[Federal Register Volume 63, Number 26 (Monday, February 9, 1998)]
[Notices]
[Pages 6598-6603]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-2925]


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DEPARTMENT OF TRANSPORTATION

National Highway Traffic Safety Administration


Discretionary Cooperative Agreements for Development of Crash 
Outcome Data Evaluation Systems

AGENCY: National Highway Traffic Safety Administration, 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 linkage will 
involve population-based data for the two most current calendar years 
of available data since 1994 and must result in a linked data file 
that, if not statewide, is representative and generalizable for highway 
traffic purposes statewide. The linked data will be used to support 
highway safety decision-making statewide to reduce deaths, non-fatal 
injuries, and health care costs resulting from motor vehicle crashes. 
The linkage and highway traffic safety 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 April 30, 1998.

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. DTNH22-98-H-07086. 
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. All questions and requests 
for copies may be directed by e-mail at [email protected] or, if 
necessary, at (202) 366-9570. Programmatic questions relating to this 
cooperative agreement program should be directed to Dennis Utter. CODES 
COTR, Room 6125, (NRD-31) 400 7th Street SW, Washington, DC, 20590 or 
by e-mail at [email protected] or, if necessary at (202) 366-5351.

SUPPLEMENTARY INFORMATION: 

Statement of Work

Background

    Crash data alone are unable or 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, and after discharge. When these data are computerized and 
merged statewide, they generate a source of population-based outcome 
data that is 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 determining the 
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 Highway 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. In 1997, NHTSA awarded additional CODES grants to seven 
states--Connecticut, New Hampshire, Maryland, North Dakota, South 
Dakota, Oklahoma, and Nevada--for CODES linkage and development of 
state

[[Page 6599]]

specific highway traffic safety applications for linked data.
    The CODES project also 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 CODES states used 
the linked data 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. In 1996, NHTSA awarded funds to three CODES states 
(New York, Pennsylvania, Wisconsin) and three states who linked crash 
and medical data without CODES funding (Alaska, Connecticut, New 
Mexico) to develop new state-specific highway traffic safety 
applications for linked data that would be useful for their highway 
traffic safety decision-making. A list of these applications and others 
can be found in the publication Catalog of Types of Applications 
Implemented Using Linked State Data, DOT HS 808 581, April 1997.
    CODES focuses on using existing data resources for highway traffic 
safety applications for which they were not originally developed. 
Consequently, CODES efforts develop and strengthen collaboration among 
the existing data owners, particularly the technical experts who have 
experience collecting, computerizing, and analyzing the state data. 
Training this group of technical experts to perform the linkage and to 
develop state-specific applications for the linked data has facilitated 
institutionalization of CODES using subsequent years of data.
    The original CODES states have demonstrated that data linkage 
helped fulfill 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 assist States 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. Link 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.
    3. Provide NHTSA with population-based linked crash and injury data 
to analyze specific highway safety issues of interests to NHTSA in 
collaboration with the CODES states.
    4. Develop data linkage capabilities as a means of improving the 
quality of state data which support NHTSA's national data.
    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 Description

    1. Establish a CODES collaborative network.
    a. 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 administrative functions 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.
    b. 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, highway 
traffic safety uses 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.
    c. 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.
    2. Link population-based crash data to injury outcome data for all 
persons, injured and uninjured, involved in police-reported motor 
vehicle crashes for the two most current calendar years of available 
data since 1994.
    a. As a minimum, the CODES linkage should consist of statewide 
crash data linked to hospital and either EMS or emergency department 
statewide data, preferably both. States without either statewide EMS or 
statewide emergency department data are eligible if this type of 
outpatient information can be obtained in one of the following ways:
    (1) Through statewide insurance claims data for every person 
injured in a motor vehicle crash;
    (2) By demonstrating that available EMS or ED data are 
representative and generalizable for highway traffic safety purposes 
statewide; or,
    (3) By computerizing uncomputerized records to be included in state 
data files.
    b. Linkage to other data files, such as driver licensing, vehicle 
registration, citation/conviction records, insurance claims, HMO/
managed care/etc. outpatient records, etc. may be necessary to support 
the linkage and/or the state's choice of highway traffic safety 
application to support highway traffic safety decision-making.
    3. Develop at least one state-specific highway traffic safety 
application important for highway safety and/or motor vehicle injury 
control decision-making and demonstrate the potential for its impact on 
reducing death, injury, and direct medical costs associated with motor 
vehicle crashes.
    4. Institutionalize the CODES linkage process and use of linked 
data for highway traffic safety decision-making by establishing an 
administrative structure and making the linked data available to users.
    a. Assign an agency to be responsible for the linkage and to 
provide the following:
    (1) A computer dedicated to CODES;
    (2) A staff member to coordinate CODES activities;
    (3) Cross-training of sufficient staff to ensure continuation of 
the linkage capability in spite of personnel changes during and after 
the project period;
    (4) Loading into the dedicated CODES computer the existing 
computerized statewide, population-based data files to be linked;
    (5) Performing the linkage using the probabilistic software 
recommended by NHTSA;
    (6) Validating the linkage results by evaluating the rate of false 
positives and

