ISM-2013-Interoperability-David-Menefee

Report
COLORADO CLIENT INFORMATION SHARING SYSTEM
INTEROPERABILITY
IMPLEMENTATION ROADMAP
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Support
Administration of Children and Families –
Office of Child Support Enforcement
Joe Bodmer
Greg Jordan
Jacqueline Leguia
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Executive Planning Team
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Doug Landin
Steve Maas
David Menefee
Alex Stuart
Gail Waggoner
Chris Wells
Stephanie
Rondenell
Herb Wilson
Historical Context (2010 to Present)
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Colorado Practice Model
Collaborative Management
Program
Trauma Informed System of
Care
Family Engagement
Permanency by Design
CW Training Academy
Differential Response
No Time to Loose
Permanency Roundtables
Nurse Family Partnership
Kinship Support
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C-Stat
Results Oriented
Management
Mobility and Technology
SACWIS Assessment
Colorado’s First Response
Safe Care
Hotline
Psychotropic Medications
IV-E Waiver
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VISION
An interoperable human services System of Care that
provides high-quality, cost-effective and efficient
services using data driven decision making strategies to
improve the lives of all children, youth, and families in
the state of Colorado.
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Colorado Client Information Sharing
System
Our Goal is to produce a “shovel ready” CCISS
Implementation Plan that will:
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Improve service delivery for clients
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Reduce errors and improve program integrity
Improve administrative efficiency
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CCISS Approach to Interoperability
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Develop an agency wide policy, governance and
technical infrastructure with improved business
practices needed to support efficient and coordinated
delivery of services to children, youth and families in
Colorado;
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To facilitate a secure electronic client health and
human service record using state and nationally
recognized standards;
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Work closely with state and federal partners to
collaborate and move forward towards
interoperability.
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CCISS Project Approach
1.
Establish Priorities
2.
Engage Stakeholders
3.
Assess Current Interfaces
4.
Enhance Integration
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Expand Analysis & Reporting
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Document & Manage Data
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Establish Governance to Protect Privacy
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Compile & Vet CCISS Implementation Plan
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Publish CCISS Implementation Plan & Final Report
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Approach Supports Governor
Hickenlooper’s and Executive Director
Reggie Bicha’s Child Welfare Master Plan
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Install a child welfare performance
management system
Integrate and/or align the
components of the Office
Children Youth Family QA system
Develop meaningful, reliable, and
valid outcome measures
Develop valid and reliable practice
process measures
Create a web-based reporting
system so that all counties have
on-going access to real-time data
about the children and families
they serve
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Conduct an in-depth analysis of
the Trails database and make
recommendations for
modernization or alternative
solution
Actively support counties with
consultation, training, and coaching
in CQI using outcome and
practice measures
Develop a plan to implement
strategies to enhance data
collection, establish a public facing
website, and distribute mobility
resources to counties.
Assessment and Analysis
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Data Documentation and System Inventory
Assessment of Existing System Interfaces
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Internal and External
Review Privacy and Security Guidelines and Review
Governance Best Practice Models
Business Intelligence and Analytics
Identified ongoing related projects
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Internal and External
Overlap and Potential Incorporation or Linkages
Data Discovery
Data Discovery –
 Findings:
 There were over 1100 statewide applications identified - this
count does not include database or data details
 Governor’s Office of Information Technology identified that 133
of these statewide applications are ‘critical and essential’
Current CDHS platforms utilized include:
Oracle, SQL Servers, Informix and Adabas
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Additional Data Stores – MS ACESS, MS EXCEL
Total of 32 Servers, 72 Databases and 41critical and
essential applications within CDHS
Duplication of data and duplication of function exist between
many of State Agencies and across divisions of CDHS
Data Discovery
Strategy/Next Steps for CCISS
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Reviewed multiple data discovery/meta data repository
tools
Selected ‘E/R Studio
Proof of Concept is being initiated to:
 Create a Meta Data Repository using two data
systems to determine differences between data
structures, data objects and,
 Validate the two systems moving across two
enterprises (CDHS and Health Care Policy and
Finance)
Business Analytics / Intelligence
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Findings
 Production of CDHS statistics involves substantial manual
efforts which are time-consuming and labor intensive
 Staff do not have direct access to the extract files from
legacy systems
 Ability to develop reports and perform business analyses is
severely constrained by the limitations of current
technology
 Ability to apply advanced analytical methods, such as
predictive analytics, is lacking due to the absence of
technological capabilities
 Users have two software packages to pull reports, Crystal
Reports and Cognos, but in general the implemented ad-hoc
functionality of both packages to do analysis and reporting
outside of canned reports is severely limited.
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Business Intelligence
Strategy/Next Steps for CCISS
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Working with a BI consultant to identify two to three key
insights and develop a working dashboard to support the
identified insights
Provide ongoing training of key resources on the use of
business discovery, data visualization, in-memory and
business discovery best practices
Integrate information learned in the Proof of Value phase
into custom training program
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Existing Interface Assessment
Existing Interfaces
 Findings
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Reviewed total of 18 core applications within
CDHS
Found over 500 specific interfaces supporting
connections to 95 systems and interface partners
Using 28 different technologies, protocols and
various other processes to exchange information
Current CDHS Environment
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Just Say No to 500 Interfaces
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Existing Interfaces
Strategy/Next Steps for CCISS
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Leverage existing Enterprise Service Bus solution
Expand Single Pane solution Proof of Concept that
will include:
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Common Client Index
Identity Management/Access Control to Data
Identity Resolution System – Matching
Service Virtualization to ensure a stable
environment to test new interfaces and transitions
from a test environment to a go-live environment
CCISS Enterprise Solution
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Privacy and Security Guideline Analysis
Privacy and Security
 Findings
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Collected existing policies from CDHS:
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HIPAA Compliance
HIPAA HITECH
42 CFR
Information Sharing State Statutes
State Cyber Security Policies
Interagency Agreements including Business Associate Agreements
Privacy and Security
Strategy/Next Steps for CCISS
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Leveraged Colorado Children Youth Information Sharing
Collaboration Privacy work – including Automated Consent
form
Developed Data Category Matrix and cross referenced state
and federal statutes, regulations that govern the information
and how it can be shared
Identified policies that appear to be out of date; identified
policies that needed to be developed for interoperability
Incorporate data matrix into the identity management / rules
component of interoperability solution
Working with Colorado Regional Health Information
Organization on privacy process for CDHS health information
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Governance Best Practice Models
Governance
 Findings
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Reviewed existing / successful governance structures within
the state
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CICJIS
EDAC
GDAB
Identified best practice models from other state initiatives that
fit with the CCISS goals and objectives
Examined models from other domains
CDHS – Interoperability Advisory Council
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Conceptual IAC Governance Structure
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Outreach Upcoming Tasks
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OCYF and Child Welfare meeting to review findings and
strategy.
Individual meetings with each CDHS Office to gather
feedback and next steps.
Meet with CDHS Executive Management Team for
detailed overview of plan.
Meet with external stakeholders to share findings and
request their support moving forward.
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Lessons Learned
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Consistent leadership
Must maintain a strong
team approach
Internal clearance
processes must be
understood to ensure
timely approval
Approval processes need
to be streamlined
Hold vendors accountable
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Keep the stakeholders
involved all the way
through the process
Use internal expertise
wisely
Import expertise when
needed
Project management is
essential
Stay on task
Don’t Panic!
Questions
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