florida children and youth cabinet - flgov.com children and youth cabinet technology workgroup....

Florida Children and Youth Cabinet TECHNOLOGY WORKGROUP

August 25, 2016

Victoria Vangalis ZeppChildren and Youth Cabinet Meeting

Chair, Tech Workgroup

Florida Children and Youth Cabinet About

CREATED:Governor signed into law on July 11, 2007

VISION: All children in Florida grow up safe, healthy, educated and prepared to meet their full potential.

MISSION: To ensure that the public policy of Florida relating to children and youth promotes interdepartmental collaboration and program implementation in order for services designed for children and youth to be planned, managed and delivered in a holistic and integrated manner to improve the self-sufficiency, safety, economic stability, health and quality of life of all children and youth in Florida.

www.flgov.com/childrens-cabinet

http://www.flgov.com/childrens-cabinet/

Florida Children and Youth Cabinet 16 Members

(a) Including the Governor and the following persons: The Secretary of Children and Families; The Secretary of Juvenile Justice; The director of the Agency for Persons with Disabilities; The director of the Office of Early Learning; The State Surgeon General; The Secretary of Health Care Administration; The Commissioner of Education; The director of the Statewide Guardian Ad Litem Office; The director of the Office of Adoption and Child Protection; A superintendent of schools, appointed by the Governor; and Five members who represent children and youth advocacy

organizations and who are not service providers, appointed by Governor.

(b) Senate President, Speaker of House of Representatives, Supreme Court Chief Justice, Attorney General, and Chief Financial Officer, or appointed designees, shall serve as ex officio members of the cabinet.

(c) Governor or Governors designee shall serve as chair of the cabinet.

Florida Children and Youth Cabinet Initiatives

Bullying Prevention Workgroup

Business, Finance, and Governance Workgroup

Children and Youth Collaboration Services Workgroup

Communications Workgroup

Crossover Children Workgroup

Early Learning Workgroup

Legislative Affairs Workgroup

Multi-System Children and Youth Workgroup

Prevention Investment Strategy Workgroup

Technology Workgroup

Statewide Suicide Prevention Task Force

Youth Commission

Technology WorkgroupCharge

DUTIES AND RESPONSIBILITIES.The Children and Youth Cabinet shall:

Design and implement actions that will promote collaboration, creativity, increased efficiency, information sharing, and improved service delivery between and within state governmental organizations that provide services for children and youth and their families. In particular, the efforts shall include the long-range planning process mandated by s. 216.013.

Engage in other activities that will implement improved collaboration of agencies in order to create, manage, and promote coordinated policies, programs, and service delivery systems that support children and youth

Statute 402.56

Florida Children and Youth Cabinet Historic Technology Initiatives

2008 - 2010 2013 2014 2015

FCYC Information

Sharing System Project

Disbanded Info Sharing Workgroup

Information Sharing Workgroup Established as Sub-Workgroup

under the Multi-Systems Children and Youth Workgroup to:

Create standardized data sharing agreements

Promote benefits of sharing data Work with all agencies to review

laws/statutes associated with data sharing

No IT Workgroup Activity

Childrens Cabinet Proposed Framework and Next Steps:

2015 Standing Committees

Policy Impact Best Practices Communications Finance Delivery of Services Technology

12/5/15

Meeting AgendaAction Items:

FCYC Mapping Initiative DRAFT Electronic Data

Interface/Exchange Inventory Template

Create state data dictionary PSRDC Presentation

4/15/16

Mosaica Consultant Summary of Recommendations Formation

of Technology Committee:

The committee could serve as a venue to improve ways to share

info across agencies (e.g., identify and eliminate barriers to data

sharing, executing multi-agency data sharing agreements, etc.

11/18/14

2012

Multi-Systems Children and Youth Workgroup

Interagency Agreementwas created and provides

examples of agency responsibilities as they relate to community and residential

services

10/2012

2016 +

Technology Committee:Establish systems asset map

exploring existing technologies used by state agencies

Topics include: Human resources training

programs Auto tasks Case Management systems Online portal Data dictionary, etc.

