Aligning%20State%20Data%20Systems:%20Initial%20Results%20of%20a%20Case%20Study%20Charity%20Welch,%20Ph.D.

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Aligning State Data Systems Initial Results of
a Case StudyCharity Welch, Ph.D.
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Data CoP Alignment Team

• Jim Leinen
• Charity Welch
• Anne Lucas
• Lynne Kahn

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• Process
• Case Study Survey and Interview Protocol
• Where States are in the process

Case Study Background
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States Interviewed To Date

• Idaho
• Oregon
• Florida
• North Carolina
• Georgia

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What is Data Alignment?

• A broad term referencing the sharing of data
  across different agencies, departments, etc.
• Usually data exist in two or more different data
  systems
• Requires a field-by-field review
• The value - selected data elements can be used to
  generate reports not otherwise available
• Such reports can yield valuable information for
• improving services,
• tracking outcomes/results,
• generating reports for differing audiences and
  purposes.

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Getting Started
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Initial Impetus

• States Goal/Vision
• To assure timely and effective transition
• Identify gaps in service
• Track students outcomes over time
• Program monitoring and accurate data reporting
• Create a birth to five coordinated system

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Internal and external staff (Consultants)Univers
itiesInteragency Coordinating CouncilSpecial
Education Advisory PanelGeneral council
Who is Involved?

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Implementation
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Challenges

• Understanding HIPAA, FERPA
• Developing a shared agreement
• Agreeing on the essential fields
• Determining the type of file to send
• Lack of unique student ID across systems
• Decision making and project priority in the
  larger context. Building the systems
  infrastructure

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Addressing ConfidentialityUtilized a Privacy
and Security OfficerGuidance The OSEP Texas
letterTransferring data hand carried on CD
Limited access to data (password protected)
Unique Identifiers
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• Progress
• System has been accessible since September, 2004
• Part C data migrated into the system
• Designed file formats
• Planning, brainstorming and writing agreements
• Collected 7 years of data, but fine tuning names
• Agreement that process is a priority and
  strategies developed to make it work

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Greatest Accomplishments

• Understanding HIPAA/FERPA and its impact on the
  system
• Learning which data to share
• Getting approval from OGC for the Interagency
  Agreement
• Working with external staff and others not under
  your supervision, but making it work!

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Reflections
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What Factors are Most Important?

• Supportive leadership
• High priority
• Be realistic about the time required
• Select appropriate staff who are available on a
  regular basis
• Plan carefully
• Build positive relationships/rapport
• Shared understanding among members

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Summary - Some Initial Observations

• Most states are still in early stages
• Time and planning are necessary to lay groundwork
• The process is continuous
• Understanding HIPAA/FERPA is crucial
• Ongoing support is necessary
• Multiple benefits for those who stick with it