Florida Children and Youth Cabinet 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 VISION: 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-cabinet (a) Including the Governor and the following persons: 1.
Florida Children and Youth Cabinet 16 Members 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 Governors designee shall serve as chair of the cabinet. Bullying Prevention Workgroup Business, Finance, and Governance Workgroup Florida Children and Youth Cabinet Initiatives Children and Youth Collaboration Services Workgroup Communications Workgroup Crossover 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 Commission (5) DUTIES AND RESPONSIBILITIES.The Children and Youth Cabinet shall: Florida Statute 402.56 Technology Workgroup Charge (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 youth Childrens Cabinet Proposed Framework and Next Steps: Information Sharing Workgroup Established as Sub-Workgroup under the Multi-Systems Children and Youth Workgroup to: FCYC Information Sharing System Project Create standardized data sharing agreements Promote benefits of sharing data Work with all agencies to review laws/statutes associated with data sharing 2008 - 2010 2012
10/2012 Multi-Systems Children and Youth Workgroup Interagency Agreement was created and provides examples of agency responsibilities as they relate to community and residential services First Meeting of New Workgroup Agenda Action Items: 2015 Standing Committees Com Ado mittee Stru pt e ctu Reco d from Mos re mm a end atio ica ns FCYC Tech Efforts Timeline Disbanded Info Sharing Workgroup No IT Workgroup Activity
2013 2014 11/18/14 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 multiagency data sharing agreements, etc. Policy Impact Best Practices Communications Finance Delivery of Services Technology 12/5/15 Technology Workgroup Re-established with Chair and member
designates CIO or related SME roles. 2/26/16 9/15 2015 2015 Annual Report 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 4/13/16 FCYC Mapping Initiative DRAFT Electronic Data Interface/Exchange Inventory Create state data dictionary PSRDC Presentation 2016 +
4/15/16 Meeting Agenda Action Items: FCYC Mapping Initiative DRAFT Electronic Data Interface/Exchange Inventory Template Create state data dictionary PSRDC Presentation Open Governmen t In The Sunshine Member Selection Technology Workgroup Creation Agency CIO Subject Matter Experts Agency Business Unit Subject Matter Experts Advisory Members: Agency for State Technology, Institute for Child Welfare, Non-Cabinet Member State and Local Agencies Member from each other Cabinet Initiative Align workgroup effort to Cabinet priorities Headline Indicators on Child Well-being First 1000 Days Commitment Statewide Suicide Prevention Task Force
Publish multiple advance future meetings dates Monthly Schedule workgroup update meeting week before each quarterly Cabinet meeting Establish Rules of Engagement Technology Workgroup Charter(s): Technology Workgroup Creation WORKGROUP PURPOSE SCOPE MEMBERSHIP, ROLES, RESPONSIBILITIES MEETINGS, OPERATIONS AUTHORITY, BOUNDARIES, RESOURCES SUCCESS CRITERIA APPROVAL Workgroup For each Project/Initiative Recommendations Voting Members Technology
Workgroup Members: Subject Matter Experts (SME) FCYCabinet Agency Agency for Health Care Administration Agency for Persons with Disabilities Children and Families Department of Education Department of Health FCYC Member Tech Workgroup Member Mike Magnuson Grendy Henry Non-Voting (SME) Agency/Entity Agency for State Technology (AST) Agency for State Technology (AST)
Broward Childrens Services Council SME Maureen Olson Deborah Stevens Susan Gallagher Dr. Patty Babcock Marc Slager Child Welfare Expert Andre Smith FL Dept. Law Brenda Johnson Enforcement Florida State University Suicide Dr. Heather Flynn Prevention Expert Leon County Sherriffs Ofc Dr. Richard SAMHSA McKeon University South Dr. Mary Florida Armstrong SMEs as needed
Joe Wright Victoria Vangalis Zepp Geoff Fulcher Juvenile Justice Office of Adoption and Child Zack Gibson Protection Office of Early Melanie May Learning School Superintendent State Courts Admin Rose Patterson State Guardian Ad Greg Ramsey Technology Workgroup Goals Long Term Short Term State of the State: CIOs aware of data needs per Cabinet Headline Indicators Electronic Data Interface/Exchange
