[Federal Register Volume 61, Number 231 (Friday, November 29, 1996)]
[Notices]
[Pages 60741-60746]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-30401]


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DEPARTMENT OF TRANSPORTATION

Discretionary Cooperative Agreements To Assist in the Development 
of Crash Outcome Data Evaluation Systems (CODES) for States not 
Previously Funded to Develop CODES

AGENCY: National Highway Traffic Safety Administration (NHTSA), DOT.

ACTION: Announcement of discretionary cooperative agreements to assist 
in the development and use of Crash Outcome Data Evaluation Systems 
(CODES) in states not previously funded to develop CODES.

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SUMMARY: The National Highway Traffic Safety Administration (NHTSA) 
announces a discretionary cooperative agreement program to assist 
states in the development and use of Crash Outcome Data Evaluation 
Systems (CODES) and solicits applications for projects under this 
program from states who have not previously been funded to develop 
CODES. Under this program states will link their existing statewide 
traffic records with medical outcome and charge data. The linked data 
will be used to support highway safety decision-making at the local, 
regional, and state levels to reduce deaths, non-fatal injuries, and 
health care costs resulting from motor vehicle crashes. The linkage 
will involve statewide, population-based data for the two years, 1995 
and 1996. The linkage and application of the linked data for decision-
making must be completed within 18 months of the funding date.

DATES: Applications must be received at the office designated below on 
or before February 28, 1997.

ADDRESSES: Applications must be submitted to the National Highway 
Traffic Safety Administration, Office of Contracts and Procurement 
(NAD-30). ATTN: Henrietta R. Mosley, 400 7th Street, SW., Room 5301, 
Washington, DC 20590. All applications submitted must include a 
reference to NHTSA Cooperative Agreement Program No. DTNH22-97-H-07015. 
Interested applicants should contact Ms. Mosley to obtain the 
application packet. Included in the application packet are reports 
about data linkage and applications for linked data developed by the 
CODES project.

FOR FURTHER INFORMATION CONTACT: General administrative questions may 
be directed to Henrietta R. Mosley, Office of Contracts and 
Procurement, at (202) 366-9570. Programmatic questions relating to this 
cooperative agreement program should be directed to Ms. Tina Morgan, 
New CODES COTR, NHTSA, Room 6125, (NRD-31) 400 7th Street SW., 
Washington, DC, 20590: (202) 366-0183.

SUPPLEMENTARY INFORMATION:

Statement of Work

Background

    Crash data alone are unable to convey the magnitude of the medical 
and financial consequences of the injuries resulting from motor vehicle 
crashes or the success of highway safety decision-making to prevent 
them. Outcome information describing what happens to all persons 
involved in motor vehicle crashes, regardless of injury, is needed.
    Person specific outcome information is collected at the crash scene 
and en route by EMS personnel, at the emergency department, in the 
hospital,

[[Page 60742]]

and after discharge. When these data are computerized and merged 
statewide, they generate a source of population-based data that are 
available for use by state and local traffic safety and public health 
professionals. Linking these records to statewide crash data collected 
by police at the scene is the key to developing relationships among 
specific vehicle, crash, and occupant behavior characteristics and 
their medical and financial outcomes.
    The feasibility of linking crash and medical outcome (EMS, 
emergency department, hospital discharge, death certificate, claims, 
etc.) data was demonstrated by the Crash Outcome Data Evaluation System 
(CODES) project. This project evolved from the Intermodal Surface 
Transportation Efficiency Act of 1991 (ISTEA) which mandated that the 
National Traffic Safety Administration (NHTSA) prepare a Report to 
Congress about the benefits of safety belt and motorcycle helmet use. 
NHTSA provided funding to the States of Hawaii, Maine, Missouri, New 
York, Pennsylvania, Utah, and Wisconsin to link their state data and 
use the linked data to analyze the effectiveness of safety belts and 
motorcycle helmets. The Report was delivered to Congress in February, 
1996.
    Beyond the feasibility of linking data, the CODES project 
demonstrated that linked data have many uses for decision-making 
related to highway safety and injury control. In addition to 
demonstrating the effectiveness of safety belts and motorcycle helmets 
on death, injury, and costs, the linked data were used to identify 
populations at risk for increased severity or high health care costs, 
the impact of different occupant behaviors on outcome, the safety needs 
at the community level, the allocation of resources for emergency 
medical services, the injury patterns by type of roadway and geographic 
location, and the benefits of collaboration on data quality. Crash, 
vehicle, and behavior characteristics linked with outcome information 
enable decision-makers to identify those prevention programs that will 
have the most impact on preventing or reducing the medical and 
financial costs associated with motor vehicle crashes.
    Because CODES focused on using existing data resources for new 
applications, its success within each state depended upon collaboration 
among the existing data owners, particularly the technical experts who 
had experience collecting, computerizing, and analyzing the state data. 
States that trained this group to perform the linkage and develop 
applications for the linked data found it easier to institutionalize 
CODES.
    The CODES states demonstrated that data linkage helped fulfill 
their expanded data needs without the additional expense and delay of 
new data collection. The linkage process itself provided feedback about 
data quality and content problems which led to improvements in the 
state data. Because NHTSA relies on state data for its various 
functions, it is also in NHTSA's interest to develop data linkage 
capabilities among all of the states nationally as a means not only to 
obtain outcome information but also to improve the quality of state 
data.