Framework will be submitted at subsequent meetings

2015 Annual Report

2/26/16

First Meeting of New WorkgroupAgenda Action Items:

FCYC Mapping Initiative DRAFT Electronic Data

Interface/Exchange Inventory

Create state data dictionary PSRDC Presentation

9/15

Technology Workgroup

Re-established with Chair and member designates CIO or related SME roles.

Technology WorkgroupOrganizingFramework

Member Selection Agency CIO Subject Matter Experts Agency Business Unit Subject Matter Experts Advisory Members: Agency for State Technology, Institute

for Child Welfare, Non-Cabinet Member State and Local Agencies

Member from each other Cabinet Initiative

Align workgroup effort to Cabinet priorities Headline Indicators on Child Well-being First 1000 Days Commitment Statewide Suicide Prevention Task Force

Schedule workgroup update meeting week before each quarterly Cabinet meeting

Technology WorkgroupOrganizingFramework

Publish Multiple Advance Future Monthly Meeting Dates

Establish Rules of Engagement

Create Workgroup Charter

Create Charter For Each Project/Initiative Detailing: WORKGROUP PURPOSE SCOPE MEMBERSHIP, ROLES, RESPONSIBILITIES MEETINGS, OPERATIONS AUTHORITY, BOUNDARIES, RESOURCES SUCCESS CRITERIA APPROVAL

Workgroup and ProjectCharter(s)

Technology WorkgroupMembers: Subject Matter Experts (SME)

Voting MembersFCYCabinet Agency Tech Workgroup Member

Agency for Health Care Administration

Mike Magnuson

Agency for Persons with Disabilities

Grendy Henry

Children and Families Marc Slager

Dept of EducationAndre Smith/ Dawn Creamer

Dept of Health Joe Wright

FCYC Member Victoria Vangalis Zepp

Juvenile Justice Geoff Fulcher

Office of Adoption & Child Protection

Zack Gibson

Office of Early Learning

Melanie May

School Superintendent TBD

State Courts Admin Rose PattersonState Guardian Ad Litem

Greg Ramsey

Non-Voting (SME)Agency/Entity SME

Agency for State Technology (AST)

Maureen Olson

Agency for State Technology (AST)

Deborah Stevens

Broward Childrens Services Council

Susan Gallagher

Child Welfare Expert Dr. Patty Babcock

FL Dept. of HealthEpidemiologist

Karen Card

Florida State University Suicide Prevention Expert

Dr. Heather Flynn

Police-JSU SHOCAP Sargent G Creamer

SAMHSA Dr. Richard McKeon

University South Florida Dr. Mary Armstrong

Open to Addl SMEs!

MeetingIn The Sunshine

Technology WorkgroupGoals

Long Term

State of the State: Electronic Data

Interface/Exchange Inventory Template

Manual Data Interface/Exchange Inventory Template

Enterprise Data Catalog Meta data-no

protection

Data Dictionary Common data

element format Define ownership

Short Term

CIOs identify data needs per Cabinet Headline Indicators

CIO peer best practices Research Subgroup

Public Data Requests Integrity clean up trade Millions cost savings

Suicide Surveillance System DOH IRB

FCYC Web Portal Published Reports Public Records Request

Data Interface Exchange InventoryLong Term

Excel File Available @FCYC Website:http://www.flgov.com/wp-content/uploads/childadvocacy/Children_and_Youth_Cabinet_Data_Interface_Survey_(1).xlsx

http://www.flgov.com/wp-content/uploads/childadvocacy/Children_and_Youth_Cabinet_Data_Interface_Survey_(1).xlsx

Florida Statewide Suicide Task ForceFlorida Children and Youth Cabinet Special Project

