Integrated Data Systems for an Integrated Practice Model

NNIP Meeting Providence RI September, 2012

AGENDA

   

Origins/Purpose of IDS Development of IDS Building Blocks/Content of IDS Challenges and Next Steps

4/26/2020 2

OUR STORY/EVERYONE’S STORY

  

COMPAC 21 A Human Services Department Human Services Integration Fund



IT to Support Systems __________



Strong Leadership

 

Interest Money



Analytic Capacity



Find the Pain

4/26/2020 3

MULTI-SYSTEM CONSUMERS

Persons served by DHS in 2010, approximately 202,000 (unduplicated) Under 18 years 18 years and older Served by one program office Served by two program offices Served by three program offices Served by four or more program offices

60% 23% 11% 6% 41% 23% 15% 21% 4

DHS STRUCTURE

Patricia Valentine Executive Deputy Director Integrated Program Services Randolph Brockington Deputy Director Administrative and Information Management Services Marc Cherna Executive Director Department of Human Services Terry Lane Administrative Officer I Karen Blumen Deputy Director Office of Community Relations Erin Dalton Deputy Director Office of Data, Analysis, Research and Evaluation Sue Martone Acting Deputy Director Office of Behavioral Health Mildred Morrison Administrator Area Agency on Aging Marcia Sturdivant-Anderson, PhD Deputy Director Children, Youth & Families Reginald Young Deputy Director Community Services Donald Clark Deputy Director Intellectual Disability Jeanine Rasky Manager Multi-Systems Unit 5 JoAnn Heffron-Hannah Manager Independent Living Unit

ORGANIZATIONAL VIEWPOINTS

      

DHS provides an integrated set of services Consumers are “Consumers of DHS” Staff work for DHS Program Offices were created for management purposes Providers contract with DHS, not Program Offices DHS data Community resource

BUILDING BLOCKS

  Common ID* ~ Common Intake ~~      Common Assessments ~~ Strong Source Systems* ~ Common Service Offerings *~ Common IT Architecture ~~ Common Practice Philosophy~~      Common Service Plan ~~ Common Payment System ~~ Common Training ~~ Common Program/Fiscal Monitoring ~~ Legal Analysis * ~ * Not optional ~ Stuff we have ~~ Stuff we’re working on 7

COMMON ID/MASTER CLIENT INDEX

   Master Client Index (MCI) is a enterprise repository of key client demographic data for individuals serviced by DHS DHS applications use the MCI to uniquely identify a individuals serviced by DHS Individuals are cleared against the database to determine if they are already known or if they are new individuals 8

COMMON ASSESSMENTS

     Child and Adolescent Needs and Strengths (CANS) Adult Needs and Strength Assessment (ANSA) Early Childhood Assessment (CANS-EC) Ages & Stages Criminal Justice Screening & Assessment Tools

COMMON SERVICE OFFERINGS

  Master Provider Enterprise Repository (MPER) is a enterprise repository of key Provider demographic data for all contracted, non-contracted providers who provide serviced for DHS DHS applications use MPER to validate contract, services, facilities and rate information to facilitate documentation of services rendered information by Providers • Availability • Provider Contacts • Address • Facility • Individual Provider Demographics Contracts • Contracted Services • Allocation Statement • Service Code • Services Description Services 10

CHILD WELFARE CASE MANAGEMENT SYSTEM (KIDS)

• • • The repository of record for real-time case management and service information for all CYF clients. KIDS also captures a log of all services rendered to clients regardless of whether the client is CYF active.

It supports the daily child welfare business processes for the Children Youth and Families.

It includes complete functionality which aligns initial client contact with a department through assessment, service delivery, provider payment and various client eligibility calculations. 11

U L E S M O D

ECAPS

ECAPS is a case management system serving adults and families and includes several assessment and service coordination modules. It primarily serves the DHS offices listed in the below diagram.

Office of Community Services Executive Office Homeless Management Information Systems (HMIS) Office of Behavioral Health IRES Mental Health Services Forensic Services Psychiatric Tracking System Maximizing Participating Project F U N C T I O N S Client Registration 4/26/2020 Master Client Index (MCI) Assessments Provider Management Service Authorization ECAPS Master Provider Enterpris e Repositor y (MPER) Services Rendered Outcomes Management Electronic Client and Provider System (ECAPS) 12

Jail Collaborative

    The Jail Collaborative application is a repository of record for complete, real-time service information for all Jail Collaborative clients, which is a collaboration between DHS, Allegheny County Jail and service providers.

It contains a record of all assessments, notes, referrals, services and outcomes information for the Jail Collaborative program.