Objective

    The objective of this Cooperative Agreement is to provide resources 
for states to:
    1. Develop and institutionalize the capability to link state crash 
and medical outcome data to identify the medical and financial 
consequences of motor vehicle crashes.
    2. Utilize this information in crash analysis, problem 
identification, and program evaluation to improve decision-making at 
the local, state, and national levels related to preventing or reducing 
deaths, injuries, and direct medical costs associated with motor 
vehicle crashes.
    This cooperative agreement is not intended to fund basic 
development of data systems. However, it is hoped that this project 
will inspire those States who have already decided to develop state 
data to expedite their processes in order to become eligible for CODES 
funding.

General Project Requirements

    1. Link statewide crash to medical outcome data for calendar year 
1995 and 1996.
    a. Develop a statewide Crash Outcome Data Evaluation System (CODES) 
that includes outcome information for all persons, injured and 
uninjured, involved in police reported motor vehicle crashes during 
1995 and 1996.
    (1) As a minimum, the CODES should consist of statewide crash data 
linked to hospital, and either EMS or emergency department data, 
preferably both.
    (2) Additional state data (driver licensing, vehicle registration, 
citation/conviction records, insurance claims, HMO/managed care/etc. 
outpatient records, etc.) should be linked as necessary to meet State 
objectives.
    b. Set up processes for collaboration among the technical experts 
who manage the data files being linked.
    c. Assign an agency(s) to be responsible for obtaining a computer 
dedicated for linkage, installing and implementing the linkage 
software, loading the data files to be linked, performing the linkage 
and validating the linkage results.
    (1) Implement probabilistic linkage methodology to facilitate 
tracking the crash victim from the scene to final disposition/recovery 
using existing computerized statewide, population-based databases.
    (2) Validate the linkage results by evaluating the rate of false 
positives and false negatives among the linked and unlinked records.
    d. Document the file preparation, linkage and validation processes 
so the grantee will be able to easily repeat during subsequent years 
after Federal funding ends.
    e. Provide NHTSA a copy of the linked data file with supporting 
documentation as specified by the COTR for NHTSA's internal use. NHTSA 
will use these data according to the data use agreement included as 
part of the application packet. Transfer of the linked data to NHTSA 
does not include transfer of the ownership of the linked data. NHTSA 
has no authority or responsibility to release the linked data to the 
public. NHTSA's responsibility is to serve as the facilitator for 
developing data linkage capabilities at the state level and to 
encourage use of the linked data for decision making by the state.
    2. Use the linked data to influence highway safety and injury 
control decision-making.
    a. Describe the different types of decision-making processes, 
currently being utilized in the State, that identify highway safety and 
injury control objectives and prioritize prevention programs to have 
the most impact on reducing death, injury and direct medical costs 
associated with motor vehicle crashes.
    b. Describe why linked data are needed to make these decision-
making processes more effective and how the data will be incorporated.
    c. Implement at least one application of linked data to influence 
highway safety and injury control decision-making that is expected to 
have a positive impact on reducing death, injury, and direct medical 
costs.
    3. Develop the computer programs needed to translate the linked 
data into information useful for highway safety and injury control at 
the local, regional, or state level.
    a. Develop a public-use version of the linked data, copies of which 
will be distributed upon request.
    b. Develop the resources necessary to respond to increasing 
requests for data and access to the linked data for