SuicideTask ForceCritical Need

Florida vs National Suicide Rate

13.8 : 12.93 per 100,000; CDC 2014

Suicide in Florida increased 24% over last ten years FL DOH 2016

Leading cause of death: 3rd among youth (ages 10-24) 2nd among young adults (ages 25-34) 4th among middle-age (ages 35-44) 5th among adults (ages 45-54)

Youth At-Risk

4,752 ER visits for suicide attempts

1,909 hospitalizations for suicide attempts

246 suicide deaths (280 deaths in 2014)

One child/youth dies by suicide every 32 hours

Data provided by Dr. Heather Flynn, Florida State University

SuicideTask ForceFCYC Initiative

FCYC is poised to facilitate best practices in suicide prevention:

thru existing statewide leadership and participation guided by Federal SAMHSA, universities and providers innovating slow transition of research to practice to policy responding to needs and emerging issues of the citizenry

Statewide Suicide Task Force (SSTF) FCYC capitalized on shared leadership, vast partnerships, and process to listen to stakeholders and nimbly take action toward prevention.

SSTF goals align with the FCYC Headline Indicators and FCYC Technology Workgroup goals.


SuicideTask ForceSpecific DataGoals

Improve state data surveillance for prevention of suicidal behaviors ideation, attempts and deaths

Partners must determine how to best gather usable and actionable data to identify Floridas suffering and dying.

Identify 1) the extent of the problem and 2) intervention impacts to effectively and efficiently target resources

Collect, monitor, and share such data to better: Understand the problem, locate hot spots Assess the impact of existing services Identify gaps/barriers in existing systems/geo areas Identify systems, populations, and locations to target

efforts (current and future) Effectively target local, state, and federal funding to

invest in services/programs that have an impact

Share data and surveillance with researchers to model + inform preventative and intervention services/programs.


SuicideTask ForceTech Workgroup Goals

Examine successful models/data elements in other states

Identify how FL agencies and entities gather + use existing related data. Goals:

Create integrated system where all data is pooled Model other Florida data surveillance systems Explore gaps/barriers that hinder data collection processes

Explore data sharing agreements amid systems/ agencies/entities Goal: create agreements between systems

Examine existing metrics that define suicidal behaviors Goal: create a universal process

Identify state-level partners to apply for future federal funding Goal: Enhance states existing data surveillance system (behavioral

health indicators, especially suicide attempts and deaths)

Advocate for improved data surveillance system of multiple sources

Goal: Local & state-level systems access reliable info to guide prevention and intervention (a primary goal for SAMHSA)


SuicideTask Force Tech WorkgroupPhases + Timeline

Phase I: Existing data source discovery, data aggregation, analyses; pursue national linkages

Phase II: Develop strategy to improve systematic and reliable data surveillance, reporting and use

Phase III: Develop and implement data-driven recommendations and prevention strategies

Collaborative ResourcesLocal, State, and National Expert Collaboration

ResearchStateUniversity

Overview of the Policy and Services Research Data Center (PSRDC)

Charles J. Dion, M.A.

Mary Armstrong, Ph.D.

April 2016

TeamStateUniversity

Director

Charles Dion

Tech & System Manager

Lisa Holcomb

Application Developer

Brian Jim

Research Assistants

Rhonda Coleman

Teri Waldren

Statistical Data Analysts

Diane Haynes

Susan Jentz

Rebecca Larsen

Kristen Turner

Data Entry Technicians

Alex Andrews

Alex Steinig

Jonathan Ocampo

Rebecca Macias

Windell Blair

Data ExamplesStateUniversity

PSRDC houses two primary types of data:

person-level claims, facility level survey and

reports.

Data is property of the data sources and methods of obtaining permission to use them vary by source.

