Community Business Intelligence Project Full Roll-Out Implementation Kick-Off HSPs with Validated Vendors December 2013.

Community Business Intelligence Project

Full Roll-Out Implementation Kick-Off HSPs with Validated VendorsDecember 2013

Agenda

2

• Introductions• CBI Project Overview, Objectives, and Scope• Technical Overview• Privacy and Security Overview• Implementation Overview• Questions• Next steps

3

CBI Project TeamName Organization Role

Mohamed Badsha Reconnect Mental Health Services

Project Sponsor

Jennifer Wilkie Reconnect Mental Health Services

Director of I.T. and Shared Services

Shane Newman Reconnect Mental Health Services

Project Coordinator

Sarah Kuntz Reconnect Mental Health Services

Assistant Project Manager

Marvin Weekes Reconnect Mental Health Services

Assistant Project Manager

4

CBI Working GroupName HSP Name Community Sub-sector

Elizabeth Birchall COPA Community Addictions

Jasmin Earle CRCT Community Mental Health

Lana Frado Sound Times Community Mental Health

Colleen Franklin Transition House Community Addictions

Nathan Frias Toronto Central LHIN

Sujata Ganguli St. Clair West Services for Seniors

Community Support Services

Deborah Pal March of Dimes Community Support Services

Yeehua Peng Toronto Central LHIN

Claudio Rocca DATIS Community Addictions

Charles Shamess Fife House Community Support Services

Noel Simpson Regeneration CS Community Mental Health

CBI Overview and Background

CBI Project Background

6

• In 2012, the Toronto Central LHIN determined the need for a business intelligence solution• The CBI Reference Group was formed to:• Recommend the scope of the CBI Tool • Identify the required data elements• Determine an appropriate tiered approach

• The TC LHIN supported the recommendations

CBI Project Objective

7

Improved data quality and reporting will:• Increase decision support capabilities• Enhance key functions of planning and system

management• Serve as a foundation for organization, sector and system

planning and performance• Provide benchmark reporting to Community Health Service

Providers (HSPs)

The Community Business Intelligence (CBI) Project will enhance Community Sector data quality and reporting

CBI Project Scope

8

Community Support Service

(CSS)

Community Mental Health

(CMH)

Community Addictions (CA)

Central Data Repository

Reporting Tool

Standardized Report and Query Tool for TC LHIN and HSPs

Individual health records and viewing of

personal health information

In Scope Out of Scope

CBI Tiered Approach

9

Demographic (Name, DOB, Age, Gender, etc)

FC (Referral, Admission, Initiation, Discharge dates, etc)Existing data in client management system and as reported in MIS/OHRS, CDS, and DATIS only

Community Sector demographic and

service utilization data by functional centre (FC)

CBI data elements linked to hospitalization records (ICES, CIHI, etc)Hospital utilization data

CSS – interRAI preliminary screener, interRAI CHACMH – OCANAddictions – ADATAccess hubs – Access 1, CASH, RM&R

Common assessment and access hubs data

Additional data elements identified as required through sector consultation

Additional data elements

Current State

10

Community Support Service

(CSS)

Community Mental Health

(CMH)

Community Addictions (CA)

HSP 1 HSP 2 HSP 1 HSP 2 HSP 1 HSP 2

Reporting (OHRS/MIS, CDS, DATIS, TC LHIN, etc)

Client A Client A Client A Client A Client A Client A

• Limited capacity for analysis and reporting

• No ability to track client(s) within or between sectors

• Inconsistent data quality

• Duplicate reporting

Future State

11

Client A

Community Support Service

(CSS)

Community Mental Health

(CMH)

Community Addictions (CA)

HSP

HSP

HSP

HSP

HSP

HSP

• Ability to track client(s) through the system

• Understand service utilization and capacity across sectors

• Enhanced data quality based on consistent definitions and fields

CBI vs. IAR

12

• CBI Tool is an aggregate reporting tool that :–Collects demographic information (IAR shows

assessment record data)– Is for use at the HSP and LHIN level (IAR is for

use at the client level)–Has cross sector and query reporting

capabilities–Will ultimately link to other data sets

Technology Overview

Central Data Repository

14

• DATIS was endorsed by the CBI Working Group to be the central data repository because it:–Holds Community Addictions data already– Is a non-profit (provincially funded)–Meets project privacy and security

requirements –Has an existing relationship with ICES – Already has infrastructure in place (repository,

dashboard for reporting, etc)

Data Elements

15

Data elements collected for CBI Tier 1 include:• Demographic information • Functional Centre information• Admission informationNo additional elements are required to be collected by HSPs in order to participate

Movement of Data

16

What about Community Addictions (CA) HSPs?

17

Being that data from CA HSPs already resides within DATIS, the CBI Project looks different for them:

• For CMH and CSS HSPs, data is transferred directly from your CMS to the CBI database using CBI web service client

• For CA HSPs, data is transferred from the Catalyst database within DATIS to the CBI database

• Both collect the same data and adhere to the same privacy and security requirements for data transfer

Privacy and Security Overview

Privacy and Security

19

Privacy and security measures include:• DATIS is a Health Information Network Provider • Privacy Impact Assessment (PIA) and Threat Risk

Assessment (TRA) on the DATIS physical environment• Privacy and Data Access sub-group to oversee HSP

sharing agreement, privacy & security and appropriate policies

• 3rd party legal review of HSP and vendor agreements

Implementation Overview

21

CBI Test GroupHSP Name Vendor Community Sub-sector

COPA DATIS Community Addiction

CRCT Roxy Software Community Mental Health

CTYS Computing Desire Community Mental Health

Les Centres d’Accueil Heritages

Nesda Technologies Community Support Services

Reconnect Mental Health Roxy Software Community Mental Health

Regeneration CS OSCAR - CAISI Community Mental Health

St. Clair West Services for Seniors

Canesto Community Support Services

Transition House DATIS Community Addiction

WoodGreen Community Services

Canesto Community Mental Health and Community Support Services

Timeline –HSPs with pilot vendors

22

HSP Activity

23

• Review ESPA signing guide and sign ESPA

• Review Implementation Checklist and Activity Tracker

• Review HSP Testing and Validation Guide

• Complete HSP Testing

• Complete HSP Go Live

Vendor Activity

24

• Ensure build CBI XML schema according to specifications is complete

• Complete Vendor Testing and Validation

• Support HSP Testing and Validation

• Support HSP Go Live

25

CBI Support

• Website tcii.reconnect.on.ca– FAQ document, testing and validation documents,

agreements, etc• Single point of contact

[email protected]

26

Questions?

Appendix

28

Tier 1 Data ElementsItem Definition

First Name First name provided by client

Last Name at Birth Last name on birth certificate

Last Name current Last name provided by client

Middle Name

Date of Birth

Age Client provided age

Gender Client provided gender

Org ID Connex ID provided by the ministry

Client ID The value that uniquely identifies a client within a software and agency records

Health Card Number

Address

29

Tier 1 Data Elements (con’t)

Item DefinitionPhone Number

Postal Code Canadian postal code of residence

LHIN of Residence provided LHIN in which the client resides

Functional Centre MIS Definitions

Date of referral into a functional centre

The date the HSP is aware of a client referral into a functional centre.

Date of admission into a functional centre

The date the HSP registers a client into a functional centre.

Date of service initiation into a functional centre Service delivery start date within a functional centre.

Date of discharge from a functional centre

The date the HSP deregisters a client from a functional centre.