[[Page 60743]]

analytical, management, planning, and other purposes after Federal 
funding ends.
    c. Use the Internet and other electronic mechanisms to efficiently 
distribute and share information generated from the linked data.
    4. Promote collaboration among the owners and users of the state 
data to facilitate data linkage and applications for linked data.
    a. Establish a statewide CODES collaborative network.
    (1) Convene a Board of Directors consisting of the data owners and 
major users of the State data. The CODES Board of Directors will be 
responsible for managing and institutionalizing the linked data, 
establishing the data release policies for the linked data, supporting 
the activities of the grantee, ensuring that data linkage and 
application activities are appropriately coordinated within the State, 
and resolving common issues related to data accessibility, 
availability, completeness, quality, confidentiality, transfer, 
ownership, fee for service, management etc. The CODES Board of 
Directors will meet monthly.
    (2) Convene a CODES Advisory Group consisting of the CODES Board of 
Directors and other stakeholders interested in the use of linked data 
to support highway safety, injury control, EMS, etc. The CODES Advisory 
Committee will be informed of the results of the data linkage, 
application of the data for decision-making, the quality of the state 
data for linkage and the quality of the linked data for analysis. The 
CODES Advisory Committee will meet twice a year.
    b. Promote coordination of the various stakeholders through use of 
the Internet, teleconferencing, joint meetings, and other mechanisms to 
ensure frequent communication between all parties to minimize the 
expense of travel.
    5. Work collaboratively with NHTSA to implement the Cooperative 
Agreement.
    a. Attend Briefing Meeting: Each grantee shall attend a briefing 
meeting (date and time to be scheduled within 30 days after the award) 
in Washington, DC with NHTSA staff. The purpose of the meeting will be 
to review the goals and objectives of the project, discuss 
implementation of the linkage software, review the tasks to be 
specified in the action plan for the data linkage and applications of 
the linked data for highway safety or injury control decision-making 
and discuss the agendas for the Board of Directors and Advisory 
Committee.
    b. Submit Detailed Action Plan and Schedule. Within 30 days after 
the briefing meeting, the grantee shall deliver a detailed action plan 
and schedule, covering the remaining funding period, for accomplishing 
the data linkage and incorporating information generated from linked 
data into the processes for highway safety or injury control decision-
making. The action plan shall be subject to the technical direction and 
approval of NHTSA.
    c. Attend Technical Workshops. All grantees together shall attend 
two technology transfer workshops in Washington, DC during project 
performance. The first meeting, to be scheduled during the ninth month 
of funding, will be organized to share data linkage experiences, review 
applications of linked data, and resolve common problems. The second 
meeting will be scheduled at the end of the funding period for the 
purpose of sharing results and making recommendations for future CODES 
projects.
    6. Institutionalize the data linkage and applications for linked 
data after Federal funding ends. By the end of the 12th month of 
funding, each grantee shall submit a long-range plan and schedule to 
institutionalize data linkage and the use of linked data for highway 
safety and injury control decision-making.

NHTSA Involvement

    NHTSA will be involved in all activities undertaken as part of the 
Cooperative Agreement program and will:
    1. Provide a Contracting Officer's Technical Representative (COTR) 
to participate in the planning and management of the Cooperative 
Agreement and coordinate activities between the grantee and NHTSA.
    2. Provide, at no cost to the grantee, training and technical 
assistance by a CODES expert for up to two weeks on-site and off-site 
during the project to assist the grantee in preparing the files for 
linkage, implementing probabilistic linkage techniques, validating the 
linkage results, developing applications for the linked data, and 
organizing the CODES Board of Directors and Advisory Committee.
    3. Develop a format in which the linked data and supporting 
documentation will be delivered to NHTSA.
    4. Agree to accept the State's CODES linked data for 1995 and 1996 
with limited user rights by NHTSA as defined in the grantee data use 
agreement.

Period of Support

    The project study effort described in this announcement will be 
supported through the award of up to seven (7) Cooperative Agreements, 
depending upon the merit of the applications received and the 
availability of funding. It is anticipated that individual award 
amounts will range from $200,000-$250,000. Project efforts involving 
linkage of the state data and applications for the linked data must be 
completed within eighteen months after funding.

