DATA ANALYTICS AND SILOED DATA

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1 DATA ANALYTICS AND SILOED DATA Paige Teegarden, VP GCCAC and General Manager, CSST Software Rand Clark, Douglas County CO, DC Cares Project Josiah Masingale, CCAA

2 A FRAMEWORK FOR UNDERSTANDING THE PROBLEM

3 Why they want to use and share data across programs? Primary is what drives them to invest $ Single Agency Primary: Strategy, ongoing improvement and if siloed agency then case management/coordination Collaborative Partners Network/ Shared Interests/ Funders Primary: Case management/coordination Secondary: Efficiencies in data entry, Strategy, public communication and ongoing improvement Primary: Customer Service; efficiencies in data entry Secondary: Public Communication Primary: Public communication Secondary: Strategy and ongoing improvement Type of data most important to share Basic demographic, enrollment and outcome May not need it all in real time Sometimes assessment & service Basic demographic Assessment Enrollment Basic demographic De-identified client, enrollment and outcome; Sometimes assessment

4 TRADITIONAL CAA ANSWERS TO SHARING CLIENT DATA MANUALLY COMBINE INFORMATION OR PRINT PAPER OR INFORMATION TO SHARE IS REPORT IS EXCEL SHEETS GONE WILD THAT PARTNER A SCREEN SHOT OF CLIENT SHARE REPORTS OR INSIGHTS A MEETINGS IMPORT TO A DATABASE THAT MAY OR MAY NOT HAVE GOOD FLEXIBLE REPORTING TOOLS OFTEN THE CLIENT CASE MANAGEMENT SOFTWARES DON T HAVE SOPHISTICATED, FLEXIBLE, AND AD HOC REPORTING TOOLS MAKING IT DIFFICULT TO EXPLORE DATA VARIATION IN FIELD LEVEL DEFINITIONS AND OPTIONS MAKE EACH IMPORT DIFFERENT CREATING COSTS FOR EVERY AGENCY AND EVERY IMPORT CREATE DATA STANDARDS CONFLICT RESOLUTION AND/OR RULES FOR MATCHING CLIENTS IS NEVER PERFECT UNCLEAR IF REALLY NEED TO CHANGE / ADD TRANSACTIONS TO THE INFO BUILD A ONE OFF DATA WAREHOUSE NATURE OF DATA WAREHOUSE IS THAT DATA IS AND MUST BE STRUCTURE EXPENSIVE ON AN AGENCY BY AGENCY BASIS How to match up clients across systems SSN Lname, fname, DOB, last 4 SSN Cross entering unique IDs

5 WHAT CAN WE LEARN FROM THE LATEST IN HOW BUSINESSES ARE DEALING WITH DATA

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7 Analytics the extensive use of data, statistical and quantitative analysis, explanatory and predictive models, and factbased management to drive decisions and actions Data warehouse Historical data maintained Data not updated by users Data is in a database with a scheme (a structure). Defined fields, with options Infrastructure focused Complexity of data can be overwhelming (b/c need structure first) Reporting within warehouse must be done by IT or pre-defined BI Takes data to information for decision making allows people at all levels of an organization to access, interact with, and analyze data to manage the business, improve performance, discover opportunities, and operate efficiently. -self service, visual Things like Dashboards, alerts Drill Down and aggregation Getting to predictive models

8 PILOT DATA SHARING AT MULTIPLE LEVELS Collaborative DC Cares Partners Douglas County Govt Non-Profit agencies Network/ Shared Interests/ Funders CO CAA State Association CAP Bundled Services Learning Community Share basic customer demographic, assessment, enrollment and outcome data. Create program reports and dashboards for analysis. Define basic client demographic record. Assess community impact *potentially create API to share and exchange that record CSBG Data Model (data field definitions, relationships defined, and exchange formats) Reports/ Data Visualizations Ad Hoc Reporting

