GTC East Digital Government Summit: Enterprise Data Sharing Session September 15 th, 2011

Transcription

1 GTC East Digital Government Summit: Enterprise Data Sharing Session September 15 th, 2011

2 HHS-Connect Vision HHS-Connect Background 1

3 HHS-Connect Vision To break information silos through the use of modernized technology and coordinated agency practices to more efficiently and effectively provide Health and Human Services to New Yorkers. The HHS-Connect program builds and delivers technology solutions to connect the dots between: - Health & Human Service agencies - City workers - Service providers - Citizens/clients 2

4 Governance & Implementation Linda Gibbs Deputy Mayor Chair/Sponsor Executive Steering Committee Isidore Sobkowski Executive Director HHS-Connect CIO for Health and Human Services Co-Chair Executive Steering Committee (Eight) HHS Agency Commissioners Dept. of Technology & Telecommunication Office of Management & Budget SI Team Project Management Technology Support Functional Support HHS Software Architect Project Managers Key City Positions Director of Administration Director of Client Solutions Director of Policy and Legal PMQA Team Project Monitoring Quality Assurance Technical & Functional Advice Implementation Teams 3

5 Health & Human Services Agencies, and Partner Agencies New York City has a population of eight million. NYC Health and Human Service organizations serve over two million people with a wide range of needs: From: Applying for standard benefits To: Addressing the complex needs of socioeconomically disadvantaged New Yorkers. HHS Domain Administration for Children s Services & Department of Juvenile Justice Department for the Aging Department of Health &Mental Hygiene Department of Homeless Services Health and Hospitals Corporation Human Resources Administration Department of Correction Department of Probation Partners Department of Information Technology & Telecommunications Office of Management & Budget Department of Youth & Community Development New York City Housing Authority Small Business Services Department of Education Department of Finance 4 4

6 Holistic Approach to Clients & Client Data Client: Improved p Outcomes Worker: Improved Experience Provider: Improved p Effectiveness Agency: Improved Efficiency 5

7 Foundation Technology Common Client Index (CCI) Document Management Identify common clients Central source of client information Improve collaboration and communication between agencies Provide administrators with access to alerts Support data consistency CCI Doc. Mgmt. Worker Connect Improve quality, timeliness and consistency of information Reduce client burden to provide documents at multiple agencies Enable worker access to documents Improve the quality of client service Link up with Worker Portal and Document Management, to provide client data to Case Workers. Provide a more complete view Improve timeliness 6

8 Access NYC and Worker Connect Citizen information portal (available in seven languages) Screening: Self-screening tool for over 30 City, State, & Federal human services benefit programs Applications: Ability to apply for benefits such as School Meals, Medicaid renewal, SCRIE/DRIE, Food Stamps. Integrated with 311 Online content Web application to access and select data across HHS agencies in accordance with all applicable laws and regulations. 6,200 authorized city employees Across all HHS agencies Multiple agencies as data sources and document sources 7

9 Enterprise Case Management Screening Collection and review of client information to determine programs, services, or benefits that may meet the clients needs and that should be investigated further. This is typically done before a case is opened. Intake Collection of information and verification required to evaluate a person for receipt of services or benefits. Assessment Measuring the circumstances of an individual, a family, a group or community against agreed benchmarks leading to informed analysis upon which to base delivery of appropriate services. Eligibility Determination Evaluation of participant circumstances to determine if they meet the criteria for a program and the amount of service or benefit for which they are eligible. Service Planning and Delivery Involves activities related to developing a plan and/or delivering the services and benefits to meet the needs of the participants in a case. Case Management Involves the recording of interim activities and communications related to a case. Tracks case progress toward identified goals. Financial Management Management of the budget, provision, and/or claiming for services and benefits related to a particular case. Provider Management Involves the definition, collection, and analysis of performance and outcome metrics to evaluate a provider s service deliver efficacy. Performance Management Involves the definition, iti collection, and analysis of performance and outcome metrics to evaluate a program's efficacy. 8

10 Solution Overview 9

11 HHS-Connect Vision Worker Connect: NYC s HHS Data Sharing Application 10

12 What is Worker Connect? The Worker Connect System is a Web-based system developed by HHS-Connect that t enables authorized employees* of the City of New York access to select data within six data sources in accordance with all applicable laws and regulations. *Approx. 6,300 authorized city employees ees across nine (9) city agencies Current 6 city data source systems: Administration for Children Services Child Care Department of Homeless Services Families in Shelter Department of Finance Senior Citizen Rent Increase Exemption New York City Housing Authority Public Housing Human Resources Administration Food Stamps, Cash Assistance and Medicaid Status Human Resources Administration - Select document types from document repository Draft for discussion purposes only 11