[[Page 6600]]

false negatives among the linked and unlinked records;
    (7) Maintaining written documentation of the file preparation, 
linkage and validation processes so that they can be easily replicated 
after Federal funding ends; and,
    (8) Maintaining a data dictionary for the linked data file.
    b. Develop resources to make the linked data accessible to all 
users.
    (1) Develop the computer programs needed to produce and distribute 
routine reports, respond to data requests, and provide access to the 
linked data for analytical, management, planning, and other purposes;
    (2) Develop a public-use version of the linked data, copies of 
which will be distributed upon request; and,
    (3) Use the Internet and other electronic mechanisms to efficiently 
distribute and share information generated from the linked data.
    5. Work collaboratively with NHTSA to implement the Cooperative 
Agreement.
    a. Attend initial briefing and two technical assistance meetings;
    b. Provide NHTSA a version of the linked database which conforms to 
the state laws and regulations governing patient/provider 
confidentiality, yet satisfies minimum NHTSA data needs;
    c. Assist NHTSA when NHTSA uses the state's linked data to analyze 
specific highway safety issues and report on them; and,
    d. Collaborate with NHTSA on developing new uses for the linked 
data.

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 CODES experts on-site and off-site as necessary during 
the project to assist the grantee in preparing the files for linkage, 
implementing probabilistic linkage techniques, validating the linkage 
results, developing highway traffic safety applications for the linked 
data, and organizing the CODES Board of Directors and Advisory 
Committee.
    3. Specify the formats for all deliverables to NHTSA.
    4. Conduct Initial Briefing at NHTSA Headquarters in Washington, DC 
(date and time to be scheduled within 30 days after the award). The 
purpose of the meeting will be to review the goals and objectives of 
the project, discuss implementation of the linkage software, identify 
the tasks to be specified in the action plan for the data linkage, 
evaluate highway traffic safety applications using the linked data for 
decision-making, and discuss agendas for the Board of Directors and 
Advisory Committee.
    5. Conduct Two Technical Assistance Meetings for the purpose of 
technology transfer. The first meeting, to be scheduled during the 
ninth month of funding, will be organized to share data linkage 
experiences, review the state-specific highway traffic safety 
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. Locations for the Workshops are to be determined based on the 
location of the Grantees. However, for purposes of cost estimation, 
assume the Workshops will be held in Washington, DC.
    6. Collaboratively work with the state when using the state's 
linked data to analyze specific highway safety issues and report on 
them.

Period of Support

    The project study effort described in this announcement will be 
supported through the award of up to six (6) 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:
    a. Costs of personnel resources necessary to perform project 
management activities, data linkage and processing activities, highway 
traffic safety 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 a dedicated computer and the software resources 
(microcomputer(s), of 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 belong to the state's 
CODES efforts so must be located to facilitate 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 highway traffic safety 
applications for the linked data.
    c. Costs, if necessary, to obtain mission data and/or to expedite 
the computerization of existing statewide data are limited to no more 
than 20% of the records in those state data files that already have 
reached at least a 80% 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 policy 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 linked data for the two most 
current calendar years of available data since 1994 for transfer to 
NHTSA in the specified electronic media and format.

[[Page 6601]]

    h. Costs to create a public use version of the linked data within 
the state.
    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.
    j. Costs to develop computer programs to automate the linkage 
process and generate routine reports to support institutionalization of 
CODES.
    k. Travel costs for up to three (3) CODES staff members to 
Washington, DC, for initial briefing and two technical assistance 
meetings.

