TECHNOLOGY WORKGROUP July 27 2016 Victoria Vangalis Zepp Children and Youth Cabinet Member Chair Tech Workgroup Florida Children and Youth Cabinet About FCYC July 11 2007 Governor signed FCYC legislation into law ID: 669622
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Florida Children and Youth Cabinet
TECHNOLOGY WORKGROUP
July 27, 2016Victoria Vangalis ZeppChildren and Youth Cabinet MemberChair, Tech WorkgroupSlide2
Florida Children and Youth Cabinet About FCYC
July 11, 2007, Governor signed FCYC legislation into lawVISION: All children in Florida grow up safe, healthy, educated and prepared to meet their full potential.
MISSION: To ensure that the public policy of Florida relating to children and youth promotes interdepartmental collaboration and program implementation in order for services designed for children and youth to be planned, managed and delivered in a holistic and integrated manner to improve the self-sufficiency, safety, economic stability, health and quality of life of all children and youth in Florida. www.flgov.com/childrens-cabinetSlide3
Florida Children and Youth Cabinet 16 Members
(a) Including the Governor and the following persons:1. The Secretary of Children and Families;2. The Secretary of Juvenile Justice;
3. The director of the Agency for Persons with Disabilities;4. The director of the Office of Early Learning;5. The State Surgeon General;6. The Secretary of Health Care Administration;7. The Commissioner of Education;8. The director of the Statewide Guardian Ad Litem Office;
9. The director of the Office of Adoption and Child Protection;
10. A superintendent of schools, appointed by the Governor; and
11.
Five members who represent children and youth advocacy organizations
and who
are
not service providers
, appointed by Governor.
(b)
Senate President
,
Speaker of House of Representatives
,
Supreme Court Chief Justice
,
Attorney General
, and
Chief Financial Officer
, or appointed designees, shall serve as ex officio members of the cabinet.
(c) Governor or Governor’s designee shall serve as
chair of the cabinet
.Slide4
Florida Children and Youth Cabinet Initiatives
Bullying Prevention WorkgroupBusiness, Finance, and Governance WorkgroupChildren and Youth Collaboration Services Workgroup
Communications WorkgroupCrossover Children Workgroup Early Learning Workgroup Legislative Affairs Workgroup Multi-System Children and Youth Workgroup Prevention Investment Strategy Workgroup
Technology Workgroup
Statewide Suicide Prevention Task Force
Youth CommissionSlide5
Florida Statute402.56Technology Workgroup
Charge (5) DUTIES AND RESPONSIBILITIES.—The Children and Youth Cabinet shall:
(d) Design and implement actions that will promote collaboration, creativity, increased efficiency, information sharing, and improved service delivery between and within state governmental organizations that provide services for children and youth and their families. In particular, the efforts shall include the long-range planning process mandated by s. 216.013.
(
i
) Engage in other activities that will implement improved collaboration of agencies in order to create, manage, and promote coordinated policies, programs, and service delivery systems that support children and youthSlide6
2016
2016
Today
2008 - 2010
2013
2014
2015
FCYC Information
Sharing System Project
Disbanded Info Sharing Workgroup
Information Sharing Workgroup Established as Sub-Workgroup under the Multi-Systems Children and Youth Workgroup to:
Create standardized data sharing agreements
Promote benefits of sharing data
Work with all agencies to review laws/statutes associated with data sharing
No IT Workgroup Activity
Children’s Cabinet Proposed Framework and Next Steps:
2015 Standing Committees
Policy Impact
Best Practices
Communications
Finance
Delivery of Services
Technology
12/5/15
Meeting Agenda
Action Items:
FCYC Mapping Initiative
DRAFT Electronic Data Interface/Exchange Inventory Template
Create state data dictionary
PSRDC Presentation
4/15/16
Mosaica Consultant Summary of Recommendations – Formation of Technology Committee:
“The committee could serve as a venue to improve ways to share info across agencies (e.g., identify and eliminate barriers to data sharing, executing multi-agency data sharing agreements, etc.”
11/18/14
2012
Multi-Systems Children and Youth Workgroup
Interagency Agreement
was created and provides examples of agency responsibilities as they relate to
community and residential services
10/2012
FCYC
Tech
Efforts Timeline
4/13/16
2016 +
Technology Committee:
“Establish a systems asset map exploring existing technologies used by state agencies”
Topics include:
Human resources training programs
Auto tasks
Case Management systems
Online portal
Data dictionary, etc.