Allowable Uses of Federal Funds

    1. For general project requirements, the following cost items are 
considered to be allowable uses of Federal funds on this project:
    a. Costs of personnel resources necessary to perform project 
management activities, data linkage and processing activities, 
applications of linked data for decision-making, and reporting 
requirements. Personnel may be members of the grantee organization or 
loaned by organizations represented on the CODES Board of Directors. 
Because the linkage process is relatively easy to implement in the 
second year by persons who have linkage experience, it is important 
that the staff trained under this project be available to repeat the 
linkage and train others in subsequent years.
    b. Costs of sufficient dedicated computer and software resources 
(microcomputer(s), or work station, modem, etc.) relative to the volume 
of records to implement the probabilistic linkage technology and 
generate, from the linked data, information useful for decision-making. 
The computer resources must be dedicated for linking the data and 
generating output from the linked data so that the highway safety and 
injury control communities have timely access to the linked data when 
needed to promote highway safety and injury control objectives during 
and after the project. The computer resources must be located for use 
by CODES data owners and project staff. Funds may not be used to 
upgrade an existing computer that is primarily used by non-CODES 
personnel to meet non-CODES-related responsibilities of the 
organization. The computer and software resources may not be 
permanently tied to an existing computer network in such a way as to 
preclude their movement in the future, as directed by the CODES Board 
of Directors, to another organization more interested in continuing the 
linkage and applications for the linked data.

[[Page 60744]]

    c. Costs, if necessary, to obtain missing data and/or to expedite 
the computerization of existing statewide data are limited to no more 
than 10% of the records in those state data files that already have 
reached at least a 90% computerization rate.
    d. Costs, if necessary, to purchase access to existing statewide 
computerized injury data such as EMS, emergency department, inpatient, 
census, and claims for linkage.
    e. Costs to perform additional edits and logic checks on the 
databases to be linked to facilitate the data linkage. Specifically, 
these edits will address data accuracy problems such as: (1) Out of 
sequence military times for time of crash, time of report to police 
and/or time of arrival by police at the scene; (2) town and county 
codes inconsistent with police and EMS service areas; (3) ages 
inconsistent with date of birth; (4) hospital destinations inconsistent 
with the location of the crash; (5) resolving duplicate and unsure 
matches; and, (6) performing other edits appropriate to the State's 
data.
    f. Costs to convene the CODES Board of Directors and the CODES 
Advisory Committee.
    g. Costs to generate a copy of the CODES linked 1995 and 1996 
databases for transfer to NHTSA in an acceptable electronic media and 
format.
    h. Costs to create a public use version of the linked data, copies 
of which will be distributed upon request.
    i. Costs related to use of the Internet, teleconferencing, joint 
meetings, and other mechanisms to ensure frequent communication and 
distribution of the information generated from the linked data among 
all stakeholders.

Eligibility Requirements

    The grantee must be a state agency, an educational institution, or 
a non-profit organization associated with motor vehicle injury control. 
Only one application should be submitted by a State. States which have 
previously been funded to develop CODES are not eligible. Because this 
Cooperative Agreement program requires extensive collaboration among 
the data owners in the State in order to achieve the program 
objectives, it is envisioned that, during the pre-application process, 
the data owners will be actively involved in the development of the 
formal application.
    While the general eligibility requirements are broad, applicants 
are advised that this Cooperative Agreement program is not designed to 
support basic developmental efforts. Although no single organization 
within any State has all of the required data capabilities, the 
application should demonstrate strong collaborative agreements with the 
data owners and access to at least the statewide crash, hospital, and 
either EMS or emergency department data, or both, by the time of the 
award. In addition, the application also should indicate the 
availability of local funding and/or shared resources to ensure 
sufficient resources to meet the program objectives, particularly 
institutionalization of the data linkage and applications for linked 
data.

Application Procedure

    Each applicant must submit one original and five copies of the 
application package to: NHTSA, Office of Contracts and Procurement 
(NAD-30), ATTN: Henrietta R. Mosley, 400 7th Street, SW., Room 5301, 
Washington, DC 20590. Applications must be typed on one side of the 
page only. Applications must include a reference to NHTSA Cooperative 
Agreement Program No. DTNH22-97-H-07015. Only complete application 
packages received on or before 2 p.m., February 28, 1997, will be 
considered.