Eligibility Requirements

    The agency will make a maximum of one (1) aware per state. The 
grantee must be a state agency, or an educational institution or non-
profit organization within that state that is associated with motor 
vehicle injury control. States which have previously been funded to 
develop CODES are not eligible.

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. DTNH22-98-H-07086. Only complete application 
packages received on or before 2 P.M., April 30, 1998 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 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 September 25, 1998 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 description of the State's current highway traffic safety 
goals as developed from performance monitoring, SMS or other planning 
processes aimed at reducing unnecessary death, injury, and costs of 
injuries resulting from motor vehicle crashes. This description should 
indicate how the linked data will be important for achieving these 
goals. In the description include total crashes and total persons 
involved in crashes by police-reported injury severity level;
    b. A description of the proposed organization of the CODES Board of 
Directors and Advisory Committees and their proposed functions and 
responsibilities;
    c. A brief description of the data files to be linked for this 
project. The following information should be included for each data 
file to be linked;
    (1) The reporting threshold (including types of records excluded 
such as uninjured occupants);
    (2) Compliance rate statewide:
    If data are not statewide, demonstrate that the linkage is feasible 
in spite of the missing records and that the final linked data file 
will be representative and generalizable to the entire state for 
highway traffic safety purposes.
    If data file is not completely computerized statewide but the state 
intends to complete the computerization to make the data available for 
performance under this cooperative agreement, indicate the percentage 
of the uncomputerized records statewide to be computerized, the 
estimated cost, and if this activity will continue in the future 
without CODES funding.
    (3) The date when the data file will be available for use;
    (4) A list of the event and person-specific data elements which 
could be used for linkage; and,
    (5) A description of state laws or regulations governing patient/
provider confidentiality that will restrict use of the data for linkage 
and/or transfer of the CODES data file to NHTSA.
    d. A description of the proposed plan for linkage including 
strategies for cross-training sufficient staff to compensate for 
personnel changes and for ensuring adequate documentation of the file 
preparation, linkage and validation processes;
    e. A description of a suggested highway traffic safety application 
for linked data that the State will implement to reduce unnecessary 
death, injury, and costs resulting from motor vehicle crashes and how 
it was chosen;
    f. A description of how the linked data will be made available to 
users;
    g. A description of the resources and experience of the 
organization proposed to manage the project, particularly related to 
promoting the collaboration and coordination necessary to successfully 
complete the project and institutionalize CODES;
    h. A description of the capabilities of the CODES team to fulfill 
the terms of the cooperative agreement, including a brief description 
of the organizational entity and of the qualifications, employment 
status (permanent, temporary), current responsibilities, and proposed 
level of effort for the project director, staff responsible for the 
linkage, and staff responsible for the state specific highway traffic 
safety application. Resumes for key personnel should be included in the 
Appendix;
    i. Letter of support from the State's Governor's Highway Safety 
Representative explaining the importance linked data for performance 
monitoring, Safe Communities and other highway safety activities in 
that state; and,
    j. A list of the proposed activities in chronological order and a 
time line to show the expected schedule of accomplishment and their 
target dates.
    3. The application shall include an appendix. A large appendix is 
strongly discouraged. Additional material other than what is specified 
below should be included only when necessary to support information 
about data linkage, highway traffic safety 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 proposed member of the CODES Board 
of Directors. The letter of support should document:
    (1) Why linked data are important to the organization;
    (2) The organization's need for linked data to support its 
activities;
    (3) The organization's level of commitment in terms of the staff, 
equipment resources, and/or funding support that will be available for 
the linkage and/or to institutionalize CODES;
    (4) The organization's willingness to collaborate with other data 
owners to support shared ownership of the linked data; and,
    (5) The organization's permission to release the linked data to 
NHTSA at the end of the project.
    b. Letters of support may be submitted from members of the CODES 
Advisory Committee (excluding the members of

[[Page 6602]]

the Board of Directors described above); and,
    c. Resumes for the following:
    (1) Project Director;
    (2) Key personnel proposed for the data linkage; and,
    (3) Key personnel proposed to develop highway traffic safety 
applications for the linked data.

