), the Web-based application for the assessment. The assessment facilitator works with the State assessment coordinator to plan dates and prepare for the assessment that is consistent with the general schedule outlined in Figure 3. Actual schedules may vary as dates can be altered to accommodate specific State needs.

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Figure 3: Traffic Records Assessment Time Table

Upon NHTSA TR Team receipt of request Initial pre-assessment conference call

1 month prior to kickoff meeting Facilitator introduction pre-assessment conference call

Between facilitator conference call and kickoff

State Coordinator assigns questions, enters contact information into STRAP, and builds initial document library

As

se

ss

me

nt

Monday, Week 1 On-site kickoff meeting

Tuesday, Week 1 –

12pm EST, Friday, Week 3

Round 1 Data Collection: State answers standardized assessment questions

Friday, Week 3 –

Wednesday, Week 5

Round 1 Analysis: Assessors review State answers and rate the responses and, if needed, request necessary clarifications

Thursday, Week 5 –


Round 2 Data Collection: State responds to the assessors’ initial ratings and requests for more information and clarification

Friday, Week 7 –

Wednesday, Week 9

Round 2 Analysis: Assessors review additional information from the State and, if needed, adjust initial ratings

Thursday, Week 9 –


Round 3 Data Collection: State provides final response to the assessors’ ratings

Friday, Week 11 –

Monday, Week 13 Round 3 Analysis: make final ratings

Tuesday, Week 13 –

Monday, Week 14 Facilitator prepares final report

Week 15 NHTSA delivers final report to State and Region

(After completion of assessment, date set by State)

NHTSA hosts webinar to debrief State participants

(After completion of assessment) (OPTIONAL) State may request GO Team targeted technical assistance or training

Following a kickoff meeting that explains the assessment process, schedule, and confirms question assignments, each respondent was sent an email with a token enabling them to log onto STRAP and answer assessment questions that had been assigned to them. The respondents may (a) answer a question, (b) answer the question and refer that question to another person to answer it as well, (c) refer the question—decline the question and send the question to someone else to answer—or (d) decline the question. The traffic records assessment is an iterative process that includes three question-answer cycles. In each, State respondents have the opportunity to answer each question assigned to them before the assessors examine their answers and supporting evidence, at which point the

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assessors rate each response. The second and third question and answer cycles are used to clarify responses and provide the most accurate rating for each question. In an attempt to prioritize the capabilities of each system being assessed, each question is ranked as “very important,” “somewhat important” or “less important.” To assist the State in responding to each question, the Advisory also provides State respondents with standards of evidence that identify the specific information necessary to answer each assessment question. A group of qualified independent assessors rates the responses and determines how closely a State’s capabilities match those of the ideal system outlined in the Advisory. Each system component is evaluated independently by two or more assessors, who reach a consensus on the ratings. Specifically, the assessors rate each response and determined if a State (a) meets the description of the ideal traffic records system, (b) partially meets the ideal description, or (c) does not meet the ideal description. The assessors write a brief narrative to explain their rating for each question. In order for NHTSA to accept and approve an assessment each question must have an answer. When appropriate, however, a State may answer questions with “no, we do not have this capability/use this practice” etc. These responses constitute an acceptable answer and will receive a “does not meet” rating. An assessment with unanswered or blank questions will not be acceptable and cannot be used to qualify for §405 grant funds. The complete traffic records assessment process is outlined in Figure 5 below. States are encouraged to use the conclusions of this report as a basis for the State data improvement program strategic planning process, and are encouraged to review the conclusions at least annually to gauge how the State is addressing the items in this report. NHTSA can provide support in addressing these conclusions by means of GO Teams. NHTSA's Traffic Records GO Team program helps States improve their traffic records systems by deploying teams of subject matter experts to deliver tailored technical assistance and training based on States' actual needs.

Figure 4: State Schedule for the Traffic Records Assessment

Kickoff January 06, 2014

Begin first Q&A Cycle January 06, 2014

End first Q&A Cycle January 24, 2014

Begin second Q&A Cycle February 10, 2014

End second Q&A Cycle February 21, 2014

Begin third Q&A Cycle March 05, 2014

End third Q&A Cycle March 21, 2014

Assessors’ Final Results Complete March 30, 2014

Final Report Due April 04, 2014

Debrief April 07, 2014

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Figure 5: State Traffic Records Assessment Process

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Results For each question, a rating was assigned based on the answers and supporting documentation provided by the State. The ratings are shown as three icons, depicting ‘meets’, ‘partially meets’, or ‘does not meet’. Legend:

Meets Partially meets Does not meet

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Traffic Records Coordinating Committee Management The National Highway Traffic Safety Administration began encouraging states to form comprehensive state traffic records coordinating committees (TRCCs) engaging in records system assessment and strategic planning as early as 1994. Since then, these state committees have been an integral part of every federal program to improve state traffic records systems. TRCC Management involves the formal establishment of the TRCC with an MOU or charter, along with practices regarding stakeholder coordination, strategic planning, approval of funding plans and grant applications, project oversight, data quality performance, training, and sustaining the momentum of these initiatives by the TRCC. The State of Washington is commended for an excellent model MOU establishing a two-tiered TRCC, the Traffic Records Committee (TRC) Executive Council and the TRC Workgroup, and for staffing these committees with representatives from all six traffic records core systems, plus a TRC coordinator and a state IT official. Two subcommittees (eTRIP and Data Integration) add human resources and organizational momentum to key areas undergoing development. The existence of specialized, active subcommittees is an indicator of TRC success. The TRC created an impressive Strategic Plan and has moved key funded projects through development into an advanced stage of implementation. That the TRC continues to monitor progress of these projects during its Executive Council/Workgroup meetings is evident by the information-rich PowerPoint presentations shared at those meetings. The implementation of new technologies is accompanied by user training for local agencies, also monitored by the TRC. The state participates in the annual Traffic Records Forum sponsored by the Association of Transportation Safety Information Professionals (ATSIP). Twelve persons attended the most recent conference in October 2013. All of this indicates a strong, active state TRCC. The area needing the most attention from the Washington TRC involves data quality performance measures identification and oversight/monitoring. Washington has been seeking to expand from the measures it already has for the Crash and Roadway Systems. Further progress could cover more aspects of data quality for those two systems (such as accuracy), as well as add measures for the other four core data systems (Citation/Adjudication, EMS and Injury Surveillance, Driver, and Vehicle). The state is positioned to make rapid progress in this area--perhaps more so than they realize. On the similar issue of overseeing quality control/improvement programs affecting core data systems, again the TRC seems positioned to be able to achieve rapid progress here as well. This area of TRC responsibility is not cyclical like updating strategic plans and funding programs, nor like project implementations that proceed for a few years and are finished. This is an area that once initiated, remains ongoing. That is exactly the kind of TRC work that the Workgroup could address in the coming year. The following observations may be helpful to the Washington TRC in the future: 1) If the MOU has not had any updates since its initiation, it may be worth considering. The practical experience of the TRC over recent years can now inform those updates. 2) The technical committee (Workgroup) did not appear to meet as frequently or as long as would be expected for that type of committee, that is to say, over and above joint meetings with the

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Executive Council. If it has become super-efficient at its present workload, it could add priorities and expand into new areas. 3) Expanding training and educational activities more broadly could provide an additional role for the Workgroup. For example, what is done to share with the home state the ideas acquired at, or delivered to, the Forum? Are the core systems representatives in the TRC learning from one another? Are the people needed to perform the next waves of TRC initiatives being recruited and prepared, such as gaining familiarity with the methods of coordination committees and strategic planning? In conclusion, the Washington state TRC is performing key functions with excellence and is achieving outstanding results. Now it needs to prepare to transition from current successes to future endeavors without the fade out/start up again cycles of lost momentum that can happen to state TRCCs between major episodes of innovation. Like highway safety itself, state traffic records systems thrive on building a statewide community of activism. Providing the highway safety and traffic records communities the information and methodologies needed to save lives and reduce collision injuries and property damage will be the Washington TRC's legacy. Question 1:

Does the State have both an executive and a technical TRCC?

Standard of Evidence:

Provide a charter and/or MOU. Also provide a roster with all members' names, affiliations, and titles for both the executive and technical TRCC.

Question Rank: Very Important

Assessor conclusions: Washington has an MOU establishing executive (Oversight Council) and technical (TRC Workgroup) committees of the TRCC (in Washington, called the Traffic Records Committee [TRC]) including operational guidelines, roles and responsibilities.

Respondents assigned

1 Responses

received 1

Response rate

100%

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Question 2:

Do the executive TRCC members have the power to direct the agencies' resources for their respective areas of responsibility?


Provide a charter and/or memorandum of understanding (MOU). Also provide a roster with all members' names, affiliations, and titles for the executive TRCC.


Assessor conclusions: Washington's TRC MOU lists the proper level of executive members to the Oversight Council (the executive TRCC) to direct agency resources along with their respective areas of responsibility.


1 Responses

received 1

Response rate

100%

Question 3:

Does the executive TRCC review and approve actions proposed by the technical TRCC?


Provide a narrative example of recent actions or programs approved by the executive TRCC (e.g., an approved project or funding proposal).


Assessor conclusions: Washington has provided a narrative response with two examples of review and approval of technical TRC requests by the executive TRC, both occurring in 2013. This narrative supports the position that the executive TRC is reviewing and approving proposed projects.


1 Responses

received 1

Response rate

100%

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Question 4:

Does the TRCC include representation from the core data systems at both the executive and technical levels?


Identify the executive and technical TRCC members that represent the core data systems: crash, driver, vehicle, roadway, citation and adjudication, and injury surveillance.


Assessor conclusions: Washington has provided a roster for both TRC committees (Oversight Council and TRC Workgroup) indicating that there is representation from the six major core data systems on both of these committees.


1 Responses

received 1

Response rate

100%

Question 5:

Does the TRCC consult with the appropriate State IT agency or offices when planning and implementing technology projects?


Provide a narrative example of the TRCC's process of consulting the appropriate IT agency or offices. Identify the appropriate agency or offices and their responsibilities.

Question Rank: Somewhat Important

Assessor conclusions: The appropriate IT agency for the state of Washington is identified and responsibilities stated. Since a representative of this agency is a permanent voting member of both the executive and technical level TRC committees, consultation should be occurring on an ongoing basis. The State Chief Information Officer, as part of the TRC, should have the information on all TRC proposed and planned projects.


1 Responses

received 1

Response rate

100%

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Question 6:

Is there a formal document authorizing the TRCC?


Provide the authorizing document (e.g. MOU, charter). Question Rank: Very Important

Assessor conclusions: An MOU authorizes a two part TRC (executive and working group) and describes membership make up and how the TRC is intended to function.


1 Responses

received 1

Response rate

100%

Question 7:

Does the TRCC provide the leadership and coordination necessary to develop, implement, and monitor the TRCC strategic plan?


Provide a narrative describing the TRCC's role in developing the TRCC strategic plan as well as implementation of a project detailed in the plan.


Assessor conclusions: Washington's Traffic Records Strategic Plan updated June 2013 incorporates the roles and responsibilities of the TRCC (in Washington, the TRC). This includes the review and updates to the Strategic plan annually. Traffic Records Strategic Plan implementation is facilitated by the TRC as evidenced by two subcommittees, one on eTRIP and one on Data Integration. When added to meeting and oversight activities of the Oversight Council and the TRC Workgroup, the aggregate time spent planning and guiding project implementation should be adequate. There is a concern, however, about the role the Workgroup plays in this array of committees. Over the past two years the TRC Workgroup has met rarely by itself, without also joining the Oversight Council. At the beginning of this Assessment, the most recent meeting of the Workgroup alone occurred on October 7, 2013, for one hour, with a plan to move to 90 minute meetings.


1 Responses

received 1

Response rate

100%

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Question 8:

Does the TRCC influence policy decisions that impact the State's traffic records system?


Provide a narrative describing a specific example of how the TRCC is engaged by component agencies in the course of their decision-making processes.


Assessor conclusions: Washington has demonstrated the TRC has influence over policy decisions concerning the State's traffic records system through their TRC MOU and planning documents. Evidence includes legislation drafted to improve data sharing between government agencies.


1 Responses

received 1

Response rate

100%

Question 9:

Does the TRCC allocate federal traffic records improvement grant funds?


Specify what funds the TRCC is responsible for allocating (e.g., §408) and provide a narrative describing how the TRCC allocated the most recent program year's funding.


Assessor conclusions: The Washington TRC has oversight and control of the Federal Section 408 and Section 405(c) traffic records improvement grant funds. They review projects using federal funding (as well as traffic records projects funded by other means when those occur) and supposedly vote as a committee concerning those projects. Considering that voting rights are accorded in the MOU to specific members only, excluding federal liaisons for example, it is a bit surprising not to find votes indicated in the meeting documents submitted. How the TRC wishes to do its allocation is its own choice, one way being by reaching consensus. It may be that over time, the Washington TRC has come to operate in ways divergent from the MOU. As a general rule, MOU's or other documents formally establishing state TRCC's need updating periodically.


1 Responses

received 1

Response rate

100%

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Question 10:

Does the TRCC identify core system performance measures and monitor progress?


Provide at least one performance measure for each of the six core systems and describe how the TRCC identified it and has tracked its progress over time.


Assessor conclusions: Washington has performance measures for the Crash and Roadway systems but not for the other four core data systems (Citation/Adjudication, Injury Surveillance, Driver, and Vehicle). The standard of evidence stipulated at least one performance measure for each of the six core systems--thus the rating of "partially meets standard of evidence". The TRC set up and is tracking the performance measures that the state has. At the back of the TRC Strategic Plan, there is one measure for Crash Completeness, one for Crash Timeliness, and one for Roadway Completeness.


1 Responses

received 1

Response rate

100%

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Question 11:

Does the TRCC enable meaningful coordination among stakeholders and serve as a forum for the discussion of the State's traffic records programs, challenges, and investments?


Provide the charter or MOU and minutes from the two most recent technical TRCC meetings.


Assessor conclusions: This broad question captures the essence of why TRCC's are needed to improve state traffic records systems. By including all stakeholders, improvements are more comprehensive, effective, and lasting. The Washington TRC MOU appears to set up the TRC component committees to perform these functions. After clarifications, the meeting materials also lend support that this is how the various TRC component committees and subcommittees operate. How meaningful this is among the stakeholders is subjective and cannot be determined unless all, or at least representative, stakeholders provide their own feedback to this question. Only one respondent answered all questions on the TRCC Module. Meeting documentation did not hold many clues as to whether attendees were actively participating, and in what manner. If there are just a few individuals who provide meeting content and the remainder of the attendees attend passively as a matter of work assignment, then the TRCC functions addressed by this question are not occurring. Once a state is deep into managing key projects and executing a strategic plan, it is easy to forget the broader purpose of the TRCC. With everyone immersed in heavy project workloads, the future vitality of the committee can be neglected. If this should be the case with Washington, it can be remedied.


1 Responses

received 1

Response rate

100%

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Question 12:

Does the TRCC have a traffic records inventory?


Provide the traffic records inventory. Question Rank: Somewhat Important Assessor conclusions:

Washington has a Traffic Records Resource Manual containing a traffic records systems inventory on pages 24-44.


1 Responses

received 1

Response rate

100%

Question 13:

Does the technical TRCC have a designated chair?


Provide a position description, identify the individual, and describe the chair's responsibilities.


Assessor conclusions: The Washington TRC MOU states, "The Director of the Washington Traffic Safety Commission shall act as the permanent Chairperson and coordinator for the activities of the Oversight Council". It then provides that, "There shall be two Co-Chairs of the Traffic Records Workgroup. One Co-Chair shall be the Traffic Records Coordinator from the Washington Traffic Safety Commission. The second Co-Chair shall be elected from among the membership of the Traffic Records Workgroup and shall serve for a period of one year". The MOU did not appear to include specific responsibilities of these positions. Clarification was found in the narrative response and in a supporting document titled, "TRC Leadership Responsibilities." This additional documentation clarifies the division of responsibility among leadership roles and identifies the individuals currently serving in those roles.


1 Responses

received 1

Response rate

100%

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Question 14:

Does the TRCC have a designated coordinator?


Provide a position description, identify the individual, and describe the coordinator's responsibilities.


Assessor conclusions: The TRC MOU states, "The Washington Traffic Safety Commission shall provide the necessary support to assist and coordinate the Oversight Council and the Traffic Records Workgroup in fulfilling the mission and goals of Washington’s Traffic Records Committee. This support shall include a coordinator to manage federal traffic records grants and to serve as liaison for traffic records activities in Washington". Using the updated TRC roster and the document "TRC Leadership Responsibilities," there was sufficient detail to understand the role of the TRC Coordinator position as outlined in the TRC MOU, and to identify the person currently serving as the Coordinator.


1 Responses

received 1

Response rate

100%

Question 15:

Does the executive TRCC meet at least once annually?


Provide a schedule of executive meeting dates from the past two program years.


Assessor conclusions: The TRC Meeting Materials supplied showed the executive committee met twice in calendar year 2012 and twice in calendar year 2013. The executive committee therefore exceeds the standard of once per year.


1 Responses

received 1

Response rate

100%

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Question 16:

Does the technical TRCC meet at least quarterly?


Provide a schedule of technical TRCC meeting dates for the past program year. If the TRCC has topical sub-committees, identify these groups, their purposes, and meeting dates as well.


Assessor conclusions: Washington's TRC Workgroup meets at least quarterly. Two subcommittees (eTRIP and Data Integration) meet more often. Workgroup meetings appear to occur concurrently with the Executive Council roughly half the time. The information submitted on all groups meeting under the umbrella of the TRC seems uneven, inconsistent. One often finds PowerPoint presentations that must have filled considerable meeting time, but nothing that shows the committee's interaction with the information being provided, nor even a commentary that goes with the slides. The frequent lack of meeting minutes or meeting notes leaves a void of information for an assessor of the TRCC, seeking to understand the process, not so much the content.


1 Responses

received 1

Response rate

100%

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Question 17:

Does the TRCC oversee quality control and quality improvement programs impacting the core data systems?


Provide meeting minutes or reports that document the quality control activities that the TRCC undertake regularly.


Assessor conclusions: The TRCC does not have any processes that it takes regularly to provide oversight on quality control for the six core data systems. The TRCC might establish or assign a group to review and develop an ongoing process to establish baselines for quality control and the monitoring of the core Highway Safety Systems. This group could also review the quality control processes already in place for some systems to determine if improvements can be made. These reviews may increase the usability of the data for agencies outside the host system. It could also increase the overall effectiveness of the entire highway safety system. Following the FHWA-sponsored Crash Data Improvement Program (CDIP) site visit in 2010, Washington made progress on performance measures for the Crash System. Quality control monitoring initiated by CDIP appears to continue within the WSDOT, but not by the state TRC. Additional ongoing oversight by the TRC could be worthwhile.


1 Responses

received 1

Response rate

100%

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Question 18:

Does the TRCC address technical assistance and training needs?


Document TRCC discussion of technical assistance and training needs with meeting agendas or minutes.


Assessor conclusions: The TRC actively manages an extensive training program for local personnel involved in transition to new technology. In another aspect of training, sending 12 people to the St. Paul Forum in October 2013 demonstrates a commitment to traffic records continuing education. The TRC could use its unique position to promote education and training even more extensively in the Washington traffic records community, including the six core traffic records subsystems.


1 Responses

received 1

Response rate

100%

Question 19:

Does the TRCC use a variety of federal funds to strategically allocate resources for traffic records improvement projects?


Provide an inventory of federal funds used to support traffic records improvement projects in the last program year.


Assessor conclusions: In the Question put to the state, the meaning of the word "variety" as in "a variety of federal funding" is somewhat ambiguous. Delving into various documents showing federal funding sources utilized by Washington traffic records projects, it was clear that federal and non-federal, NHTSA and non-NHTSA funding, had been used in recent years, although only NHTSA funds were in use for the most recent year. The Evidence Requirement is to provide an inventory of federal funds used to support traffic records improvement projects in the last program year (FFY 2013). This inventory was provided. The assessor is satisfied that the intention of the standard was met.


1 Responses

received 1

Response rate

100%

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Strategic Planning The current Strategic Plan, entitled Washington State Traffic Records Strategic Plan, was prepared by the Washington Traffic Records Committee with administrative and technical guidance from the Washington Traffic Safety Commission. This report was developed in 2009 with the traffic records deficiencies identified in the 2009 Traffic Records Assessment serving as the foundation in constructing Washington’s Strategic Direction for traffic records. The Strategic Plan was last revised mid-2013 and consists of four major sections: Washington’s Traffic Records Committee – Planning for Progress, Washington’s Records System – An Overview, Washington’s Strategic Direction, and Traffic Records Project Portfolio. The report contains detailed project descriptions, lead agency responsibilities, milestones, performance measures, baselines, and planned budget information. The information is similar in content and format to what is presented in NHTSA’s Traffic Records Improvement Program Reporting System (TRIPRS). TRIPRS contains detailed information on all projects contained in the strategic plans submitted by the states and territories. Washington’s Traffic Records Strategic Plan has four long-term goals and seven high-level objectives. The goals and objectives are highly correlated with the National Agenda goals established for traffic records. The plan also fits well into the state’s Transportation Plan, Strategic Highway Safety Plan, and within the governor’s established priorities. Within the state of Washington their TRCC (WA TRC) consists of an Oversight Council and a Working Group. The Oversight Council annually evaluates the traffic records strategic plan and provides oversight and program direction in creating and approving strategies and projects. The Working Group is responsible for the strategic plan and operates as a technical and managerial forum for discussing, examining, and implementing improvement projects. To assist in prioritizing projects, the Working Group examines all projects and assigns each project a priority number. This information is then passed on to the Oversight Council which meets to discuss and approve projects and allocate funding. These two groups are thoroughly defined and seem to operate very well together. The current Strategic Plan was developed in 2009 and last updated in 2013. While the WA TRC annually reviews their project portfolio and performance measures, they do not annually update their objectives and strategies. The WA TRC has identified goals and objectives within their strategic plan to address timeliness, accuracy, completeness, uniformity, integration, and accessibility of the six core data systems. However, while the current plan has performance measures and metrics for crash and roadway, similar information has not been identified for the other four core data systems. The WA TRC has both state and local representation to address data needs. The strategic plan also addresses local needs within the overall goal of “Providing an ongoing statewide forum for traffic records and supporting the coordination of multi-jurisdictional initiatives”. Objectives further define local needs by addressing accurate roadway data, timely and accessible collision data, and satisfying stakeholder needs. Technical assistance and training is addressed in the goal, “Promote the value of traffic records data and encouraging training opportunities to maximize its effectiveness as decision support”.

27 | Page

The goal is also supported with an objective to enhance the structure and activities of the WA TRC and has multiple projects which support assistance and training. The current plan provides for data sharing within the “Improve the interoperability and exchange of traffic records data among stakeholders for increased efficiency and enhanced integration” goal. This goal is tied to four separate objectives concerning reducing paper, integrating injury patient systems, enhancing accuracy of location data, and improving timeliness and accessibility of collision data. The major federal safety partners FHWA, NHTSA, and FMCSA all are members of the WA TRC. They serve as advocates for their agencies' data needs. Data is also shared with federal traffic records data systems. • Collision data for CMVs is sent to SafetyNet • FARS data is transmitted to NHTSA • WSDOT annually sends their collision, roadway, and traffic databases to FHWA The strategic plan does an excellent job of describing projects approved by the WA TRC. For each project, the plan clearly identifies: description/purpose, strategic plan links (objectives and strategies), systems impacted, project leads, costs, implementation schedule, and funding sources. When developing new projects, the WA TRC does consider utilizing new technology. This can be seen within their “Improving Transportation Basemap and Geocoding of Collision Reports” project. While the WA TRC did not take into account lifecycle costs in the past, they are conducting a SECTOR sustainability study for their SECTOR electronic ticketing and collision reporting system. Opportunities for Improvement Objectives and strategies of the WA TRC should be reviewed annually. The results of these reviews should be used to update the strategic plan as needed. This includes removing objectives and strategies that have been completed and adding new objectives and strategies that have been identified as high/medium priority. Identify performance measures and their necessary corresponding metrics for other core data systems besides crash and roadway. Continue to support new technology when developing projects and begin considering lifecycle costs when implementing these projects.

28 | Page

Question 20:

Does the TRCC develop the TRCC strategic plan?


Document the process undertaken by the TRCC in developing the strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: Yes, the WA TRC developed their strategic plan. Supporting documentation outlines a process used to create the TRC Strategic Plan and updates are included throughout.


1 Responses

received 1

Response rate

100%

Question 21:

Does the TRCC strategic plan address existing data and data systems deficiencies and document how these deficiencies are identified?


Identify, with appropriate citations, how the strategic plan addresses existing data and data systems deficiencies and documents how they were identified. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The WA TRC has identified how their strategic plan addresses existing data and documents how the deficiencies were identified. This can be seen within "Developing a Vision to Address Deficiencies" on pages 6-7, and in Section 4 – "Washington’s Strategic Direction" about how they will be addressed.


1 Responses

received 1

Response rate

100%

29 | Page

Question 22:

Does the TRCC strategic plan identify strategies that address the timeliness, accuracy, completeness, uniformity, integration, and accessibility of the six core data systems?


Identify, with appropriate citations, how the strategic plan identifies strategies that address the timeliness, accuracy, completeness, uniformity, integration, and accessibility of the six core data systems. (Pre-populate with most recent strategic plan.)


Assessor conclusions: Yes, the WA TRC has identified how their strategic plan identifies strategies that address the timeliness, accuracy, completeness, uniformity, integration, and accessibility of the six core data systems. This can be seen within their strategic plan pages 33-40.


1 Responses

received 1

Response rate

100%

Question 23:

Does the TRCC strategic plan indicate what funds are used to undertake efforts detailed in the plan and describe how these allocations contribute to the plan's stated goals?