Application Content

    1. The application package must be submitted with OMB Standard Form 
424 (REV. 4-88, including 424A and 424B), Application for Federal 
Assistance, with the required information filled in and certified 
assurances signed. While the Form 424A deals with budget information 
and Section B identifies Budget Categories, the available space does 
not permit a level of detail which is sufficient to provide for a 
meaningful evaluation of the proposed total costs. A supplemental 
budget information sheet shall be provided which presents a detailed 
breakdown of the proposed costs, as well as any costs which the 
applicant indicates will be contributed in support of this project. 
Applicants shall assume that awards will be made by June 4, 1997 and 
should prepare their applications accordingly.
    2. The application shall include a program narrative statement of 
not more than 20 pages which addresses the following as a minimum:
    a. A brief description of the State in terms of its highway safety 
and injury control decision-making processes for planning, performance 
monitoring, SMS and other functions aimed at reducing unnecessary 
death, injury, and costs of injuries resulting from motor vehicle 
crashes. This description should indicate how linked data will help 
make these processes more effective.
    b. A brief description of the existing crash and medical outcome 
files. Applicants will link 1995 and 1996 statewide crash data to EMS 
(and/or emergency department) and hospital discharge data to obtain 
medical and financial outcomes for persons injured in motor vehicle 
crashes. Linkage to census, other traffic records (vehicle 
registration, driver licensing, roadway, conviction/citation, etc.), 
insurance claims, etc., are encouraged relative to the proposed uses 
for the linked data to meet State priorities for highway safety and 
injury control decision-making. The following information should be 
included for each data file chosen for linkage for the period 1995-
1996.
    (1) The reporting threshold and an indication of the compliance 
rate statewide;
    (2) The level of computerization of the data elements needed to 
identify the events and persons involved in the events;
    (3) The total crashes, total persons involved in crashes, total 
victims with injuries caused by a motor vehicle crash as identified or 
estimated and a descriptive profile of the total injured by severity 
level, if available, statewide;
    (4) The date when the 1995 and 1996 files will be available for 
use;
    (5) An evaluation of the completeness and accuracy of the financial 
data indicating total charges and payor source, if included in the data 
file; and,
    (6) If it will be necessary to obtain and/or computerize missing 
data (not to exceed 10% of the total cases in the file) in a data file 
to facilitate its linkage.
    c. A brief description of the proposed plan for linkage.
    d. A brief description of how the linked data will be converted 
into information useful for the highway safety and injury control 
decision-making processes for the purpose of reducing unnecessary 
death, injury, and costs resulting from motor vehicle crashes.
    e. A brief description of each member of the CODES Board of 
Directors and the proposed arrangements describing the management and 
use of the linked data.
    3. The application shall include an appendix. A large appendix is 
strongly discouraged. Additional material should be included only if it 
is necessary to support information about data linkage, applications 
for linked data or institutionalization discussed in the application. 
Do not send copies of brochures, documents, etc., developed as the 
result of a collaborative effort in the State. The appendix should 
include the following:
    a. Letters of support from each member of the CODES Board of 
Directors. The following information should be included in the letters 
of

[[Page 60745]]

support to demonstrate that the applicant has authorized access to the 
necessary statewide data and the support necessary to resolve 
operational issues related to confidentiality, accessibility, 
availability, ownership, publication rights, routine output, etc.
    (1) Why linked data are important to the agency.
    (2) The priority assigned by the agency to obtain linked data 
compared to other responsibilities.
    (3) The agency's level of commitment in terms of the number of 
staff and the dollars or shared resources which will be available to 
support and institutionalize CODES.
    (4) The agency's willingness to collaborate with other data owners 
to support shared ownership of the linked data.
    (5) The agency's permission to release the linked data to NHTSA at 
the end of the project.
    b. A brief description or letters of support should be included for 
the other stakeholders to be represented on the CODES Advisory 
Committee. The letters of support should indicate the stakeholder's 
need for the linked data, and willingness to facilitate the linkage of 
state data or use of linked data for decision-making.
    c. A list of activities in chronological order or a Gantt chart to 
show the expected schedule of accomplishments and their target dates.
    d. Descriptions of the proposed project personnel as following:
    (1) Project Director: Include a curriculum vitae along with a 
description of the director's leadership capabilities to make sure that 
the various stakeholders work together.
    (2) Key personnel proposed for the data linkage and applications of 
linked data, and other personnel considered critical to the successful 
accomplishment of this project: include a brief description of 
qualifications, employment status (permanent, temporary) in the 
organization, and respective organizational responsibilities. The 
proposed level of effort in performing the various activities should 
also be identified.
    e. A brief description of the applicant's organizational experience 
in performing similar or related efforts, and the priority that will be 
assigned to this project compared to the organization's other 
responsibilities. Priority will be given to those applicants who have a 
strong need for data linkage now and in the future.
    f. Data Use Agreement. A description of state's existing laws and 
regulations governing patient confidentiality in the data file being 
linked and conditions under which the linked data file may be used by 
NHTSA.

