1 COLORADO CLIENT INFORMATION SHARING SYSTEM INTEROPERABILITY IMPLEMENTATION ROADMAP.

COLORADO CLIENT INFORMATION SHARING SYSTEMINTEROPERABILITY

IMPLEMENTATION ROADMAP

Support

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Administration of Children and Families – Office of Child Support

Enforcement

Joe BodmerGreg Jordan

Jacqueline Leguia

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Executive Planning Team

Doug Landin Steve Maas David Menefee

Stephanie Rondenell

Alex Stuart Gail Waggoner

Chris Wells 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

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.

Colorado Client Information Sharing System

Our Goal is to produce a “shovel ready” CCISS Implementation Plan that will: Improve service delivery for clients Reduce errors and improve program

integrity Improve administrative efficiency

CCISS Approach to Interoperability

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;

To facilitate a secure electronic client health and human service record using state and nationally recognized standards;

Work closely with state and federal partners to collaborate and move forward towards interoperability.

CCISS Project Approach

1. Establish Priorities

2. Engage Stakeholders

3. Assess Current Interfaces

4. Enhance Integration

5. Expand Analysis & Reporting

6. Document & Manage Data

7. Establish Governance to Protect Privacy

8. Compile & Vet CCISS Implementation Plan

9. Publish CCISS Implementation Plan & Final Report

Approach Supports Governor Hickenlooper’s and Executive Director Reggie Bicha’s Child Welfare Master Plan

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

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

Data Documentation and System Inventory

Assessment of Existing System Interfaces Internal and External

Review Privacy and Security Guidelines and Review Governance Best Practice Models

Business Intelligence and Analytics Identified ongoing related projects

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

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 DiscoveryStrategy/Next Steps for CCISS

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

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.

Business IntelligenceStrategy/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

Existing Interface Assessment

Existing Interfaces Findings

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

Just Say No to 500 Interfaces

Existing InterfacesStrategy/Next Steps for CCISS

Leverage existing Enterprise Service Bus solution

Expand Single Pane solution Proof of Concept that will include: 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

Privacy and Security Guideline Analysis

Privacy and Security Findings

Collected existing policies from CDHS: HIPAA Compliance HIPAA HITECH 42 CFR Information Sharing State Statutes State Cyber Security Policies Interagency Agreements including Business Associate

Agreements

Privacy and SecurityStrategy/Next Steps for CCISS 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

Governance Best Practice Models

Governance Findings

Reviewed existing / successful governance structures within the state 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

Conceptual IAC Governance Structure

Outreach Upcoming Tasks

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.

Lessons Learned

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

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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