Identify, with appropriate citations, how efforts detailed in the plan are funded and explain how these allocations address the plan's stated goals as specified in the strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: Yes, the WA TRC has identified how their strategic plan indicates what funds are used and explains how these allocations address the plan's stated goals. This can be seen within the Projects Portfolio section on their strategic plan.


1 Responses

received 1

Response rate

100%

30 | Page

Question 24:

Does the TRCC have a process for prioritizing traffic records improvement projects in the TRCC strategic plan?


Identify, with appropriate citations, how the TRCC prioritizes traffic records improvement projects as specified in the strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The WA TRC has identified a process for prioritizing traffic records improvement projects in the TRC strategic plan. This can be seen within the narrative section of their strategic plan on p. 102.


1 Responses

received 1

Response rate

100%

Question 25:

Does the TRCC have a process for identifying performance measures and corresponding metrics for the six core data systems in the TRCC strategic plan?


Identify, with appropriate citations, how the TRCC identifies performance measures and any corresponding metrics for each of the six core data systems as specified in the strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: While the performances identified are good, they do not have a set of performance measures for all systems. WA TRC has identified performance measures and corresponding metrics for Crash Timeliness and Roadway Completeness (pages 103-105). However, performance measures for the other core data systems have not been created.


1 Responses

received 1

Response rate

100%

31 | Page

Question 26:

Does the TRCC have a process for identifying and addressing technical assistance and training needs in the TRCC strategic plan?


Identify, with appropriate citations, how the TRCC identifies and addresses technical assistance and training needs as specified in the strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: There are multiple projects in the Projects Portfolio that support identifying and addressing technical assistance and training. Also, training opportunities are discussed by the WA TRC and from various strategies training events are promoted, encouraged and financed.


1 Responses

received 1

Response rate

100%

Question 27:

Does the TRCC have a process for leveraging federal funds and assistance programs in the TRCC strategic plan?


Identify, with appropriate citations, how the TRCC leverages federal funds and assistance programs as specified in the strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The TRC uses 408/405(c) funds annually to fund traffic records projects in accordance with federal rules and the Strategic Plan contains many different projects that utilize federal funds. Though not necessarily spelled out in the plan as steps, they do use funding as others do.


1 Responses

received 1

Response rate

100%

32 | Page

Question 28:

Does the TRCC have a process for establishing timelines and responsibilities for projects in the TRCC strategic plan?


Identify, with appropriate citations, how the TRCC establishes timelines and responsibilities for projects in the plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The WA TRC has a process for establishing timelines and responsibilities for projects in the TRC strategic plan. This can be seen within the Project Portfolio of their strategic plan on pages 44-100.


1 Responses

received 1

Response rate

100%

Question 29:

Does the TRCC have a process for integrating State and local data needs and goals into the TRCC strategic plan?


Identify, with appropriate citations, how the TRCC integrates State and local data needs and goals into the TRCC strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The TRC Committee, as detailed, has representatives from state and local government agencies to have a voice.


1 Responses

received 1

Response rate

100%

33 | Page

Question 30:

Does the TRCC consider the use of new technology when developing and managing traffic records projects in the strategic plan?


Identify, with appropriate citations, a project or projects in the strategic plan whose development included the application or consideration of new technology. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The WA TRC considers the use of new technology when developing and managing traffic records projects in the strategic plan. This can be seen in their "Improving Transportation Basemap and Geocoding of Collision Reports" project within their strategic plan on pages 97 and 98.


1 Responses

received 1

Response rate

100%

Question 31:

Does the TRCC consider lifecycle costs in implementing improvement projects?


Identify, with appropriate citations, a project or projects in the strategic plan whose development included consideration of lifecycle costs. (Pre-populate with most recent strategic plan.)


Assessor conclusions: While lifecycle costs in implementing improvement projects have not been considered in the past, the WA TRC is currently conducting a SECTOR sustainability study for their SECTOR electronic ticketing and collision reporting system.


1 Responses

received 1

Response rate

100%

34 | Page

Question 32:

Is the strategic plan responsive to the needs of all stakeholders, including local users?


Identify, with appropriate citations, specific instances demonstrating that local stakeholder needs are incorporated into the TRCC's strategic plan. (Pre-populate with most recent strategic plan.)


Assessor conclusions: The TRC is made up of state and local partners for inclusiveness and the Strategic Plan has projects benefiting the local agencies. Also, Strategy 1 of Objective 2 and Strategy 5 of Objective 5 are aimed at assisting locals.


1 Responses

received 1

Response rate

100%

Question 33:

Does the strategic plan make provisions for coordination with key federal traffic records data systems?


Provide a narrative demonstrating how the strategic plan coordinates with key federal traffic records data systems. Provide citations from the strategic plan if appropriate.


Assessor conclusions: CMV crash data is sent to SafteyNet. FARS data is transmitted to NHTSA. Annually, WSDOT sends a snapshot of their Collision, Roadway, and Traffic databases to the Federal Highway Administration (FHWA).


1 Responses

received 1

Response rate

100%

35 | Page

Question 34:

Does the TRCC have a process for identifying and addressing impediments to coordination with key Federal traffic records data systems?


Provide a narrative detailing the processes used by the TRCC to identify and address impediments to coordination with key Federal traffic records data systems. Provide citations from the strategic plan if appropriate.


Assessor conclusions: Yes, the WA TRC has a process for identifying and addressing impediments to coordination with key Federal traffic records data systems. This can be seen by the representatives from NHTSA, FHWA and FMCSA, who operate in an advisory capacity to the TRC.


1 Responses

received 1

Response rate

100%

Question 35:

Is the TRCC's strategic plan reviewed and updated annually?


Provide a narrative detailing the frequency and depth of strategic plan reviews and updates. Identify the stakeholder agencies represented in the review process. Provide a schedule or cite the plan itself if appropriate.


Assessor conclusions: While the WA TRC annually reviews their project portfolio and performance measures, they do not annually update their objectives and strategies.


1 Responses

received 1

Response rate

100%

36 | Page

Crash Crash data is the bedrock for all decisions within a Highway Safety System. This data is necessary for all aspects of the six components that comprise a state traffic records system. Crash data is required to identify traffic safety problems, to manage implemented countermeasure activities, and to reduce and eliminate fatal, injury and property damage traffic crashes. The official crash file for the state of Washington is operated and maintained by the Washington State Patrol. For a motor vehicle crash to qualify as reportable, it must meet one of the following criteria: involving death or injury or property damage in excess of $700. Currently, Washington receives 73% of collision reports electronically, with a projected increase to 89% by the end of 2014. Washington’s approach is clearly working and the state is to be commended on the timeliness of their crash data file. Washington has an excellent crash data system. However, there are several parts of the system that could be improved. This assessment has identified the following areas of opportunities. • Linkages and data interfaces to other data systems: There are no direct links for populating data elements in systems such as the vehicle, roadway and driver records files. These links could increase accuracy and benefit problem identification. Washington’s system could benefit from additional data interfaces between the core component systems. These should be two-way interfaces to benefit both connected systems. Washington has identified data integration as a high priority within the State Safety Plan. • Electronic reporting by law enforcement: Washington has done an exceptional job getting law enforcement in the state to submit crash data electronically. There are 252 law enforcement agencies in Washington, of which 195 provide crash data electronically. Continued communication with the remaining agencies to stress the importance of timely and accurate reporting should assist in converting those agencies from manual to electronic reporting. • Linkages and Interfaces: Washington crash data does not interface with an injury surveillance system at the present time. Continued collaboration and cooperation is needed to overcome all the obstacles preventing the sharing of data with the Department of Health (DOH). A functioning injury surveillance system will assist the State of Washington to determine a more accurate cost of traffic collisions within the state. • Performance Measures: Washington has good performance measures for timeliness, uniformity and completeness. However, performance measures for accuracy, integration, and accessibility are lacking. The development of these performance measures will assist Washington in the continued enhancements of their system. • Audits: Washington has been reactive with the use of data audits. Data audits are conducted only when problems are reported. The development of an ongoing sample-based audit process will assist in identifying and locating any issue, whether small or large, in a more timely manner.

37 | Page

Question 36:

Is statewide crash data consolidated into one database?


Provide a description of the statewide database and specify how the data is consolidated.


Assessor conclusions: Washington has a good centralized system allowing for the submission of paper and electronic reports. This allows each submitting law enforcement agency to maintain control of their reporting process. Each agency that chooses to, can control its own processes by entering their data into a server under the agency's control. However, these separate servers still report to the central database using all required data and quality control edit checks. They also still provide for the submission of paper reports for agencies unable to report in this manner.


1 Responses

received 1

Response rate

100%

Question 37:

Is the statewide crash system's organizational custodian clearly defined?


Identify what agency has the custodial responsibility for the statewide crash system, detail the extent of the agency's role, and provide all relevant statues.


Assessor conclusions: Washington has a clear state law governing the control of the crash system with the Washington State Patrol. They have transferred this responsibility, with an MOU, to Washington Department of Transportation. The MOU clearly shows the responsibilities the WDOT has accepted.


1 Responses

received 1

Response rate

100%

38 | Page

Question 38:

Does the State have criteria requiring the submission of fatal crashes to the statewide crash system?


Provide the fatal crash inclusion criteria for the statewide crash system. Question Rank: Very Important

Assessor conclusions: Washington has established they meet this requirement with the Revised Code of Washington (RCW 46.52.030 and 45.52.030). Additionally, they provided the document showing the explicit differences between fatality reporting for the State system and for FARS (WSDOT-FARS Fatality Reporting Differences).


1 Responses

received 1

Response rate

100%

Question 39:

Does the State have criteria requiring the submission of injury crashes to the statewide crash system?


Provide the injury crash inclusion criteria for the statewide crash system. Question Rank: Very Important

Assessor conclusions: Washington has clear state law governing the submission of injury crashes found in RCW 46.52.030 and 45.52.030.


1 Responses

received 1

Response rate

100%

39 | Page

Question 40:

Does the State have criteria requiring the submission of PDO crashes to the statewide crash system?


Provide the PDO crash submission criteria for the statewide crash system. Question Rank: Very Important

Assessor conclusions: The State's requirement for the submission of PDO crashes to the statewide crash database is found in RCW 46.52.030 and 45.52.030. Additionally, the current dollar threshold for a PDO was reported in the State Response narrative as $700 (established by the Chief of the Washington State Patrol).


1 Responses

received 1

Response rate

100%

Question 41:

Does the statewide crash system record crashes occurring in non-trafficway areas (e.g., parking lots, driveways)?


Provide the non-trafficway reporting criteria for the statewide crash system. Question Rank: Somewhat Important Assessor conclusions:

These crashes are collected in the statewide crash database as of 1/1/2014 and are identified as "Non-Traffic" so that they may be excluded during analysis of traffic crashes, as appropriate, by state and local safety authorities.


1 Responses

received 1

Response rate

100%

40 | Page

Question 42:

Is data from the crash system used to identify crash risk factors?


Provide example reports and/or analyses that examine locations, roadway features, behaviors, driver characteristics, or vehicle characteristics as they relate to crash risk. If referencing large documents like the SHSP, please cite relevant page numbers.


Assessor conclusions: Washington advised they used crash data to identify risk factors. Documentation provided demonstrates that crash data is used for this purpose.


1 Responses

received 1

Response rate

100%

Question 43:

Is data from the crash system used to guide engineering and construction projects?


Describe the State's network screening and countermeasure selection processes. Describe how construction projects are funded based on the analysis of crash data. If referencing large documents like the SHSP, please cite relevant page numbers.


Assessor conclusions: Washington advised that the data is used to guide engineering and construction projects, but did not provide specific documentation.


1 Responses

received 1

Response rate

100%

41 | Page

Question 44:

Is data from the crash system regularly used to prioritize law enforcement activity?


Provide a sample location-based analysis and any associated law enforcement activities. If a State DDACTS program exists, provide details.


Assessor conclusions: Washington provided documentation to demonstrate that they use crash data to help prioritize law enforcement activity.


4 Responses

received 1

Response rate

25%

Question 45:

Is data from the crash system used to evaluate safety countermeasure programs?


Describe how crash data is used to evaluate safety countermeasure programs. If referencing large documents like the SHSP, HSP, or Crash Facts, please cite relevant page numbers.


Assessor conclusions: Washington's 2013 State Highway Safety Plan documents how crash data are used to evaluate highway safety countermeasures. The frequent use of "fatalities plus serious injuries" as a criterion is a commendable strategy and demonstrates analytical capacity beyond just using FARS.


1 Responses

received 1

Response rate

100%

42 | Page

Question 46:

Is MMUCC a primary source for identifying what crash data elements and attributes the State collects?


Provide a narrative description of the process by which MMUCC was used to identify what crash data elements and attributes are included in the crash database and on the Police Accident Report (PAR).


Assessor conclusions: Washington has advised that they used MMUCC in the development of the current Crash Data Elements. No narrative description of the process by which MMUCC was used to identify what crash data elements and attributes are included in the crash database and on the Police Accident Report (PAR) was provided. However, many of the data elements used in the state are MMUCC compliant and demonstrate the use of the MMUCC standard.


1 Responses

received 1

Response rate

100%

Question 47:

Are the ANSI D-16 and ANSI D-20 used as sources for the definitions in the crash system data dictionary?


Provide a narrative description of the process by which ANSI D-16 and ANSI D-20 were used to define data elements in the crash system's data dictionary and user manual.


Assessor conclusions: ANSI D.16 and D.20 standards have been used in the development of data elements for the Washington crash data dictionary.


1 Responses

received 1

Response rate

100%

43 | Page

Question 48:

Does the data dictionary provide a definition for each data element and define that data element's allowable values?


Provide a copy of the crash system data dictionary. Question Rank: Very Important

Assessor conclusions: Washington provided a Data Dictionary which provided all required definitions and element values.


1 Responses

received 1

Response rate

100%

Question 49:

Does the data dictionary document the system edit checks and validation rules?


Provide a copy of the crash system data dictionary. If the crash system edit checks and validation rules are documented elsewhere, provide the appropriate document.


Assessor conclusions: The edits checks and validation rules are provided in separate documents: The Data Dictionary and the CLAS Collision Business Edits. It would be best if both were incorporated into the Data Dictionary.


1 Responses

received 1

Response rate

100%

44 | Page

Question 50:

Is the data dictionary up to date and consistent with the field data collection, manual coding manual, crash report, and any training materials?


Describe the processes to update the crash system's data dictionary, field data collection manual, coding manual, crash report, and training manuals. Specify which of the documents exist and describe processes to keep them consistent with each other.


Assessor conclusions: Washington has sufficient detail to demonstrate they have a good process to handle updates to all needed documentation.


1 Responses

received 1

Response rate

100%

Question 51:

Does the crash system data dictionary indicate the data elements populated through links to other traffic records system components?


Provide a list of data elements that are populated in the crash system through linkages to other traffic records system components (e.g., the driver file, the vehicle file, the roadway inventory, or statewide mapping system).


Assessor conclusions: Washington crash system has no direct links to any other system. They have no data dictionary for such links. The State's narrative response explains that while the data dictionary contains all the data elements that reside in other databases such as roadway or driver records, there are no links. Lacking data elements populated via links to other traffic records system components, the State does not meet the Advisory ideal. However, it worth noting, that in the State Safety Plan in Objectives and Strategies under Traffic Data Systems Objective 1, Strategies 1.3, 1.4, and 1.6 data integration is a high priority for the state.


1 Responses

received 1

Response rate

100%

45 | Page

Question 52:

Do all law enforcement agencies collect crash data electronically?


Provide a list of all reporting agencies and specify their data collection methods. Specify any State plans for achieving 100% electronic in-field data collection.


Assessor conclusions: The majority of collision reports are currently submitted electronically but not 100%. In 2013 Washington received 73% electronically. This is impressive for the short period of time since they implemented the electronic process. They have a projection of obtaining 82% for the first quarter of 2014, with a projected increase to 89% for the end of 2014. The Washington approach is clearly working for them. The state should continue this positive direction by continuing to educate and stress to local police departments the usefulness and importance of electronic submission.


1 Responses

received 1

Response rate

100%

Question 53:

Do all law enforcement agencies submit their data to the statewide crash system electronically?


Describe—using a narrative or flow diagram—all data submission processes used to transmit data from collecting agencies to the statewide crash data system. Include the percentage of total data submitted for each specified method.


Assessor conclusions: The majority of agencies submit collision reports electronically but not 100%. In 2013 Washington has received 73% of all reports electronically. This is impressive for the short period of time since they implemented the electronic process. They have a projection to obtaining of 82% of the reports for the first quarter of 2014, with a projected increase to 89% of the reports for the end of 2014. Of those reports, most all agencies have submitted at least one report electronically.


1 Responses

received 1

Response rate

100%

46 | Page

Question 54:

Do all law enforcement agencies collecting crash data electronically apply validation rules that are consistent with those in the statewide crash system prior to submission?


Describe the validation processes used by the collecting agencies. Specify if the validation rules are applied to the data prior to submission to the statewide crash system. Include, in the description, how the validation rules are distributed to the collecting agencies and how the State checks the submitted data for consistency to rules in the statewide crash system.


Assessor conclusions: Washington provides the same validation rules across the local and state systems. This insures the consistency of the data in all systems. This clearly meets the standards of evidence.


1 Responses

received 1

Response rate

100%

Question 55:

Does the State maintain accurate and up to date documentation detailing the policies and procedures for key processes governing the collection, reporting, and posting of crash data—including the submission of fatal crash data to the State FARS unit and commercial vehicle crash data to SafetyNet?


Provide a process flow diagram (preferred) or narrative description documenting key processes governing the collection, reporting, and posting of crash data—including the submission of fatal crashes to the State FARS unit and commercial vehicle crashes to SafetyNet.


Assessor conclusions: Washington has a well-defined process with clear process flow diagrams documenting the entire crash data process. They provided a clear description of the process and workflow.


1 Responses

received 1

Response rate

100%

47 | Page

Question 56:

Are the processes for managing errors and incomplete data documented?


Provide a process flow diagram (preferred) or narrative description documenting the processes for managing errors and incomplete data.


Assessor conclusions: Washington meets this standard. Currently, they wait for problems to occur prior to taking corrective measures. It would be more proactive to develop an ongoing process to analyze the data for the most frequent errors. Using that information, it would be possible to develop a means to establish ongoing training to help prevent additional errors from developing.


1 Responses

received 1

Response rate

100%

Question 57:

Do the document retention and archival storage policies meet the needs of safety engineers and other users with a legitimate need for long-term access to the crash data reports?


Provide a copy of the retention policy. Question Rank: Somewhat Important Assessor conclusions:

Washington has a defined and properly recorded records retention policy. Also to be noted, this retention has recently been increased to 10 years to meet the users' changing needs.


1 Responses

received 1

Response rate

100%

48 | Page

Question 58:

Does the crash system interface with the driver system?


Provide narrative description of the crash-to-driver system interfaces that enable: verification and validation of the driver's personal information, access to driver records, identification of inconsistencies between the crash and driver records, and/or identification of the driver's prior crash involvement?


Assessor conclusions: Washington provided information to indicate that the crash system and the driver system interface. However, it is not clear that this interface meets the needs of the driver licensing personnel.


1 Responses

received 1

Response rate

100%

Question 59:

Does the crash system interface with the vehicle system?


Provide narrative descriptions of the crash-to-vehicle system interfaces that enable: verification and validation of the vehicle information, access to vehicle records, and/or identification of inconsistencies between the crash and vehicle records.


Assessor conclusions: The crash and vehicle systems in Washington interface.


1 Responses

received 1

Response rate

100%

49 | Page

Question 60:

Does the crash system interface with the roadway system?


Provide narrative descriptions of the crash-to-roadway interfaces that enable: verification and validation of the roadway information, and/or identification of inconsistencies between the crash and roadway records.


Assessor conclusions: Washington's response was, "Partially, the Collision Data Mart does utilize some data tables from the Washington State Department of Transportation’s (WSDOT) Roadway Data Mart in the form of 'Views'”. The Collision Location and Analysis System (CLAS) utilizes an application called ARM Calc.


1 Responses

received 1

Response rate

100%

Question 61:

Does the crash system interface with the citation and adjudication systems?


Provide narrative descriptions of the crash-to-citation and -adjudication interfaces that enable: verification and validation of citations and/or alcohol or drug test information in the crash record; identification of any inconsistencies between crash and citation records; and access to criminal history, contact history, and location history.


Assessor conclusions: Washington advised there are no links or interfaces between crash and citation and adjudication data systems.


1 Responses

received 1

Response rate

100%

50 | Page

Question 62:

Does the crash system interface with the injury surveillance system?


Provide narrative descriptions of the crash-to-injury surveillance interfaces that enable: verification and validation of EMS information, and identification of inconsistencies between crash and EMS records.


Assessor conclusions: The state currently does not have this capability. They indicate plans are underway to work on overcoming the issue currently preventing this interface. However, they also advised they feel it may be a long and difficult path to obtain interface between the injury surveillance system and the crash system.


1 Responses

received 1

Response rate

100%

Question 63:

Are there automated edit checks and validation rules to ensure that entered data falls within a range of acceptable values and is logically consistent among data elements?


Provide the formal methodology or describe the process by which automated edit checks or validation rules ensure entered data falls within the range of acceptable values and is logically consistent between fields.


Assessor conclusions: Washington has good documentation for valid edits and validation rules for their crash data.


1 Responses

received 1

Response rate

100%

51 | Page

Question 64:

Is limited state-level correction authority granted to quality control staff working with the statewide crash database to amend obvious errors and omissions without returning the report to the originating officer?


Provide the formal methodology or describe the process by which limited state-level correction authority is granted to quality control staff working with the statewide crash database.


Assessor conclusions: Washington has clearly defined their methodology and process for correcting crash data and provided sufficient supporting documentation.


1 Responses

received 1

Response rate

100%

Question 65:

Are there formally documented processes for returning rejected crash reports to the originating officer and tracking resubmission of the report in place?


Provide the formal methodology or describe the process by which rejected crash reports are returned to the originating officer and then resubmitted to the statewide crash database.


Assessor conclusions: Washington has clear narrative and documentation on the process to return crash data to agencies/officers with guidelines if not returned in 30 days.


1 Responses

received 1

Response rate

100%

52 | Page

Question 66:

Are there timeliness performance measures tailored to the needs of data managers and data users?


Provide a complete list of crash system timeliness measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The State has addressed its timeliness problem with great success. This is verified by the supporting documents relating to the Crash Data Improvement Program effort in the state.


1 Responses

received 1

Response rate

100%

Question 67:

Are there accuracy performance measures tailored to the needs of data managers and data users?


Provide a complete list of crash system accuracy measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: On the basis of the very extensive scrutiny and edit checks their crash data undergoes, Washington partially meets the ideal standard. Washington has taken a number of steps like eTRIP, to reduce the opportunity for errors to be introduced. Proving error reduction still requires comparison groups, either pre/post or treatment/control groups. The will and money to do that type of research is lacking in areas where the outcome is already believed to be positive (i.e. electronic data capture, properly executed with front end edit checks, reduces crash reporting errors). Washington has such a high percentage of electronic crash reporting already that efforts toward improving and measuring accuracy may be better spent in areas where development is just getting started. The state has a list of data elements having high priority for completeness. That step is real progress, and a similar list for accuracy should be developed.


1 Responses

received 1

Response rate

100%

53 | Page

Question 68:

Are there completeness performance measures tailored to the needs of data managers and data users?


Provide a complete list of crash system completeness measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: Washington has identified and prioritized the data elements most significant for completeness: edits, reports, and feedback.


1 Responses

received 1

Response rate

100%

Question 69:

Are there uniformity performance measures tailored to the needs of data managers and data users?


Provide a complete list of crash system uniformity measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: Washington has proper laws and policies in place to ensure the uniformity and consistency of data collected across the state.


1 Responses

received 1

Response rate

100%

54 | Page

Question 70:

Are there integration performance measures tailored to the needs of data managers and data users?


Provide a complete list of crash system integration measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The state does not have integration performance measures established for data managers or customers at this time. They are in the process of establishing these measures. However, there is an effort underway to develop a Data Governance Committee that will be responsible for data integration.


1 Responses

received 1

Response rate

100%

Question 71:

Are there accessibility performance measures tailored to the needs of data managers and data users?


Provide a complete list of crash system accessibility measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: There is no clear evidence that the state has accessibility measures for crash. No measures have been provided. However, they have provided detailed information showing they provide crash data to all who request it. This includes state and local agencies along with release to the public and private entities. If the accessibility of crash data is excellent, as reported, the accessibility measures would serve to demonstrate that the crash system is meeting the needs of users. Measures also serve to indicate where excellent performance may sometimes decline or degrade and should be developed and monitored to ensure that good performance is maintained.


1 Responses

received 1

Response rate

100%

55 | Page

Question 72:

Has the state established numeric goals—performance metrics—for each performance measure?


Provide the specific, State-determined numeric goals associated with each performance measure in use.


Assessor conclusions: Washington only has performance measures for completeness and timeliness. However, they continue to work to establish performance measures for Accuracy and Accessibility.


1 Responses

received 1

Response rate

100%

Question 73:

Is there performance reporting that provides specific timeliness, accuracy, and completeness feedback to each law enforcement agency?


Provide a sample report, list of receiving law enforcement agencies, and specify the frequency of issuance.


Assessor conclusions: Washington does have a great timeliness report for law enforcement agencies. However, no report for accuracy or completeness was provided.


1 Responses

received 1

Response rate

100%

Question 74:

Is the detection of high frequency errors used to generate updates to training content and data collection manuals, update the validation rules, and prompt form revisions?


Provide the formal methodology or describe the process by which high frequency errors are used to generate new training content and data collection manuals, update the validation rules, and prompt form revisions.


Assessor conclusions: The state provided evidence that it uses error reports to inform future training content.


1 Responses

received 1

Response rate

100%

56 | Page

Question 75:

Are quality control reviews comparing the narrative, diagram, and coded contents of the report considered part of the statewide crash database's data acceptance process?


Provide the formal methodology or describe the process by which quality control reviews comparing the narrative, diagram, and coded contents of the report are considered part of the statewide crash database's data acceptance process.