Select County Level Data (Pinellas Data Collaborative):

Criminal Justice Data

Emergency Medical Services

Social Service Data

Civil Commitment (Baker Act) Data

Statewide Person Level Data (@ 10 yrs reposited):

Medicaid Claims and Eligibility (MH & PH)

Behavioral Health Encounter Data

State Death Files

State Mental Hospital Data

FL SAMHIS Data Events, Certification & Outcomes

Criminal Justice -FDLE, DOC, DJJ

DCF Child Welfare Data-FSFN

Projects/ActivitiesStateUniversity

Almost two dozen on-going projects and conduct ad hoc analyses as needed.

Project Examples: Statewide Medicaid & Service Use Among Arrestees Pinellas Data Collaborative Pinellas Drug Court Study Criminal Justice Mental Health & Substance Abuse

Technical Assistance Center. Statewide/individual projects with:

Miami-Dade, Palm Beach, Lee, Marion, Seminole counties Hillsborough County Homeless Coalition Governors Executive Order 15-175-Analysis of Floridas

Behavioral Health System AHCA projects

Evaluation of FLs Medicaid Managed Mental Health Plan Evaluation of FL Medicaid Behavioral Pharmacy Program Recovery Oriented Medicaid Services on Persons with

Severe Mental Illness

Computer Technology & InfrastructureStateUniversity

Goal to provide reasonable data access for research and evaluation, while ensuring protection of private information against security breaches through implementation of:

Technology (software, hardware, network) Training (on-going use and security training) Policies (access, use and management)

Data Network Committee monitors and implements new policy and security protocols:

procurement/use policies (including agreements & MOUs) access/security policies security incident policy regular review of systems activity PSRDC Confidentiality Policy

IntegratedLocalCommunity

Opportunities to Pilot a Local Integrated Data System

In Broward County

Sue Gallagher, Chief Innovation [email protected]

Christine Klima, Accounting [email protected]

mailto:[email protected]:[email protected]

WHY INVEST IN SHARED MEASUREMENT & DATA?

Looks at the whole child

Pinpoint needs in the community

Allocate and align resources to meet needs more efficiently

Develop predictive and prescriptive algorhythms

Reduce duplication of effort (e.g., multiple assessments)

Develop aggregated data for improvement of policies, practices and coordinated responses involving multiple entities

Adjust and enhance programs as needed

Focus agencies attention and effort on key goals and outcomes

Ensure accountability among collaborating partners

Fundraise more successfully

Boost outcomes/make a measureable difference in the community

Develop aggregated data to measure performance and effectiveness to achieve improved child & system outcomes

Community IntegratedData SystemLocal

Best Practices for Integrated Data Systems*

Develop a few key, low-cost demonstration projects to illustrate the value of integrated data systems to stakeholders before investing in a comprehensive system.Identify projects that use administrative data systems (i.e., service system performance measurement, policy development) and build on those successes prior to building case management data systems that share personal information that are more complicated and expensive.Use dedicated staff resources to manage the projects.Work with local private, public and philanthropic funders to grow the number of projects, leading to the creation of a more comprehensive integrated data system. * We consulted with the University of Pennsylvanias Actionable Intelligence for Social Policys (AISP) Dennis Culhanein 2013 2014.


Existing CSC Data Sharing Agreements Partner MOU Specifics Commencement Date Duration

Department of Juvenile Justice (DJJ) Specific Authorization Related to Youth Involved with the Florida Department of Juvenile Justice in Broward County October 20, 2011 Ongoing

Department of Children and Families Access to FSFN data to determine recidivisum for CSC prevention programs (manual, single case data extraction) November 1, 2015 Dec-18

Broward County Public SchoolsData Sharing Agreement to share school data (grades, attendance, suspension, etc) for youth in CSC program including a webservice (STAR) to download the data.

SY 10-11 Jun-16

Transitional Independent Living System of Care Integrated Data System

FLITE Center, CSC, CHILDNET pay $2k/year for integrated TIL Data systems with 8 community partners including Broward Behavioral Health Coalition.

