H&HS Client Index Fred A. Kilby Senior Systems Support Analyst
H&HS Client Index
Fred A. Kilby
Senior Systems Support Analyst
The Problem
“Health & Human Services has more than 30 systems that contain client data, as well as information pertaining to the client’s involvements with each program. The systems range from small Access database applications to large, mainframe, state-mandated systems. For the most part, these systems do not communicate with each other, making unique identification of clients impossible. It is a goal of H&HS to be able to identify unique clients, populations served, and co-registration among departmental programs and services. “ – (Project Proposal – 2. Problem Statement)
The Solution
The creation of a master client index to uniquely identify all clients receiving services provided by H&HS:
to provide an indicator of which programs have had contact with the client
to provide an accurate, unduplicated listing of clients across all the programs of H&HS
to afford statistical reporting capabilities on services furnished.
The Features
A consistent view of disparate demographic and client information across systems. Names Gender Social Security Number Ethnicity Date of Birth
Ability to search for clients By name, By Social Security Number By Date of Birth By State Client Index
The Features
Reports of distribution of clients Location Ethnicity Gender Marital status Age
Browser access to the application through the County of Marin Internet, using secured connection with SSL (https)
Display of activities for each client Begin and End Dates Contacts
Where We Get The Data
Data comes from the H&HS Systems
InSyst State Automated Welfare System Senior Assistance Management System California Medical Management System Case Management Information and Payroll System Financial Accounting System And many more
How We Get Data
Access databases
Text files
Mainframe Extracts
CD-ROM
Other
How We Get Data
How We Transform Data
ObjectiveTo provide “reporting and analysis capability
that, at a minimum, permits accurate and easy quantification of unique clients, and a broad view of client demographics across the department.”
– Business Requirements 1.3 Objectives, #3
Design
To accomplish this objective this system established a coding scheme to represent specific demographic data.
Based on well known standards
–United States Census Bureau
–United States Postal Service
–International Standard Organization
Design
Based on DP-1. Profile of General Demographic Characteristics
Code Driven Data
Ethnicity/RaceHispanic OriginCountryLanguageStateDisabilityMarital StatusEducation
Ethnicity/Race
The Client Index will use the ethnicity codes as defined by the US Census Bureau.
– http://www.census.gov/acs/www/UseData/Def/Race.htm
– These categories are socio-political constructs and should not be interpreted as being scientific or anthropological in nature. Furthermore, the race categories include both racial and national origin groups.
Ethnicity/Race
The racial classifications used by the Census Bureau adhere to the October 30, 1997 Federal Register Notice entitled, "Revisions to the Standards for the Classification of Federal Data on Race and Ethnicity" issued by the Office of Management and Budget (OMB). These standards govern the categories used to collect and present federal data on race and ethnicity.
Ethnicity/Race
(600) Some Other Race(300) American Indian or Alaska Native
(500) Native Hawaiian or
Other Pacific Islander
(200) Black or African American
(400) Asian(100) White
The OMB race categories
The Census question
Ethnicity/Race
The Client Index will use these summary codes and source systems will be mapped appropriately.
Ethnicity/Race
Using these codes the data in the Client Index can be compared to the US Census.
Hispanic Origin
The federal government considers race and Hispanic origin to be two separate and distinct concepts.
Origin can be viewed as the heritage, nationality group, lineage, or country of birth of the person or the person’s parents or ancestors before their arrival in the United States. Persons of Hispanic origin may be of any race.
Hispanic Origin
The Client Index will only use these summary codes and source system’s values will be mapped appropriately.
Hispanic Origin
Using these codes the data in the Client Index can be used to evaluate population comparisons to the US Census.
Country and Language Values
Country code values come from the International Standards Organization (ISO)– http://userpage.chemie.fu-berlin.de/diverse/doc/ISO_3166.html– 3 character coding system– Plus general codes for non-ISO codes (Asia General)
Language code values come from the ISO– http://www.oasis-open.org/cover/iso639a.html– System’s values will be mapped appropriately
US States values
State code values come from the
United States Postal Service http://www.usps.com/ncsc/lookups/usps_abbreviations.htm
Disability Values
There are currently no “standards” for setting up values for disability.
The Client Index adopted values used by existing County systems.