Assessor conclusions: Washington has provided a good description of the process by which they compare the narrative, diagram, and coded content.


1 Responses

received 1

Response rate

100%

Question 76:

Are independent sample-based audits periodically conducted for crash reports and related database contents?


Describe the formal audit methodology, provide a sample report or other output, and specify the audits' frequency.


Assessor conclusions: Washington advised it does not currently perform periodic independent sample-based audits for crash reports and related database contents. WSDOT indicates it will perform an audit of certain data issues as they are brought to their attention.


1 Responses

received 1

Response rate

100%

57 | Page

Question 77:

Are periodic comparative and trend analyses used to identify unexplained differences in the data across years and jurisdictions?


Describe the analyses, provide a sample report or other output, and specify the analyses' frequency.


Assessor conclusions: Washington advised the State Department of Transportation (WSDOT) will perform some trend analysis if an issue should arise or be brought to their attention. They provided documentation describing the analyses performed on suspected issues.


1 Responses

received 1

Response rate

100%

Question 78:

Is data quality feedback from key users regularly communicated to data collectors and data managers?


Describe the process for transmitting and utilizing key users' data quality feedback to inform changes.


Assessor conclusions: Washington provided a sufficient description of the feedback process that demonstrates it meets the standard.


1 Responses

received 1

Response rate

100%

58 | Page

Question 79:

Are data quality management reports provided to the TRCC for regular review?


Provide a sample quality management report and specify how frequently they are issued to the TRCC.


Assessor conclusions: Washington crash managers provide data reports to the Traffic Records Committee monthly and during every meeting.


1 Responses

received 1

Response rate

100%

59 | Page

Vehicle The vehicle system is an inventory of data that enables the titling and registration of each vehicle under the State's jurisdiction. Its purpose is to ensure that a descriptive record is maintained and made accessible for each vehicle and vehicle owner operating on public roadways. Ideally, the vehicle system is capable of recording and reporting title data, registration information, and verification of required insurance and should clearly identify both the vehicle itself and the owner or leaseholder. The custodial responsibility of the identification and ownership of vehicles registered in the State of Washington resides with the Washington State Department of Licensing (DOL). The DOL uses Vehicle Identification Number Analysis (VINA) software to validate all 17-digit vehicle identification numbers. The Washington registration documents are barcoded and contain, at a minimum, the 2D standard. Thus, law enforcement officers are able to collect vehicle information in a rapid, accurate manner using barcode readers or scanners. Washington DOL participates in the National Motor Vehicle Title Information System (NMVTIS), and checks the national database automatically prior to issuance of any title. The Washington Administrative Code includes all Washington brands and their definitions and specifically requires that vehicle brands be added according to NMVTIS and other jurisdictions' titles if not included in the NMVTIS data. Washington participates in Performance and Registration Information Systems Management (PRISM) and uses it as a screening tool to ensure commercial carriers responsible for the safe operation of vehicles are identified and vetted. The State's system prevents registering a commercial vehicle with an active out-of-service order. The vehicle data system software validates allowable field entries through the use of embedded edit checks. Washington has an electronic operating guide (e-Guide) that contains information regarding the collection, reporting and posting procedures for registration, title and title brand information to assist their agents and subagents who title and register vehicles. The e-Guide replaced the printed version of the operating guide in 2003. Washington's very detailed Vehicle Process Flow Diagram depicts the flow of information from the Vehicle Field Offices through the various routes to the Vehicle databases. A process flow diagram documents the steps from initial titling or registration to final entry into the statewide vehicle system. The process flow documents exceptions and these exceptions are resolved the same day they are worked. Such process flows are invaluable in determining if data collection and management processes are as efficient as possible or if any steps are unnecessarily repeated. Intermittent review and updating of process flows can provide a continuing improvement process program for the vehicle section. Vehicle system updates occur in real or near real time and the time to process a document from time of arrival in the queue to finish is approximately two days. There should be formal goals regarding timeliness and ways to measure whether or not these goals are being met.

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While there is a procedure for purging records from the vehicle system, no process flow diagram was provided. The narrative lacked specificity and no purge has been conducted in the past seven years. A formal purge schedule, process and corresponding documentation should be established and followed. Washington's vehicle and driver systems are not unified into one system, nor is there mention of any common data elements collected in both systems that would allow for unification or partial unification in the future. The driver and vehicle files are separate and the personal information entered into the vehicle system is different from that used in the driver system. Some of the common pieces of personal information collected (e.g. name and address) are not entered into the vehicle system using the same conventions used in the driver system. Goals should be established to collect the common pieces of personal information using uniform data formats and definitions which would facilitate integration of the two systems. Electronic citation systems read vehicle information from a barcode on the vehicle registration card. If discrepancies are identified during data entry in the crash data system, vehicle records are not flagged for possible updating. A procedure should be put into place that, at a minimum, would ensure that discrepancies are corrected. Washington DOL programs do not allow the update of records until all data fields are complete. This requirement creates an excellent basis for conducting an independent sample-based audit to determine if the completed fields are accurately completed. No comparative or trend analysis has been conducted. Periodic comparative and trend analyses used to identify unexplained differences could be used to set goals and write performance measures. Accessibility by users outside of DOL is extremely limited. Expanding the accessibility of the data and the use of the data for periodic comparative and trend analyses should be explored. Reported integration for the vehicle system is that all title transactions are linked to other systems or files within the agency and that all vehicle title transactions falling within NMVTIS guidelines, are reported to them. There is no integration with the crash, EMS, or driver systems--links from which numerous safety analyses could be drawn. Washington DOL either does not have or has only limited performance measures in place regarding the timeliness, accuracy, completeness, uniformity, integration or accessibility of vehicle records. Measures should be put into place using the Model Performance Measures for State Traffic Records System as a guideline. Quality management reports should be shared with or submitted to the TRC on a regular basis. The submission of the reports could also be used as goals and performance measures for the TRC.

61 | Page

Question 80:

Does custodial responsibility of the identification and ownership of vehicles registered in the State—including vehicle make, model, year of manufacture, body type, and adverse vehicle history (title brands)—reside in a single location?


Provide the custodial agency's name. Question Rank: Somewhat Important Assessor conclusions:

The custodial responsibility of the identification and ownership of vehicles registered in the State of Washington resides with the Washington State Department of Licensing (DOL).


1 Responses

received 1

Response rate

100%

Question 81:

Does the State or its agents validate every VIN with a verification software application?


Describe the circumstances in which the VIN is validated and used. Question Rank: Less Important

Assessor conclusions: The DOL uses a Vehicle Identification Number Analysis (VINA) to validate all 17-digit vehicle identification numbers.


1 Responses

received 1

Response rate

100%

Question 82:

Are vehicle registration documents barcoded—using at a minimum the 2D standard—to allow for rapid, accurate collection of vehicle information by law enforcement officers in the field using barcode readers or scanners?


Provide a sample document, and identify the information encoded. Question Rank: Very Important

Assessor conclusions: The Washington registration documents are barcoded and contain the 2D standard.


1 Responses

received 1

Response rate

100%

62 | Page

Question 83:

Does the vehicle system provide title information data to the National Motor Vehicle Title Information System (NMVTIS) at least daily?


Explain how and how often the State uploads data to NMVITS, specifying the manner of transmittal and its frequency (e.g., real-time, nightly, weekly).


Assessor conclusions: Washington participates in NMVTIS and sends updates to the system twice each day.


1 Responses

received 1

Response rate

100%

Question 84:

Does the vehicle system query the National Motor Vehicle Title Information System (NMVITS) before issuing new titles?


Provide the NMVITS query processing instructions or provide a screen print of the query tool.


Assessor conclusions: The NMVTIS system is accessed by the State before any title is issued.


1 Responses

received 1

Response rate

100%

Question 85:

Does the State incorporate brand information on the vehicle record that are recommended by AAMVA and/or received through NMVTIS, whether or not the brand description matches the State's brand descriptions?


Provide the list of the State's title brands and their definitions. Question Rank: Very Important

Assessor conclusions: The state uses the AAMVA title brands and incorporates all brands from other states and from NMVTIS queries in its vehicle records.


1 Responses

received 1

Response rate

100%

63 | Page

Question 86:

Does the State participate in the Performance and Registration Information Systems Management (PRISM) program?


Provide the PRISM processing instructions or a screen print. Question Rank: Very Important

Assessor conclusions: The state participates in the Performance and Registration Information Systems Management (PRISM) Program for commercial carriers and provided a screen print of its query tool.


1 Responses

received 1

Response rate

100%

Question 87:

Does the vehicle system have a documented definition for each data field?


Provide a narrative description of the data dictionary and provide an extract. Question Rank: Somewhat Important Assessor conclusions:

The data dictionary provided shows a definition for each data field.


1 Responses

received 1

Response rate

100%

Question 88:

Does the vehicle system include edit check and data collection guidelines that correspond to the data definitions?


Provide a narrative description of the data dictionary's edit check and data collection guidelines and provide an extract.


Assessor conclusions: Information was provided showing edit checks and data collection guidelines.


1 Responses

received 1

Response rate

100%

64 | Page

Question 89:

Are the collection, reporting, and posting procedures for registration, title, and title brand information formally documented?


Provide a narrative description of the data dictionary's procedure for applying title brands and provide a copy of the brands applied.


Assessor conclusions: A narrative description of the data dictionary's procedure for applying title brands and documentation was provided.


1 Responses

received 1

Response rate

100%

Question 90:

Is there a process flow diagram describing the vehicle data system?


Provide the process flow diagram. Question Rank: Somewhat Important Assessor conclusions:

A "High Level Vehicle Process Flow Diagram," was provided that depicted the flow of information from the Vehicle Field Offices through the various routes to the Vehicle Databases.


1 Responses

received 1

Response rate

100%

65 | Page

Question 91:

Does the vehicle system flag or identify vehicles reported as stolen to law enforcement authorities?


Provide a narrative description of the procedures for flagging and identifying vehicles reported as stolen. Provide the appropriate excerpt from the instruction manual.


Assessor conclusions: The state meets the Advisory standard for entering stolen vehicle information into the vehicle database.


1 Responses

received 1

Response rate

100%

Question 92:

If the vehicle system does flag or identify vehicles reported as stolen to law enforcement authorities, are these flags removed when a stolen vehicle has been recovered or junked?


Provide a narrative description of how the flags are removed. Provide the appropriate excerpt from the instruction or procedures manual.


Assessor conclusions: If a vehicle is listed as stolen, the flag is removed once notified the vehicle has been recovered.


1 Responses

received 1

Response rate

100%

Question 93:

Does the State record and maintain the title brand history (previously applied to vehicles by other States)?


Provide a narrative description of how title brand information is applied. Question Rank: Very Important

Assessor conclusions: The Department of Licensing adds title brand history from brands in NMVTIS/AAMVA database to the record.


1 Responses

received 1

Response rate

100%

66 | Page

Question 94:

Are the steps from initial event (titling, registration) to final entry into the statewide vehicle system documented in a process flow diagram?


Provide the process flow diagram. If diagram does not exist, provide a narrative describing the process in detail.


Assessor conclusions: Titling and registration processes are captured in process flow diagrams and narrative provided by the state.


1 Responses

received 1

Response rate

100%

Question 95:

Is the process flow diagram or narrative annotated to show the time required to complete each step?


Provide the process flow diagram. If diagram does not exist, provide a narrative describing the process in detail.


Assessor conclusions: The state explains that the vehicle system updates are done in real or near real time and the time to process a document from time of arrival into the queue to finish is approximately 2 days. Time frames for each step in the process could be used to develop timeliness measures and could be monitored over time to ensure that the timeliness is static or improving rather than degrading. Loss of timeliness can be subtle if incremental and failure to monitor regularly makes mitigation of issues more difficult when the degradation is finally discovered.


1 Responses

received 1

Response rate

100%

67 | Page

Question 96:

Does the process flow diagram or narrative show alternative data flows and timelines?


Provide the process flow diagram that specifies alternative data flows and timelines. If diagram does not exist, provide a narrative describing the process in detail.


Assessor conclusions: The process flow for exceptions is documented and the goal is to resolve and release exceptions the same day they are worked. This goal is usually met.


1 Responses

received 1

Response rate

100%

Question 97:

Does the process flow diagram or narrative include processes for error correction and error handling?


Provide the process flow diagram that specified the processes for error correction and error handling. If diagram does not exist, provide a narrative describing the process in detail.


Assessor conclusions: The error processes were well explained and thorough.


1 Responses

received 1

Response rate

100%

68 | Page

Question 98:

Does the process flow diagram or narrative explain the timing, conditions, and procedures for purging records from the vehicle system?


Provide the process flow diagram that specifies the schedule and process for purging records. If diagram does not exist, provide a narrative describing the process in detail.


Assessor conclusions: The state indicates it has a process for purging records; however, no process flow diagram was provided. The description lacks specificity. A formal purge schedule, process and corresponding documentation should be established and followed.


1 Responses

received 1

Response rate

100%

Question 99:

Are the driver and vehicle files unified in one system?


Provide a narrative description of the unified system's main components and identify the variables that link the vehicle and driver files.


Assessor conclusions: The response indicates that the vehicle and driver systems are not unified into one system. There do not appear to be any common data elements collected in both systems that would allow for unification or partial unification in the future.


1 Responses

received 1

Response rate

100%

69 | Page

Question 100:

If the driver and vehicle files are separate, is personal information entered into the vehicle system using the same conventions used in the driver system?


When the driver and vehicle systems are separate, provide extracts from the driver and vehicle system manuals detailing the data entry conventions for each.


Assessor conclusions: The driver and vehicle files are separate and the personal information entered into the vehicle system is different from that used in the driver system. Some of the common personal information collected (e.g. name and address) are not entered into the vehicle system using the same conventions used in the driver system.


1 Responses

received 1

Response rate

100%

Question 101:

Can vehicle system data be used to verify and validate the vehicle information during initial creation of a citation or crash report?


Provide a narrative description of the procedures governing the use of vehicle system data to verify and validate vehicle information during initial creation of a citation or crash report. ALTERNATIVE EVIDENCE: Describe how the vehicle system is accessed, if it is, to validate and verify vehicle information during crash report creation.


Assessor conclusions: Electronic citation systems read vehicle information from a barcode on the vehicle registration card, but they do not have live connection to the department of licensing. This means that when information on the registration document is outdated, it is captured onto citation and crash forms inaccurately.


1 Responses

received 1

Response rate

100%

70 | Page

Question 102:

When discrepancies are identified during data entry in the crash data system, are vehicle records flagged for possible updating?


Provide an appropriate extract from the vehicle system manual that details the process for addressing a record flagged by the crash system.

Question Rank: Less Important

Assessor conclusions: If discrepancies are identified during data entry in the crash system, vehicle records are not flagged for possible updating. A procedure should be put into place requiring, at a minimum, that notification is made so that discrepancies may be corrected by the vehicle system managers if appropriate.


1 Responses

received 1

Response rate

100%

Question 103:

Are VIN, title number, and license plate number the key variables used to retrieve vehicle records?


Identify the key variables used to retrieve vehicle records. Question Rank: Very Important

Assessor conclusions: Plate number, VIN and last name are used as primary and secondary search criteria within the vehicle database.


1 Responses

received 1

Response rate

100%

Question 104:

Is the vehicle system data processed in real-time?


Provide a narrative statement explaining the answer. Question Rank: Very Important

Assessor conclusions: Vehicle transactions are posted in real or near real time.


1 Responses

received 1

Response rate

100%

71 | Page

Question 105:





Assessor conclusions: The response indicated that both the Vehicle Field System and Vehicle Headquarters System have edits at time of data entry. However, it was stated that "most" input fields are verified against business rules stored in the program.


1 Responses

received 1

Response rate

100%

Question 106:

Is limited state-level correction authority granted to quality control staff working with the statewide vehicle system to amend obvious errors and omissions?


Name the authority that allows quality control staff authority to correct the statewide vehicle database.


Assessor conclusions: Corrections to vehicle data are made by designated staff members who have had specific training.


1 Responses

received 1

Response rate

100%

72 | Page

Question 107:



Provide a complete list of vehicle system timeliness measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: Timeliness performance measures do not exist. Goals were noted and these could be incorporated into formal performance measures.


1 Responses

received 1

Response rate

100%

Question 108:



Provide a complete list of vehicle system accuracy measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: There are no accuracy performance measures in place. Performance measures relating to amount of time to complete the exception report or the number of exceptions reported are potential measures.


1 Responses

received 1

Response rate

100%

73 | Page

Question 109:



Provide a complete list of vehicle system completeness measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: Because the system program does not allow updates to records until all data fields are complete, completeness performance measures become redundant. Other measures of completeness are less obvious, such as vehicles operated and domiciled within the state that are not registered or titled in Washington.


1 Responses

received 1

Response rate

100%

Question 110:



Provide a complete list of vehicle system uniformity measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The only vehicle system uniformity measure offered was the linking to VINA for standardizing the vehicle make/model/year information based on VIN. Other uniformity measures could include specific conventions in data collection, such as name of owner, which would be helpful in linking to the driver system if the two systems had more uniform data element standards.


1 Responses

received 1

Response rate

100%

74 | Page

Question 111:



Provide a complete list of vehicle system integration measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The only integration performance measure provided was that all title transactions are linked to other systems or files within the agency and that all vehicle title transactions that fall in the guidelines of NMVTIS are reported to them. In regard to traffic safety, integration and links should be to other core traffic records data systems -- driver, citation/adjudication, crash, roadway or Injury surveillance.


1 Responses

received 1

Response rate

100%

Question 112:



Provide a complete list of vehicle system accessibility measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The state response lacks a complete list of vehicle system accessibility measures and the most current baseline and actual values for each.


1 Responses

received 1

Response rate

100%

75 | Page

Question 113:





Assessor conclusions: In terms of performance metrics and numeric goals, only an internal 5% examination rate for all title work processed statewide was identified and tracked only if meeting that goal. A contract with the County Auditor's Office requires their office and their contracted officer to have a 95% accuracy/completeness rate. Numeric goal performance metrics appear to be informal and need to be placed into formal performance measures that are regularly monitored and shared.


1 Responses

received 1

Response rate

100%

Question 114:



Provide the formal methodology or describe the process by which high frequency errors are used to generate new training content and data collection manuals, update the validation rules, and prompt form revisions.


Assessor conclusions: The state provided a good explanation of how data is collected and used to improve training, manuals, and the user guide.


1 Responses

received 1

Response rate

100%

76 | Page

Question 115:

Are independent sample-based audits conducted periodically for vehicle reports and related database contents for that record?




Assessor conclusions: No independent sample-based audits have been conducted for vehicle reports and related database contents for the record. Scheduled audits could be used to establish performance measures and the results from these audits should be used to enhance performance measures and develop new goals and measures. Audits should be conducted based on the level of risk of the transaction.


1 Responses

received 1

Response rate

100%

Question 116:





Assessor conclusions: No comparative or trend analysis has been completed. Periodic comparative and trend analyses used to identify unexplained differences could be used to set goals and write performance measures.


1 Responses

received 1

Response rate

100%

77 | Page

Question 117:





Assessor conclusions: The process for use of data quality feedback from key users was well explained.


1 Responses

received 1

Response rate

100%

Question 118:





Assessor conclusions: No quality management reports are shared or submitted to the Traffic Records Committee (TRC) for the vehicle data. Simple reports should be provided to the TRC on a regular basis. The submission of the reports could also be used as goals and performance measures for the TRC.


1 Responses

received 1

Response rate

100%

78 | Page

Driver Driver system data should ensure that each person licensed to drive has one identity, one license to drive, and one record. In Washington, the custodial responsibility for the driver system--including commercially-licensed drivers--does not reside in a single location. Washington has two separate systems, a Driver Headquarters System (DHS) and an external Driver Field System (DFS). Even though the custodial responsibility for the driver system in Washington is currently shared, it is commendable that the State is able to meet or partially meet many of the critical elements of an ideal driver data system. The Washington driver data system captures and retains most of the critical driver history information, including the dates of original issuance for all permits, licenses, endorsements, and changes in license status, and it interfaces appropriately with the National Driver Register, the Problem Driver Pointer System, the Commercial Driver License Information System, the Social Security On-line Verification System and the Systematic Alien Verification for Entitlements. The State's DUI data system, however, cannot be linked electronically to the driver system. The contents of Washington's driver data system are generally well-documented. All valid field values, including null codes, were documented in the data dictionary. Appropriate edit checks and data collection guidelines appear to be in place for each data element, along with guidance on how and when the data dictionary is updated. The Washington Department of Licensing (DOL) provided documentation describing the process flow for licensing, permitting and endorsement issuance. In addition, the DOL maintains accurate and up-to-date documentation detailing the reporting and recording of relevant citations and convictions as well as changes in license status. It appears that the Washington DOL License Integrity Unit has outstanding procedures in place to detect possible identity fraud. The Facial Recognition System (FRS) is a program used to detect customers using more than one identity. FRS is a tool using a daily automated scrub, and the actual determination of fraud is made by an individual investigator reviewing the records. While it was reported that the DOL had a process in place to detect internal fraud by individual users or examiners, it was also stated that the DOL does not monitor for internal fraud. However, it was noted that if internal fraud (reported from either internal or external sources) is suspected, the performance of the individual in question will be monitored for any inappropriate activity. There are no procedures in place to ensure that driver system custodians track access and release of driver information adequately. It is important that the driver system interfaces with other traffic records systems to enhance data quality and support the driver system’s critical business processes. Currently, the Washington driver system is not linked with the State’s crash or citation systems. On the other hand, the State's adjudication system can be linked to the driver system electronically. The DOL uses the Internet Query System portal. The DOL is responsible for the portal and the linking fields. The DOL has the capability and authority to grant law enforcement, courts, and other state personnel access to information in the Washington driver system. The Washington State Police

79 | Page

assist DOL with the driver system information authorization process for other law enforcement and other state personnel. The DOL utilizes a State government secure access portal to allow access for court personnel. Data quality control programs are essential for the driver data system. A formal, comprehensive driver data quality management program’s review protocols cover the entire process—the collection, submission, processing, posting, and maintenance of driver data. The Washington DOL has a comprehensive data quality management program for the driver system. There are automated edit checks and validation rules to ensure entered data falls within a range of acceptable values and is logically consistent among data elements. High frequency errors in the driver data system are used to generate updates to training content and data collection manuals and also updates to the validation rules. In addition, independent sample-based audits are conducted periodically for the driver reports and related database contents. Periodic comparative and trend analyses are used to identify unexplained differences in the data across years and jurisdictions. Data quality feedback from key users is communicated to data collectors and data managers regularly. Data quality management reports are routinely provided to the Traffic Records Committee for quarterly reviews that show data elements received for both paper and electronic citation and crash data. This information is used to help identify problem areas for data quality improvement. The Washington driver system has many elements in place to frame an excellent driver records system as a component of a comprehensive State Traffic Records System. This assessment identified the following areas of opportunity for improvement: In order for the DUI system to be of maximum value to public safety, it must be linked to the driver system and include information about sanctions, education and therapy, ignition interlock requirements, and recidivism rates and BAC levels. With marijuana legalization in the state, such a linkage will help the state to determine the impact of marijuana use on impaired driving arrests within the state. The system should prevent reinstatement of the driving privilege of those who may be subject to court-ordered sanctions and administrative sanctions before compliance is determined. A comprehensive DUI tracking system would serve the state well in providing analytical data during this period of transition. Internal fraud in driver licensing must be addressed proactively. The driver licensing system should be programmed to flag irregularities in license issuance by a single license examiner or within an office, including time of day, day of week, type of identity documentation presented, for example. The facial recognition system is effective in preventing a great deal of applicant fraud but internal fraud is more insidious and difficult to prevent and the system must be designed to uncover practices that indicate fraud is likely. In the same vein, it is imperative that system access and release of personal driver information is formally documented, particularly in light of the severe penalties for violation of federal and state laws protecting such information and the documentation of record release that is mandated statutorily. Development of performance measures for the driver system, including timeliness, accuracy, completeness, uniformity, integration and accessibility can help managers to gauge the system's

80 | Page

effectiveness and vulnerabilities, and also determine employee's efficiency. The system should be monitored through the development and use of such measures. Integration with other core traffic record data systems is limited and efforts can be made to standardize common data elements among the various traffic records systems to facilitate linkages and integration. Question 119:

Does custodial responsibility for the driver system—including commercially—licensed drivers reside in a single location?


Provide a narrative identifying the custodial agency. Question Rank: Very Important

Assessor conclusions: The custodial responsibility of the driver system, including commercially licensed drivers, does not reside in a single location. The reason for this is that Washington has two separate systems. They have a Driver Headquarters System and an external system.


1 Responses

received 1

Response rate

100%

Question 120:

Can the State's DUI s data system be linked electronically to the driver system?


Provide a narrative explanation of a State's linking protocols that demonstrated how a citation on the DUI data system is linked to a record on the driver system. Include identification of the linkage portal and organizations responsible for maintaining the link and the linking fields used.


Assessor conclusions: The State's DUI data system cannot be linked electronically to the driver system. Multiple state agencies provide information to a record within the driver system. There are several state agencies that provide information to the system. Washington courts do not have the ability to transmit DUI data electronically, so no linkage can occur.


1 Responses

received 1

Response rate

100%

81 | Page

Question 121:

Does the driver system capture novice drivers' training histories, including provider names and types of education (classroom or behind-the-wheel)?


Provide a narrative documenting the availability of novice driver training history (including motorcycle and commercial license training), and specify the pertinent data fields and audit checks in the data dictionary or provide a sample system report.


Assessor conclusions: The driver system does not capture novice driver training histories, including provider names and types of education (classroom or behind-the-wheel). However, the driver system does capture the school that the novice driver attended, which includes an approved curriculum. Pertinent data fields and audit checks in the data dictionary or a sample system report were not provided.