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. Technical approach for project completion (40%). 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 state specific highway 
traffic safety applications for the linked data. Evidence that the 
applicant has the necessary authorization and support from data owners 
to access the state data, particularly financial and injury severity 
and type data, which are not routinely available for highway safety 
analyses.
    2. Understanding the intent of the program (20%). The applicant's 
recognition of 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's 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.
    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 at 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 to all meritorious 
applications, NHTSA will consider the following special award factors 
in the award decision.
    1. Priority will be given to the applications from those States 
with statewide crash, hospital, and either Emergency Medical Services 
or Emergency Department databases;
    2. Priority will be given to those States with statewide data that 
include everyone involved, injured and uninjured, in motor crashes 
statewide;
    3. Priority will be given to those States able to provide the 
linked data to NHTSA that meets NHTSA's minimum needs with the fewest 
restrictions against use of such data; and,
    4. 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.

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 ensure that all required data 
release agreements, as applicable, are in place by the owners of the 
data files being linked to transfer the CODES linked database according 
to NHTSA specifications to NHTSA for internal analyses by NHTSA staff.
    2. Reporting requirements and Deliverables:
    a. Attend Initial Briefing Meeting;
    b. Detailed Action Plan and Schedule. Within 30 days after the 
Initial Briefing, the grantee shall deliver a detailed action plan and 
schedule for accomplishing the data linkage and highway traffic safety 
application of linked data for decision-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) Assignment of personnel and purchase of hardware resources 
required to perform the data linkage.
    (2) The process and milestones for resolving problems expected 
during linkage and their proposed solutions;
    (3) The process and milestones for obtaining the different files 
required for linkage including 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 and milestones for documenting the file preparation 
process;
    (5) The milestones for performing and documenting the various 
phases of the probabilistic linkage and validation processes;
    (6) The process for identifying the limitations of the final linked 
database;
    (7) The milestones for proposed meeting schedules and actions by 
the Board of Directors and Advisory Committee;
    (8) Milestones for transferring the state's CODES data to NHTSA;
    (9) The process for ensuring access to the linked data as the 
users' demand for information increase; and
    (10) The process and milestones for implementing a state specific 
highway traffic safety application using the linked data that will have 
the most impact on reducing death, injury, and costs of injuries 
related to motor vehicle crashes.
    c. Detailed Plan to Institutionalize CODES. Within 12 months after 
the award, the grantee shall deliver a detailed plan to 
institutionalize CODES. This plan shall include a schedule for 
obtaining commitment from the CODES Board of Directors and Advisory 
Committee to continue the CODES linkage and development of new state 
specific highway traffic safety applications for linked data after 
federal funding ends showing any revisions to the approach proposed in 
the grantee's application. This detailed action plan

[[Page 6603]]

will be subject to the technical direction and approval of NHTSA;
    d. Attend Two Technical Workshops;
    e. Progress Reports. The grantee will provide 1-2 page letter-type 
written progress reports with each request for funds or payment to the 
NHTSA COTR. These reports will compare what was proposed in the Plan of 
Action with actual accomplishments during the period of performance; 
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 period of performance;
    f. Reports of Meetings of CODES Board of Directors and Advisory 
Committee. Copies of the agenda and minutes for each Board of Directors 
and Advisory Committee Meeting will be attached to the Progress Report 
submitted to NHTSA immediately following the meeting;
    g. Final Report. The grantee shall deliver to NHTSA, at the end of 
the project, a final report describing the following:
    (1) A description of the state's linked crash and injury data;
    (2) A description of the file preparation, linkage, validation 
processes implemented, the results of the implementation and how they 
were documented;
    (3) A discussion of the limitations of the linked data;
    (4) A description of how the State will institutionalize data 
linkage and continue to use linked data for decision-making;
    (5) An estimate of the resources that will be needed to replicate 
the linkage for subsequent years of data;
    (6) 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; and,
    (7) A camera ready report describing the highway traffic safety 
application of linked data implemented by the state and the impact of 
that application on reducing death, disability, and health care costs 
resulting from highway traffic safety crashes.
    h. CODES Linked Database: The deliverables will include:
    (1) The linked database in an electronic media and format 
acceptable to NHTSA.
    (2) Documentation of the definitions and file structure for the 
linked data file and each of the data elements contained in the linked 
data files.
    (3) 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. Cooperative Agreements awarded as a result of this announcement 
shall be subject to the National Highway Traffic Safety 
Administration's General Provisions for Assistance Agreements.

    Issued: February 2, 1998.
Patricia Breslin,
Director, National Center for Statistics and Analysis, National Highway 
Traffic Safety Administration.
[FR Doc. 98-2925 Filed 2-6-98; 8:45 am]
BILLING CODE 4910-59-M