“Framework will be submitted at subsequent meetings”
2015
Annual Report
Committee Structure
Adopted from Mosaica
Recommendations
2/26/16
First Meeting of New Workgroup
Agenda Action Items:
FCYC Mapping InitiativeDRAFT Electronic Data Interface/Exchange Inventory Create state data dictionaryPSRDC Presentation
9/15
Technology
Workgroup
Re-established with Chair and member designates CIO or related SME roles.Slide7
Open Government In The SunshineSlide8
Technology WorkgroupCreationMember SelectionAgency CIO Subject Matter Experts
Agency Business Unit Subject Matter ExpertsAdvisory Members: Agency for State Technology, Institute for Child Welfare, Non-Cabinet Member State and Local AgenciesMember from each other Cabinet Initiative Align workgroup effort to Cabinet priorities
Headline Indicators on Child Well-beingFirst 1000 Days Commitment Statewide Suicide Prevention Task ForcePublish multiple advance future meetings dates –MonthlySchedule workgroup update meeting week before each quarterly Cabinet meetingSlide9
Technology WorkgroupCreationEstablish Rules of EngagementTechnology Workgroup Charter(s):
WORKGROUP PURPOSESCOPEMEMBERSHIP, ROLES, RESPONSIBILITIESMEETINGS, OPERATIONSAUTHORITY, BOUNDARIES, RESOURCES
SUCCESS CRITERIAAPPROVALWorkgroup For each Project/Initiative Slide10
Technology WorkgroupMembers: Subject Matter Experts (SME)
RecommendationsVoting Members
FCYCabinet Agency
Tech Workgroup Member
Agency for Health Care Administration
Mike Magnuson
Agency for Persons with Disabilities
Grendy Henry
Children and Families
Marc Slager
Department of Education
Andre Smith
Department of Health
Joe Wright
FCYC Member
Victoria Vangalis Zepp
Juvenile Justice
Geoff Fulcher
Office of Adoption and Child Protection
Zack Gibson
Office of Early Learning
Melanie May
School Superintendent
State Courts Admin
Rose Patterson
State Guardian Ad Litem
Greg Ramsey
Non-Voting (SME)
Agency/Entity
SME
Agency for State Technology (AST)
Maureen Olson
Agency for State Technology (AST)
Deborah StevensBroward Children’s Services CouncilSusan Gallagher
Child Welfare ExpertDr. Patty Babcock
FL Dept. Law EnforcementBrenda JohnsonFlorida State University Suicide Prevention ExpertDr. Heather FlynnLeon County Sherriff’s Ofc SAMHSA
Dr. Richard McKeon
University South FloridaDr. Mary ArmstrongSME’s as needed Slide11
Technology WorkgroupGoalsLong Term
State of the State:Electronic Data Interface/Exchange Inventory Template
Manual Data Interface/Exchange Inventory TemplateEnterprise Data CatalogMeta data-no protectionData DictionaryCommon data element formatDefine ownershipShort Term
CIOs aware of data needs per Cabinet Headline Indicators
CIO to CIO peer advisory
Public Records Request Data
Integrity clean up trade
Millions cost savings
FL Suicide Surveillance System
FCYC Web Portal
Published Reports
Public Records RequestSlide12
Data Interface Exchange InventorySlide13
Workgroup and ProjectCharter(s)Slide14
The Florida Statewide Suicide Task ForceFlorida Children and Youth Cabinet Special ProjectSlide15
Suicide PreventionCritical NeedFlorida vs National Suicide Rate 13.8 : 12.93 per 100,000; CDC 2014
Suicide in Florida increased 24% over last ten years, FL DOH 2016 3rd leading cause of death among youth (ages 10-24)2nd leading
cause of death among young adults (ages 25-34)4th and 5th leading cause of death among middle-age adults (ages 35-44 and ages 45-54, respectively)Youth At-Risk4,752 Emergency Department visits for suicide attempts 1,909 hospitalizations for suicide attempts246 suicide deaths (280 deaths in 2014)
One child/youth dies by suicide every 32 hours
Data provided by Dr. Heather Flynn, Florida State UniversitySlide16
Suicide PreventionCabinet Initiative
FCYC is poised to facilitate implementing best practices in suicide prevention:Statewide leadership and representation already in place (asset)Best practice guided by Federal SAMHSA resources and universitiesInnovates traditionally slow translation of research to practice and policy
able to respond to needs, concerns, and emerging issues of citizenry.Statewide Suicide Task Force (SSTF) –Florida capitalized on shared leadership and vast partnerships, with a process to listen to key stakeholders to nimbly take action toward suicide preventions.SSTF goals align with the FCYC Headline Indicators and FCYC Technology Workgroup goals.