1 Responses

received 1

Response rate

100%

Question 122:

Does the driver system capture drivers' traffic violation and/or driver improvement training histories, including provider names and types of education (classroom or behind-the-wheel)?


Provide a narrative documenting the availability of traffic violation and/or driver improvement training history, including motorcycle and commercial license training, by specifying the pertinent data fields and audit checks in the data dictionary or provide a sample report.


Assessor conclusions: The driver system captures the traffic violations but does not currently capture driver improvement training history. No indication was given to indicate if motorcycle or Commercial Driver License training is captured. Traffic schools for already-licensed drivers are not offered.


1 Responses

received 1

Response rate

100%

82 | Page

Question 123:

Does the driver system capture and retain the dates of original issuance for all permits, licensing, and endorsements (e.g., learner's permit, provisional license, commercial driver's license, motorcycle license)?


Provide a narrative documenting the availability of original issuance dates for all permits, licensing, and endorsements by specifying the pertinent data fields and audit checks in the data dictionary or provide a sample report.


Assessor conclusions: The driver system captures and retains the dates of original issuance for all permits, licenses, and endorsements. They capture commercial driver's license, a basic driver's license, motorcycle license, and commercial/motorcycle permits. In the case of the basic learner's permit, the issuance date is only captured as long as it is the only document issued.


1 Responses

received 1

Response rate

100%

Question 124:

Is driver information maintained in a manner that accommodates interaction with the National Driver Register's Problem Driver Pointer System (PDPS) and the Commercial Driver's License Information System (CDLIS)?


Demonstrate functional integration with the PDPS and CDLIS. AAMVA audit reports can be provided as supporting documentation.


Assessor conclusions: The driver information is maintained in a manner that accommodates interaction within the National Driver Register's Problem Driver Pointer System and the Commercial Driver License Information System.


1 Responses

received 1

Response rate

100%

83 | Page

Question 125:

Are the contents of the driver system documented with data definitions for each field?


Provide, at a minimum, a table of contents and sample elements from the data dictionary or a sample data dictionary report.


Assessor conclusions: Contents of the driver system are documented with data definitions for each field. A table of contents and sample elements from the data dictionary were provided.


1 Responses

received 1

Response rate

100%

Question 126:

Are all valid field values—including null codes—documented in the data dictionary?


Provide sample valid data field values from the data dictionary. Question Rank: Very Important

Assessor conclusions: All valid field values, including null codes, are documented in the data dictionary that was provided.


1 Responses

received 1

Response rate

100%

Question 127:

Are there edit checks and data collection guidelines for each data element?


Provide an example edit check and data collection guideline. Question Rank: Very Important

Assessor conclusions: Washington indicated in the narrative that edit checks and data collection guidelines for each data element are hard-coded within the drivers headquarters system within the specific programs. However, no examples of edit checks and data collection guidelines were provided as supporting evidence.


1 Responses

received 1

Response rate

100%

84 | Page

Question 128:

Is there guidance on how and when to update the data dictionary?


Provide a narrative explanation of the controls and procedures that ensure the data dictionary is kept up to date.


Assessor conclusions: Guidance is received from AAMVA, FMCSA and Washington State legislation regarding when to update the data dictionary. There are no specific controls because the updating is "automated" whenever new information is received. The agency updates the data dictionary automatically.


1 Responses

received 1

Response rate

100%

Question 129:

Does the custodial agency maintain accurate and up to date documentation detailing the licensing, permitting, and endorsement issuance procedures (manual and electronic, where applicable)?


Provide a process flow document for this specific process area, or provide a narrative explaining how these processes are documented and how that documentation is maintained. Include the percentage of reporting that is accomplished manually and electronically.


Assessor conclusions: Written documentation of the process flow for licensing, permitting and endorsement issuance was submitted. A Record Application Document was provided that showed how these processes are documented and how that documentation is maintained.


1 Responses

received 1

Response rate

100%

85 | Page

Question 130:

Does the custodial agency maintain accurate and up to date documentation detailing the reporting and recording of relevant citations and convictions (manual and electronic, where applicable)?




Assessor conclusions: The DOL maintains accurate and up to date documentation detailing the reporting and recording of relevant citations and convictions. Procedure manuals show step by step how to enter conviction data and are reviewed and updated on a regular basis. A copy of the Electronic Traffic Information Processing (E-TRIP) manual detailing both the processing of citations electronically and manually was provided. No percentage of electronic or manually completed citation and convictions was provided.


1 Responses

received 1

Response rate

100%

Question 131:

Does the custodial agency maintain accurate and up to date documentation detailing the reporting and recording of driver education and improvement course (manual and electronic, where applicable)?




Assessor conclusions: The response indicated that the Department of Licensing maintains accurate and up to date documentation detailing the reporting and recording of driver education and improvement courses (manual and electronic, where applicable) and that the Business and Professions Division (BPD) performs audits. However, no percentage of reporting accomplished manually and electronically was provided as requested.


1 Responses

received 1

Response rate

100%

86 | Page

Question 132:

Does the custodial agency maintain accurate and up to date documentation detailing the reporting and recording of other information that may result in a change of license status (manual and electronic, where applicable)?




Assessor conclusions: The Washington Department of Licensing maintains accurate and up to date documentation detailing the reporting and recording of other information that may result in a change of license status. The Action Reason Code Table provided listed the various codes related to all changes in license status. However, no process flow document or narrative describing these processes was provided. Neither was the percentage of reporting that is accomplished manually and electronically.


1 Responses

received 1

Response rate

100%

Question 133:

Does the custodial agency maintain accurate and up to date documentation detailing any change in license status (e.g., sanctions, withdrawals, reinstatement, revocations, and restrictions)?


Provide a narrative or flow diagram describing the processes and procedures governing the actual change to the license status, including timelines for each type of change.


Assessor conclusions: The DOL maintains accurate and up to date documentation detailing any change in license status. This is completed via the data microfiche database. A detailed microfiche database manual was provided.


1 Responses

received 1

Response rate

100%

87 | Page

Question 134:

Is there a process flow diagram that outlines the driver data system's key data process flows, including inputs from other data systems?


Provide the process flow diagram. Question Rank: Very Important

Assessor conclusions: The response indicated that the Department of Licensing maintains accurate and up to date documentation detailing the reporting and recording of driver education and improvement courses (manual and electronic) and that the Business and Professions Division (BPD) performs audits.


1 Responses

received 1

Response rate

100%

Question 135:

Are the processes for error correction and error handling documented for: license, permit, and endorsement issuance; reporting and recording of relevant citations and convictions; reporting and recording of driver education and improvement courses; and reporting and recording of other information that may result in a change of license status?


Provide the documentation or flow diagram that describes the processes and procedures for error correction and error handling in each of the listed process areas.


Assessor conclusions: There are processes for error correction and error handling documented for: license, permit, and endorsement issuance; reporting and recording of relevant citations and convictions; and reporting and recording of other information that may result in a change of license status. The Record Response Procedures Manual provided detailed descriptions of these actions.


1 Responses

received 1

Response rate

100%

88 | Page

Question 136:

Are there processes and procedures for purging data from the driver system documented?


Provide the documentation or flow diagram that describes the processes and procedures for purging data and the timelines for these actions.


Assessor conclusions: Processes and procedures for purging data from the driver system are documented. The Record Response Procedures Manual provided information and details describing the purging of data from the driver system.


1 Responses

received 1

Response rate

100%

Question 137:

In States that have the administrative authority to suspend licenses based on a DUI arrest independent of adjudication, are these processes documented?


Provide the documentation or flow diagram that describes the processes and procedures for administrative license suspension.


Assessor conclusions: The administrative authority to suspend licenses based on a DUI arrest independent of adjudication processes is documented. The information is based on arrest reports received from law enforcement for alcohol/drug, THC and refusals to submit to breath/blood testing. A Mandatory Suspension Manual provided explanations of each suspension action, codes for those suspensions, and driver record information details.


1 Responses

received 1

Response rate

100%

89 | Page

Question 138:

Are there established processes to detect false identity licensure fraud?


Provide a narrative describing the systems or processes used to detect individuals attempting licensure under a new identity.


Assessor conclusions: The License Integrity Unit has procedures in place to detect fraud. The Facial Recognition System (FRS) is a program used to detect customers using more than one identity. FRS is a tool and the actual determination of fraud is made by an investigator reviewing the records. Facial Recognition operates in several ways: the entire database was scrubbed, all new applications are checked against the database and new investigations use the system. Other Department of Licensing programs can be used to detect fraud such as searches and reviewing photos in photo verification. Allegations of possible fraud are also received from law enforcement agencies, victims and DOL field staff.


1 Responses

received 1

Response rate

100%

Question 139:

Are there established processes to detect internal fraud by individual users or examiners?


Provide a narrative describing the systems or processes used to detect internal fraud by individual users or examiners.


Assessor conclusions: The Washington Department of Licensing has established processes to detect internal fraud by individual users or examiners. The DOL does not regularly monitor for internal fraud; however, if internal fraud (reported from either from internal or external sources) is suspected, that individual's performance will be monitored for any inappropriate activity.


1 Responses

received 1

Response rate

100%

90 | Page

Question 140:

Are the established processes to detect CDL fraud (including hazmat endorsements)?


Provide a narrative describing the systems or processes used to detect commercial driver's license fraud, including for hazmat endorsements.


Assessor conclusions: No description of the systems or processes used to detect fraud by commercial driver license applicants was provided. The response only addressed the Hazmat endorsement where it was noted that all applications require verifications with a clearance date from the Transportation Security Administration and all Hazmat applicants are required to successfully complete a Hazmat knowledge test first.


1 Responses

received 1

Response rate

100%

Question 141:

Are there policies and procedures for maintaining appropriate system and information security?


Provide copies of the relevant policies and procedure manuals. Question Rank: Very Important

Assessor conclusions: The Department of Licensing Information Technology Security Program provides a safe and secure environment for protecting the confidentiality, integrity and availability of Agency information and resources. A copy of the detailed IT Security Policy Manual was provided as evidence.


1 Responses

received 1

Response rate

100%

91 | Page

Question 142:

Are there procedures in place to ensure that driver system custodians track access and release of driver information adequately?


Provide copies of the relevant procedures or manuals. Question Rank: Very Important

Assessor conclusions: There are no procedures in place to ensure that driver system custodians track access and release of driver information adequately.


1 Responses

received 1

Response rate

100%

Question 143:

Can the State's crash system be linked to the driver system electronically?


Provide a narrative explanation of a State's linkage protocols that demonstrates how records in the crash system are linked to the driver record. Include identification of the linkage portal and the organization responsible for maintaining the link and the linking fields used.


Assessor conclusions: The State's crash system is not linked to the driver system electronically. There is a reference that anyone can look-up a collision by report number but it is not linked electronically to the driver system.


1 Responses

received 1

Response rate

100%

92 | Page

Question 144:

Can the State's citation system be linked to the driver system electronically?


Provide a narrative explanation of a State's linkage protocols that demonstrates how records in the citation system are linked to the driver record. Include identification of the linkage portal and the organization responsible for maintaining the link and the linking fields used.


Assessor conclusions: The State's citation system is not linked to the driver system electronically.


1 Responses

received 1

Response rate

100%

Question 145:

Can the State's adjudication system be linked to the driver system electronically?


Provide a narrative explanation of a State's linkage protocols that demonstrates how records in the adjudication system are linked to the driver record. Include identification of the linkage portal and the organization responsible for maintaining the link and the linking fields used.


Assessor conclusions: The State's adjudication system can be linked to the driver system electronically. The Department of Licensing (DOL) uses the Internet Query System portal. The DOL is responsible for the portal and the linking fields.


1 Responses

received 1

Response rate

100%

93 | Page

Question 146:

Is there an interface link between the driver system and: the Problem Driver Pointer System, the Commercial Driver Licensing System, the Social Security Online Verification system, and the Systematic Alien Verification for Entitlement system?


Provide a narrative description of the policy for checking the PDPS, CDLIS, SSOLV, and SAVE for licensing commercial and non-commercial drivers (both original issuances and renewals).


Assessor conclusions: There is an interface link between the driver system and the Problem Driver Pointer System, the Commercial Driver License Information System, the Social Security Online Verification System, and the Systematic Alien Verification for Entitlements. This interface link is actually a program within the Drivers Headquarters System.


1 Responses

received 1

Response rate

100%

Question 147:

Does the custodial agency have the capability to grant authorized law enforcement personnel access to information in the driver system?


Provide a narrative description of the protocols granting authorized law enforcement personnel access to information in the driver system.


Assessor conclusions: The Department of Licensing agency has the capability to grant authorized law enforcement personnel access to information in the driver system. The Washington State Police is responsible for this portal, called OMNIX. Information detailing the specific protocols was not provided.


1 Responses

received 1

Response rate

100%

94 | Page

Question 148:

Does the custodial agency have the capability to grant authorized court personnel access to information in the driver system?




Assessor conclusions: The Department of Licensing agency has the capability to grant authorized court personnel access to information in the driver system.


1 Responses

received 1

Response rate

100%

Question 149:

Does the custodial agency have the capability to grant authorized personnel from other States access to information in the driver system?




Assessor conclusions: The Department of Licensing agency has the capability to grant authorized personnel from other States access to information in the driver system. This is done through Washington State Police and the National Law Enforcement Telecommunication System (NLETS).


1 Responses

received 1

Response rate

100%

95 | Page

Question 150:

Is there a formal, comprehensive data quality management program for the driver system?


Provide a narrative description of the driver system's data quality management programs and the most recent data quality reports issued.


Assessor conclusions: There is a formal, comprehensive data quality management program for the driver system. The Department of Licensing uses datamart/DSD drivers as their quality management program. There was no sample report available.


1 Responses

received 1

Response rate

100%

Question 151:

Are there automated edit checks and validation rules to ensure entered data falls within a range of acceptable values and is logically consistent among data elements?




Assessor conclusions: There are automated edit checks and validation rules to ensure entered data falls within a range of acceptable values and is logically consistent among data elements. A 2010 draft sample document of the electronic ticketing system business rules was provided. The table in the document indicated the data elements from an Infraction, a Complaint/Citation, the Deferred Prosecution Order, and other data required by the Department of Licensing.


1 Responses

received 1

Response rate

100%

96 | Page

Question 152:



Provide a complete list of driver system timeliness measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: There are no timeliness performance measures tailored to the needs of data managers and data users.


1 Responses

received 1

Response rate

100%

Question 153:



Provide a complete list of driver system accuracy measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: There are no accuracy performance measures tailored to the needs of data managers and data users.


1 Responses

received 1

Response rate

100%

Question 154:



Provide a complete list of driver system completeness measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: There are no completeness performance measures tailored to the needs of data managers and data users.


1 Responses

received 1

Response rate

100%

97 | Page

Question 155:



Provide a complete list of driver system uniformity measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: There are no uniformity performance measures tailored to the needs of data managers and data users.


1 Responses

received 1

Response rate

100%

Question 156:



Provide a complete list of driver system integration measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The Department of Licensing does not have integration performance measures tailored to the needs of data managers and data users.


1 Responses

received 1

Response rate

100%

Question 157:



Provide a complete list of driver system accessibility measures the State uses, including the most current baseline and actual values for each.


Assessor conclusions: The Department of Licensing does not have accessibility performance measures tailored to the needs of data managers and data users.


1 Responses

received 1

Response rate

100%

98 | Page

Question 158:





Assessor conclusions: The Department of Licensing has not established numeric goals - performance metrics - because there are no performance measures.


1 Responses

received 1

Response rate

100%

Question 159:



Provide the formal methodology or describe the process by which high frequency errors are used to generate new training content and data collection manuals, update the validation rules, and prompt revisions.


Assessor conclusions: High frequency errors are used to generate updates to training content and data collection manuals, update the validation rules and prompt form revisions. A sample of types of errors monitored in order to update the validation rules was provided.


1 Responses

received 1

Response rate

100%

99 | Page

Question 160:

Are independent sample-based audits conducted periodically for the driver reports and related database contents for that record?




Assessor conclusions: Independent sample-based audits are conducted periodically for the driver reports and related database contents. The sample provided was a weekly report for all DUI convictions sent from one court. No formal audit methodology, audit frequency or sample audit report was provided.


1 Responses

received 1

Response rate

100%

Question 161:





Assessor conclusions: Periodic comparative and trend analyses are used to identify unexplained differences in the data across years and jurisdictions. The sample of the Department of Licensing's electronic citation dispositions received and processed from 2007 through 2013 provided no frequency for these generated types of reports and nothing involving jurisdictions.


2 Responses

received 2

Response rate

100%

100 | Page

Question 162:





Assessor conclusions: Data quality feedback from key users is communicated to data collectors and data managers regularly. This is done by phone, fax or email. Assigned staff are responsible for 24/7 communication availability.


1 Responses

received 1

Response rate

100%

Question 163:





Assessor conclusions: Data quality management reports are provided to the Traffic Records Committee (TRC) for quarterly reviews and include data elements received for both paper and electronic citation and collision data. This information is used to help identify problem areas for data quality improvement. DOL provides data quality management reports quarterly to the TRC. A sample Power-point presentation to TRC with e-citations, dispositions and e-collision information was provided.


2 Responses

received 2

Response rate

100%

101 | Page

Roadway The State's roadway data system is the basis for being able to develop an enterprise data system allowing engineers to evaluate and assess current and potential safety problems along, not only the state-maintained network, but all public roadways. This roadway data in addition to crash, driver and vehicle data provides the ability to make sound engineering decisions regarding design, operation and safety of the state's roadway network. In the Moving Ahead for Progress in the 21st Century Act (MAP 21), the importance has been recognized of using multiple data sources to understand highway safety issues. Resource allocation for safety should be based on effective decision-making. With MAP 21 it was to be understood states would move forward in capturing and inventorying data for all public roadways, not just state-maintained roadways. This is an enormous task, but for a state to fully realize and understand their problems, a need exists for a complete and accurate inventory of all roadway attributes. With usually limited resources available, smart decisions are required. Washington has a base map for its state maintained roads (8%) and those others that are required for HPMS submittals. However, the other roadways are handled by either the CRAB System (County Roads) or the localities. This makes for a difficult process of completing statewide safety studies. There is no enterprise system of roads available and only by using various linkages can one begin to see a whole picture. Washington has the ability to locate point data to only the state-maintained portions of the roadway system. Unfortunately, in many cases, these are datasets maintained in so- called silos and not directly linked. The State does not possess an enterprise solution at this time. For the state maintained roadway system, Washington, through linkages and referencing systems that are compatible, has attribute data to be used for safety analyses and reporting. There is minimal documentation to describe the systems available at this time or programs in some areas to meet the ideal roadway data system outlined in the "Traffic Records Program Advisory". This review of Washington's current practice identified a number of areas for improvement and opportunities: First, and most important, would be to engage the TRC along with the counties and local municipalities, to work toward an enterprise system that would encompass all public roadways and associated attribute data. This is not a short term project but one which will take an enormous amount of planning. However, once this system is in place, all roadway attribute data, crashes, speed, etc., will be one source for statewide planning. Another area of opportunity is knowing and describing those data elements being captured. A complete data dictionary is essential to knowing what the elements are, how they are collected, updating schedules, responsible parties and where data is housed. In Washington's case there are three entities collecting and storing various data. If a consolidated dictionary were created it would afford opportunities to compare and bring local data into an enterprise system.

102 | Page

Formal procedures and processes should also be fully documented as to responsible parties and scheduling. Good flow charts that can be used at a glance are helpful in knowing where projects and data collections reside in the organization. A state's Roadway Information System can only be as valuable as the data in the system. Better documentation, flow charts and narratives of the system and data would assist all users in understanding the data. This also lends itself to enable quality control. Many decisions are based on false readings of the data as a result of not understanding the implications across systems. There seemed to be very little quality control of the data due to limited quality assurance checks. Many checks were done after the data was entered. A program of up-front edit checks would help eliminate many errors that oftentimes get entered and are never discovered. Of extreme importance is the development of performance measures that are monitored on an on-going basis. There are certain data mandates from the State, but it would be of great benefit to have formal performance measures on all aspects of the system. These should cover the performance attributes of timeliness, accuracy, completeness, uniformity, integration, and accessibility. Performance measures should also cover and incorporate other data received from the counties and local agencies. A recommended point of beginning to improve the roadway data system in the State of Washington would be to review the "Data Capabilities Assessment" conducted by the Federal Highway Administration. Each state was comprehensively assessed in terms of the collection, management, and use of roadway safety data. That document, in conjunction with this assessment, would assist in identifying the strengths and opportunities presently available. A comprehensive roadmap is necessary to move forward and needs to engage the TRC and other users of the data statewide. Any programs or data improvements found should become a part of the State's Traffic Records Strategic Plan to be implemented.

103 | Page

Question 164:

Are all public roadways within the State located using a compatible location referencing system?


Provide a map displaying all public roads that represents the system's statewide capabilities. Identify what percentage of the public road systems is State owned or maintained. Explain whether the State uses a single compatible location referencing system for all public roads or if it has a set of compatible location referencing systems. Prior reports are acceptable.


Assessor conclusions: Statewide mapping is available with various maps through the Map Center. It is clear for the state-maintained roadways but the counties and cities have their own systems. Prior response indicates through their Location Reference System and other technology they are able to study all systems. It appears mapping is compatible; however, a zoomed-in map for the city showing all streets would be beneficial.


1 Responses

received 1

Response rate

100%

Question 165:

Are the roadway and traffic data elements located using a compatible location referencing system (e.g., LRS, GIS)?


Provide a map displaying roadway features and traffic volume (FDEs) for all public roads (State and non-State routes) that is representative of the system's statewide capabilities. Explain whether the State uses a single compatible location referencing system for all public roads or if it has a set of compatible location referencing systems. Prior reports are acceptable.


Assessor conclusions: The State system is adequately represented and the map provided only shows state roads. There was no evidence to support traffic data elements on all public roads. The state indicated that counties and cities maintain databases of some features which could be linked in through GIS referencing; however, it was unclear if this was 100% of all roadways. The traffic volumes shown for certain roadways were compatible.


1 Responses

received 1

Response rate

100%

104 | Page

Question 166:

Is there an enterprise roadway information system containing roadway and traffic data elements for all public roads?


Describe the enterprise roadway information system, which should enable linking between the various roadway information systems including: roadway, traffic, location reference, bridge, and pavement data.


Assessor conclusions: The state reports it does not have an enterprise system; however, GIS, in combination with their various Location Reference Systems which are compatible, allows data elements to be placed as events and can be linked in order to meet many of their needs. As there is no statewide enterprise system the counties and cities maintain their own data. The only linkage is with the referencing systems in place. The state has the capability of linking roadway elements if they have reference points for the state system.


1 Responses

received 1

Response rate

100%

Question 167:

Does the State have the ability to identify crash locations using a referencing system compatible with the one(s) used for roadways?


Provide a map displaying crash locations on all public roads that is representative of the system's statewide capabilities. Explain whether the State uses a single compatible location referencing system for crash, roadway features, and traffic volume on all public roads or if it has a set of compatible location referencing systems. Prior reports are acceptable


Assessor conclusions: Crash locations can be identified for the state system but it is not really integrated. The ability is there to locate by GPS coordinates. Cities and counties maintain their own data for local streets. There is not a single source for data but there are compatible referencing systems in use.


1 Responses

received 1

Response rate

100%

105 | Page

Question 168:

Is crash data incorporated into the enterprise roadway information system for safety analysis and management use?


Describe how the crash data is incorporated into the enterprise roadway information system and provide an example of how it is used for safety analysis.


Assessor conclusions: The state's response indicated there is no enterprise system; however, crash data is stored through their GIS which can be linked to the Location Reference System. No example was provided on how it is used for safety analyses.


1 Responses

received 1

Response rate

100%

Question 169:

Are all the MIRE Fundamental Data Elements collected for all public roads?


Provide a list of FDEs collected and their definitions. Specify if the data collected is for all public roads or State roads only. If the State wishes to cite the data dictionary directly, please identify the FDEs.


Assessor conclusions: The state clearly does not collect all MIRE elements and those collected are only for state-maintained roadways and not all public roadways. The state is seeking a grant to work on a solution to collecting the data elements.


1 Responses

received 1

Response rate

100%

106 | Page

Question 170:

Do all additional collected data elements for any public roads conform to the data elements included in MIRE?


Provide a list of additional MIRE data elements collected beyond the FDEs. Specify if the data elements are collected for all public roads or State roads only.


Assessor conclusions: The state does not collect additional data elements as referenced in MIRE on any public roadways except for the state roads.


1 Responses

received 1

Response rate

100%

Question 171:

Are all the MIRE Fundamental Data Elements for all public roads documented in the enterprise system's data dictionary?


Identify, with appropriate citations, the MIRE FDE-related contents of the enterprise system's data dictionary. Specify if the data dictionary applies to all public roads or to State roads only.


Assessor conclusions: Only a few (although perhaps the most important) data elements are documented and collected. Data is collected in multiple systems. Counties and cities keep their own data. There is no enterprise system to document data elements for all public roadways.


1 Responses

received 1

Response rate

100%

107 | Page

Question 172:

Are all additional (non-Fundamental Data Element) MIRE data elements for all public roads documented in the data dictionary?


Identify, with appropriate citations, the additional (non-FDE) MIRE data elements included in the data dictionary. Specify if the data dictionary applies to all public roads or to State roads only.


Assessor conclusions: As there are no additional MIRE data elements for non-state roadways, there would be no documented ones in the data dictionary covering state roads.


1 Responses

received 1

Response rate

100%

Question 173:

Does roadway data imported from local or municipal sources comply with the data dictionary?


Provide a narrative statement explaining, how and if any roadway data are accepted and included in the statewide roadway database from local or municipal sources. Describe if the data from local or municipal sources meet the data dictionary standards.


Assessor conclusions: The state maintains their roadway data separate from any municipal data that may be received. There are two different data dictionaries. A comparison and the ability to analyze are available in the GIS System. There is no all public roads dictionary.


1 Responses

received 1

Response rate

100%

108 | Page

Question 174:

Is there guidance on how and when to update the data dictionary?


