1© Sisters of Charity of Leavenworth Health System, Inc. All rights reserved.

Accurate DataSolutions Faster Insight Critical Thinking

Transforming Raw Data into

Meaningful Analytics

Enterprise Business Analytics

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About SCL Health

SCL Health is a faith-based, nonprofit healthcare organization dedicated to improving the health of the people and communities

we serve, especially those who are poor and vulnerable.

We relentlessly focus on delivering safe, high-quality, effective care to every patient, every time, everywhere.

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Agenda

The Team05● Introduce you to the Dream Team and

their skills

Accessible Data &

Analytics04

● How can customers access data and

analytics

The Data03● How is the data organized,

standardized & consolidated

The Solutions02● Identify how we have created

solutions

The Problems01● Identify the 3 main problems we hear

from our SCL Customers

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A day in the life of the EBA Team...

https://www.youtube.com/watch?v=a3QGwTcyRLQ

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Too much data

Huge quantities of

data are available.

How to organize,

standardize &

consolidate...

How do I get data

There is not an easy

self service function

for business

operations to quickly

access their data

needs...

I need analytics support

What skills sets and

structure is needed for

a successful EBA

team?

The Problems

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Improve Data Collections

Collect and retain data

Define the data that is

important to the

customers.

Hone in on the most

useful and powerful data.

Improve data organization

Store and manage data

Precise data organization

is pertinent for analysis,

and it will enable us to

remain in control of data

quality while improving the

efficiency of analysis.

Improve data accuracy

Cleanse and validate

data regularly

Will help to ensure data

analysis is centered

around the highest

quality, most current,

complete,relevant and

accurate data.

Solution: Make data available and reliable

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Normalize Data

Create a standard for

data

When data is collected

from a variety of different

sources, it often contains

inconsistencies or errors-

an example could be how

different words are

spelled.

Integrate Data

Remove data silos

A single data

management platform

makes it easy to

integrate all

departmental data into a

single platform and

achieve greater

accuracy, and efficiency,

in data analysis.

Segment data

Detailed focused

analysis

Breaking the information

down into smaller, more

digestible chunks, helps to

improve accuracy and

enables you to hone in on

highly specific trends and

behaviors.

Solution: Make data available and reliable

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The Data

Too much data

Huge quantities of

data are available.

How to organize,

standardize &

consolidate...

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Data

Sources

Epic Clarity

Lawson (ERP)

Kronos

Many Other

Sources

RCA, Cactus, etc

Flat Files

Data Mart / Warehouse

Raw Data

Summary Data

KPI Data

Blended Data

User Access

Consolidate Data Operations

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EPIC

Health Data

Patient Data

Financial Data

80%

● Guarantor/Patient Demographics

● Encounters/Providers

● Financials/Rev Cycle

● Diagnosis/Procedure

● Claims/Denials

Core Applications:

Cactus

DataArk

Epsi

Kronos

Lawson

Onbase

5%

● Costing

● Legacy Receivables

● Employee Time Keeping

● Payroll

● GL/Stats

● Lockbox

Other Business Data:

Benchmarks

Mapping tables

Vendors, etc

5%

● Custom Spreadsheets

● Access Databases

● Vendor Files

● Benchmark/Market

data

Blended Data:

Custom analytics built from

combining data

10%

● Labor Reports (Pat Vol vs Emp

Prod)

● Actuals vs Budgets

● P & L

● KPIs & Scorecards

● Custom

Multiple Data Sources

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Volume of Objects

135,000Rows of SQL Code

1,326SQL Objects

304Stored Procedures

The most common object that people interact with is the table. Other objects are indexes stored procedures sequences views and many more.

500+Agent Steps

Language used in programming SQL includes modifying database table and index structures; adding updating and deleting rows of data

A stored procedure is a group of SQL statements that has been created and stored in the database.

SQL Server Agent uses SQL Server to store job information. Jobs contain one or more job steps. Each step contains its own task for example backing up a database.

700+Total Tables

150+Automated KPIs

500+Production Tables

100+Views

Query logic has been saved to produce key performance indicators at site, clinic, & provider level

Final tables of data used for reporting and analysis

Essentially a view is very close to a real database table (it has columns and rows just like a regular table) except for the fact that the real tables store data while the views don't.

SQL tables are comprised of table rows and columns. Table columns are responsible for storing many different types of data like numbers texts dates and even files.

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... DO YOU MANAGE ALL THAT DATA?

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Henry Ford hated waste. He drove

himself – and his employees – to

correct operational inefficiencies

while also creating better products.

Is it any wonder, then, that Ford is

considered the “Father of Lean

Manufacturing”? To do so he relentlessly

pursued methods that

eliminated waste and helped

employees work more

efficiently. He did not focus on

making people work harder.