13 Worker Connect User Groups approximately 6,300 authorized city agency users Administration for Children s Services (ACS) Division of Child Protection Family Court Legal Services Child Care Division of Policy and Planning Family Permanency Services Family Support Services Department of Juvenile Justice (DJJ) Operations & Detention Administration& Policy Department of Homeless Services (DHS) Entitlements / Adults Case Management / Families Prevention Health and Hospitals Corporation (HHC) Financial Counselors Department of Corrections (DOC) Discharge Planning Liaisons Human Resources Administration (HRA) Family Independence Administration Office of Domestic Violence and Emergency Intervention Services Investigation, Revenue and Enforcement Administration Medical Insurance and Community Services Administration Office of Child Support Enforcement Office of Constituent Services and Policy Improvement Office of Legal Affairs Department for the Aging (DFTA) Long Term Care / Active Aging Energy Assistance Programs (HEAP/WRAP) Department of Health and Mental Hygiene (DOHMH) Newborn Home Visiting Program Nurse Family Partnerships Bureau of School Health Department of Probation (DOP) Adult Court Operations Department of Finance (DOF) SCRIE/DRIE Unit Draft for discussion purposes only 12

14 WC Enhances Access to Information & Relies on a Federated Architecture WC is an enhancement, not a replacement, to the current processes case worker undergo when determining the most appropriate p course of action for their clients. Prior to Worker Connect, workers had to rely on multiple sources to gain accurate and timely and client information. Much of the information was client self-report and information gathered through informal relationships with other agencies through calls, s and fax transmissions. Now, approved WC user groups have ability to perform client verification and validation work in real time at their finger tips through a secured environment. Worker Connect is not a database, rather it is a federated solution that retrieves clients from the Common Client Index (a solution that facilitates client matching across data sets) and then retrieves specific case information from existing agency data sources it does not maintain this information in a separate database.

15 Worker Connect s Versatility WC is a versatile tool. It contains a lot of information that could be used for a variety of different purposes. HHS-Connect works with City agencies to ensure and determine the appropriate information for appropriate users through a process called developing use cases. The following are sample use cases, demonstrating the varied benefits of the tool to different agencies and user groups: At ACS child protection workers may use WC to confirm a child s whereabouts or to locate a child s relatives At DHS WC helps expedite an already long intake process by consolidating important data elements at a worker s fingertips, while it is also used by prevention workers to find alternatives to shelter. HRA workers use WC to better assist APS clients maximize benefits, while child support enforcement workers use the system to locate noncustodial parents. HHC workers help patients get financial assistance, and use it to aid in Medicaid applications. DOHMH workers use WC to find eligible mothers for their newborn home visiting program. DFTA workers may use it to help seniors who need assistance in applying for benefits and housing subsidies, as well as respond to 311 calls regarding individuals who may need assistance. DOC workers use WC to better facilitate discharge planning. DOP uses WC to enhance supervision of probationers.

16 HHS-Connect Vision Policy & Legal Framework: Business Use Case Development 15

17 Business Use Case Development Business Use Case Process - Written in plain language, with no technical jargon, business use cases describe functional requirements in a way that can be understood by all stakeholders: policy and legal, users of the system, and by the developers of the system. The use case enumerates the needs of the user describing the interaction of the user with the system to achieve a goal. Business use cases are used to: describe a work process focus on outcomes and goals which define the scope of the authorization develop the functional requirements for a system (informing security and role-based access) At a minimum, in addition to the above, business use cases include the following: who is requesting the information; what information is requested; the purpose and intended use for which the information is being sought; the added value/benefit/ to be achieved; Are there express statutory preclusions to sharing the information Business use cases must be developed in consideration of the following: That they are: (i) consistent and in furtherance of the agency mission; (ii) directly related to user group s business functions; (iii) directly related and required by user group staff in performance of their official duties, roles and responsibilities; (iv) for a permitted purpose; and (v) that neither law nor regulation nor policy precludes access and/or use of any such data. Data Source Counsel review all business use cases in accordance with all applicable federal, state, local laws and regulations Draft for discussion purposes only 16