Marital Status Values
This is the code defining the marital status of a person. The US Census has five classifications
• Now Married, Widowed, Divorced Separated, Never Married.
The County contains a greater number of Classifications. There are no “standard” formats
Marital Status Values
A superset of marital classifications based on the County systems is used.
Education / Degree Values
Education represents the level of education achieved and the attainment of a degree.
Not many systems track this. Education Levels 1- 20 represents years. Degree attainment:
Example
What is the racial makeup of clients that receive services from the Division of Mental Health and how does this compare in relation to the total County makeup?
The Rules we apply
ObjectiveTo provide reporting and analysis
capability that, at a minimum, permits accurate and easy quantification of unique clients, and a broad view of client demographics across the department.
(Business Requirements For H&HS Client Index Project, 1.3 Objectives, #3)
Translation Tables
Values from source systems are standardized
One value from a source system can become one or more values in the Index
Client Index Code Translation document contains translation methodology and values.
Translation Rules
Invalid ValuesValues that changeValues that are cumulativeDependant ValuesNames
Invalid Values Rules
Invalid values will be replaced – If no value present an invalid one can be used.
• SSN: 000-00-1234 Nothing
– A valid new value will replace an invalid.• SSN: 987-12-4321 000-00-1234
– An invalid value can not replace a valid one.• SSN: 000-00-1234 –x 987-12-3421
Values that Change Rules
Specific values override generalized values
Specific values are considered equals
Values that Change Rules
GENDER• Male/Female Unknown• Unknown –x Male/Female• Male Female
COUNTRY Of BIRTH • Germany (deu) Europe (eux) • Europe (eux) –x Germany (deu) • Mexico (mex) United States (usa)
Values that Change Rules
Example of Specific Override
Values that Change Rules
HISPANIC ORIGIN• Mexican Other Hispanic • Other Hispanic–x Mexican • Mexican Not Hispanic Origin• Not Hispanic Mexican/Other Hispanic
MARITAL STATUSEDUCATION / EDU DEGREEPREFERRED LANGUAGESTATE OF BIRTH
Values that are Cumulative
RACE• Vietnamese (450) Amerasian (649)• Amerasian (649) –x Vietnamese (450)• White (100) AND Vietnamese (450)
White/Vietnamese
DISABILITIES• Blind Unknown• Unknown –x Blind• Blind AND Deaf
( Blind/Deaf )
Values that are Cumulative
Example of Cumulative
Dependant Values
State Of Birth– If country of birth is not USA then state of
birth must be ‘unknown‘
Education and Education Degree– If a Education Degree is set then an Education
must be at least to a corresponding level• High School degree Education level 12• Bachelors Degree Education level 16
Dependant Values
Example of Birth Place
Names Rules
Rule 1:A client can have only one name of each of the types
"Client" and "Birth" and can have multiple names of the Type "Alias".
Rule 2: During import process any new name with a type
other than "Client" or "Birth" will be added as a type of "Alias".
Names Rules
Rule 3:There can not be duplicate name values for the type
of "Alias" for the same client.
Rule 4:The name with type of “Client” will reflect the most
current begin activity date from any system.
Names Rules
Rule 5:When a name of the type “Client” is changed the old
name will be changed to the type of “Alias”. Limited only by Rule 3.
Rule 6:When a name of the type “Client” is changed due to
activity begin date and the name already exists as an “Alias” the type of “Alias” will be removed.
System Reports
Import Load Changes
Change Log Report
Import Exceptions
Import Exceptions
This report provides information on errors and exceptions that occurred during the import process.
Load Changes
This is a report of changes that have occurred during an import.
Change Log
This is a report of changes that have occurred and includes definitions for code values.
The Security
Security is implemented by presenting each division in H&HS as a distinct application.
Within the application definition, the security is further refined into role levels.
Each user can be assigned to one or more roles. Security access privileges will be assigned by H&HS
The Security
CI_ALL Access to all data for all departments
The Security
CI_ReportsAccess to Reports ONLY
The Security
CI_Div Access to non-detailed division activities
The Security
CI_Div_D Access to detailed division activities
The Security
Mixed LevelsAccess to some divisions detail activities and to non-detailed activities
for other divisions
How To Use The Client Index
Turn to Page 15
User Id: ci_allPassword: sesame
Search for Last Name ‘Kennedy’