Florida Children and Youth Cabinet - PowerPoint Presentation

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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

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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.

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LocalSlide30

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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.

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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