Application Review Process and Evaluation Factors

    Initially, all application packages will be reviewed to confirm 
that the applicant is an eligible recipient and to ensure that the 
application contains all of the items specified in the Application 
Content section of this announcement. Each complete application from an 
eligible recipient will then be evaluated by an Evaluation committee. 
The applications will be evaluated using the following criteria which 
are listed in descending order of importance:
    1. Understanding the intent of the program (30%). The applicant 
recognizes the importance of CODES to obtain medical and financial 
outcome data which are necessary for a comprehensive evaluation of the 
impact of highway safety and injury control countermeasures. The 
applicant shows an understanding of the importance of developing CODES, 
as a meaningful and appropriate strategy for improving state traffic 
records capabilities and ensuring the continuation of CODES after 
completion of this project.
    2. Technical approach for project completion (30%). The 
reasonableness and feasibility of the applicant's approach for 
successfully achieving the objectives of the project within the 
required time frame. The appropriateness and feasibility of the 
applicant's proposed plans for data linkage and applications for the 
linked data. Evidence that the applicant has the necessary 
authorization and support from data owners to access medical and non-
medical state data, particularly total charges and information about 
type and severity of injury which are not routinely available for 
highway safety analyses and release data.
    3. Project personnel (20%). The adequacy of the proposed personnel 
to successfully perform the project study, including qualifications and 
experience (both general and project related), the various disciplines 
represented, and the relative level of effort proposed for the 
professional, technical and support staff.
    4. Organizational capabilities (20%). The adequacy of 
organizational resources and experience to successfully manage and 
perform the project, particularly to support the collaborative network 
and respond to the increasing demand for access to the linked data. The 
proposed coordination with and use of other organizational support and 
resources, including other sources of financial support.
    Depending upon the results of the evaluation process, NHTSA may 
choose to alter the number of awards. In addition, NHTSA may suggest 
revisions to applications as a condition of further consideration to 
ensure the most efficient and effective performance consistent with the 
objectives of the project. An organizational representative of the 
National Association of Governors' Highway Safety Representatives will 
be assisting in NHTSA's technical evaluation process.

Special Award Selection Factors

    After evaluating all applications received, in the event that 
insufficient funds are available to award all meritorious applications, 
NHTSA may consider the following special award factors in the award 
decision:
    1. Priority will be given to those applicants who propose to link 
more than the minimum number of data files.
    2. Priority will be given to applicants who have the highest 
probability of maintaining the collaborative network of data owners and 
users, of institutionalizing the linkage of the crash and medical 
outcome data on a routine basis, and of continuing to respond to data 
requests after the project is completed.
    3. Priority may be given to an applicant on the basis that the 
application fits a profile of providing NHTSA with a broad range of 
population densities (rural through metropolitan) with different 
highway safety needs.

Terms and Conditions of the Award

    1. Prior to award, each grantee must comply with the certification 
requirements of 49 CFR part 20, Department of Transportation New 
Restrictions on Lobbying, and 49 CFR part 29, Department of 
Transportation government-wide Debarment and Suspension (Non-
procurement) and Government-wide Requirements for Drug Free Workplace 
(Grants). In addition, grantees must certify that data release 
agreements have been signed by the owners of the data files being 
linked giving the grantee access for linkage and acknowledging that a 
copy, of the linked data, per NHTSA's specifications, will be 
transferred to NHTSA for internal analyses by NHTSA staff.
    2. Reporting requirements and Deliverables:
    a. Detailed Action Plan and Schedule. Within 30 days after the 
briefing meeting, the grantee shall deliver a detailed action plan and 
schedule for accomplishing the data linkage and applications of linked 
data for decision-