He wanted people, and his

company as a whole to work

smarter

Efficiency: Assembly Line Approach

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Focus on getting customers to use the same data

Create datasets that are not duplicated elsewhere

Create master data sets that meet the needs for multiple business lines

Use views for customization & data mining & visualization

Key Data Sets

Schedule all automation in one place

Stagger ETLs

Create automated alerts for errors & completion

Automation &

Scheduling

Pick a tool that works best with your database

Create ONLY 1 ETL per data set.

Establish guidelines for ETLs.

ETL Tools &

Processes

Create consistent naming patterns

Data set names should be easily deduced

Make things descriptive but abbreviated when possible

Data Object Naming

Conventions

Establish a server and make it the point of entry for all key data

Pick database software that integrates well with other applications and is flexible for constant development

Server &

Database

What do you Standardize?

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The fewer production databases you have the better and only having 1 is most

ideal. The fewer places an architect/developer need to go will improve

efficiency.Database Software

Critical to pick software that

integrates seamlessly with

analytic/reporting application like

MS Office, Tableau, etc

Database Security

Work with your identity management

team to create AD groups. Avoid

user level security at all costs.

Consider using schemas to organize

data by source and to parse out

sensitive data.

Development & Production

Strategy

Consider using 3rd party source

control tools (ie Red Gate) to keep

history of code through time

High Performance Server

8+ Cores

256GB RAM

6TB+ Storage

2.0+ GHz Processor

Performance Tuning

Use built in monitoring tools or

consider purchasing 3rd party tools

(ie Solar Winds, Red Gate, Apex).

Learn how to build indexes on big

tables to query performance

Alerts & Notifications

Create automated alerts for:

● Job failures

● Validation

● Automation Completion

Enterprise Database/Server Essentials

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Data Object Naming Conventions

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Character CasingPick a standard casing method.

It is much easier to read long lists of

objects that are consistent.

Examples:

● Camel Case

● Lower Case

● Upper Case

Avoid spaces & use underscores instead

Name StrategyWhen assigning names to Tables & Views

create some type of pattern. Be descriptive

For example, my team starts any EPIC

data set with only 3 words (Clinic, Hospital,

SBO)

If your consistent, it will allow entire teams

to quickly locate items.

Data Object Naming Essentials

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ETL Tools● Minimize the number of tools

that extract data

● Use tools that can schedule

& automate

● Schedule your data loads

directly in the data mart or

warehouse you manage

Process & GuidelinesCreate standard guidelines for how

data sets get updated.

● ONLY 1 ETL per Data Set

● Minimize dependence on GUI

ETL

ETL Tools and Processes Essentials

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ETL Processes - What NOT to do

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SQL Version (Stored Procedure)

GUI Version (SSIS)

ETL Processes - Simplified

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Simplify the amount of raw data tables by strategically

capturing the key data from each. Remove the noise

HAR

Disch

Admit

Type

Route

HAR

Diagnosis

Total Chrg

TX_ID

HAR

Procedure

Quantity

Group

HAR

DOB

Address

Sex

HAR

Admit

Discharge

Type

Diagnosis

Total Charges

Procedure

Quantity

DOB

Address

Key Data Set Essentials

Avoid pulling the same data twice

20K+ database tables available

300 contain HAR level

1 master table for single response

items containing 100+ columns

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Have a scheduling strategy for

automation is critical to ensure

scalability.

● Run 5-10 ETLs concurrently

● Create processes to monitor

performance

● Batch similar ETLs into one Job

NEVER kick ALL jobs off at once

or you’ll hit a traffic jam as servers

only have finite resources

Jobs

Steps (ETLs)

Scheduling & Automation Essentials

Scale your automation by

staggering the order in how

ETLs kick off.

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Retrieve Data

Daily ETL’s kick-off and load data into various

servers

1:30am -

5:00am

Data Validation

Automated data validation to source data.

Automated alerts occur if any issue is detected.

5:00am -

6:30am

Deploy Data

Tableau dashboards automatically kick off when

server validation is complete. Subscriptions begin

to get sent out and data is ready for customers to

use

6:30am -

8:30am

Store and Format Data

Stores data from key sources on our EBA server

and creates custom data from multiple sources

5:00am -

6:30am

Daily Data Delivery Process

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Daily Automated Notification Data is Ready!

EBA Update:

Tableau Jobs Kicked

Off!

EBA Update:

Tableau Jobs

Completed

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Impact Standardize

This dashboard saved us 2 days of

manual data wrangling and

report creation!Thank you!

17 Hours

7 Hours

Staggering jobs

Per DAY

★ Alteryx workflows that would take 24+ hours

have been converted into this process

○ The new processes take less than 10 mins

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Accessible

Data &

Analytics

How do I get data

There is not an easy

self service function

for business

operations to quickly

access their data

needs...