18 Business Use Case Process / Policy & Legal Analysis Over 160 use cases modeled across 9 City agencies and 27 user groups Use Case Guidelines Essential Business Specific Data for each Functions defined Sources described User Group Input from User Groups WHO needs the information? WHAT information Is needed? WHY - what is the intended purpose / how will the information be used? Data Source Agency Counsel/Corp Counsel Review Review of User Group Use Cases Application of Laws, Regulations, and Rules Policy & Legal Analysis Applied filters based upon legal review (role-based access/authorization) Draft for discussion purposes only 17

19 Security and Applied Filters Authentication, Access, Audit Data is protected at rest and in transit Data encryption technologies (e.g. SSL) are used for data in transit Data encryption technologies are used for the storage of sensitive data Keys (digital certificates) are used to secure transactions between agency systems Networks are segmented to limit exposure of sensitive data Access to data is restricted Worker Connect limits access to data based on user roles User roles are approved by data providing agencies Users are required to authenticate (grant access) to the New York City network and must be granted access by administrators Access to systems where data is stored is logged Attempted access to HHS Connect systems is recorded in application logs User actions are recorded in application and system logs Administrative actions are recorded in application and system logs Draft for discussion purposes only 18

20 Worker Connect Program Level Filtering - Example The following is an example of Data Source/Program level filtering User Groups Data Source Agency Agency One Data Source System/Program Source System Two Agency Two, Agency Three, Agency Four, Agency Five, Department A Department B Department C Department D Data Source Agency, Source System / Program This red cell indicates that the above User Groups are not authorized to access Source System Two of Agency One This green cell indicates that the above User Groups are authorized and have permission to access Source System Two of Agency One Draft for discussion purposes only 19

21 Worker Connect Data Element Level Filtering - Example The following is an example of Data Element filtering/access Data Agency One, Source System Two User Groups Data Element Name Definition of Data Element Agency Six, Department One Agency Seven, Department Two Agency Four, Department D Data Element One Definition of data element one Data Element & Definition This red cell indicates that the above User Groups cannot access this specific data element from Source System Two of Data Agency One This green cell indicates that this specific data element from Source System Two of Data Agency One is accessible to the above User Group 20

22 Protecting Children Stories from the Field ACS Child Protective Specialist cited for exemplary work Ensuring the Safety of Two Children Abandoned at Bus Terminal In the early morning of May 13, Police Officers Collins and Romig were first on the scene when a 10-month old girl and a 2-year old boy were discovered alone at the Bus Terminal. The officers attempted to find the parents of the children, with no success. After asking questions and reviewing security video, the officers determined that the children had been abandoned by a man who had boarded a bus leaving the station. They worked to keep the children calm, brought them to Bellevue Hospital for medical clearance, and then on to the ACS Children s Center. All the while, the two officers made sure that the two children remained together and were not further traumatized by an already harrowing experience. With the help of the officers, along with ACS Emergency Children s Services and Child Protection Services staff in Manhattan Zone C located in Harlem, the Agency began its investigation to determine who the parents were and to ensure the safety of the children. As the investigation progressed, ACS found that two older children were still missing. The Port Authority Police, NYPD and ACS Investigative Consultants continued to work with Child Protective staff in an attempt to locate the two other children. The Child Protective Specialist assigned to the case, Patrice McRae, was able to interview the man who the police officers identified as the father of one of the older children, as well as the mother. When conflicting information was reported by the two caretakers that the other two children were no longer in New York, Patrice McRae had a suspicion that there was more to this story and continued searching for the children. McRae used HHS Connect to identify other possible leads which could help ACS find the children. She located a cousin s address and with the assistance of the NYPD, went to this home and found the remaining children. All four children are now reunited with their other siblings in a safe foster home. May 24, 2011 Draft for discussion purposes only

23 HHS-Connect Vision Analytics: Laying the Foundation 22

24 HHS-Connect Analytics Objective: Drive better outcomes using real-time actionable and measurable recommendations Activities: Create a Business Intelligence and Artificial Intelligence architecture and framework Create business processes to manage HHS analytic opportunities Leverage HHS-Connect foundational capabilities Define quick win initiatives Produce and measure high quality results 23

25 Potential Areas for Predictive Analytics Recidivism i Adult Criminal i and Juvenile Justice Transitions Between/on/off services Self-sufficiency Transactional behaviors Payment Integrity / Fraud Targets Policy impacts Analysis of behaviors and characteristics Use of self-service, benefit denials, redetermination Medicaid, Child Care, etc. Modeling, outcomes, funding 24

26 HHS-Connect Vision Thank you Questions? 25