1 colorado client information sharing system interoperability implementation roadmap
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COLORADO CLIENT INFORMATION SHARING SYSTEMINTEROPERABILITY
IMPLEMENTATION ROADMAP
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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
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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.
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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
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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.
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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
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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.
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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
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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
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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)
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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.
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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
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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
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Current CDHS Environment
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Just Say No to 500 Interfaces
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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
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CCISS Enterprise Solution
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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
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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
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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
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CDHS – Interoperability Advisory Council
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Conceptual IAC Governance Structure
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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.
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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!
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Questions
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