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Business_Analytics@SCLHealth.org

1. Identify the data needed

2. Scrub it and clean it for accuracy

3. Build reports, dashboards and data sets customized to meet

their needs

4. Give Access

5. Automate if needed

Working with Our Customers

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The portal allows users to access

validated and clean pre-mapped data.

The Data and Analytics Portal

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Data is available via

Dashboards

Raw data extract

Excel workbooks

Automated email blasts

Security to the Data is controlled through ICE

(Identity Control Enterprise) groups.

Each report category has its own security level in

ICE that then is brought into the Portal.

Accessing the Data

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Standardizing Dashboards

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Standardizing Dashboards

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Standardizing Dashboards

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Standardized Dashboards

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Executives

Directors

Managers

Analysts

Operations

Customer Usage

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● Accounting & Finance (Accounting/Net Revenue teams)○ EPIC transactions with Lawson GL String○ Net Revenue reports from RCA

● Audit Revenue Integrity (Compliance & RSC RIC teams)○ CPT Modifiers and Users○ Overpayment ○ SAI Government Audit tool ○ Implant devices

● Hospital Statistics (System Wide users)○ Volumes○ Delinquent Charges○ Surgery ○ ED ○ CMI

● Labor/Productivity (site based leaders)○ Hourly Census & staffing levels○ System productivity○ RN Cocktail○ Pharmacy○ Labor variance

● Managed Care (Managed Care teams)○ JOC reports

● Operations (RSC Operations teams)○ Cash Posted○ AR Balances○ Denials○ Stop Bills/DNB

● Patient Access (RSC Patient Access teams)○ Authorization & Pre-Registration○ Charity○ Financial Counseling○ Productivity○ Discharges

● Physician Practice (MGPS Leaders and Operations)○ Access to clinics○ ARC metrics○ Denials○ AR Balances○ wRVUs & Charges○ Quality○ Referrals○ Appointments○ CPT Changes○ MOR

● RSC Leadership (System Leadership)○ Combined Revenue Cycle metrics○ Cost to Collect○ Hospital Revenue Cycle

performance● Stewardship Scorecard (System

Leadership)● Strategy & Business Development

○ Service volumes○ Market Share○ Service Line reports○ Zip Code reports○ Statistical indicator○ ZocDoc○ Physician Liaison

● Transformation (System Leadership)○ Average Length of Stay○ Discharge Patterns○ Hospital Medicine○ Transfer Center○ Observation Dashboard

All of the data contained in these reports can be accessed and downloaded by users to review and do additional analysis on your own system. Please reference our Tableau Tips and Tricks to learn more.

The Data and Analytics Portal Available

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The Team

I need analytics support

What skills sets and

structure is needed for

a successful EBA

team?

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Diverse team of professionals

Highly experienced in data architecture, analytical business and relationship skills

With strong functional business operational knowledge

…...favor data visualization to communicate insight

WHO

ARE

WE

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Collect, integrate and prepare data

Develop testing

Prepare analytical models

Ensure that they produce accurate results.

WHAT

WE

DO

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DATA ARCHITECT DATA ANALYST

Role:Create blueprints for data management

systems to integrate, centralizes, protect and maintain data sources

Mindset:Inquiring ninja with a love for data

architecture design patterns

Skills & Talents★ Data warehousing solutions★ In-depth knowledge of database

architecture★ Extraction Transformation and Load

(ETL), spreadsheet and BI tools★ Data modeling★ Systems development

LanguagesSQL, VB

Role:Collects, processes and performs

statistical data analysis

Skills & Talents★ Spreadsheet tools★ Database systems (SQL and No SQL Based)★ Communication & visualization★ Math, Stats, Machine Learning

Mindset:Intuitive data junkie with high

“figure-it-out” quotient

LanguagesSQL, HTML, Javascript,

C/C++

Enterprise Business Analytics Skills

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Director Architecture &

Analytics

Lead Architect

Manager Architecture

Lead ArchitectSenior

Architect

Senior Architect

Architect

Senior Architect

Architect

Senior Director of Business Analytics

Back End Architect ETLs & Data Development

Front End Developer Data Mining & Visualization

Our Team Structure: Data Heros

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● Standardizing our data structure

● Data Validation (i.e. tie-out to general ledger)

● Vision for our server

● Scaling our data

● Automation! Automation! Automation!

● Team

○ Structure

○ Skill Set

○ Clear focus and direction

● Work closely with business partners to ensure needs are met

● Making it easy for customers to access us and their data

What has made us successful:

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Operational analytics become incredibly powerful when used strategically.

With the right data structures and systems, we can automate how analytics are

leveraged to adapt to customers and deliver deeply personalized experiences.

https://www.cognizant.com/

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THANK YOU!

Questions

Contact Info:

Laurie.GreerHindson@sclhealth.org

Mitchell.Schubert@sclhealth.org