Data provided by Dr. Heather Flynn, Florida State UniversitySlide17
Statewide Suicide Task ForceSpecific GoalsImprove state level data surveillance for prevention of suicidal behaviors (suicide ideation, suicide attempts and deaths).
Together partners must determine how to best gather usable and actionable data to identify who is suffering and dying in Florida. Identify 1) the extent of the problem and 2) the impact of interventions to target resources effectively and efficiently
Preventative and intervention services/programs can be greatly informed by data and surveillance. Collect, monitor, and share such data to better:Understand the problem, locate “hot spots” Assess the impact of existing services Identify gaps/barriers in existing systems/areas (geographical) Identify systems, populations, and locations to target efforts (current and future)
Effectively target local, state, and federal funding to invest in services/programs that have an impact
Data provided by Dr. Heather Flynn, Florida State UniversitySlide18
Suicide PreventionTech Workgroup Goals
Identify existing suicide-related data: How agencies/entities gather and use Goal: create integrated system where all data is pooledExamine successful models in other states for potential
Model other Florida data surveillance systems (i.e. infections disease –DOH)Explore data sharing agreements between systems/agencies/entities Goal: create agreements between systems)Examine existing metrics that define suicidal behaviors Goal: create a universal processExplore other gaps/barriers that hinder data collection processes
Identify state-level partners that may apply for future federal funding
Goal: Enhance state’s existing data surveillance system (related to behavioral health indicators, especially collection of suicide attempts and deaths)
Advocate toward improved data surveillance system of multiple sources
Goal: local and state-level systems access reliable information to guide prevention and intervention efforts (this is a primary goal for SAMHSA)
Data provided by Dr. Heather Flynn, Florida State UniversitySlide19
Phased goals and timeline: Tech WorkgroupPhase I: Existing data source discovery, data aggregation, analyses; pursue national linkagesPhase II: Develop strategy to improve systematic and reliable data surveillance, reporting and use
Phase II: Develop and implement data-driven recommendations and prevention strategiesSlide20
Collaborative ResourcesLocal, State, and National Expert CollaborationSlide21
ResearchStateUniversity
Overview of the Policy and Services Research Data Center (PSRDC)
Charles J. Dion, M.A.Mary Armstrong, Ph.D.April 2016Slide22
TeamStateUniversity
DirectorCharles Dion cdion@usf.edu 813-974-3656
Tech & System ManagerLisa HolcombApplication DeveloperBrian JimResearch AssistantsRhonda ColemanTeri Waldren
Statistical Data Analysts
Diane Haynes
Susan Jentz
Rebecca Larsen
Kristen Turner
Data Entry Technicians
Alex Andrews
Alex Steinig
Jonathan Ocampo
Rebecca Macias
Windell BlairSlide23
Data ExamplesStateUniversity
PSRDC houses two primary types of data: person-level claims,
facility level survey and reports. Data is property of the data sources and methods of obtaining permission to use them vary by source.Select County Level Data (Pinellas Data Collaborative):Criminal Justice DataEmergency Medical ServicesSocial Service Data
Statewide Person Level Data (typically 10 yrs reposited):
Civil Commitment (Baker Act) Data
Medicaid Claims and Eligibility (MH & PH)
Behavioral Health Encounter Data
State Death Files
State Mental Hospital Data
State SAMHIS Certification, Events, and Outcomes Data
Criminal Justice -FDLE, DOC, DJJ
DCF Child Welfare Data-FSFNSlide24
Projects/ActivitiesStateUniversity
Almost two dozen on-going projects and conduct ad hoc analyses as needed.Project Examples:
Statewide Medicaid & Service Use Among ArresteesPinellas Data CollaborativePinellas Drug Court StudyCriminal Justice Mental Health & Substance Abuse Technical Assistance Center. Statewide/individual projects with: Miami-Dade, Palm Beach, Lee, Marion, Seminole counties
Hillsborough County Homeless Coalition
Governor’s Executive Order 15-175-Analysis of Florida’s Behavioral Health System
AHCA projects
Evaluation of Florida’s Medicaid Managed Mental Health Plan
Evaluation of Florida Medicaid Behavioral Pharmacy Program
Recovery Oriented Medicaid Services on Persons with Severe Mental IllnessSlide25
Computer Technology & InfrastructureStateUniversity
Goal to provide reasonable data access for research and evaluation, while ensuring protection of private information against security breaches through implementation of:
Technology (software, hardware, network)Training (on-going use and security training)Policies (access, use and management)Data Network Committee monitors and implements new policy and security protocols:procurement/use policies (including agreements & MOUs) access/security policies
security incident policy
regular review of systems activity
PSRDC Confidentiality PolicySlide26
Opportunities
to Pilot a Local Integrated Data System
In Broward County
Sue Gallagher, Chief Innovation Officer
sgallagher@cscbroward.org
Christine Klima, Accounting Manager
cklima@cscbroward.org
LocalSlide27
Why Invest in Shared Measurement & Data?
