National Model the National Experience

1. National Modelthe National Experience Rose Trasatti NAPHSIS Project Manager June 8th, 2005

2. Why Re-engineer? • Revised U.S. standard certificates for birth, death and fetal death • Progressively constrained schedules for reporting to federal agencies • Higher expectations of data quality and timeliness by stakeholders and public • Separate costly re-engineering projects in various jurisdictions • Lack of integration among internal vital records systems • Very little integration with other stakeholder systems • Need for a standards-based uniform, systematic approach

3. Re-engineering Partnership • NAPHSIS • Social Security Administration (SSA) • National Center for Health Statistics (NCHS) • Work jointly to facilitate the re-engineering process • Provide support for each of the national teams and committees

4. National Model - Goals • Standardize and make more efficient and timely a quality vital records and statistics system in the U.S. in order to improve the provision of administrative, statistical, and customer services • Model should meet 80-85% of any jurisdiction’s needs • Components should be modular • Requirements should allow functionality to be configurable without changing software • Should define what not how

5. Re-engineering Oversight Committee • Kansas • Hawaii • Alabama • New York City • Missouri • Georgia • Pennsylvania • NAPHSIS HQ • NCHS • SSA • Provide leadership and guidance to the re-engineering process • Oversee the establishment and operation of the subcommittees • Establish a change control process for the artifacts • Pursue funding opportunities for re-engineering activities • Address and make recommendations on re-engineering issues • Communicate re-engineering progress

6. EBRS National Team • Georgia • Iowa • Michigan • Oklahoma • Tennessee • South Carolina • Florida • Use case analysis for electronic birth registration, electronic fetal death registration, and ITOP • Use case analysis for common vital records functionality • NAPHSIS HQ • NCHS • SSA

7. EDRS National Team • New York City • Alabama • California • Washington • New York State • Florida • Use case analysis for electronic death registration • Use case analysis for common vital records functionality • NAPHSIS HQ • NCHS • SSA

8. POS National Team • Alabama • Kansas • Pennsylvania • California • Minnesota • Vermont • New York City • NAPHSIS HQ • NCHS • Use case analysis for vital records customer service functionality

9. Data Analysis Committee • Pennsylvania • Alabama • Florida • Colorado • Missouri • Colorado • Missouri • NCHS • Review NCHS data specifications for revised certificates (VSDP data items) • Review non-VSCP data items • Review NEDSS specifications • Recommend data items for other programs such as immunization, newborn hearing

10. IT Committee • Missouri • Colorado • Georgia • Massachusetts • New York City • NAPSHIS HQ • SSA • NCHS • Analyze standards for messaging, birth death matching, authentication • Identify guidelines for security/disaster recover, imaging

11. Report/Files/Outputs Committee • Washington • Kansas • Pennsylvania • Illinois • Colorado • Utah • NCHS • Develop recommendations for standard reports and files • Develop recommendations for other system outputs such as forms, certificates, letters, notices

12. Improving COD Committee • New York City • Missouri • Alabama • Hawaii • Pennsylvania • NAPHSIS HQ • NCHS • Review and analyze available studies • Suggest solutions to improve the quality of cause of death registration • Recommend methods to make cause of death registration attractive to medical certifiers in an electronic environment

13. List of Re-engineering Artifacts • System Requirements and Business Rules • EBRS • EDRS • POS • Glossary and Acronyms • Suggested management information reports and output files/forms/letters • White papers • Birth-Death Matching • Vital Records Authentication and Risk Analysis and Options • Ideas for an electronic Customer Service and Certification system

14. List of Re-engineering Artifacts • EBRS/EDRS/POS Use Cases • Use case narratives • Use case to actor matrix • Use case diagrams • Activity diagrams • State diagrams • Controller diagrams

15. Common Use Cases • Login • Create profile for facility • Update profile for facility • Create user profile • Update user profile • Modify a registered record • Set/reset indicator on a record • View record history • Request for information • Responder responds to request for information • Void registered record • Search • Abandon record

16. Create birth record for live birth Create paternity acknowledgement Create fetal death record Create ITOP record Create multiple records for plural delivery Update a record Certify cause of death on a fetal death record Decertify cause of death on a fetal death record Submit record (for registration) Create foreign birth adoption record Create delayed birth record Register a record EBRS Use Cases

17. EDRS Use Cases • Create a case – funeral home • Create a case – medical certifier • Relinquish case • Request for medical certification • Sign personal information • Print permits • ME/Coroner accepts case • Certify cause of death • Match death case to birth record • Sign case from queue • Certify cause of death from queue • Register a case • Update a case – funeral home • Update a case – medical certifier

18. POS Use Cases • Enter a request • Produce copy • Update a request • Auto print

19. Benefits of the National Model • Share expertise • Reduce risks • Share successes • Share best practices • Uniformly apply national standards • Jurisdictions don’t have to start from scratch

20. Timeline • Oversight Committee and Working Groups established • JAD sessions and committee meetings • Artifacts defined and posted on NAPHSIS website • Public review period • Review boards formed • Jurisdictions tailoring the national model to meet their needs • NAPHSIS re-engineering assistance available to support jurisdictions • Continue to enhance national model

21. NAPHSIS Re-engineering Assistance • Meet with stakeholders • Vital records staff • Data providers • Facilities/physicians, funeral homes, medical examiners • Assist jurisdictions with the tailoring of the national model to meet their needs • Attend JAD sessions • Develop tools to assist jurisdictions • Facilitate communication with other jurisdictions • Share best practices/lessons learned • Review documentation developed either in-house or by a vendor

22. NAPHSIS Re-engineering Assistance • EDRS • New York City • Texas • Hawaii • New Mexico • California • Louisiana • Utah • Colorado • Michigan • EBRS • North Dakota

23. How can jurisdictions use the National Model? • Familiarize yourself the artifacts on the NAPHSIS website • Contact NAPHSIS for re-engineering assistance • Conduct JAD sessions with your stakeholders • Many of the artifacts are available in Word format • Don’t need to be Rational Rose expert • Tailor the national model to incorporate your jurisdiction’s functionality • Two-stage process • Incorporate tailored national model in your RFP • Once vendor selected, have detailed JAD sessions to further define requirements detail

24. NAPHSIS Contact Information Rose Trasatti Project Manager NAPHSIS Headquarters (301) 563-6001 rtrasatti@naphsis.org www.naphsis.org