[[Page 60746]]

making, showing any revisions to the approach proposed in the grantee's 
application. This detailed action plan will be subject to the technical 
direction and approval of NHTSA and will describe the following:
    (1) The personnel and hardware resources required to perform the 
data linkage.
    (2) The process for obtaining the different files required for 
linkage.
    (3) The process for accelerating the State's data processing, if 
necessary, so that the statewide data are available in a timely manner 
for the linkage.
    (4) The process for verifying the data and performing additional 
edits on the linkage variables.
    (5) The process for resolving problems expected during linkage and 
their proposed solutions.
    (6) The milestones for completing the various phases of the 
probabilistic linkage and validation processes.
    (7) The milestones for proposed meeting schedules and actions by 
the Board of Directors and Advisory Committee.
    (8) Date(s) for providing 1995 and 1996 linked database(s) to 
NHTSA.
    (9) The process for identifying the limitations of the final linked 
database or applications of the linked data, if any.
    (10) The process for ensuring access to the linked data as demand 
for information increases.
    (11) The process for choosing those applications of linked data 
that will have the most impact on reducing death, injury, and costs of 
injuries related to motor vehicle crashes.
    (12) The milestones for implementing the applications.
    (13) The benefits expected from the applications of the linked 
data.
    b. Quarterly Progress Reports. During the performance, the grantee 
will provide letter-type written reports to the NHTSA COTR. These 
reports will compare what was proposed in the Plan of Action with 
actual accomplishments during the past quarter; what commitments have 
been generated; what follow up and support are expected; what problems 
have been experienced and what may be needed to overcome the problems; 
and what is specifically planned to be accomplished during the next 
quarter. These reports will be submitted seven days after the end of 
each quarter.
    c. Board of Directors and Advisory Committee Meetings. Copies of 
the agenda and minutes for each Board of Directors and Advisory 
Committee Meeting will be attached to the Quarterly Progress Report 
submitted to NHTSA immediately following the meeting.
    d. Final Report. The grantee shall deliver to NHTSA, at the end of 
the project, a final report describing the results of the data linkage 
process, and the applications of the linked data. The report shall 
include the following:
    (1) A description of the state crash and injury data linked,
    (2) A description of the file preparation,
    (3) A description of the linkage, validation processes and results,
    (4) A description of the applications of linked data implemented 
for decision-making and results of the decision-making,
    (5) A discussion of the limitations of the linked data and 
subsequent applications of these data,
    (6) A description of how the State will institutionalize data 
linkage and continue to use linked data for decision-making,
    (7) A description of the documentation created to facilitate 
repeating of the linkage process and an estimate of how much time is 
needed to repeat the linkage in subsequent years, and
    (8) A copy of the public-use formats that were successful for 
incorporating linked data into the State's decision-making processes 
for highway safety and injury control.
    e. CODES Linked Database. The grantee shall deliver to NHTSA after 
linkage, at the date specified in the Action Plan, the CODES linked 
databases. NHTSA's funds are not being used to ``buy'' the linked data 
so NHTSA does not retain rights to the linked data. NHTSA's will use 
the data to help facilitate the development of data linkage 
capabilities at the state level and to encourage use of the linked data 
for decision making by the state. The deliverable will include:
    (1) The database in an electronic media and format acceptable to 
NHTSA, including all persons, regardless of injury severity (none, 
fatal, non-fatal) involved in a reported motor vehicle crash during 
1995 and 1996 and including medical and financial outcome information 
for those who are linked.
    (2) A copy of the file structure for the linked data file.
    (3) Documentation of the definitions and file structure for each of 
the data elements contained in the linked data files.
    (4) An analysis of the quality of the linked data and a description 
of any data bias which may exist based on an analysis of the false 
positive and false negative linked records.
    3. During the effective performance period of Cooperative 
Agreements awarded as a result of this announcement, the agreement as 
applicable to the grantee shall be subject to the National Highway 
Traffic Safety Administration's General Provisions for Assistance 
Agreements.

    Issued: November 22, 1996.
Patricia Breslin,
Director, National Center for Statistics and Analysis.
[FR Doc. 96-30401 Filed 11-27-96; 8:45 am]
BILLING CODE 4910-59-P