Provide a narrative explanation of the controls and procedures that ensure the data dictionary is kept up to date.


Assessor conclusions: As per IT governance rules in place, there is guidance on the updating of the data dictionary. There is evidence of time frames and who is responsible. A reference was made to a Data Governance Flow Chart which was not available.


1 Responses

received 1

Response rate

100%

Question 175:

Are the steps for incorporating new elements into the roadway information system (e.g., a new MIRE element) documented to show the flow of information?


Provide documentation or a narrative explaining the process for adding new data elements (e.g., a new MIRE element) to the roadway system. Identify who is responsible for each step in the process.


Assessor conclusions: The state has an effective process to incorporate new data elements based on standard IT governance procedures.


1 Responses

received 1

Response rate

100%

109 | Page

Question 176:

Are the steps for updating roadway information documented to show the flow of information?


Provide documentation or a narrative explaining the process for updating data elements in the roadway system. Identify who is responsible for each step in the process.


Assessor conclusions: Documentation of the steps for updating roadway files and information was provided.


1 Responses

received 1

Response rate

100%

Question 177:

Are the steps for archiving and accessing historical roadway inventory documented?


Provide documentation or a narrative explaining the process of archiving and accessing historical roadway data. Identify who is responsible for each step in the process.


Assessor conclusions: The state does a good job of keeping track of historical roadway data with weekly updates and the ability to historically recall information by date.


1 Responses

received 1

Response rate

100%

110 | Page

Question 178:

Are the procedures that local agency (e.g., county, MPO, municipality) use to collect, manage, and submit roadway data to the statewide inventory documented?


Provide documentation or a narrative explaining the local agency procedures for collecting, managing, and submitting data to the State roadway inventory. Identify who is responsible for each step in the process.


Assessor conclusions: There is no procedure to submit local data to the statewide system. Some local data is brought in for HPMS and functional class purposes but not for all public roadways.


1 Responses

received 1

Response rate

100%

Question 179:

Are local agency procedures for collecting and managing the roadway data compatible with the State's enterprise roadway inventory?


Provide official documentation or a narrative explanation of the how compatibility between local data systems and the State roadway inventory is achieved. Identify who is responsible for each step in the process.


Assessor conclusions: A limited set of local data being provided to the State and it is entered by the state. There is no enterprise-wide system to capture local information.


1 Responses

received 1

Response rate

100%

111 | Page

Question 180:

Are there guidelines for collection of data elements as they are described in the State roadway inventory data dictionary?


Provide the guidelines and cite an example of data collection pursuant to the data dictionary.


Assessor conclusions: Though the process for collection of data elements is not fully documented, the state relies on institutional knowledge of staff along with training to collect and assimilate data. Documentation helps to ensure that loss of longtime employees does not result in loss of historical knowledge about such procedures, and can shed light on data variations over the course of time.


1 Responses

received 1

Response rate

100%

Question 181:

Are the location coding methodologies for all State roadway information systems compatible?


Describe the location referencing system and the information systems that use it. If there is more than one location referencing system in use, list each and the associated systems.


Assessor conclusions: The state systems use compatible location referencing systems (LRS). In addition to their LRS they also incorporate a GIS-based LRS.


1 Responses

received 1

Response rate

100%

112 | Page

Question 182:

Are there interface linkages connecting the State's discrete roadway information systems?


Provide a narrative that describes the interface links connecting the State's roadway information systems. Provide the result of a single query (e.g., table, view) that includes both roadway features and traffic data for a segment of road.


Assessor conclusions: Roadway system interface linkages were demonstrated by an example which displays the results of a single query accessing multiple data layers.


1 Responses

received 1

Response rate

100%

Question 183:

Are the location coding methodologies for all regional and local roadway systems compatible?


Provide a narrative describing the location referencing system and the associated regional and local roadway systems. If there is more than one location referencing system in use, list each and the associated regional and local systems.


Assessor conclusions: Roadway systems are compatible either through the Location Reference System or using GIS tools. Systems can be viewed, analyzed and compared simultaneously.


1 Responses

received 1

Response rate

100%

113 | Page

Question 184:

Do roadway data systems maintained by regional and local custodians (e.g., MPOs, municipalities) interface with the State enterprise roadway information system?


Provide a narrative that describes the interface links connecting the regional or local roadway information systems to the State's enterprise roadway information system. Provide the result of a single query (e.g., table, view) that includes both roadway features and traffic data for a local road segment.


Assessor conclusions: The state systems do not interface with localities nor is there any enterprise collaboration.


1 Responses

received 1

Response rate

100%

Question 185:

Does the State enterprise roadway information system allow MPOs and local transportation agencies on-demand access to data?


Provide a narrative that describes the system or process that enables localities to query the data system.


Assessor conclusions: There are allowances for access to some data but these are very limited. Some access is given to the datamart by request from localities. Most requests however are delivered as a custom data request.


1 Responses

received 1

Response rate

100%

114 | Page

Question 186:

Do Roadway system data managers regularly produce and analyze data quality reports?


Provide a sample report and specify the release schedule for the reports. Question Rank: Very Important

Assessor conclusions: While there are some spot checks (QC) being performed there is not a systematic and on-going process in place for quality control reports.


1 Responses

received 1

Response rate

100%

Question 187:

Is the overall quality of information in the Roadway system dependent on a formal program of error/edit checking as data is entered into the statewide system?


Describe the formal program of error/edit checking, to include specific procedures for both automated and manual processes.


Assessor conclusions: There seem to be some editing procedures in place for the system but not for all data elements. Error logs are provided each day from the previous entries. There are not edits for all values. There is evidence of post-processing editing, but not as data is entered. Transactions are checked for accuracy after they are updated.


1 Responses

received 1

Response rate

100%

115 | Page

Question 188:

Are there procedures for prioritizing and addressing detected errors?


Describe the procedures for prioritizing and addressing detected errors in both automated and manual processes. Please specify where these procedures are formally documented.


Assessor conclusions: There is some evidence of a process for prioritizing and addressing errors, but it was not elaborated upon. There are few error checks in place.


1 Responses

received 1

Response rate

100%

Question 189:

Are there procedures for sharing quality control information with data collectors through individual and agency-level feedback and training?


Describe all the procedures used for sharing quality control information with data collectors.


Assessor conclusions: The state has no formal procedures of feedback for quality control. There is no evidence of sharing quality control information through feedback and training.


1 Responses

received 1

Response rate

100%

116 | Page

Question 190:

Is there a set of established performance measures for the timeliness of the State enterprise roadway information system?


Provide the metrics used. Question Rank: Very Important

Assessor conclusions: There is a practice for gauging data timeliness, though not an established performance measures matrix. The state reports it does not have performance metrics for timeliness of the state roadway information system. They do state that a goal is to have any data received entered within two weeks of "open to traffic". Only those roadways that are state-maintained and those local roads which serve as a portion of the state's needs are included.


1 Responses

received 1

Response rate

100%

Question 191:

Is there a set of established performance measures for the timeliness of the roadway data maintained by regional and local custodians (municipalities, MPOs, etc.)?


Provide the metrics used. Question Rank: Somewhat Important Assessor conclusions:

There are mandates on timeliness of CRAB data but not on local data. Washington Code describes the procedure and timeliness of submittal of data. A set of matrices should be drawn up as a flow sheet for future timeliness measures.


1 Responses

received 1

Response rate

100%

117 | Page

Question 192:

Is there a set of established performance measures for the accuracy of the State enterprise roadway information system?



Assessor conclusions: The state reports it does not have a set of established performance measures for accuracy. Though edit checks are cited, this is not the same as performance measures. Documentation provided outlines the work taking place and references national data programs that require timeliness and accuracy of data. HPMS data is only a sample of the entire system.


1 Responses

received 1

Response rate

100%

Question 193:

Is there a set of established performance measures for the accuracy of the roadway data maintained by regional and local custodians (municipalities, MPOs, etc.)?



There are no accuracy measures for locally and regionally maintained roadway data.


1 Responses

received 1

Response rate

100%

Question 194:

Is there a set of established performance measures for the completeness of the State enterprise roadway information system?



Assessor conclusions: Washington does not have an enterprise system, thus performance measures are based on requirements for HPMS and other federal requirements. No matrices are provided. HPMS is only a small sample of roads.


1 Responses

received 1

Response rate

100%

118 | Page

Question 195:

Is there a set of established performance measures for the completeness of the roadway data maintained by regional and local custodians (municipalities, MPOs, etc.)?



Regional and locals do keep roadway logs that are kept up to date and used for allocation of finances. There are timeframes but no performance measures for completeness of roadway data.


1 Responses

received 1

Response rate

100%

Question 196:

Is there a set of established performance measures for the uniformity of the State enterprise roadway information system?



Assessor conclusions: The state reports there is not a set of established performance measures for the uniformity of the state roadway enterprise system.


1 Responses

received 1

Response rate

100%

119 | Page

Question 197:

Is there a set of established performance measures for the uniformity of the roadway data maintained by regional and local custodians (municipalities. MPOs, etc.)?



The state reports that there are no performance measures for the uniformity of roadway data maintained by regional and local custodians. The narrative indicates certain data elements are covered by Washington Code but no uniformity performance measures.


1 Responses

received 1

Response rate

100%

Question 198:

Is there a set of established performance measures for the accessibility of State enterprise roadway information systems?



Assessor conclusions: The state reports there is no set of established performance measures for the accessibility of State enterprise roadway information systems. They do add that accessibility is customer driven and they strive to deliver timely and accurate data.


1 Responses

received 1

Response rate

100%

120 | Page

Question 199:

Is there a set of established performance measures for the accessibility of the roadway data maintained by regional and local custodians (municipalities, MPOs, etc.)?



The state reports that there is no set of established performance measures for the accessibility of roadway data maintained by regional and local custodians. Washington State Public Records Disclosure requires accessibility but no performance measures are indicated.


1 Responses

received 1

Response rate

100%

Question 200:

Is there a set of established performance measures for the integration of State enterprise roadway information systems and other critical data systems?



Assessor conclusions: The state reports there is not a set of established performance measures for the integration of the State enterprise roadway information system and other critical data systems. The only integration performance measure is HPMS, once again a sub-set of the system.


1 Responses

received 1

Response rate

100%

121 | Page

Question 201:

Is there a set of established performance measures for the integration of the roadway data maintained by regional and local custodians (municipalities, MPOs, etc.) and other critical data systems?



Assessor conclusions: The state reports there is not a set of established performance measures for the integration of roadway data maintained by regional and local custodians. The function resides with the counties to provide a report. There is no integration performance measure for cities.


1 Responses

received 1

Response rate

100%

122 | Page

Citation / Adjudication Washington is in a good position to continue making progress with the citation and adjudication portion of the traffic records system. SECTOR is the citation application adopted by the State for the electronic submission of citations from the officer to the court system. This application has been deployed to the majority of the state and continues to be adopted by law enforcement agencies. With SECTOR in place, the citation numbering system will improve. This system will ensure all citation numbers are unique and can be tracked from issuance through disposition. Within the systems used, standards have been adopted; however, there are few linkages between the different systems within the State. Washington could improve the linkages between vehicle, driver, crash, and citation data. No information is linked to vehicle data or crash data as it relates to the citations. Only if an open-ended text field is filled in correctly is there a chance the linkages could occur. It is recommended a more standard way of collecting this information to link across the systems be implemented. It is difficult to track a paper citation in the State. The paper citations are printed by the local agencies and, as such, may or may not be numbered uniquely. The only time a unique number is generated in the state related to paper citations is when the agency code is added to it when entered into Administrative Office of the Court (AOC) systems. SECTOR will be able to assist with the tracking of the citations up to AOC entry when implemented throughout the entire state. Washington does not have a DUI tracking system. Other data systems that are currently in place could form the basis for implementation of a DUI tracking system. Without the ability to track citations for DUI offenses from issuance to adjudication and posting to the driver record, it makes it more difficult to determine problem areas, not only within the state geographically, but also in determining whether adjudication varies among judges or courts. SECTOR could serve as the first step towards a DUI tracking system once it is implemented statewide. SECTOR would allow DUI citations to be tracked once issued to the defendant and would then need to be linked to court data and driver history to complete the lifecycle of the DUI arrest. The State does not utilize performance measures to assist in improving the citation and adjudication process. The state has recently hired an individual to begin the implementation of performance measures. This will help identify areas within the process that need to be improved for accuracy, timeliness or completeness of the traffic records data systems. Once in place, performance measures should continuously be reviewed and updated to ensure that they are providing management the information it needs to make the processes of managing, collecting and using citation and adjudication data as efficient and effective as possible.

123 | Page

Question 202:

Is there a statewide system that provides real-time information on individuals' driving and criminal histories?


Provide a narrative description of the statewide system that provides realtime information on individuals' driving and criminal histories.


Assessor conclusions: ACCESS is the system used real time by all Law Enforcement for in-state criminal and driving histories.


5 Responses

received 4

Response rate

80%

Question 203:

Do all law enforcement agencies, parole agencies, probation agencies, and courts within the State participate in and have access to a system providing real-time information on individuals driving and criminal histories?


Name the groups that have real time access and describe the system that these agencies use to access driver or criminal histories, i.e., police dispatch, direct system access, telephone help desk.


Assessor conclusions: There are agencies that have access to driving histories and criminal histories via the Justice Information System (JIS).


7 Responses

received 7

Response rate

100%

124 | Page

Question 204:

Is there a statewide authority that assigns unique citation numbers?


Identify the agency responsible and describe the protocols used to generate and assign unique citation numbers. Provide a copy of the relevant statute or gubernatorial order.


Assessor conclusions: There are requirements regarding the ticket number format approved by the ETRIP committee. However, no statewide authority has imposed the requirement. Each jurisdiction that prints its tickets may keep track of the numbers they use on their own infractions and citations. The court has a numbering system to ensure all entries are unique in the case management system. For the electronic citations, there is a statewide numbering system.


4 Responses

received 3

Response rate

75%

Question 205:

Are all citation dispositions—both within and outside the judicial branch—tracked by the statewide data system?


If a statewide data tracking system exists, describe the means by which citation dispositions are transmitted and posted. If the system is the driver history file, note if deferrals or dismissals are posted. If the statewide system is managed through the courts, indicate whether all courts that handle traffic violations report to the same tracking system.


Assessor conclusions: The narrative and supporting documents indicate that the courts are providing statewide access to the courts' actions in a substantial fashion.


2 Responses

received 1

Response rate

50%

125 | Page

Question 206:

Are final dispositions (up to and including the resolution of any appeals) posted to the driver data system?


Provide a flow chart or audit report documenting how all types of dispositions are posted to the driver file.


Assessor conclusions: The courts send traffic dispositions to the Department of Licensing (DOL) but no flow chart or description is provided showing how the court data is actually posted by DOL. Some paper documents are still in use, making documentation of data flow even more important.


4 Responses

received 3

Response rate

75%

Question 207:

Are the courts' case management systems interoperable among all jurisdictions within the State (including local, municipal and State)?


Provide the number of case management systems in use in the State and detail which are interoperable. Indicate if the state has a unified judicial system and if municipal or other local level courts share the same case management system.


Assessor conclusions: Sample data shows results from multiple court levels. While all data systems are not necessarily interoperable, each can see and query different levels of court.


2 Responses

received 2

Response rate

100%

126 | Page

Question 208:

Is citation and adjudication data used for traffic safety analysis to identify problem locations, areas, problem drivers, and issues related to the issuance of citations, prosecution of offenders, and adjudication of cases by courts?


Provide an example analysis and describe the policy or enforcement actions taken as a result.


Assessor conclusions: Washington uses the citation and adjudication data on occasion to perform analyses.


8 Responses

received 5

Response rate

62.5%

Question 209:

Do the appropriate components of the citation and adjudication systems adhere to the National Crime Information Center (NCIC) data guidelines?


Provide a narrative statement detailing the systems and their adherence to the NCIC guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: While there is no electronic citation system throughout the state, once in the court system, NCIC standards apply.


5 Responses

received 3

Response rate

60%

127 | Page

Question 210:

Do the appropriate portions of the citation and adjudication systems adhere to the Uniform Crime Reporting (UCR) Program guidelines?


Provide a narrative statement detailing the systems and their adherence to the UCR program guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: The State Administrative Office of the Courts is working to assure that citation data adheres to National Center for State Courts Caseload Statistics Project, which will in turn adhere to Uniform Crime Reporting guidelines, but the work is not complete.


4 Responses

received 3

Response rate

75%

Question 211:

Do the appropriate portions of the citation and adjudication systems adhere to the National Incident-Based Reporting System (NIBRS) guidelines?


Provide a narrative statement detailing the systems and their adherence to the NIBRS guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: The NIBRS Standard is being used within the state.


4 Responses

received 3

Response rate

75%

128 | Page

Question 212:

Do the appropriate portions of the citation and adjudication systems adhere to the National Law Enforcement Telecommunications System (NLETS) guidelines?


Provide a narrative statement detailing the systems and their adherence to the NLETS guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: The state is passing information through NLETS. The systems that interact with NLETS for outside responses must adhere in order to communicate correctly.


3 Responses

received 3

Response rate

100%

Question 213:

Do the appropriate portions of the citation and adjudication systems adhere to the National Law Enforcement Information Network (LEIN) guidelines?


Provide a narrative statement detailing the systems and their adherence to the LEIN guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: Adjudication records but not citation records adhere to LEIN guidelines.


3 Responses

received 1

Response rate

33.3%

129 | Page

Question 214:

Do the appropriate portions of the citation and adjudication systems adhere to the Functional Requirement Standards for Traffic Court Case Management?


Provide a narrative statement detailing the systems and their adherence to the Functional Requirement Standards for Traffic Court Case Management. If not, specify if a comparable guideline is being used.


Assessor conclusions: Work has started in terms of adherence to Traffic Court Case Management guidelines, but has not been completed and implemented statewide.


2 Responses

received 2

Response rate

100%

Question 215:

Do the appropriate portions of the citation and adjudication systems adhere to the NIEM Justice domain guidelines?


Provide a narrative statement detailing the systems and their adherence to the NIEM Justice domain guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: The state provided a document and policy showing compliance with NIEM.


2 Responses

received 2

Response rate

100%

130 | Page

Question 216:

Does the State use the National Center for State Courts guidelines for court records?


Provide a narrative statement detailing the systems and their adherence to NCSC guidelines for court records. If not, specify if a comparable guideline is being used.


Assessor conclusions: The National Center for State Court guidelines are always considered. The guidelines are not followed when conflicting with state statute or case law or court rules.


2 Responses

received 1

Response rate

50%

Question 217:

Does the State use the Global Justice Reference Architecture (GRA)?


Provide a narrative statement detailing the systems and their adherence to GRA guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: The state's Global Justice Reference Architecture standards were explained and defined.


2 Responses

received 2

Response rate

100%

Question 218:

Does the State have an impaired driving data tracking system that meets the specifications of NHTSA's Model Impaired Driving Records Information System (MIDRIS)?


Provide a narrative statement detailing the systems and their adherence to MIDRIS guidelines. If not, specify if a comparable guideline is being used.


Assessor conclusions: No impaired driving system has been developed in Washington that complies with the MIDRIS Specifications.


4 Responses

received 3

Response rate

75%

131 | Page

Question 219:

Does the citation system have a data dictionary?


Provide the data dictionary for the Statewide citation tracking system if one exists. If not, provide the data dictionary for the most widely used court case management system.


Assessor conclusions: The citation system has a data dictionary.


3 Responses

received 2

Response rate

66.7%

Question 220:

Do the citation data dictionaries clearly define all data fields?


If a statewide citation tracking system exists, does its data dictionary clearly define all data fields. If there are two or more repositories of citation data, provide data dictionaries for the two largest. NOTE: This response does not require data dictionaries from individual law enforcement agencies that track their own citations--it refers to a statewide system or one used by multiple agencies.


Assessor conclusions: The citation data dictionary defines all data fields.


3 Responses

received 1

Response rate

33.3%

132 | Page

Question 221:

Are the citation system data dictionaries up to date and consistent with the field data collection manual, training materials, coding manuals, and corresponding reports?


Provide a narrative describing the process—including timelines and the summary of changes—used to ensure uniformity in the field data collection manuals, training materials, coding manuals, and corresponding reports.


Assessor conclusions: The state's data dictionaries are consistent with field collection manuals, training materials and other appropriate documentation.


3 Responses

received 1

Response rate

33.3%

Question 222:

Do the citation data dictionaries indicate the data fields that are populated through interface linkages with other traffic records system components?


Provide a list of data fields from populated through interface linkages with other traffic records system components.


Assessor conclusions: The data dictionaries indicate data fields that are populated through links with other systems.


3 Responses

received 1

Response rate

33.3%

133 | Page

Question 223:

Do the courts' case management system data dictionaries provide a definition for each data field?


Provide a list of Case Management Systems used by both State and local level courts and note if a data dictionary is available for each one. Provide a data dictionary for one state, one county/district, and one local (municipal) court if they do not use the same case management systems.


Assessor conclusions: Data dictionaries include definitions for each data field.


3 Responses

received 1

Response rate

33.3%

Question 224:

Do the courts' case management system data dictionaries clearly define all data fields?


Use the data dictionaries provided in response to Question 223. Question Rank: Somewhat Important Assessor conclusions:

The data dictionaries submitted define each data field.


3 Responses

received 1

Response rate

33.3%

Question 225:

Do the courts' case management system data dictionaries indicate the data fields populated through interface linkages with other traffic records system components?


Provide a list of data fields from populated through interface linkages with other traffic records system components.


Assessor conclusions: Data dictionaries indicate where linkages occur between systems.


3 Responses

received 1

Response rate

33.3%

134 | Page

Question 226:

Do the prosecutors' information systems have data dictionaries?


Provide a data dictionary for the State prosecutors' office (State level courts that handle the most traffic violations). Indicate whether local prosecutors (cities, counties) have one or numerous types of data systems.


Assessor conclusions: Prosecutors do not have a data reporting system that is coordinated and used by all prosecutors in the state. Oversight of prosecutors is decentralized.


4 Responses

received 3

Response rate

75%

Question 227:

Can the State track citations from point of issuance to posting on the driver file?


Provide a flow diagram documenting citation lifecycle process that identifies key stakeholders. Ensure that alternative flows are included (e.g., manual and electronic submission).


Assessor conclusions: The driver record does not capture all data necessary from a citation to determine where the citation was issued. Citation tracking from issuance to inclusion of data on the driver history record is not possible at a statewide level.


3 Responses

received 2

Response rate

66.7%

135 | Page

Question 228:

Does the State measure compliance with the process outlined in the citation lifecycle flow chart?


Provide a narrative describing how the State measures compliance with the citation lifecycle process specified in the flow chart. If there are official guidance documents, provide them.


Assessor conclusions: The flow chart and narrative indicate that tracking of citations is probably done in most cases. The question remains as to whether the system can identify when a citation is dropped or lost in the process. No description is provided as to how to determine that a case is missing in an automatic process. This information does not appear to be regularly monitored.


3 Responses

received 3

Response rate

100%

Question 229:

Is the State able to track DUI citations?


Provide a flow chart that documents the criminal and administrative DUI processes, identifies all key stakeholders, and includes disposition per the criminal and administrative charges.


Assessor conclusions: The state does not track a citation from street to courts. The gap appears to be at the prosecutors' offices.


3 Responses

received 3

Response rate

100%

136 | Page

Question 230:

Does the DUI tracking system include BAC and any drug testing results?


If no statewide DUI tracking system is in place, indicate whether the driver history record contains the BAC test results.


Assessor conclusions: There is no guarantee that the BAC data will be entered into the DUI tracking system. The state noted that when the court provides the information in the abstract, it is entered.


3 Responses

received 3

Response rate

100%

Question 231:

Does the State have a system for tracking administrative driver penalties and sanctions?


Provide a narrative describing the protocol for reporting (posting) the penalty and/or sanction to the driver and/or vehicle file.


Assessor conclusions: Administrative sanctions are tracked within the state according to documentation provided.


3 Responses

received 1

Response rate

33.3%

Question 232:

Does the State have a system for tracking traffic citations for juvenile offenders?


Provide a flow chart that documents the processing of juvenile offenders' traffic citations, specifying any charges or circumstances that cause juveniles to be processed as adult offenders.


Assessor conclusions: In the warehouse and driver records, juvenile data will be present for juvenile offenders.


3 Responses

received 3

Response rate

100%

137 | Page

Question 233:

Does the State distinguish between the administrative handling of court payments in lieu of court appearances (mail-ins) and court appearances?


Provide a flow chart documenting the processing of administrative handling of court payments (mail-ins).


Assessor conclusions: The State has the ability to track those citations that are handled administratively versus those that require court appearances.


2 Responses

received 1

Response rate

50%

Question 234:

Does the State track deferral and dismissal of citations?


Provide a flow chart documenting the deferral and the dismissal of citations. Question Rank: Somewhat Important Assessor conclusions:

No assurance is provided that there is tracking of citations not filed with the courts. There was a response that all deferrals should be sent to DOL by law; however, there is no way of determining whether all citations make it that far.


4 Responses

received 3

Response rate

75%

138 | Page

Question 235:

Are there State and/or local criteria for deferring or dismissing traffic citations and charges?


Provide the criteria for deferring or dismissing traffic citations and charges. Question Rank: Somewhat Important Assessor conclusions:

While there are some statutory criteria for deferral of specific offenses, other offenses are left to judicial discretion. It is clear that the judges have not worked out any uniform guidance for the judiciary to add to the statutes.


2 Responses

received 2

Response rate

100%

Question 236:

If the State purges its records, are the timing conditions and procedures documented?


Provide a narrative documenting whether or not the State purges records. If so, list the types of records the State purges and provide the criteria for doing so.


Assessor conclusions: The state provided documentation of its procedures for records purges.


3 Responses

received 3

Response rate

100%

Question 237:

Are the security protocols governing data access, modification, and release officially documented?


Provide the official security protocols governing data access, modification, and release.