9 COLLABORATIVE LAYER OF PILOT IMPORTANT DESCRIPTORS/ CHARACTERISTICS ALREADY A STRONG WORKING RELATIONSHIP AND TRUST AGENCIES INVOLVED ARE ASKING TO SHARE DATA WANT EXPAND COLLABORATIVE AND NEED MORE EFFICIENT MEANS OF SHARING DEEP CLIENT DATA SHARED ASSESSMENT DATA SHARED OUTCOME MEASUREMENTS ASSOCIATE SERVICES TO OUTCOMES HAVE A SERVICE MODEL IN PLACE EXISTING MEASUREMENT TOOLS Pilot will address their data sharing needs with an installation of empowor software with its built in reporting and sharing rules

10 PARTNER LAYER OF PILOT IMPORTANT DESCRIPTORS IN CO MOST COMMUNITY ACTION AGENCIES ARE PUBLIC CAPS IN COUNTY GOVERNMENT STATE OF CO HAS HAD DISCUSSIONS ABOUT DATA INTEGRATION/ SHARING TAKE ADVANTAGE OF PLACEMENT AS PUBLIC CAPS TAKE ADVANTAGE OF EXISTING PARTNERSHIPS WANT TECHNICAL DEFINITION OF BASIC CLIENT RECORD COORDINATED ENTRY AND SYSTEM OF CARE - SHARE RECORD ACROSS RANGE OF SYSTEMS TO INCREASE EFFICIENCIES COMMUNITY IMPACT REPORTING AND ANALYSIS* LESSONS FOR OTHER PUBLIC ENTITIES DOUGLAS COUNTY HAS A CLIENT DATA SYSTEM THAT WAS DEVELOPED AND IS MANAGED INTERNALLY

11 NETWORK/ SHARED INTERESTS LAYER OF PILOT IMPORTANT DESCRIPTORS WANT CO STATE CAA ASSOCIATION HAS INTERESTS IN LEARNING ABOUT DATA SHARING AT MULTIPLE LEVELS INCLUDING SHARING DATA ACROSS LOCAL GOVERNMENT CLIENT MANAGEMENT SYSTEMS ROMA NEXT GENERATION EMPHASIZES ANALYSIS (UNDUPLICATED COUNTS, ETC) LEARNING ON BRINGING DATA INTO CENTRAL DATA STORE FOR ANALYSIS DATA FROM DIFFERENT SOFTWARE VENDORS ANALYZE CLIENT BASIC INFO, ASSESSMENT, ENROLLMENT/SERVICES, AND OUTCOMES AD HOC ANALYSIS BUNDLED SERVICES LEARNING COMMUNITY Pilot defining CSBG Data Model fields, relationships, and exchange format; and testing data analytic reporting tool for analysis.

12 WHAT WILL WE LEARN THAT WE CAN SHARE COLLABORATIVE LEVEL CROSS AGENCY SECURITY AND DATA SHARING AGREEMENTS WHAT DATA IS USEFUL IN JOINT CASE MANAGEMENT ACROSS LOCAL COLLABORATING AGENCIES DEMONSTRATE JOINT MONITORING OF SHARED OUTCOMES PARTNERS LEVEL RESOLUTION OF SECURITY ISSUES WHICH ARE PARTICULARLY IMPORTANT FOR LOCAL GOVERNMENT DRAFT DEFINITION OF BASIC CLIENT RECORD AND POTENTIALLY TEMPLATE API FOR SHARING THAT BASIC RECORD Network/shared interests SHARING ASSESSMENT DATA FROM DIFFERENT SCALES. CAN WE SUCCESSFULLY AND MEANINGFULLY COMBINE UTILIZE DATA ANALYTIC TOOLS FOR DATA COMBINATION AND VISUALIZATION CSBG DATA MODEL TO FACILITATE DATA SHARING ACROSS SOFTWARE TO STATE LEVEL REPORTS/ ANALYSIS AND CUBES FOR AD HOC REPORTING