Tracks clients services from Jail to community Stores screening and assessment information Services & Provider(s) Jail Intake & MCI Registration 4/26/2020 Provider Supplemental Intake Form Goals & Outcomes Exit Intake 13

DATA WAREHOUSE GOALS

    

Improve Services to Clients

Avoid providing information redundantly  More timely delivery of services  Holistic view of client

Improve The Ability Of Workers To Perform Their Jobs

  Efficient use of workers’ time (less paper, more use of electronic information, elimination of duplicate paperwork) Full view of clients’ needs  Ability to accurately match services to client needs

Improve Ability To Manage & Administer Program Operations

    Identification of duplication & / or gaps in services provided GIS mapping – better identification of geographic needs Management information to improve planning & allocation of resources Improved consolidation of reports – trends, state, federal  Better connection between services & fiscal systems

Support the use of this community asset

14

DATA WAREHOUSE DATA SOURCES

           Allegheny County Housing Authority Allegheny County Jail Allegheny County Medical Examiner’s Office Department of Public Welfare Housing Authority City of Pittsburgh Juvenile Probation Pittsburgh Public Schools Clairton Public Schools Pre-trial Services Adult Probation Adult/family court

Potential Data Sources

 Health Department  Employment & Training  School Districts                Aging Children, Youth and Families Community Service Block Grant Drug & Alcohol Early Intervention Family Support Centers HeadStart Human Services Development Fund Homeless/Housing Low Income House Energy Assistance Program Maximum Participation Project Medical Assistance Transportation Program Mental Health Mental Retardation System of Care Initiative 15

DATA WAREHOUSE TIMELINE Pre-1996:

Over 80 separate client based systems

1996 2000 April, 2001:

Data Warehouse built for the purpose of unduplicating clients

2001

eCAPS AAA 4/2001 CYF Parents 6/2001

October, 2000:

Electronic Client and Provider System (eCAPS) built to join multiple systems onto one operating platform

2002 January, 2003:

First External Source Imported (Department of Public Welfare) DPW LIHEAP 1/2003 MATP ALDA 9/2002

2003 April, 2002:

DW Bridge and Unduplicated Clients tables built FSC 8/2003 CCBHO 7/2003

2004 December, 2004:

11 Data Sources Imported into the DW

January, 2006:

ReportNet Goes into Production for Internal Users

2005

ACHA 1/2006

January, 2007:

Client matching algorithm merges 24,000 duplicate client records Probation & Parole 5/2006 HSDF 8/2006

December ,2007:

DW jobs automated through scheduling tool

October, 2007:

DHS Moves to Near Real Time Data Warehouse Addition al CYF Parents 11/2006 JPO 6/2007 JPO Placement 5/2008 Medical Examiner 7/2008

2010

AAA (SAMS) 9/2004

January, 2005:

Rematching Effort Completed: 15,000 duplicate client records merged

2006

HACP 3/2006 DOC 4/2006 CSBG 7/2006 ACJ 10/2006

May, 2006:

Cubes Move to ReportNet External User ReportNet Access set up

2007 2008

CYF Placement 4/2008 CSP 6/2008 PPS 10/2009

April, 2007:

DW – Master Client Index Integration April 2008: CYF Reports in Cognos8

July 2008:

QuickVue

November, 2007:

Cubes built from real time DW (Daily, weekly and monthly) 16

Data Warehouse Composition

Client Demographics Provider Information Service Information Fiscal Information

• Name • SSN • Gender • DOB • Address • Race • Marital Status • Services and Specialized Services Offered • Location of Services • Service Type • Service Location • Clients Served • Units of Service • Cost of Services • Education/ Employment • Living Arrangement

Da

taVue: Search Screen

DataVue: Search Screen 4/26/2020 18

Da

taVue: Search Screen Results

4/26/2020 19

DataVue: Service Activity

4/26/2020 20

DataVue: Service Rendered and Received Screen

4/26/2020 21

DataVue: Placement Activity Screen

Note: Any personally identifiable information has been hidden or changed 4/26/2020 22

REPORTING TOOLS

DataVue QuickVue

Application which provides a cross organizational view of client counts based on the services they receive Based on data warehouse data

Cognos Cubes

Placement and Non-Placement cube available to DHS research staff for analysis

Cognos Query Studio

Placement data from KIDS data mart available to DHS research staff for analysis MPER data available to DHS research staff for analysis

Reporting Portal

4/26/2020 23

DHS Reporting Portal

4/26/2020 24

THE MOU

Allegheny County Department of Human Services (DHS) signed a Memorandum of Understanding with 3 of the county’s Public School Districts: Pittsburgh Public, Clairton and Woodland Hills (in

progress)

    Directory Information Educational outcomes for kids for whom DHS is the legal custodian Educational outcomes for all other kids – action research agreement Consent MOU II 4/26/2020 25

CURRENT AND HISTORIC DATA ARE INTEGRATED School Districts

Personal Identifiers Achievement Attendance Specialized Programs Standardized Test Results