Assessor conclusions: Security protocols for citation and adjudication data were provided and are adequate.


2 Responses

received 1

Response rate

50%

139 | Page

Question 238:

Is citation data linked with the driver system to collect driver information, to carry out administrative actions (e.g., suspension, revocation, cancellation, interlock) and determine the applicable charges?


Describe how citation, adjudication and driver data are linked and by what means administrative actions are carried out or posted using these linkages.


Assessor conclusions: There is no linkage between the driver system and the citation and adjudication system.


5 Responses

received 3

Response rate

60%

Question 239:

Is adjudication data linked with the driver system to collect certified driver records and administrative actions (e.g., suspension, revocation, cancellation, interlock) to determine the applicable charges and to post the dispositions to the driver file?


Provide the results of a sample query and describe how the linked information is used to collect certified driver records and administrative charges and to post dispositions to the driver file.


Assessor conclusions: No results of a sample query and/or description of how the linked information is used to collect certified driver records and administrative charges and to post dispositions to the driver file was provided.


4 Responses

received 3

Response rate

75%

140 | Page

Question 240:

Is citation data linked with the vehicle file to collect vehicle information and carry out administrative actions (e.g., vehicle seizure, forfeiture, interlock)?


Provide the results of a sample query and describe how the linked information is used to collect vehicle information and carry out administrative actions.


Assessor conclusions: The vehicle file is available through multiple systems, but it is not linked to the data for all citations.


2 Responses

received 2

Response rate

100%

Question 241:

Is adjudication data linked with the vehicle file to collect vehicle information and carry out administrative actions (e.g., vehicle seizure, forfeiture, interlock mandates and supervision)?


Provide the results of a sample query and describe how the linked information is used to collect vehicle information and carry out administrative actions.


Assessor conclusions: Adjudications have no relationship with vehicles in the State of Washington. There is no data linkage.


2 Responses

received 2

Response rate

100%

141 | Page

Question 242:

Is citation data linked with the crash file to document violations and charges related to the crash?


Provide the results of a sample query and describe how the linked information is used to document violations and charges related to the crash.


Assessor conclusions: Crash and citation data are not linked to show violations related to crashes. Attempts have been made to link by use of a text field, but it is not consistent or correct most of the time.


2 Responses

received 2

Response rate

100%

Question 243:

Is adjudication data linked with the crash file to document violations and charges related to the crash?


Provide the results of a sample query and describe how the linked information is used to document violations and charges related to the crash.


Assessor conclusions: There is no data linkage for the crash data to the adjudication data.


2 Responses

received 2

Response rate

100%

142 | Page

Question 244:

Is there a set of established performance measures for the timeliness of the citation systems?


If there is a statewide citation tracking system in the State, provide timeliness measures used. If there are two or more centralized citation tracking systems, provide timeliness measures for one of them.


Assessor conclusions: There are no timeliness measures for paper citations. For electronic citations, the data is transmitted every two minutes. The state has recently begun the process of developing more thorough performance measures.


3 Responses

received 3

Response rate

100%

Question 245:

Is there a set of established performance measures for the accuracy of the citation systems?


Provide accuracy measures for the statewide citation tracking system. If there are several citation tracking systems, provide accuracy measures for one of them.


Assessor conclusions: No performance measures for accuracy exist outside of the SECTOR system in the agencies where it has been adopted. No performance measures are in place for adjudication systems.


3 Responses

received 3

Response rate

100%

143 | Page

Question 246:

Is there a set of established performance measures for the completeness of the citation systems?


Provide completeness measures for the statewide citation tracking system. If there are several citation tracking systems, provide completeness measures for one of them.


Assessor conclusions: There are currently no completeness performance measures for the citation systems.


3 Responses

received 3

Response rate

100%

Question 247:

Is there a set of established performance measures for the uniformity of the citation systems?


Provide uniformity measures for the statewide citation tracking system. If there are several citation tracking systems, provide uniformity measures for one of them.


Assessor conclusions: There is a statute governing the format and content of the citation. There is also an oversight committee on the citation content and format.


3 Responses

received 3

Response rate

100%

144 | Page

Question 248:

Is there a set of established performance measures for the integration of the citation systems?


Provide integration measures for the statewide citation tracking system. If there are several citation tracking systems, provide integration measures for one of them.


Assessor conclusions: The state responded, "In the state of Washington there is only one citation system, the SECTOR application. All infraction/citation data transmitted from the SECTOR application to a Law Enforcement Records Management System uses the mandated NIEM format." In a previous response, only 78% were using SECTOR. Without the requested evidence provided, the best conclusion is that the standard is only partially being met. Performance measures were not provided.


3 Responses

received 3

Response rate

100%

Question 249:

Is there a set of established performance measures for the accessibility of the citation systems?


Provide accessibility measures for the statewide citation tracking system. If there are several citation tracking systems, provide accessibility measures for one of them.


Assessor conclusions: No performance measures have been established for citation systems.


3 Responses

received 3

Response rate

100%

145 | Page

Question 250:

Is there a set of established performance measures for the timeliness of the adjudication systems?


Provide timeliness measures for the statewide adjudication tracking system. If there are several adjudication tracking systems, provide timeliness measures for one of them.


Assessor conclusions: There are no timeliness measures for adjudication systems as yet, although the courts indicate they are in the process of developing measures.


3 Responses

received 2

Response rate

66.7%

Question 251:

Is there a set of established performance measures for the accuracy of the adjudication systems?


Provide accuracy measures for the statewide adjudication tracking system. If there are several adjudication tracking systems, provide accuracy measures for one of them.


Assessor conclusions: There are no accuracy measures for adjudication data.


3 Responses

received 2

Response rate

66.7%

146 | Page

Question 252:

Is there a set of established performance measures for the completeness of the adjudication systems?


Provide completeness measures for the statewide adjudication tracking system. If there are several adjudication tracking systems, provide completeness measures for one of them.


Assessor conclusions: There are no completeness measures for adjudication data.


3 Responses

received 2

Response rate

66.7%

Question 253:

Is there a set of established performance measures for the integration of the adjudication systems?


Provide integration measures for the statewide adjudication tracking system. If there are several adjudication tracking systems, provide integration measures for one of them.


Assessor conclusions: No integration performance measures are in place for adjudication data.


3 Responses

received 2

Response rate

66.7%

147 | Page

Question 254:

In States that have an agency responsible for issuing unique citation numbers, is information on intermediate dispositions (e.g., deferrals, dismissals) captured?


Provide documentation detailing the numbers of citations issued from the 10 largest law enforcement agencies and the number of dispositions for those citations that are in the driver file over a three month period.


Assessor conclusions: ETRIP generates a unique citation number but not all agencies use it. There is no information available regarding the other linkages.


3 Responses

received 2

Response rate

66.7%

Question 255:

Do the State's DUI tracking systems have additional quality control procedures to ensure the accuracy and timeliness of the data?


Provide a narrative description of the additional quality control measures for the DUI tracking systems and specify which systems use which measures.


Assessor conclusions: There currently is no statewide DUI tracking system. There are several potential sources of data that might include elements of DUI tracking systems. All courts report DUI dispositions to the Administrative Office of the Courts and these are included in monthly and annual reports. There are no quality control procedures to insure the data is correct and confidence is low for the accuracy of the data.


7 Responses

received 3

Response rate

42.9%

148 | Page

EMS / Injury Surveillance Washington has several components of a statewide injury surveillance system. These components include the Washington Emergency Medical Services Information System (WEMSIS), the Comprehensive Hospital Admissions Reporting System (CHARS), the Washington State Department of Health Trauma Registry, and the Washington State Death Certificates System. Washington has previously pilot-tested the feasibility of emergency department data collection but determined the cost was prohibitive. Current plans are to use the syndromic surveillance system to construct the emergency department database by 2016. Emergency Medical Services (WEMSIS) The Washington State Department of Health manages the Washington Emergency Medical Services Information System (WEMSIS). WEMSIS adheres to the NEMSIS standard. While the submission of EMS data is not mandatory, Washington has achieved 50% participation in WEMSIS. Agencies may participate in WEMSIS by submitting data from a NEMSIS validated system or by entering data into a state created web-based portal. Upon submission, records are validated against the expected XML schema. Records that fail are rejected. Quality control reports are generated on critical and important data elements but records will not be rejected if they contain missing or illogical values. WEMSIS data are not being used for problem identification and other research activities because of the limited participation by EMS agencies. It is also felt that the data are not representative at this time. It is reported that there are no performance measures for timeliness, accuracy, completeness, integration, or accessibility. Emergency Department Washington does not have an emergency department database. Hospital Discharge The Comprehensive Hospital Admissions Reporting System (CHARS) is Washington’s statewide hospital discharge database. Data from each hospital are submitted through a high security web-based system. Records entering CHARS undergo an extensive set of validation and verification checks before being added to the database. Errors may be corrected by Department of Health staff or returned to the submitting hospital as appropriate. CHARS adheres to the current Uniform Billing (UB) standard. Data may be requested in aggregate reports or as an entire file. CHARS data have been used to identify motor vehicle crash victims and are incorporated in statewide reports, such as the Injury Guide and the Washington Department of Health’s Unintentional Injury report. Currently CHARS is not integrated with any other injury surveillance databases. Data quality feedback is not solicited from data users nor are management reports regularly shared with the TRC. Trauma Registry The Washington State Trauma Registry collects data on all injury cases meeting inclusion criteria. Trauma centers upload data into the Trauma Registry through the use of Digital Innovation’s Collector software. Collector applies a number of data quality, validation, and verification checks as data are being entered. Collector also provides the ability to extract data according to the National Trauma Data Standard and several trauma centers submit directly to the National Trauma Data Bank. The Washington Trauma Registry collects information on the mechanism of

149 | Page

injury (E Codes), the Abbreviated Injury Scale, the Injury Severity Score (ISS), and the Glasgow Coma Scale (GCS). Extensive documentation detailing the characteristics, values, and limitations of each variable is available. Data may be requested from the trauma registry in aggregate. Researchers may request a full file by following the appropriate Institutional Review Board (IRB) laws and policies. Examples of information on motor vehicle crash injuries in the trauma registry were provided, including data from a preliminary effort to integrate the trauma registry and motor vehicle crash databases. Vital Records Data on deaths are collected by the Washington Department of Health. Death certificate data have been used for problem identification as evidenced by its use in a presentation to the House Health Care and Wellness Committee and its use in the Washington State Injury and Violence Prevention Guide. Death certificate data undergo verification and validation at many levels, including county registrars, internal Department of Health staff, and when submitted to the CDC for cause of death coding. Information on motor vehicle deaths is shared with the FARS analyst and there is regular communication between Vital Records and FARS staff to reconcile any differences between the two systems. Death record data are public records and are available upon request. Death data are integrated with the trauma registry but not with other injury surveillance systems. Strengths • Washington has three robust data systems (the Comprehensive Hospital Admissions Reporting System (CHARS), the Washington State Trauma Registry, and the vital records database) which are being used to track the burden of motor vehicle crashes throughout the state. • These systems: Have data quality and verification processes to ensure data integrity. Adhere to national standards. Are available to researchers in aggregate or complete file format. • WEMSIS is a NEMSIS-compliant system and represents an important step towards a representative statewide EMS data collection system. Opportunities • As reported, WEMSIS data are not representative of the entire state. Also, data validation rules are not implemented. Expanding the number of agencies reporting to WEMSIS and beginning to apply quality control rules will help hone it into another valuable tool available to Washington in its efforts to reduce motor vehicle crash injuries and fatalities. • The absence of emergency department data represents a major gap in the injury pyramid, leaving the true motor vehicle crash picture incomplete. Instituting a statewide emergency department data collection system will provide valuable information and data to motor vehicle crash researchers and epidemiologists. • It was reported that the majority of injury surveillance systems do not provide data quality management reports to the TRC. Making this information available to the TRC will only serve to generate enthusiasm and interest in the surveillance systems and open the rich information contained within to TRC members not aware of their utility. • Expanding the integration effort undertaken between the trauma registry and the motor vehicle crash database to other injury surveillance data systems will expand the usefulness of all

150 | Page

databases involved. Question 256:

Does the injury surveillance system include EMS data?


Provide a sample report using EMS data. Question Rank: Very Important

Assessor conclusions: Evidence provided includes EMS and Trauma registry analysis.


1 Responses

received 1

Response rate

100%

Question 257:

Does the injury surveillance system include emergency department (ED) data?


Provide a sample report using emergency department data. Question Rank: Very Important

Assessor conclusions: Washington does not have centralized, statewide emergency department data at this time.


1 Responses

received 1

Response rate

100%

Question 258:

Does the injury surveillance system include hospital discharge data?


Provide a sample report using hospital discharge data. Question Rank: Very Important

Assessor conclusions: Recent reports showing analyses of hospital discharge data and other data sources (trauma registry and mortality) were provided.


1 Responses

received 1

Response rate

100%

151 | Page

Question 259:

Does the injury surveillance system include trauma registry data?


Provide a sample report using trauma registry data. Question Rank: Very Important

Assessor conclusions: The evidence provided shows analyses of Trauma Registry and Hospital Discharge data.


1 Responses

received 1

Response rate

100%

Question 260:

Does the injury surveillance system include rehabilitation data?


Provide a sample report using rehabilitation data. Question Rank: Very Important

Assessor conclusions: Rehabilitation information is collected only on inpatients seen in trauma rehab facilities. The data have not been analyzed as of yet.


1 Responses

received 1

Response rate

100%

Question 261:

Does the injury surveillance system include vital records data?


Provide a sample report using vital records data. Question Rank: Very Important

Assessor conclusions: The DOH-Vital Records Death Registration System contains statewide data from 1980 through at least 2010. Attached documents include VR, and other ISS data include a submission to CDC and the DOH's 2011 WA State Injury Prevention Guide.


1 Responses

received 1

Response rate

100%

152 | Page

Question 262:

Does the injury surveillance system include other data?


List any other databases or sources included in the injury surveillance system and provide a sample report using data from each of these sources. Additional data resources may include medical examiner reports, payer-related databases, traumatic brain injury registry, and spinal cord injury registry.


Assessor conclusions: The DOH includes data from the state's Behavioral Risk Factor Survey and its Healthy Youth Survey in its, "Health of Washington State" Report using death, HDD, BRFSS, HYS, and 2005 MV crash data.


1 Responses

received 1

Response rate

100%

Question 263:

Does the EMS system track the frequency, severity, and nature of injuries sustained in motor vehicle crashes in the State?


Provide the most recent motor vehicle-related incident counts for the EMS system, any injury severity categorizations applied, and the provider’s primary impression (if applicable).


Assessor conclusions: WEMSIS can be used to create tables showing the frequency, severity, and nature of injuries sustained in motor vehicle crashes. Right now this is not a formalized process and appears to be run on a per request basis.


1 Responses

received 1

Response rate

100%

153 | Page

Question 264:

Does the emergency department data track the frequency, severity, and nature of injuries sustained in motor vehicle crashes in the State?


Provide the most recent motor vehicle-related incident counts for the emergency department data, any injury severity categorizations applied (e.g., Abbreviated Injury Score, Injury Severity Scale), and principal diagnosis.




1 Responses

received 1

Response rate

100%

Question 265:

Does the hospital discharge data track the frequency, severity, and nature of injuries sustained in motor vehicle crashes in the State?


Provide the most recent motor vehicle-related incident counts for the hospital discharge data, any injury severity categorizations applied (e.g., Abbreviated Injury Score, Injury Severity Scale), and principal diagnosis.


Assessor conclusions: CHARS (hospital discharge database) tracks the frequency and nature of injuries sustained (diagnosis) but it does not categorize injury severity. Staff have approximated severity of injury cases in CHARS using an ICD 9 mapping tool. The tool uses ICD 9 codes to map to AIS codes to then calculate an injury severity score. This mapping is not done routinely.


1 Responses

received 1

Response rate

100%

154 | Page

Question 266:

Does the trauma registry data track the frequency, severity, and nature of injuries sustained in motor vehicle crashes in the State?


Provide the most recent motor vehicle-related incident counts for the trauma registry data, any injury severity categorizations applied (e.g., Abbreviated Injury Score, Injury Severity Scale), and principal diagnosis.


Assessor conclusions: The Trauma Registry can track the frequency, severity and nature of MVC injuries. The attached 2012 injury severity report provides frequency, ISS, Max. AIS and GCS scores, but not counts. However, responses to other questions indicated that the state Trauma Registry can produce counts of MV trauma patients and nature of injury (principal dx). Epidemiologists can use diagnosis codes in the trauma registry to describe nature of injury when needed for targeted reports/studies (ex. Older Adult Trauma, attached). E-codes are generally not specific enough for highway safety analyses.


1 Responses

received 1

Response rate

100%

Question 267:

Does the vital records data track the frequency, severity, and nature of injuries sustained in motor vehicle crashes in the State?


Provide the most recent motor vehicle-related incident counts from the vital records data and the cause of death.


Assessor conclusions: Death record data tracks the frequency and nature of fatalities by E-code of mechanism. Severity is defined as death. Epidemiologists have access to diagnosis codes and use them to describe nature of injury for specific studies/reports (ex. TBI fatalities, attached). Additional MV fatality information is entered into death records from the FARS database. An attached summary report provides E-coded cause by intent by year.


1 Responses

received 1

Response rate

100%

155 | Page

Question 268:

Is the EMS data available for analysis and used to identify problems, evaluate programs, and allocate resources?


Provide a sample report or narrative description of a highway safety project that utilized EMS data to identify a problem, evaluate a program, or allocate resources.


Assessor conclusions: The evidence provided shows plans to use EMS data for problem identification, program evaluation, and resource allocation but the WEMSIS data are not complete or ready for such analysis at this time.


1 Responses

received 1

Response rate

100%

Question 269:

Is the emergency department data available for analysis and used to identify problems, evaluate programs, and allocate resources?


Provide a sample report or narrative description of a highway safety project that utilized emergency department data to identify a problem, evaluate a program, or allocate resources.




1 Responses

received 1

Response rate

100%

156 | Page

Question 270:

Is the hospital discharge data available for analysis and used to identify problems, evaluate programs, and allocate resources?


Provide a sample report or narrative description of a highway safety project that utilized hospital discharge data to identify a problem, evaluate a program, or allocate resources.


Assessor conclusions: The evidence includes analysis of hospital discharge data to track motor vehicle crashes.


1 Responses

received 1

Response rate

100%

Question 271:

Is the trauma registry data available for analysis and used to identify problems, evaluate programs, and allocate resources?


Provide a sample report or narrative description of a highway safety project that utilized trauma registry data to identify a problem, evaluate a program, or allocate resources.


Assessor conclusions: The trauma registry data are used for problem ID and resource allocation.


1 Responses

received 1

Response rate

100%

157 | Page

Question 272:

Is the vital records data available for analysis and used to identify problems, evaluate programs, and allocate resources?


Provide a sample report or narrative description of a highway safety project that utilized vital records data to identify a problem, evaluate a program, or allocate resources (e.g., research in support of helmet or GDL legislation).


Assessor conclusions: The evidence provided show how vital records data are used for problem identification, program evaluation, and planning.


1 Responses

received 1

Response rate

100%

Question 273:

Does the State have a NEMSIS-compliant statewide database?


Demonstrate submission to the nationwide NEMSIS database and provide any relevant State statutes or regulations. If not compliant, provide narrative detailing the State's efforts to achieve NEMSIS compliance.


Assessor conclusions: Washington's WEMSIS is NEMSIS-compliant.


1 Responses

received 1

Response rate

100%

158 | Page

Question 274:

Does the State's emergency department and hospital discharge data conform to the most recent uniform billing standard?


Provide the data dictionaries for both the emergency department and hospital discharge data as appropriate as well as any relevant State statutes or regulations.


Assessor conclusions: Washington does not have centralized emergency department (ED) data but ED and hospital discharge billing data must use UB-04 billing coding.


1 Responses

received 1

Response rate

100%

Question 275:

Does the State's trauma registry database adhere to the National Trauma Data Standards?


Provide the trauma registry data dictionary and any relevant State statutes or regulations.


Assessor conclusions: The Washington State Trauma Registry complies with the National Trauma Data Bank standards.


1 Responses

received 1

Response rate

100%

159 | Page

Question 276:

Are Abbreviated Injury Scale (AIS) and Injury Severity Scores (ISS) derived from the State emergency department and hospital discharge data for motor vehicle crash patients?


Provide a distribution of AIS and ISS scores for the most recent year available.


Assessor conclusions: Washington does not have an Emergency Department database. AIS and ISS are not routinely derived from ICD-9 N Codes collected in the CHARS database. No documents were attached.


1 Responses

received 1

Response rate

100%

Question 277:

Are Abbreviated Injury Scale (AIS) and Injury Severity Scores (ISS) derived from the State trauma registry for motor vehicle crash patients?


Provide a distribution of AIS and ISS scores for the most recent year available.


Assessor conclusions: Trauma Registry software routinely generates Injury Severity Scores based on AIS or ICD 9-codes. Attached 2012 summary data includes GCS, ISS and Max AIS scores


1 Responses

received 1

Response rate

100%

160 | Page

Question 278:

Does the State EMS database collect the Glasgow Coma Scale (GCS) data for motor vehicle crash patients?


Provide a distribution of GCS scores for motor vehicle crash patients for the most recent year available.


Assessor conclusions: WEMSIS collects eye, verbal, motor, qualifier and total GCS scores. The attached report dated 2013 doesn't give the year of data collection and appears to be a complete output file of WEMSIS data rather than a summary distribution of GCS scores - however, such a distribution could be developed from such a report.


1 Responses

received 1

Response rate

100%

Question 279:

Does the State trauma registry collect the Glasgow Coma Scale (GCS) data for motor vehicle crash patients?


Provide a distribution of GCS scores for motor vehicle crash patients for the most recent year available.


Assessor conclusions: Evidence provided includes Glasgow Coma Score distribution from Trauma Registry.


1 Responses

received 1

Response rate

100%

161 | Page

Question 280:

Are there State privacy and confidentiality laws that supersede HIPAA?


Provide the applicable State laws and describe how they are interpreted—including the identification of situations that may impede data sharing within the State and among public health authorities.


Assessor conclusions: The state does not have laws that supersede HIPAA, but the issue of protected health information in general is under review and may lead to additional changes in law and policy in the future.


1 Responses

received 1

Response rate

100%

Question 281:

Does the EMS system have a formal data dictionary?


Provide the data dictionary including, at a minimum, the variable names and definitions.


Assessor conclusions: NEMSIS-compliant and state-specific data dictionaries were provided.


1 Responses

received 1

Response rate

100%

162 | Page

Question 282:

Does the EMS system have formal documentation that provides a summary dataset—characteristics, values, limitations and exceptions, whether submitted or user created—and how it is collected, managed, and maintained?


Provide a user's manual or other form of documentation of the EMS data collection system. Such documentation should include a list of the dataset's variables and a description of how the data is collected, managed and maintained.


Assessor conclusions: Documents that represent the EMS system include details about limitations and exceptions, and how the data are collected, managed, and maintained exist and were provided.


1 Responses

received 1

Response rate

100%

Question 283:

Does the emergency department dataset have a formal data dictionary?






1 Responses

received 1

Response rate

100%

163 | Page

Question 284:

Does the emergency department dataset have formal documentation that provides a summary dataset—characteristics, values, limitations and exceptions, whether submitted or user created—and how it is collected, managed, and maintained?


Provide the documentation. Question Rank: Very Important



1 Responses

received 1

Response rate

100%

Question 285:

Does the hospital discharge dataset have a formal data dictionary?




Assessor conclusions: The hospital discharge Data Dictionary was provided.


1 Responses

received 1

Response rate

100%

Question 286:

Does the hospital discharge dataset have formal documentation that provides a summary dataset—characteristics, values, limitations and exceptions, whether submitted or user created—and how it is collected, managed, and maintained?



Assessor conclusions: The annual data notes document characteristics, values, limitations and exceptions, but information about the collection and maintenance of the system were not incorporated.


1 Responses

received 1

Response rate

100%

164 | Page

Question 287:

Does the trauma registry have a formal data dictionary?




Assessor conclusions: The Trauma Registry data dictionary was provided.


1 Responses

received 1

Response rate

100%

Question 288:

Does the trauma registry dataset have formal documentation that provides a summary dataset—characteristics, values, limitations and exceptions, whether submitted or user created—and how it is collected, managed, and maintained?



Assessor conclusions: The Data Dictionary attached provides the complete dataset, and the attached Sep 2011 Users Guide and sample data abstraction sheet provide information about collection, management and maintenance of trauma registry data.


1 Responses

received 1

Response rate

100%

Question 289:

Does the vital records system have a formal data dictionary?




Assessor conclusions: The vital records data dictionary includes variable names and definitions.


1 Responses

received 1

Response rate

100%

165 | Page

Question 290:

Does the vital records system have formal documentation that provides a summary dataset—characteristics, values, limitations and exceptions, whether submitted or user created—and how it is collected, managed, and maintained?



Assessor conclusions: The vital records data dictionaries include details about limitations and exceptions, but documentation related to how the data are collected, managed, and maintained was not included.


1 Responses

received 1

Response rate

100%

Question 291:

Is there a single entity that collects and compiles data from the local EMS agencies?


Identify the State agency or third party to which the EMS data is initially submitted.


Assessor conclusions: The Department of Health was identified as the entity that collects EMS data from the local agencies. While participation has increased since the last assessment, WEMSIS currently has 51% of agencies reporting.


1 Responses

received 1

Response rate

100%

166 | Page

Question 292:

Is there a single entity that collects and compiles data on emergency department visits from individual hospitals?


Identify the State agency or third party to which the data on emergency department visits is initially submitted.




1 Responses

received 1

Response rate

100%

Question 293:

Is there a single entity that collects and compiles data on hospital discharges from individual hospitals?


Identify the State agency or third party to which the data on hospital discharges is initially submitted.


Assessor conclusions: Washington Statute, RCW 43.70.052, authorizes the Department of Health to collect and maintain the hospital discharge dataset.