Looks at the whole child
Pinpoint needs in the community
Allocate and align resources to meet needs more efficiently
Develop predictive and prescriptive
algorhythms
Reduce duplication of effort (e.g., multiple assessments)
Develop aggregated data for improvement of policies, practices and coordinated responses involving multiple entities
Adjust and enhance programs as needed
Focus agencies’ attention and effort on key goals and outcomes
Ensure accountability among collaborating partners
Fundraise more successfully
Boost outcomes/make a measureable difference in the community
Develop aggregated data to measure performance and effectiveness to achieve improved child & system outcomes
LocalSlide28
Best Practices for Integrated Data Systems*
Develop a few key, low-cost demonstration projects to illustrate the value of integrated data systems to stakeholders before investing in a comprehensive system.
Identify projects that use administrative data systems (i.e., service system performance measurement, policy development) and build on those successes
prior
to building case management data systems that share personal information that are more complicated and expensive.
Use dedicated staff resources to manage the projects.
Work with local private, public and philanthropic funders to grow the number of projects, leading to the creation of a more comprehensive integrated data system.
* We consulted with the University of Pennsylvania’s Actionable Intelligence for Social Policy’s (AISP) Dennis Culhane
in 2013 – 2014.
LocalSlide29
LocalSlide30
LocalSlide31
Item
Process Control
Participant Requirement
Governance Requirement
Technical Feature
Data Confidentiality
Acknowledgement Agreement for each logon.
Retention & destruction Settings
Agree to comply
Establish policies & standards for:
Which agencies have access
Allowable data usage
Retention & destruction
Secure network, Secure storage
Physical security of servers
Official Business Use Only
Require usage compliance forms upon access?
Agree to comply
Establish protocols for data use
Review access logs
Access logs
Authorized Users Only
Rapid disabling when termed
Track training compliance
Reminder notice when refresher training due
No credential sharing
Designated personnel list with notice of changes
Training compliance
Establish user eligibility policy
Maintain list of users
Review access logs
Password standards
Access logs
Authentication
Data Breach Prevention
Confidentiality of system specifications?
Review data breach attempt log
Timely notice of data breach
Establish data breach response policy & procedure.
Data breach insurance?
Low internet profile
Data breach monitoring?
Anti-virus
Firewalls
Data Transmission Restrictions
Encryption
Digital Signature for all transmission types
Agree to limit restriction
Log transmission?
Establish transmission standards
Review transmission events?
Method to limit & log transmission events?
Who what when where how & why
Device Controls
Restrict allowed devices
Timeout/ lock settings on device?
Agree to comply
Dedicated devices?
Set standard for timeouts/locking
Maintain list of allowed devices with periodic update?
Timeout/lockout
Prevent access from not allowed devices?
Print Controls
Restrict allowed devices?
Require separate printer in secured location?
Require locked cabinet in secure location
Maintain list of allowed printers & locations?
Inspect/Credential sites?
Standards for paper storage?
Prevent access to not allowed printers?
We have begun a preliminary analysis of data sharing requirements using the DCF Data Sharing Agreement template
LocalSlide32
Existing Broward Resources and Expertise
CSC utilizes a web based data system built and operated by CSCs across Florida called SAMIS. We also built a
webservice
(STAR) to download school district data for participants in CSC funded programs. CSC Broward and
ChildNet
(local CBC) built an integrated data system for 8 partners for youth aging out of foster care for $10k.
In partnership with
ChildNet
, Broward Sheriff’s office (Child Protective Investigators), CSC and
Algorhythm
, we have predictive and prescriptive modelling and
algorhythms
for the continuum of child welfare services. We need a data warehouse to utilize and develop the modeling to reduce children entering Out of Home placement.
CSC Broward has 4 Research Managers and an Assistant Director of Research with SPSS, Tableau, and Latent Class Analysis (in development with Casey Family Foundation) expertise.
CSC received a federal Performance Partnership Pilot (P3) Grant with funds to begin building an integrated data system.
LocalSlide33
For more information:
Florida Children and Youth Cabinet Member:Victoria Vangalis Zepp, Clarity1st Consulting , 850-241-6309, Victoria@clarity-1.com
Florida Children and Youth Cabinet Staff:Lindsey Perkins, Florida Children & Youth Cabinet, 850-921-4875, Lindsey.perkins@myflfamilies.com