Colorado Client Information Sharing System Interoperability implementation Roadmap

1. Colorado Client Information Sharing System • Interoperability implementation Roadmap

2. Support Administration of Children and Families – Office of Child Support Enforcement Joe Bodmer Greg Jordan Jacqueline Leguia

3. Executive Planning Team Doug Landin Steve Maas David Menefee Stephanie Rondenell Alex Stuart Gail Waggoner Chris Wells Herb Wilson

4. Historical Context (2010 to Present) • 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

6. 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.

7. 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

8. 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.

9. CCISS Project Approach • Establish Priorities • Engage Stakeholders • Assess Current Interfaces • Enhance Integration • Expand Analysis & Reporting • Document & Manage Data • EstablishGovernanceto Protect Privacy • Compile & Vet CCISS Implementation Plan • Publish CCISS Implementation Plan & Final Report

10. Approach Supports GovernorHickenlooper’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.

11. 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

12. 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 Agenciesand across divisions of CDHS

13. 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)

14. 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.

15. Business IntelligenceStrategy/Next Steps for CCISS • 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

16. 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

17. Current CDHS Environment

18. Just Say No to 500 Interfaces

19. 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

20. CCISS Enterprise Solution

21. 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

22. 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

23. 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

24. CDHS – Interoperability Advisory Council

25. Conceptual IAC Governance Structure

26. 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.

27. 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!

28. Questions