1 Responses

received 1

Response rate

100%

Question 294:

Is there a process flow diagram that outlines the EMS system's key data process flows, including inputs from other systems?


Provide the flow diagram. Alternatively, provide a narrative description of the EMS data process flows from dispatch to submission of the report to the State EMS repository.


Assessor conclusions: No process flow diagram was provided, but the narrative was sufficient to explain the various ways EMS data are captured and collected.


1 Responses

received 1

Response rate

100%

167 | Page

Question 295:

Is there a process flow diagram that outlines the emergency department data's key data process flows, including inputs from other systems?


Provide the flow diagram. Alternatively, provide a narrative description of the emergency department data process flows from patient arrival to submission of the uniform billing data to the State repository.


Assessor conclusions: Washington does not have centralized, statewide emergency department data.


1 Responses

received 1

Response rate

100%

Question 296:

Is there a process flow diagram that outlines the hospital discharge data's key data process flows, including inputs from other systems?


Provide the flow diagram. Alternatively, provide a narrative description of the hospital discharge data process flows from patient arrival to submission of the uniform billing data to the State repository.


Assessor conclusions: Highly detailed process flow diagrams for all hospital discharge aspects were provided.


1 Responses

received 1

Response rate

100%

168 | Page

Question 297:

Is there a process flow diagram that outlines the trauma registry's key data process flows, including inputs from other systems?


Provide the flow diagram. Alternatively, provide a narrative description of the hospital discharge data process flows, from trauma activation to submission of the trauma data to the State registry.


Assessor conclusions: A PowerPoint presentation was provided that includes a simplified process flow diagram as well as a triage document that includes a decision flow diagram.


1 Responses

received 1

Response rate

100%

Question 298:

Are there separate procedures for paper and electronic filing of EMS patient care reports?


Provide a copy of the procedures for paper and electronic filing or a brief narrative describing the procedures.


Assessor conclusions: The State narrative explained the processes for receiving/entering data into the EMS data system as captured by paper or electronic means.


1 Responses

received 1

Response rate

100%

169 | Page

Question 299:

Are there procedures for collecting, editing, error-checking, and submitting emergency department and hospital discharge data to the statewide repository?


Provide a copy of the procedures or a brief narrative describing the process of collecting, editing and submitting emergency department and hospital discharge data to the statewide repository.


Assessor conclusions: The narrative response and webpage provided outline procedures for hospital discharge data, but the state does not have an emergency department data system.


1 Responses

received 1

Response rate

100%

Question 300:

Does the trauma registry have documented procedures for collecting, editing, error checking, and submitting data?


Provide a copy of the procedures or a brief narrative describing the process for collecting, error-checking and submitting trauma registry data.


Assessor conclusions: The Trauma Registry User Guide and Desk Manual document data collection, checking, submission and management and technical procedures.


1 Responses

received 1

Response rate

100%

170 | Page

Question 301:

Are there procedures for collecting, editing, error-checking, and submitting data to the statewide vital records repository?


Provide a copy of the procedures or a brief narrative describing the process for collecting, error-checking and submitting data to the vital records repository.


Assessor conclusions: The narrative sufficiently explains the process for collecting and transmitting vital records death data.


1 Responses

received 1

Response rate

100%

Question 302:

Are there documented procedures for returning data to the reporting EMS agencies for quality assurance and improvement (e.g., correction and resubmission)?


Provide a copy of the procedures or a brief narrative describing the process for returning data to the reporting EMS agencies for correction and resubmission.


Assessor conclusions: For agencies that submit data to WEMSIS, quality reports are produced. However, transactions are accepted into the system even if they contain schematron warnings. The threshold for rejecting records is very low.


1 Responses

received 1

Response rate

100%

171 | Page

Question 303:

Are there documented procedures for returning data to the reporting emergency departments for quality assurance and improvement (e.g., correction and resubmission)?


Provide a copy of the procedures or a brief narrative that describes the process for returning data to the reporting emergency departments for correction and resubmission.




1 Responses

received 1

Response rate

100%

Question 304:

Are there documented procedures for returning hospital discharge data to the reporting hospitals for quality assurance and improvement (e.g., correction and resubmission)?


Provide a copy of the procedures or a brief narrative describing the process for returning data to the reporting hospitals for correction and resubmission.


Assessor conclusions: The narrative provided extensive detail as to the processes for returning hospital discharge data to the reporting hospitals for correction or improvement.


1 Responses

received 1

Response rate

100%

172 | Page

Question 305:

Are there documented procedures for returning trauma data to the reporting trauma center for quality assurance and improvement (e.g., correction and resubmission)?


Provide a copy of the procedures or a brief narrative describing the process for returning data to the reporting trauma center for correction and resubmission.


Assessor conclusions: The documents provided clearly detail the process for returning trauma data for quality control purposes.


1 Responses

received 1

Response rate

100%

Question 306:

Are there documented procedures for returning data to the reporting vital records agency for quality assurance and improvement (e.g., correction and resubmission)?


Provide a copy of the procedures or a brief narrative describing the process for returning data to the reporting vital records agency for correction and resubmission.


Assessor conclusions: Sufficient explanation about the error-checking and corrections of vital records data was provided.


1 Responses

received 1

Response rate

100%

173 | Page

Question 307:

Is aggregate EMS data available to outside parties (e.g., universities, traffic safety professionals) for analytical purposes?


Provide a copy of the data access policy, data use agreement, or link to appropriate data access website. Alternatively provide a brief description of how outside parties may obtain access to the EMS data for analytical purposes.


Assessor conclusions: Aggregate data are not available because 100% of the state is not reporting through WEMSIS.


1 Responses

received 1

Response rate

100%

Question 308:

Is aggregate emergency department data available to outside parties (e.g., universities, traffic safety professionals) for analytical purposes?


Provide a copy of the data access policy, data use agreement, or link to appropriate data access website. Alternatively provide a brief description of how outside parties may obtain access to the emergency department data for analytical purposes.




1 Responses

received 1

Response rate

100%

174 | Page

Question 309:

Is aggregate hospital discharge data available to outside parties (e.g., universities, traffic safety professionals) for analytical purposes?


Provide a copy of the data access policy, data use agreement, or link to appropriate data access website. Alternatively provide a brief description of how outside parties may obtain access to the hospital discharge data for analytical purposes.


Assessor conclusions: The state provided a link to show its data order form and applicable paperwork/requirements for accessing hospital discharge data.


1 Responses

received 1

Response rate

100%

Question 310:

Is aggregate trauma registry data available to outside parties (e.g., universities, traffic safety professionals) for analytical purposes?


Provide a copy of the data access policy, data use agreement, or link to appropriate data access website. Alternatively provide a brief description of how outside parties may obtain access to the trauma registry data for analytical purposes.


Assessor conclusions: While there is not a public file available nor are aggregate reports available to the public online, the trauma epidemiologist fulfills requests for aggregate reports.


1 Responses

received 1

Response rate

100%

175 | Page

Question 311:

Is aggregate vital records data available to outside parties (e.g., universities, traffic safety professionals) for analytical purposes?


Provide a copy of the data access policy, data use agreement, or link to appropriate data access website. Alternatively provide a brief description of how outside parties may obtain access to the vital records data for analytical purposes.


Assessor conclusions: Vital records are public records and are released to outside parties using a Request Form.


1 Responses

received 1

Response rate

100%

Question 312:

Is there an interface among the EMS data and emergency department and hospital discharge data?


Provide a narrative description of the interface link between the EMS data and the emergency department and hospital discharge data. If available provide the applicable data exchange agreement.


Assessor conclusions: Washington does not have centralized, statewide emergency department data.


1 Responses

received 1

Response rate

100%

176 | Page

Question 313:

Is there an interface between the EMS data and the trauma registry data?


Provide a narrative description of the interface link between the EMS data and the trauma registry data. If available provide the applicable data exchange agreement.


Assessor conclusions: The Traffic Records Program Advisory defines an interface as: 'System interface reflects a standing or real-time relationship between datasets and a high degree of system interoperability. In practice, system interface linkage is useful when circumstances demand real-time relationships between databases that need to be connected and accessible at all times.' The current manual entry process of EMS records by trauma registrars does not reflect an interface.


1 Responses

received 1

Response rate

100%

Question 314:

Is there an interface between the vital statistics and hospital discharge data?


Provide a narrative description of the interface link between the vital statistics and hospital discharge data. If available provide the applicable data exchange agreement.


Assessor conclusions: While an integration was detailed in the response, there is no interface, as defined in the Advisory, between the vital records and hospital discharge data systems.


1 Responses

received 1

Response rate

100%

177 | Page

Question 315:



Provide the formal methodology or describe the process by which automated edit checks and validation rules ensure entered data falls within the range of acceptable values and is logically consistent among fields.


Assessor conclusions: Response and evidence provided detail about automated quality checks of the WEMSIS system.


1 Responses

received 1

Response rate

100%

Question 316:

Is limited state-level correction authority granted to quality control staff working with the statewide EMS database in order to amend obvious errors and omissions without returning the report to the originating entity?


Provide the formal methodology or describe the process by which limited state-level correction authority is granted to quality control staff working with the statewide EMS database.


Assessor conclusions: While Department of Health staff have administrative rights to all data, they do not make changes to submitted data.


1 Responses

received 1

Response rate

100%

178 | Page

Question 317:

Are there formally documented processes for returning rejected EMS patient care reports to the collecting entity and tracking resubmission to the statewide EMS database?


Provide the formal methodology or describe the process by which rejected EMS patient care reports are returned to the collecting agency and tracked through resubmission to the statewide EMS database.


Assessor conclusions: Records that do not meet the XML schema validation requirements are rejected. However, records are not rejected due to incomplete or conflicting data. Records are even accepted with missing data in critical elements.


1 Responses

received 1

Response rate

100%

Question 318:

Are there timeliness performance measures tailored to the needs of EMS system managers and data users?


Provide a complete list of timeliness performance measures for the EMS system and explain how these measures are used to inform decision-making.


Assessor conclusions: There are no timeliness performance measures for the EMS data system.


1 Responses

received 1

Response rate

100%

179 | Page

Question 319:

Are there accuracy performance measures tailored to the needs of EMS system managers and data users?


Provide a complete list of accuracy performance measures for the EMS system and explain how these measures are used to inform decision-making.


Assessor conclusions: While there are some rules of thumb for including or excluding records in an analysis there are no formally established performance measures for accuracy.


1 Responses

received 1

Response rate

100%

Question 320:

Are there completeness performance measures tailored to the needs of EMS system managers and data users?


Provide a complete list of completeness performance measures for the EMS system and explain how these measures are used to inform decision-making.


Assessor conclusions: Currently, there are no completeness performance measures for the EMS data system.


1 Responses

received 1

Response rate

100%

180 | Page

Question 321:

Are there uniformity performance measures tailored to the needs of EMS system managers and data users?


Provide a complete list of uniformity performance measures for the EMS system and explain how these measures are used to inform decision-making.


Assessor conclusions: The data elements included in WEMSIS are 100% compliant with NEMSIS.


1 Responses

received 1

Response rate

100%

Question 322:

Are there integration performance measures tailored to the needs of EMS system managers and data users?


Provide a complete list of integration performance measures for the EMS system and explain how these measures are used to inform decision-making.


Assessor conclusions: No integration of EMS data is currently being performed and no measures exist.


1 Responses

received 1

Response rate

100%

Question 323:

Are there accessibility performance measures tailored to the needs of EMS system managers and data users?


Provide a complete list of accessibility performance measures for the EMS system and explain how these measures are used to inform decision-making.


Assessor conclusions: There are no accessibility performance measures for the EMS data system.


1 Responses

received 1

Response rate

100%

181 | Page

Question 324:

Has the State established numeric goals—performance metrics—for each EMS system performance measure?


Provide specific numeric goals and related performance measures for each attribute as determined by the State.


Assessor conclusions: Performance metrics were not prepared at this time.


1 Responses

received 1

Response rate

100%

Question 325:

Is there performance reporting for the EMS system that provides specific timeliness, accuracy, and completeness feedback to each submitting entity?


Provide a sample report, list of receiving agencies, and specify frequency of issuance.


Assessor conclusions: The quality control reports provided show completeness and accuracy measures for each agency's submission. Overall metrics were provided in the epidemiologist's presentation.


1 Responses

received 1

Response rate

100%

Question 326:

Are high frequency errors used to update EMS system training content, data collection manuals, and validation rules?


Provide the formal methodology or describe the process by which high frequency errors are used to update EMS system training content, data collection manuals, and validation rules.


Assessor conclusions: High frequency errors are not currently used to revise training, but there are plans to do so in the future.


1 Responses

received 1

Response rate

100%

182 | Page

Question 327:

Are quality control reviews conducted to ensure the completeness, accuracy, and uniformity of injury data in the EMS system?


Provide a sample quality control review of injury records that details the system's data completeness.


Assessor conclusions: Quality control reviews of EMS data are not currently conducted, but there are plans to do so in the future.


1 Responses

received 1

Response rate

100%

Question 328:

Are periodic comparative and trend analyses used to identify unexplained differences in the EMS data across years and agencies?


Describe the analyses, provide a sample record or output, and specify their frequency.


Assessor conclusions: Periodic analyses are not currently performed on EMS data.


1 Responses

received 1

Response rate

100%

Question 329:

Is data quality feedback from key users regularly communicated to EMS data collectors and data managers?


Describe the process for transmitting and utilizing key users' data quality feedback to inform program changes.


Assessor conclusions: State level users communicate feedback to data system managers and centralized counties also communicate with the system managers.


1 Responses

received 1

Response rate

100%

183 | Page

Question 330:

Are EMS data quality management reports produced regularly and made available to the State TRCC?


Provide a sample quality management report and specify frequency of transmission to the State TRCC.


Assessor conclusions: Data quality reports are not generated and made available to the Traffic Records Committee regularly.


1 Responses

received 1

Response rate

100%

Question 331:





Assessor conclusions: The procedure manual explains that quality checks are conducted at the point of submission and error reports are generated at later points of review.


1 Responses

received 1

Response rate

100%

184 | Page

Question 332:

Is limited state-level correction authority granted to quality control staff working with the statewide emergency department and hospital discharge databases in order to amend obvious errors and omissions without returning the report to the originating entity?


Provide the formal methodology or describe the process by which limited state-level correction authority is granted to quality control staff working with the statewide emergency department and hospital discharge databases.


Assessor conclusions: Three Department of Health staff have permission to make changes in the CHARS hospital discharge database, but most errors are sent back to the hospital for correction, as described in the 2013 CHARS Manual.


1 Responses

received 1

Response rate

100%

Question 333:

Are there formally documented processes for returning rejected emergency department and hospital discharge records to the collecting entity and tracking resubmission to the statewide emergency department and hospital discharge databases?


Provide the formal methodology or describe the process by which rejected emergency department and hospital discharge records are returned to the collecting agency and tracked through resubmission to the statewide emergency department and hospital discharge databases.


Assessor conclusions: The narrative provided sufficient evidence about the error-checking and correction of hospital discharge records. The state does not currently have an Emergency Department data system.


1 Responses

received 1

Response rate

100%

185 | Page

Question 334:

Are there timeliness performance measures tailored to the needs of emergency department and hospital discharge database managers and data users?


Provide a complete list of timeliness performance measures for the emergency department and hospital discharge databases and explain how these measures are used to inform decision-making.


Assessor conclusions: The evidence provided shows ongoing evaluation of timeliness based on the state statute.


1 Responses

received 1

Response rate

100%

Question 335:

Are there accuracy performance measures tailored to the needs of emergency department and hospital discharge database managers and data users?


Provide a complete list of accuracy performance measures for the emergency department and hospital discharge databases and explain how these measures are used to inform decision-making.


Assessor conclusions: The data report provided includes evaluations of the hospital discharge data's accuracy.


1 Responses

received 1

Response rate

100%

186 | Page

Question 336:

Are there completeness performance measures tailored to the needs of emergency department and hospital discharge database managers and data users?


Provide a complete list of completeness performance measures for the emergency department and hospital discharge databases and explain how these measures are used to inform decision-making.


Assessor conclusions: The emergency department/hospital discharge data report provided includes evaluation of the data completeness.


1 Responses

received 1

Response rate

100%

Question 337:

Are there uniformity performance measures tailored to the needs of emergency department and hospital discharge database managers and data users?


Provide a complete list of uniformity performance measures for the emergency department and hospital discharge databases and explain how these measures are used to inform decision-making.


Assessor conclusions: Uniformity metrics for CHARS were provided with explanation about data gathered outside of the standard and that some information in the standard is not collected.


1 Responses

received 1

Response rate

100%

187 | Page

Question 338:

Are there integration performance measures tailored to the needs of emergency department and hospital discharge database managers and data users?


Provide a complete list of integration performance measures for the emergency department and hospital discharge databases and explain how these measures are used to inform decision-making.


Assessor conclusions: No formal integration measures are in place at this time for emergency department or hospital discharge data.


1 Responses

received 1

Response rate

100%

Question 339:

Are there accessibility performance measures tailored to the needs of emergency department and hospital discharge database managers and data users?


Provide a complete list of accessibility performance measures for the emergency department and hospital discharge database and explain how these measures are used to inform decision-making.


Assessor conclusions: A user needs assessment has been conducted in the past, but not recently. Conducting another assessment and information from the last assessment should be used to develop performance measures for emergency department and hospital discharge data.


1 Responses

received 1

Response rate

100%

188 | Page

Question 340:

Has the State established numeric goals—performance metrics—for each emergency department and hospital discharge database performance measure?




Assessor conclusions: Timeliness and completeness metrics for emergency department and hospital discharge data were provided.


1 Responses

received 1

Response rate

100%

Question 341:

Is there performance reporting for the emergency department and hospital discharge databases that provides specific timeliness, accuracy, and completeness feedback to each submitting entity?




Assessor conclusions: The report provided includes a quarterly summary of data specific to that hospital. Additional narrative provided includes details about timeliness, accuracy, and completeness feedback.


1 Responses

received 1

Response rate

100%

189 | Page

Question 342:

Are high frequency errors used to update emergency department and hospital discharge database training content, data collection manuals, and validation rules?


Provide the formal methodology or describe the process by which high frequency errors are used to update emergency department and hospital discharge database training content, data collection manuals, and validation rules.


Assessor conclusions: High frequency errors are used to revise training and procedures for hospital discharge data.


1 Responses

received 1

Response rate

100%

Question 343:

Are quality control reviews conducted to ensure the completeness, accuracy, and uniformity of injury data in the emergency department and hospital discharge databases?




Assessor conclusions: Respondent described a quality control review of completeness of injury record E-coding.


1 Responses

received 1

Response rate

100%

190 | Page

Question 344:

Are periodic comparative and trend analyses used to identify unexplained differences in the emergency department and hospital discharge data across years and agencies?




Assessor conclusions: Quarterly volume report was provided for the emergency department and hospital discharge data.


1 Responses

received 1

Response rate

100%

Question 345:

Is data quality feedback from key users regularly communicated to emergency department and hospital discharge data collectors and data managers?




Assessor conclusions: Quality control feedback is not communicated to hospital discharge data managers at this time.


1 Responses

received 1

Response rate

100%

Question 346:

Are emergency department and hospital discharge data quality management reports produced regularly and made available to the State TRCC?




Assessor conclusions: Hospital discharge quality control reports are not regularly created and provided to the Traffic Records Committee.


1 Responses

received 1

Response rate

100%

191 | Page

Question 347:





Assessor conclusions: Washington uses Collector Software which contains automated edit checks, logic and validation rules for Trauma data.


1 Responses

received 1

Response rate

100%

Question 348:

Is limited state-level correction authority granted to quality control staff working with the statewide trauma registry in order to amend obvious errors and omissions without returning the report to the originating entity?


Provide the formal methodology or describe the process by which limited state-level correction authority is granted to quality control staff working with the statewide trauma registry.


Assessor conclusions: Although rarely used, there is state-level authority for error correction.


1 Responses

received 1

Response rate

100%

192 | Page

Question 349:

Are there formally documented processes for returning rejected data to the collecting entity and tracking resubmission to the statewide trauma registry?


Provide the formal methodology or describe the process by which rejected data is returned to the collecting agency and tracked through resubmission to the statewide trauma registry.


Assessor conclusions: Procedures for returning rejected data to the collecting entity and tracking resubmission are documented.


1 Responses

received 1

Response rate

100%

Question 350:

Are there timeliness performance measures tailored to the needs of trauma registry managers and data users?


Provide a complete list of timeliness performance measures for the trauma registry and explain how these measures are used to inform decision-making.


Assessor conclusions: Procedures to ensure timely submissions were attached.


1 Responses

received 1

Response rate

100%

193 | Page

Question 351:

Are there accuracy performance measures tailored to the needs of trauma registry managers and data users?


Provide a complete list of accuracy performance measures for the trauma registry and explain how these measures are used to inform decision-making.


Assessor conclusions: Collector software has built-in edit checks which permit the Trauma Registry (TR) administrator to run data accuracy error reports. TR staff periodically conduct QA activities and report QA results. The TR Desk Manual describes the software built-in checks for accuracy quality measures. The threshold for accuracy in their inter-rater reliability program is 95% (see attached report).


1 Responses

received 1

Response rate

100%

Question 352:

Are there completeness performance measures tailored to the needs of trauma registry managers and data users?


Provide a complete list of completeness performance measures for the trauma registry and explain how these measures are used to inform decision-making.


Assessor conclusions: Completeness measures of some variables were provided. Tracking other variables, ones that do not reject the submission, would be helpful and encouraged as a means of evaluating data quality.


1 Responses

received 1

Response rate

100%

194 | Page

Question 353:

Are there uniformity performance measures tailored to the needs of trauma registry managers and data users?


Provide a complete list of uniformity performance measures for the trauma registry and explain how these measures are used to inform decision-making.


Assessor conclusions: As stated in state statute and the TR User Guide, WA TR data and format are compliant with the National Trauma Data Bank (NTDB). Collector software transfers these compliant Washington data directly to the NTDB.


1 Responses

received 1

Response rate

100%

Question 354:

Are there integration performance measures tailored to the needs of trauma registry managers and data users?


Provide a complete list of integration performance measures for the trauma registry and explain how these measures are used to inform decision-making.


Assessor conclusions: Specific integration performance measures have not been established.


1 Responses

received 1

Response rate

100%

195 | Page

Question 355:

Are there accessibility performance measures tailored to the needs of trauma registry managers and data users?


Provide a complete list of accessibility performance measures for the trauma registry and explain how these measures are used to inform decision-making.


Assessor conclusions: There are no accessibility performance measures at this time.


1 Responses

received 1

Response rate

100%

Question 356:

Has the State established numeric goals—performance metrics—for each trauma registry performance measure?




Assessor conclusions: The attached administrative code provides performance metrics for the trauma registry.


1 Responses

received 1

Response rate

100%

Question 357:

Is there performance reporting for the trauma registry that provides specific timeliness, accuracy, and completeness feedback to each submitting entity?




Assessor conclusions: The reports contain evaluations for timeliness, accuracy, and completeness.


1 Responses

received 1

Response rate

100%

196 | Page

Question 358:

Are high frequency errors used to update trauma registry training content, data collection manuals, and validation rules?


Provide the formal methodology or describe the process by which high frequency errors are used to update trauma registry training content, data collection manuals, and validation rules.


Assessor conclusions: The evidence clearly shows how high-frequency errors may be used to revise training.


1 Responses

received 1

Response rate

100%

Question 359:

Are quality control reviews conducted to ensure the completeness, accuracy, and uniformity of injury data in the trauma registry?




Assessor conclusions: The response and evidence provided show that the trauma registrar regularly performs quality control reviews.


1 Responses

received 1

Response rate

100%

Question 360:

Are periodic comparative and trend analyses used to identify unexplained differences in the trauma registry data across years and agencies?




Assessor conclusions: The response narrative and evidence show comparative and trend analyses conducted on trauma registry data.


1 Responses

received 1

Response rate

100%

197 | Page

Question 361:

Is data quality feedback from key users regularly communicated to trauma registry data collectors and data managers?




Assessor conclusions: The state has ways for trauma data users to provide feedback through the collection software and/or user group forums.


1 Responses

received 1

Response rate

100%

Question 362:

Are trauma registry data quality management reports produced regularly and made available to the State TRCC?




Assessor conclusions: Quality management reports are created regularly for several purposes, but not provided to the Traffic Records Committee.


1 Responses

received 1

Response rate

100%

Question 363:





Assessor conclusions: There are built-in edit checks and validation rules for manner and cause of death.


1 Responses

received 1

Response rate

100%

198 | Page

Question 364:

Is limited state-level correction authority granted to quality control staff working with vital records in order to amend obvious errors and omissions without returning the report to the originating entity?


Provide the formal methodology or describe the process by which limited state-level correction authority is granted to quality control staff working with vital records.


Assessor conclusions: Examples of state-level authority for error correction were provided.


1 Responses

received 1

Response rate

100%

Question 365:

Are there formally documented processes for returning rejected data to the collecting entity and tracking resubmission to vital records?


Provide the formal methodology or describe the process by which rejected data is returned to the collecting agency and tracked through resubmission to vital records.


Assessor conclusions: The narrative response provided sufficient detail as to the process for returning and correcting errors.


1 Responses

received 1

Response rate

100%

Question 366:

Are there timeliness performance measures tailored to the needs of vital records managers and data users?


Provide a complete list of timeliness performance measures for vital records and explain how these measures are used to inform decision-making.


Assessor conclusions: Several timeliness metrics for vital records data were provided.


1 Responses

received 1

Response rate

100%

199 | Page

Question 367:

Are there accuracy performance measures tailored to the needs of vital records managers and data users?


Provide a complete list of accuracy performance measures for vital records and explain how these measures are used to inform decision-making.


Assessor conclusions: Staff does look for inconsistencies and check with certifiers when it appears there might be inaccurate data but there are no accuracy performance measures.