June 30, 2016 Sep-17

ChildNet Specific Authorization Related to Youth Eligible to Receive Transitional Independent Living ServicesSeptember 2010

Updated March 2015 Ongoing

Broward Behavioral Health CoalitionLeveraging SAMSHA One Community Partnership Grant to build connector to the Behavioral Health Managing Entity system (Concordia)

N/A N/A

CareerSource Broward

Specific Authorization related to Youth Eligible to Receive Employment Preparation ServicesAllows CSC to track youth in CSC funded programs as well as overall rates of self-sufficiency and youth employment in Broward County.

November 19, 2012 Ongoing


Sheet1

Existing CSC Data Sharing Agreements

PartnerMOU SpecificsCommencement DateDuration

Department of Juvenile Justice (DJJ)Specific Authorization Related to Youth Involved with the Florida Department of Juvenile Justice in Broward CountyOctober 20, 2011Ongoing

Department of Children and FamiliesAccess to FSFN data to determine recidivisum for CSC prevention programs (manual, single case data extraction)November 1, 2015Dec-18

Broward County Public SchoolsData Sharing Agreement to share school data (grades, attendance, suspension, etc) for youth in CSC program including a webservice (STAR) to download the data.SY 10-11Jun-16

Transitional Independent Living System of Care Integrated Data SystemFLITE Center, CSC, CHILDNET pay $2k/year for integrated TIL Data systems with 8 community partners including Broward Behavioral Health Coalition.June 30, 2016Sep-17

ChildNetSpecific Authorization Related to Youth Eligible to Receive Transitional Independent Living ServicesSeptember 2010Updated March 2015Ongoing

Broward Behavioral Health CoalitionLeveraging SAMSHA One Community Partnership Grant to build connector to the Behavioral Health Managing Entity system (Concordia)N/AN/A

CareerSource BrowardSpecific Authorization related to Youth Eligible to Receive Employment Preparation ServicesAllows CSC to track youth in CSC funded programs as well as overall rates of self-sufficiency and youth employment in Broward County.November 19, 2012Ongoing


Opportunities to Improve the Use of Data in Broward Data Partner Current Data Processes

Desired Integrated Data System Value

Department of Juvenile

Justice

18 Service Providers access JJIS and manually extract data for program outcomes

1. Quarterly Downloads

2. Match with unique IDs

3. GIS Mapping

1. Reduce number providers with DJJ access increase security

2. Automate data match 3. Get information for program outcomes, service

system gaps and planning (ie., priors, level and type of offense, etc)

4. Data to leverage additional funding Department of Children

and Families

CSC manually pulls 6k individual case pulls from FSFN per year for program outcomes Manual connection to ChildNet/ BSO Services Manual connection to DJJ BBHC crossover youth

1. Quarterly Downloads

2. Match with unique IDs

1. Automate data match 2. More holistic & useful information to improve

program & service system outcomes 3. Identify service gaps 4. Use algorhythms for predictive & prescriptive

analytics 5. Data to leverage addition funding

Behavioral Health

Managing Entity

(BBHC)

Concordia is not connected to other systems

Connect Concordia system to:

CSC DJJ School District

1. Connect BBHC youth to Prevention services 2. Measure outcomes 3. Identify Service gaps


Item Process Control Participant Requirement Governance Requirement Technical Feature

Data Confidentiality Acknowledgement Agreement for each logon.

Retention & destruction Settings

Agree to comply Establish policies & standards for:Which agencies have accessAllowable data usageRetention & destruction

Secure network, Secure storagePhysical security of servers

Official Business Use Only Require usage compliance forms upon access?

Agree to comply Establish protocols for data useReview access logs

Access logs

Authorized Users Only Rapid disabling when termedTrack training complianceReminder notice when refresher training due

No credential sharingDesignated personnel list with notice of changesTraining compliance

Establish user eligibility policyMaintain list of usersReview access logs

Password standardsAccess logsAuthentication

Data Breach Prevention Confidentiality of system specifications?