DHS Data Warehouse

•Allegheny County Housing Authority • Allegheny County Jail • Allegheny County Medical Examiner’s Office • Department of Public Welfare • Housing Authority City of Pittsburgh • Juvenile Probation • Aging • Children, Youth and Families • Community Service Block Grant • Drug & Alcohol • Early Intervention • Employment & Training • Family Support Centers • HeadStart • Human Services Development Fund • Hunger & Housing • Low Income House Energy Assistance Program • Maximum Participation Project • Medical Assistance Transportation Program • Mental Health • Mental Retardation • System of Care Initiative 4/26/2020 26

OVERLAP OF CHILDREN SERVED

53 percent (14,450) of PPS Students have prior Human Service involvement 36 percent (9,750) were involved with a Human Service within the last year Involved Within Last Year Prior Involvement

CHILD WELFARE

CHILD WELFARE CYF CYF Placement CYF as Parent

2% 10% 9% 7% 1%

Mental Health

15% 14%

Early Intervention Drug & Alcohol

1% 4% 7%

System of Care Initiative

SUPPORT SERVICES

Medical Transportation (MATP) Family Support Centers Public Housing Assistance Homelessness/Housing Support Public Welfare: Food Stamps Public Welfare: TANF

2% 3% 3% 1% 1% 3%

Juvenile Probation Juvenile Probation Placement

1% 2% 6% 6% 3% 5% 9% 8% 8% 10% 10% 13% 24% 23% 27% 31% 30% 28% 29% 34% 4/26/2020 27

EDUCATIONAL OUTCOME METRICS

GPA • Weighted , cumulative GPAs were used • To align with Promise eligibility, students were categorized as “less than 2.5” or “2.5 or above” Attendance • To align with Promise eligibility, students were categorized as “below 90 percent” or “90 percent or above” • Attendance is adjusted for unexcused absences and suspensions; excused absences do not impact attendance level PSSA Scores • Pennsylvania System of State Assessment in Reading • In this analysis, “proficient” refers to students with proficient or advanced scores Promise Eligibility • Students are promise eligible if they have at least 90 percent attendance and a GPA of 2.5 or above 4/26/2020 28

EDUCATIONAL OUTCOMES: GPA

100% 80% 60% 40% 20% 0%

Percent of Students with GPA 2.5 or Above by Service Type

Prior Involvement all pps Involved Within Last Year no services 72% 73% 38% 28% 41% 37% 37% 35% 18% 13% 72% No Human Services 56% All PPS 4/26/2020

Service Type

29

EDUCATIONAL OUTCOMES: PROMISE ELIGIBILITY Percent of High School Students On Pace for Promise Eligibiltiy by Service Type

Prior Involvement Involved Within Last Year 100% 80% 60% 40% 20% 0% 30% 20% 34% 30% 29% 27% 70% 74% 15% 11% 68% No Human Services 50% All PPS 4/26/2020

Service Type

30

EDUCATIONAL OUTCOMES: ATTENDANCE

100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 98%

Percent of Students with Attendance 90% or Greater by Human Service Involvement and Grade

98% 93% 91% 98% 98% 98% 96% 95% 96% 88% 84% 84% 79% 83% 79% 90% 88% 1 No HS HS Ever HS Within Last Year 2 3 4 5 6 7

Current Grade

8 9 86% 85% 64% 56% 62% 56% 64% 56% 60% 54% 10 11 12 4/26/2020 31

100% 80% 60% 40% 20% 0%

EDUCATIONAL OUTCOMES: PSSA SCORES Percent of Students with Proficient PSSA Reading Score by Service Type

Prior Involvement all pps Involved Within Last Year no services 47% 43% 45% 41% 44% 43% 46% 44% 35% 30% 67% 57% No Human Services All PPS 4/26/2020

Service Type

32

EDUCATIONAL OUTCOMES: PSSA SCORES - CLAIRTON

4/26/2020 33

EDMAP

A suite of tools that will integrate human services, education, and court data into operational systems to improve education and well-being outcomes for children

Electronic Access to Education Information

• Stakeholders gain consistent access to more up-to-date information for all children attending PPS

requires new consent tracking and storing infrastructure

• Reduced administration time by DHS and PPS to obtain records

Implementation of PA Education Screen

• Online process through existing KIDS case management system • Some responses are automatically fulfilled with shared education data

Educational Stability & Quality Tool

• Tool to support caseworkers and other involved parties to consider educational well-being issues at time of placement initiation and placement change as well as at times of typical school transition • Built in notification system to proactively address issues early 4/26/2020 34

THORNY ISSUES

   

Drug & Alcohol data Sharing detailed data with the courts and probation Internal/provider culture change Sharing data with the schools

35 4/26/2020

CHALLENGES

     

Funding $10 Million Contract Maintenance Data Use Democratization Legal NIEM

36 4/26/2020

NEXT STEPS

   

Building Criminal Justice System Infrastructure Building Workforce System Infrastructure Public Health Opportunities Open Government/Public Use

37 4/26/2020

QUESTIONS?

Additional Information: http://www.alleghenycounty.us/dhs/research education.aspx

4/26/2020 38