Inventory Template Manual Data Interface/Exchange Inventory Template Enterprise Data Catalog Meta data-no protection Data Dictionary Common data element format Define ownership 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 Request Data Interface Exchange Inventory Workgroup and Project Charter(s) The Florida Statewide Suicide
Task Force Florida Children and Youth Cabinet Special Project Florida 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 Suicide Prevention Critical Need 3rd leading cause of death among youth (ages 1024) 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-Risk 4,752 Emergency Department visits for suicide attempts 1,909 hospitalizations for suicide attempts 246 suicide deaths (280 deaths in 2014) One child/youth dies by suicide every 32 hours Data provided by Dr. Heather Flynn, Florida State University FCYC is poised to facilitate implementing best practices in suicide prevention: Suicide Prevention Cabinet Initiative
Statewide leadership and representation already in place (asset) Best practice guided by Federal SAMHSA resources and universities Innovates 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 University Improve state level data surveillance for prevention of suicidal behaviors (suicide ideation, suicide attempts and deaths). Statewide Suicide Task Force Specific Goals 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 University Identify existing suicide-related data: How agencies/entities gather and use Goal: create integrated system where all data is pooled Examine successful models in other states for potential Suicide Prevention Tech Workgroup Goals 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 process Explore other gaps/barriers that hinder data collection processes Identify state-level partners that may apply for future federal funding Goal: Enhance states 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 University Phased goals and timeline: Tech Workgrou p Phase I: Existing data source discovery, data aggregation, analyses; pursue national linkages Phase II: Develop strategy to improve systematic and reliable data surveillance, reporting and use Phase II: Develop and implement data-driven recommendations and prevention strategies Collaborative Resources Local, State, and National Expert Collaboration Research State
University Overview of the Policy and Services Research Data Center (PSRDC) Charles J. Dion, M.A. Mary Armstrong, Ph.D. April 2016 Director Statistical Data Analysts Charles Dion [email protected] 813-9743656 Diane Haynes Susan Jentz Rebecca Larsen Team State University Tech & System Manager Kristen Turner Lisa Holcomb Application Developer Brian Jim Research Assistants Data Entry Technicians
Alex Andrews Alex Steinig Jonathan Ocampo Rhonda Coleman Rebecca Macias Teri Waldren Windell Blair PSRDC houses two primary types of data: person-level claims, facility level survey and reports. Data Examples State University Data is property of the data sources and methods of obtaining permission to use them vary by source. 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 Select County Level Data (Pinellas Data Collaborative): Criminal Justice Data Emergency Medical Services Social Service Data State Mental Hospital Data State SAMHIS Certification, Events, and Outcomes Data Criminal Justice -FDLE, DOC, DJJ DCF Child Welfare DataFSFN Almost two dozen on-going projects and conduct ad hoc analyses as needed. Project Examples: Projects/ Activities State University Statewide Medicaid & Service Use Among Arrestees Pinellas Data Collaborative Pinellas Drug Court Study
Criminal Justice Mental Health & Substance Abuse Technical Assistance Center. Statewide/individual projects with: Miami-Dade, Palm Beach, Lee, Marion, Seminole counties Hillsborough County Homeless Coalition Governors Executive Order 15-175-Analysis of Floridas Behavioral Health System AHCA projects Evaluation of Floridas Medicaid Managed Mental Health Plan Evaluation of Florida Medicaid Behavioral Pharmacy Program Recovery Oriented Medicaid Services on Persons with Severe Mental Illness Computer Technology & Infrastructur e State University 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 Policy Local Opportunities to Pilot a Local Integrated Data System In Broward County Sue Gallagher, Chief Innovation Officer [email protected] Christine Klima, Accounting Manager [email protected] WHY INVEST IN SHARED MEASUREMENT & DATA? Looks at the whole child Adjust and enhance programs as needed Pinpoint needs in the community Allocate and align resources to meet needs more efficiently Focus agencies attention and effort on key