1 Responses

received 1

Response rate

100%

Question 368:

Are there completeness performance measures tailored to the needs of vital records managers and data users?


Provide a complete list of completeness performance measures for vital records and explain how these measures are used to inform decision-making.


Assessor conclusions: Incomplete records are not accepted. Staff contact certifier to obtain missing information and to clarify non-specific information. Measure is thus 100 %. Another measure of completeness would gauge whether all reports are submitted and entered into the database.


1 Responses

received 1

Response rate

100%

200 | Page

Question 369:

Are there uniformity performance measures tailored to the needs of vital records managers and data users?


Provide a complete list of uniformity performance measures for vital records and explain how these measures are used to inform decision-making.


Assessor conclusions: The state vital records system conforms to the national standard.


1 Responses

received 1

Response rate

100%

Question 370:

Are there integration performance measures tailored to the needs of vital records managers and data users?


Provide a complete list of integration performance measures for vital records and explain how these measures are used to inform decision-making.


Assessor conclusions: Expecting that records link 90% of the time is a performance measure, but providing the actual metric from a study would be helpful as a baseline from which to build.


1 Responses

received 1

Response rate

100%

Question 371:

Are there accessibility performance measures tailored to the needs of vital records managers and data users?


Provide a complete list of accessibility performance measures for vital records and explain how these measures are used to inform decision-making.


Assessor conclusions: Death records are publicly available. A request process is documented on-line. Timeliness of access to the public file is an issue.


1 Responses

received 1

Response rate

100%

201 | Page

Question 372:

Has the State established numeric goals—performance metrics—for each vital records performance measure?




Assessor conclusions: Vital records have multiple timeliness metrics, as described above, and also require 100 % completeness and 100 % compliance with national data standards for entry into the national database. Accuracy is not specified but it seems that all inaccurate records are either corrected or returned to the certifier for correction. Integration with FARS is performed annually.


1 Responses

received 1

Response rate

100%

Question 373:

Is there performance reporting for vital records that provides specific timeliness, accuracy, and completeness feedback to each submitting entity?




Assessor conclusions: Performance metrics have been established for timeliness, and status is documented in the attached reports.


1 Responses

received 1

Response rate

100%

202 | Page

Question 374:

Are high frequency errors used to update vital records training content, data collection manuals, and validation rules?


Provide the formal methodology or describe the process by which high frequency errors are used to update vital records training content, data collection manuals, and validation rules.


Assessor conclusions: The only metric tracked is the time to submission. While feedback is given to death certifiers, limited training is impacted by error tracking.


1 Responses

received 1

Response rate

100%

Question 375:

Are quality control reviews conducted to ensure the completeness, accuracy, and uniformity of injury data in the vital records?




Assessor conclusions: The report provided includes accuracy checks, while completeness and uniformity checks have been explained in other responses.


1 Responses

received 1

Response rate

100%

203 | Page

Question 376:

Are periodic comparative and trend analyses used to identify unexplained differences in the vital records data across years and agencies?




Assessor conclusions: The response and evidence provided show annual trend analyses across years that are provided to colleagues for interpretation.


1 Responses

received 1

Response rate

100%

Question 377:

Is data quality feedback from key users regularly communicated to vital records data collectors and data managers?




Assessor conclusions: The narrative provides sufficient evidence and an example of end-user feedback sent to the data manager.


1 Responses

received 1

Response rate

100%

Question 378:

Are vital records data quality management reports produced regularly and made available to the State TRCC?




Assessor conclusions: Management reports are not produced on a regular basis and provided to the Traffic Records Committee.


1 Responses

received 1

Response rate

100%

204 | Page

205 | Page

Data Use and Integration Highway safety decision-makers depend upon the ready availability of quality data to develop and evaluate publicly-funded programs and projects. These data are an expensive and valuable strategic state resource that must be administered, described, integrated and made readily available in the public interest. Administration: Washington does not have centralized data governance. State agencies with collection and/or custodial authority have separate governance policies and personnel. No single agency has responsibility for all traffic records system component files. Washington’s official crash file is operated and maintained by the Washington State Patrol. No direct links allow for populating crash reports with data from vehicle, roadway or driver records files. Vehicle data is maintained by the Washington State Department of Licensing (DOL). Washington has two driver license data systems, a Driver Headquarters System (DHS) and an external Driver Field System with custodial responsibility for driver license data, including commercially-licensed drivers. Vehicle and Driver systems are not unified; they have no common data elements that would allow for complete or partial unification. There is no enterprise system of roadway data. Washington can locate point data only for state-maintained roadways. The Department of Transportation has base-mapped state-maintained roads and those segments required for HPMS submittals. However, location and attribute data for other roadways is maintained by either the CRAB System (County Roads) or by municipalities. The Department of Health is responsible for Washington’s Injury Surveillance data and has developed data dictionaries that allow for linkage among its component subsystems, but not with the other safety data systems. In 2013, a Statewide Data Governance Coordinators Group was established; however, this group is voluntary and does not involve all agencies. The 2009 Washington State Traffic Records Strategic Plan (TRSP) (rev. 2013), prepared jointly by the Washington Traffic Records Committee with guidance of the Washington Traffic Safety Commission, has identified data sharing and data linkage as one of its four long-term goals. Objectives 2-5 support data interoperability and integration, but provide little detail about governance of integrated data: reducing paper, integrating injury patient systems, enhancing accuracy of location data, and improving timeliness and accessibility of collision data. Work is underway: the Washington Traffic Safety Commission (WTSC) Research Manager is a core member of the Statewide Data Governance Coordinators Group and the WTSC Data Integration Subcommittee has applied to the WSIRB for integration of health data for improving traffic safety. The TRC is investigating legislative changes that will govern integrated data in lieu of WSIRB processes and requirements. Inventory: Data users need both access to safety data in appropriate format and detail, and also an understanding of its strengths and limitations. This is best achieved by creation and maintenance of a formal, detailed traffic records system inventory that describes all traffic records data sources,

206 | Page

system custodians, data elements and attributes, linkage variables, linkages, and data access policies. Washington does not have a comprehensive safety data system inventory, although individual custodial agencies maintain more or less complete inventories. A TR Resource Manual was produced in 2004 and the 2013 TR Strategic Plan contains a nice summary overview, but neither document provides the required level of detail. The WTSC Data Integration Subcommittee and the state Data Governance Workgroup are currently working on portions of what could become a state TR inventory. Integration: Regularly scheduled linkage of highway safety data systems and subsystems can provide safety analysts, policy makers and the public a valuable tool to identify problems, determine priorities, allocate resources and evaluate program or project effectiveness. Data linkages involve cooperation between the various collecting and custodial agencies, an understanding of each other's critical business processes and their legal and resource constraints, in developing comparable data definitions and data access policies. The crash data system has no direct links for populating crash reports with data elements from the vehicle, roadway and driver records files. Washington’s driver system is not linked with the State’s crash and citation system. The State's adjudication system can be linked electronically to the driver system but appears not to do so for analysis. Within the driver system the DHS contains an interface link between the driver system and the Problem Driver Pointer System, the Commercial Driver Licensing Information System; the Social Security Online Verification system; and the Systematic Alien Verification for Entitlements. Access/Reports: The TRSP identifies Meet Local Needs as one of its seven major objectives, specifically by producing accurate roadway data, timely and accessible collision data, and satisfying stakeholder needs. At this time, standard public fact sheets or in-depth highway safety analyses of single component or interfaced data are not available. State and county program managers have direct access to extracted crash data organized into timely and useful reports. The WTSC produces state and county level annual, quarterly and ad hoc crash reports. WSDOT makes the WSDOT Grey Book, maps, and data tools available on-line. Access to information or analyses from other component systems is more limited. The DOL can grant law enforcement, court, and other state personnel access to information in the Washington driver system. Analyses and linked vehicle, roadway and driver data may be obtained by request to WTSC, WSDOT and WSP; no standard reports are currently available. Conviction data or reports may be requested from the Administrative Office of Court. Program Managers have no useful access to injury data or driver/citation/conviction data. Behavioral program managers and the TRC may request DOH researchers to produce reports or analyses. Access to health data sets is through the cumbersome Institutional Review Board process, has been infrequent, and no standard reports are available. The majority of injury surveillance systems do not provide data quality management reports to the TRC. Skilled data management and analysis personnel are available to complete data requests from decision-makers at all levels. WTSC Research Manager, Research Investigator and GIS Analyst

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are available, WSDOT has two data analysts, WSP has two analysts and a GIS analyst, DOL, OAC and DOH have skilled analysts and epidemiologists available to respond to data requests from analysts, state and local decision-makers, the media and the general public. ISS data and conviction data are not readily accessible, although epidemiologists and AOC analysts may provide analyses upon request. Opportunities: Administrative Improvement Authorizing legislation incorporating the Statewide Data Governance Coordinators Group, mandating agency participation, the production and maintenance of a formal state data inventory and periodic progress reports to the legislature would improve opportunities and infrastructure for integration of the traffic records data systems. A collaboratively-designed standard, detailed set of fact describing the content and means of access to each component data system and subsystem should be available electronically to traffic safety practitioners. Updates and hosting of the inventory could be managed by the TRC. Data Integration improvement The TRC‘s “Improving Transportation Basemap and Geocoding of Collision Reports” project's scope could be broadened by investigating the potential for using GIS as the primary tool for integrating highway safety data systems. Driver, vehicle and roadway file automated link could improve the accuracy and speed of crash reporting by populating data elements in the electronic reports. Electronic citations provide opportunities for transfer of data from the citation into the court case management system, and, once disposed, to posting on the driver history file as appropriate. A comprehensive traffic records inventory can provide a means to Identify linkage variables from WEMSIS, CHARS and VR datasets that correspond with crash data elements. Standard reports demonstrating the value added to highway safety programming arising from a linkage of these datasets are the next step in such an effort. Centralized collection of emergency department data could facilitate expansion of the integration effort undertaken between the trauma registry and the motor vehicle crash database to hospital discharge, which would have a greater potential value for highway safety analyses. Access Improvement A set of standard reports and/or fact sheets that can be derived from existing individual and linked TR datasets on a regularly recurring basis and published on-line will help to increase both interest in and use of traffic safety data, as would searchable on-line extract databases and reports from the various component system files.

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Question 379:

Do behavioral program managers have access to traffic records data and analytic resources for problem identification, priority setting, and program evaluation?


Identify the data source(s), (crash, roadway, driver, vehicle, citation adjudication, injury surveillance), discuss and provide examples of program specific analysis (e.g., reports, fact sheets, web pages, ad hoc analyses.


Assessor conclusions: State and county program managers have direct access to extracted crash data, and access upon request to interfaced vehicle, roadway and citation data, but no significant access to ISS or conviction data. Behavioral Program Managers receive CLAS-derived K+A crash and injury counts by month for the most recent 5 years data, counts for Target Zero priority areas and Annual Collision Summaries in a timely manner. No annual in-depth fact sheets are currently available. Access to interfaced vehicle, roadway and driver data is by request to WTSC, WSDOT and WSP; no standard reports are currently available. Behavioral program managers and TRC may request reports or analyses based upon ISS data from Department of Health researchers and conviction data from the Administrative Office of the Courts. Access is cumbersome, has been infrequent, and no standard reports are available.


1 Responses

received 1

Response rate

100%

Question 380:

Does the State have a data governance process?


Provide a narrative detailing the State's data governance process, identifying the personnel involved and describing how it supports traffic safety data integration and formal data quality management.


Assessor conclusions: The State of Washington does not have centralized data governance. Individual state agencies and data systems have separate governance policies and personnel. In 2013, a Statewide Data Governance Coordinators Group was established. This voluntary group of agency data governance coordinators plans to identify opportunities and barriers to cross-agency data sharing within constraints of current privacy law. It also plans to map all state datasets and agencies. The WTSC Research Manager is a core member of this group.


1 Responses

received 1

Response rate

100%

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Question 381:

Does the State have a formal traffic records system inventory that identifies linkages useful to the State and data access policies?


Provide a copy of the system inventory specifying all traffic records data sources, system custodians, data elements and attributes, linkage variables, linkages useful to the State, and data access policies.


Assessor conclusions: Washington does not have a comprehensive system inventory that contains all traffic records data sources, system custodians, data elements and attributes, linkage variables, useful linkages and access policies. Individual agencies maintain more or less complete inventories. A TR Resource Manual was produced in 2004 and the 2013 TR Strategic Plan contains a nice summary overview, but neither document provides the required level of detail. The WTSC Data Integration Subcommittee and the state Data Governance Workgroup are currently working on portions of what could become a state TR inventory.


1 Responses

received 1

Response rate

100%

Question 382:

Does the TRCC promote data integration by aiding in the development of data governance, access, and security policies for integrated data?


Identify, with appropriate citations, the TRCC strategic plan sections that demonstrate the promotion of data integration. (Pre-populate with latest strategic plan.)


Assessor conclusions: The TRC promotes data integration; the 2013 TR Strategic Plan identifies integration as a priority, and objectives 2-5 support data interoperability and integration; however, they provide little detail about governance of integrated data. Work is underway: the WTSC Research Manager is a core member of the Statewide Data Governance Coordinators Group and the WTSC Data Integration Subcommittee has applied to the WSIRB (application attached) for integration of health data for improving traffic safety. The TRC is investigating legislative changes that will govern integrated data in lieu of WSIRB processes and requirements.


1 Responses

received 1

Response rate

100%

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Question 383:

Is driver data integrated with crash data for specific analytical purposes?


Document an integrative crash-driver link, the linkage variables, and example analysis, and the frequency of linkage. Example analyses could include an assessment of graduated drivers' license (GDL) law effectiveness or of crash risk associated with motorcycle rider training, licensing, and behavior.


Assessor conclusions: Driver records are routinely linked with crash data only for fatal crashes. For fatal crashes, some driver record information is integrated with FARS, but Washington FARS' fully abstracted driver record data have not been used for analysis. Linked crash/driver datasets have been used for safety programming on an ad hoc basis.


1 Responses

received 1

Response rate

100%

Question 384:

Is vehicle data integrated with crash data for specific analytical purposes?


Document an integrative crash-vehicle link, the linkage variables, and example analysis, and the frequency of linkage. Example analyses could include crash trends among vehicle types or vehicle weight restriction by road classification.


Assessor conclusions: Vehicle ID Number (VIN) is a data element in the police crash report, and is thus automatically integrated into state crash data (CLAS). VIN accuracy is verified by CLAS and FARS database analysts. Three Target Zero priority areas have been identified using these integrated data.


1 Responses

received 1

Response rate

100%

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Question 385:

Is roadway data integrated with crash data for specific analytical purposes?


Document an integrative crash-roadway link, the linkage variables, and example analysis, and the frequency of linkage. Example analyses could include the identification of high crash locations and locations with similar roadway attributes or an assessment of engineering countermeasures' effectiveness.


Assessor conclusions: WSDOT roadway data can be accessed based on location data elements in crash reports. Since 2003, FARS and CLAS coders added this information to their databases using maps, and since 2012 the Incident Location Tool (ILT) integrates roadway and mapping data into the crash data. WA Strategic Highway Safety Plan run-off-road and intersection crash priority areas and corridor safety program locations also are selected using these integrated data. A performance analysis of rumble strip installation also used these data.


1 Responses

received 1

Response rate

100%

Question 386:

Is citation and adjudication data integrated with crash data for specific analytical purposes?


Document an integrative crash-citation or adjudication link, the linkage variables, and example analysis, and the frequency of linkage. Example analyses could include an assessment of the relationship between illegal actions and crashes for specific driver subpopulations (e.g., older drivers) or of crash-involved DUI offenders' adjudications.


Assessor conclusions: Citation number is included in a crash report when a citation is issued, but adjudication status is not tracked. Citation and adjudication data are not systematically integrated with other highway safety data systems. Department of Licensing is legally required to report citation, adjudication and crash information to the driver history, but only in some cases, and also performs ad hoc analyses.


1 Responses

received 1

Response rate

100%

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Question 387:

Is injury surveillance data integrated with crash data for specific analytical purposes?


Document an integrative crash-injury surveillance link, the linkage variables, and example analysis, and the frequency of linkage. Example analyses could include injury outcomes by specific crash type or injuries associated with occupant protection.


Assessor conclusions: ISS component systems are not integrated routinely with crash or other HS datasets. Linkage is possible; DOH performed at least one linkage in the past. Death records are routinely linked with FARS and extracted information is included in the FARS database, which has not been used for analyses. Washington’s SHSP identifies data integration as a priority, and the Data Integration subcommittee is working on strategies to link WATR (trauma data) and CHARS (hospital data) with crash data.


1 Responses

received 1

Response rate

100%

Question 388:

Are there examples of data integration among crash and two or more of the other component systems?


Document an integrative link among crash and multiple data systems, the linkage variables, and example analysis, and the frequency of linkage. Example analyses could include an assessment of the safety impact of differential speed limits for different vehicle types.


Assessor conclusions: Crash data are integrated with vehicle information (VIN) and roadway information (location) as described in #384 and #385 above.


1 Responses

received 1

Response rate

100%

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Question 389:

Is data from traffic records component systems—excluding crash—integrated for specific analytical purposes?


Document an integrative link using at least two traffic record component systems excluding the crash system. Include the systems, their linkage variables, example analysis, and the frequency of linkage. Example analyses could include an assessment of recidivism among specific driver populations.


Assessor conclusions: Regularly scheduled linkages are not performed between any non-crash component systems, and ad hoc studies appear rare. Within the ISS, however, component subsystems - trauma registry (WATR), hospital discharge (CHARS) and death certificate data - are routinely linked, and studies performed as described in the ISS section of this Assessment, but they are not integrated with any other safety data system.


1 Responses

received 1

Response rate

100%

Question 390:

Do decision-makers have access to resources—skilled personnel and user-friendly access tools—for the use and analysis of integrated datasets?


Identify the analytical resources available: personnel, software, or online resources. Specify the decision-makers who have access to these resources.


Assessor conclusions: WTSC provides state and county level annual, quarterly and ad hoc crash reports. WSDOT makes the WSDOT Grey Book and maps and data tools available on-line. Skilled data management and analysis personnel are available to complete data requests from decision-makers at all levels. WTSC Research Manager, Research Investigator and GIS Analyst are available, WSDOT has 2 data analysts, WSP has 2 analysts and a GIS analyst, Departments of Licensing and Health and the Administrative Office of Courts (AOC) have skilled analysts and epidemiologists available to respond to data requests from analysts, state and local decision-makers, the media and the general public. ISS data and conviction data are not easily accessible, although epidemiologists and AOC analysts may provide analyses upon request.


1 Responses

received 1

Response rate

100%

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Question 391:

Does the public have access to resources—skilled personnel and user-friendly access tools—for the use and analysis of integrated datasets?


Identify the analytical resources available to the public: personnel, software, or online resources. Specify how the public has access to these resources.


Assessor conclusions: The general public and the media who serve the public are given the same access to data as decision-makers, as described in #390.


1 Responses

received 1

Response rate

100%

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Appendix A

Assessment Participants

State Highway Safety Office Representative(s)

Christopher Madill Washington Traffic Safety Commission Director

Traffic Records Coordinator(s)

Debi Besser Washington Traffic Safety Commission Traffic Records Program Manager

State Assessment Coordinator(s)

Lou Baker WSDOT Roadway Operations Supervisor

Debi Besser Washington Traffic Safety Commission Traffic Records Program Manager

Vicky Cullinane Administrative Office of the Courts Business Liaison

Marcia Drake Administrative Office of the Courts Data Quality Coordinator

Dr. Staci Hoff Washington Traffic Safety Commission Research Manager

Matt Lewin Department of Licensing Special License Plate Manager

Mike R Martin Department of Licensing Citation and Accident Unit Manager

Kim Rader AOC Unknown

Ms. Kathy Schmitt MPA WA State Department of Health Research, Analysis, and Data Section Manager

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Mr. Warren Stanley Washington State Department of Transportation Business Project Manager

Cindy Taber-Lowry Washington Department of Licensing Assistant Administrator

NHTSA Regional Office Coordinator(s)

Greg T Fredericksen NHTSA Region Data Coordinator

Mr. Max Sevareid NHTSA Regional Program Manager

NHTSA Headquarters Coordinator

John N Siegler National Highway Traffic Safety Administration Team Lead, Traffic Records Team

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State and Local Respondents The following State and Local staff assisted in the Assessment by providing responses to the Advisory criteria and questions.

Name Agency Title

Monica Alexander Washington State Patrol Lieutenant

Heather Anderson Washington State Patrol ACCESS Section Manager

Angie Autry Administrative Office of the Courts

Court Education Professional

Lou Baker WSDOT Roadway Operations Supervisor

Debi Besser Washington Traffic Safety Commission

Traffic Records Program Manager

Marcia Drake Administrative Office of the Courts

Data Quality Coordinator

Moses Garcia Washington State Patrol Traffic Safety Resource Prosecutor

Kim Goodman Washington Association of Sheriffs and Police Chiefs

Administrative Services Director

Dr. Staci Hoff Washington Traffic Safety Commission

Research Manager

Louis A Hurst Washington State Patrol GIS Anlalyst

Scotty C Jackson Administrative Office of the Courts

Business Analyst

Eric Kruger Administrative Office of the Courts

Enterprise Architect

Mr. Mark E Layhew Washington State Patrol Communications Division Commander

Matt Lewin Department of Licensing Special License Plate Manager

Lt.. Jason Longoria Washington State Patrol Lieutenant

Mike R Martin Department of Licensing Citation and Accident Unit Manager

Becky Miner Washington State Patrol Criminal History Records Manager

Terry Overton Administrative Office of the Courts

IT Security Officer

Pat Ramsdell Washington State Patrol Application Development & Support Section Manager

Tariq Rathore Administrative Office of the Courts

Data Architect

AJ J Rex Administrative Office of the Integrator

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Courts (AOC)

Ms. Kathy Schmitt MPA WA State Department of Health

Research, Analysis, and Data Section Manager

Mr. Warren Stanley Washington State Department of Transportation

Business Project Manager

Keri Sullivan Administrative Office of the Courts

Business Analyst

Cindy Taber-Lowry Washington Department of Licensing

Assistant Administrator

Joanna Trebaczewski Washington State Patrol Law Enforcement Analyst Manager

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Assessment Team Members Ms. Cindy Burch Capt John R Carrico Ms. Linda Chezem Mr. Larry Cook Ph.D. Sgt. Christopher Corea Dr. Joyce Emery Ms. Martha E Florey Ms. Lynn Heinert Mr. Loren Hill Mr. Cory Hutchinson Mr. R. Robert Rasmussen II Mr. Fred Zwonechek

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Appendix B

National Acronyms and Abbreviations

AADT average annual daily traffic AAMVA American Association of Motor Vehicle Administrators AASHTO American Association of State Highway and Transportation Officials ACS American College of Surgeons AIS Abbreviated Injury Score ANSI American National Standards Institute ATSIP Association of Transportation Safety Information Professionals BAC Blood Alcohol Concentration CDC Center for Disease Control CDLIS Commercial Driver License Information System CODES Crash Outcome Data Evaluation System DDACTS Data Driven Approaches to Crime and Traffic Safety DHS Department of Homeland Security DMV Department of Motor Vehicles DPPA Drivers Privacy Protection Act DOH Department of Health DOJ Department of Justice DOT Department of Transportation DOT-TRCC The US DOT Traffic Records Coordinating Committee DRA Deputy Regional Administrator (NHTSA) DUI driving under the influence DUID driving under the influence of drugs DWI driving while intoxicated ED Emergency Department EMS Emergency Medical Service FARS Fatality Analysis Reporting System FDEs Fundamental Data Elements FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration GCS Glasgow Coma Scale GDL graduated driver licensing GES General Estimates System GHSA Governors Highway Safety Association GIS Geographic Information System GJXDM Global Justice XML Data Model GPS Global Positioning System GRA Government Reference Architecture HIPAA Health Information Privacy and Accountability Act HPMS Highway Performance Monitoring System HSIP Highway Safety Improvement Plan HSP Highway Safety Plan ICD-10 International Classification of Diseases and Related Health Problems IRB Institutional Review Board ISS Injury Severity Score

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IT information technology JIEM Justice Information Exchange Model LEIN Law Enforcement Information Network MADD Mothers Against Drunk Driving MCMIS Motor Carrier Management Information System MIDRIS Model Impaired Driving Records Information System MIRE Model Inventory of Roadway Elements MMUCC Model Minimum Uniform Crash Criteria MOU memorandum of understanding MPO metropolitan planning organization NAPHSIS National Association for Public Health Statistics and Information Systems NCHS National Center for Health Statistics NCIC National Crime Information Center NCSC National Center for State Courts NDR National Driver Registry NEMSIS National Emergency Medical Service Information System NGA National Governor’s Association NHTSA National Highway Traffic Safety Administration NIBRS National Incident-Based Reporting System NIEM National Information Exchange Model NLETS National Law Enforcement Telecommunication System NMVTIS National Motor Vehicle Title Information System NTDS National Trauma Data Standard PAR police accident report PDPS Problem Driver Pointer System PDO property damage only PII personally identifiable information RA Regional Administrator (NHTSA) RPM Regional Program Manager (NHTSA) RTS Revised Trauma Score RMS records management system RPC Regional Planning Commission SAVE Systematic Alien Verification for Entitlements SHSP Strategic Highway Safety Plan SME subject matter expert SSOLV Social Security Online Verification STRAP State Traffic Records Assessment Program SWISS Statewide Injury Surveillance System TCD Traffic Control Devices TRA Traffic Records Assessment TRIPRS Traffic Records Improvement Program Reporting System TRCC Traffic Records Coordinating Committee TRS Traffic Records System UCR Uniform Crime Reports VIN Vehicle Identification Number VMT vehicle miles traveled XML Extensible Markup Language

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State-Specific Acronyms and Abbreviations

CHARS Comprehensive Hospital Abstract Reporting System CRAB County Road Administration Board WEMSIS Washington Emergency Medical Services Information System WTSC Washington Traffic Safety Commission