Review data breach attempt logTimely notice of data breachEstablish data breach response policy & procedure.Data breach insurance?

Low internet profileData breach monitoring?Anti-virusFirewalls

Data Transmission Restrictions EncryptionDigital Signature for all transmission types

Agree to limit restrictionLog transmission?

Establish transmission standardsReview transmission events?

Method to limit & log transmission events? Who what when where how & why

Device Controls Restrict allowed devicesTimeout/ lock settings on device?

Agree to complyDedicated devices?

Set standard for timeouts/lockingMaintain list of allowed devices with periodic update?

Timeout/lockoutPrevent access from not allowed devices?

Print Controls Restrict allowed devices? Require separate printer in secured location?Require locked cabinet in secure location

Maintain list of allowed printers & locations?Inspect/Credential sites?Standards for paper storage?

Prevent access to not allowed printers?

We have begun a preliminary analysis of data sharing requirements using the DCF Data Sharing Agreement template


Existing Broward Resources and Expertise

CSC utilizes a web based data system built and operated by CSCs across Florida called SAMIS. We also built a webservice (STAR) to download school district data for participants in CSC funded programs. CSC Broward and ChildNet (local CBC) built an integrated data system for 8 partners for youth aging out of foster care for $10k.

In partnership with ChildNet, Broward Sheriffs office (Child Protective Investigators), CSC and Algorhythm, we have predictive and prescriptive modelling and algorhythms for the continuum of child welfare services. We need a data warehouse to utilize and develop the modeling to reduce children entering Out of Home placement.

CSC Broward has 4 Research Managers and an Assistant Director of Research with SPSS, Tableau, and Latent Class Analysis (in development with Casey Family Foundation) expertise.

CSC received a federal Performance Partnership Pilot (P3) Grant with funds to begin building an integrated data system.

Technology WorkgroupNext Steps

General Meetings

Friday, September 16th, 3-5 p.m.

Complete Charters

Friday, October 14th, 3-5 p.m.

Friday, November 11th,

Friday, December 9th, 3-5 p.m.

CIO Research Sub-group

Receive Sunshine Law meeting approval

Sept. TBD Maureen Olson, AST scheduling initial meeting with team, plus Karen Card DOH

For more information:Florida Children and Youth Cabinet Member:Victoria Vangalis Zepp, Clarity1st Consulting , 850-241-6309, [email protected]

Florida Children and Youth Cabinet Staff:Lindsey Perkins, Florida Children & Youth Cabinet, 850-921-4875, [email protected]

Florida Children and Youth Cabinet Florida Children and Youth Cabinet AboutFlorida Children and Youth Cabinet 16 MembersFlorida Children and Youth Cabinet InitiativesTechnology WorkgroupCharge Slide Number 6Technology WorkgroupOrganizingFrameworkTechnology WorkgroupOrganizingFrameworkWorkgroup and ProjectCharter(s)Technology WorkgroupMembers: Subject Matter Experts (SME)MeetingIn The SunshineTechnology WorkgroupGoalsData Interface Exchange InventoryLong TermFlorida Statewide Suicide Task ForceSuicideTask ForceCritical NeedSuicideTask ForceFCYC InitiativeSuicideTask ForceSpecific DataGoalsSuicideTask ForceTech Workgroup GoalsSuicideTask Force Tech WorkgroupPhases + TimelineCollaborative ResourcesResearchStateUniversityTeamStateUniversityData ExamplesStateUniversityProjects/ActivitiesStateUniversityComputer Technology & InfrastructureStateUniversityIntegratedLocalCommunityWhy Invest in Shared Measurement & Data?Slide Number 28Slide Number 29Slide Number 30Slide Number 31Slide Number 32Technology WorkgroupNext StepsFor more information:

florida children and youth cabinet - flgov.com children and youth cabinet technology workgroup....

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