goals and outcomes Develop predictive and prescriptive algorhythms Ensure accountability among collaborating partners Fundraise more successfully Local Reduce duplication of effort (e.g., multiple assessments) Boost outcomes/make a measureable difference in the community Develop aggregated data for improvement of policies, practices and coordinated responses involving multiple entities
Develop aggregated data to measure performance and effectiveness to achieve improved child & system outcomes Best Practices for Integrated Data Systems* Local 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 Pennsylvanias Actionable Intelligence for Social Policys (AISP) Dennis Culhane in 2013 2014. Existing CSC Data Sharing Agreements Partner Local MOU Specifics Commencement Date Duration
Department of Juvenile Justice (DJJ) Specific Authorization Related to Youth Involved with the Florida Department of Juvenile Justice in Broward County October 20, 2011 Ongoing Department of Children and Families Access to FSFN data to determine recidivisum for CSC prevention programs (manual, single case data extraction) November 1, 2015 Dec-18 Broward County Public Schools Data Sharing Agreement to share school data (grades, attendance, suspension, etc) for youth in CSC program including a webservice (STAR) to download the data. SY 10-11 Jun-16 Transitional Independent Living System of Care Integrated Data System FLITE Center, CSC, CHILDNET pay $2k/year for integrated TIL Data systems with 8 community partners
including Broward Behavioral Health Coalition. June 30, 2016 Sep-17 ChildNet Specific Authorization Related to Youth Eligible to Receive Transitional Independent Living Services September 2010 Updated March 2015 Ongoing N/A N/A November 19, 2012 Ongoing Leveraging SAMSHA One Community Partnership Grant to Broward Behavioral Health Coalition build connector to the Behavioral Health Managing Entity system (Concordia) CareerSource Broward Specific Authorization related to Youth Eligible to Receive Employment Preparation Services Allows CSC to track youth in CSC funded programs as well as overall rates of self-sufficiency and youth employment in Broward County.
Opportunities to Improve the Use of Data in Broward Data Partner Department of Juvenile Justice Local Current Data Desired Integrated Processes Data System 18 Service Providers 1. Quarterly 1. access JJIS and Downloads manually extract data 2. Match with unique 2. for program outcomes IDs 3. 3. GIS Mapping 4. 1. 2. Department CSC manually pulls 6k 1. Quarterly of Children individual case pulls Downloads and Families from FSFN per year 2. Match with unique for program outcomes 3.
IDs 4. Manual connection to ChildNet/ BSO 5. Services Value Reduce number providers with DJJ access increase security Automate data match Get information for program outcomes, service system gaps and planning (ie., priors, level and type of offense, etc) Data to leverage additional funding Automate data match More holistic & useful information to improve program & service system outcomes Identify service gaps Use algorhythms for predictive & prescriptive analytics Data to leverage addition funding Manual connection to DJJ BBHC crossover youth Behavioral Health Managing Entity (BBHC) Concordia is not connected to other systems
Connect Concordia system to: CSC DJJ School District 1. Connect BBHC youth to Prevention services 2. Measure outcomes 3. Identify Service gaps We have begun a preliminary analysis of data sharing requirements using the DCF Data Sharing Agreement template Item Process Control Participant Requirement Governance Requirement Technical Feature Data Confidentiality Acknowledgement Agreement for each logon. Agree to comply Establish policies & standards for: Which agencies have access Allowable data usage Retention & destruction
Secure network, Secure storage Physical security of servers Retention & destruction Settings Local 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 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 Breach Prevention 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?
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. Local In partnership with ChildNet, Broward Sheriffs 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. For more information: Florida Children and Youth Cabinet Member: Victoria Vangalis Zepp, Clarity1st Consulting , 850-241-6309, [email protected] Florida Children and Youth Cabinet Staff: Lindsey Perkins, Florida Children & Youth Cabinet, 850-921-4875, [email protected]
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