Moderator Jennifer Effie Child Support Manager – San Diego County DCSS Speaker Jim Garrison Systems Software Specialist – State DCSS Speaker Barbara Logan Business Systems Analyst - Riverside County DCSS Speaker Cindy Tran-Chang Specialized Enforcement Teams Manager - Orange County DCSS Statewide Data Repository: Making Your Next Project Work

What is a Data Repository ‘Project’? It means different things to different people LCSA’s with minimal or no technical staff vs. LCSA’s rich in technical and data analysis skills and staffing The needs of your project will change according to the availability of technical resources and the scope of your project Statewide Data Repository: Making Your Next Project Work

LCSA’s tend to fall into one of three groups: Group 1 – Able to run queries from the sharing forum; have written a handful of simple queries on their own; queries are typically limited to work lists and clean-up lists. Group 2 – Frequently develop their own queries; build and use tools that allow caseworkers to view data more holistically; perform some data analysis to help drive program priorities and executive decisions. Group 3 – Have committed data analysis resources and strong technical skills to support very sophisticated reporting and data analysis. Statewide Data Repository: Making Your Next Project Work

Group 1 Overview: ■Understanding the Limitations of the DR ■Overcoming the Limitations ■Completing Your Project ■Examples Statewide Data Repository: Making Your Next Project Work

Understanding the Limitations of the DR The DR is: Incomplete – Not all CSE data is there Complex – Relationships between data is sometimes not intuitive and can easily be misinterpreted Stale – Updated only once each month Technical – Some technical skills are required Difficult to Fully Understand – Lots of information to comprehend, with a steep learning curve Statewide Data Repository: Making Your Next Project Work

Overcoming the Limitations ■Keep it simple. Become comfortable with small ‘pieces’ of the DR before moving on to other areas. ■Ensure that technical staff is working hand-in-hand with casework staff. ■NEVER take specific actions on a case based solely on data from the DR. Rely on your System of Record. ■ALWAYS validate your data. Understand and become comfortable with any margin of error that might be present. ■Time-sensitive projects are generally NOT appropriate for the DR. Statewide Data Repository: Making Your Next Project Work

Completing Your Project ■Define the Project – Two to four sentences describing what you’re trying to accomplish. ■Who is your casework Subject Matter Expert (SME)? ■What are you going to do with the data you retrieve? Statewide Data Repository: Making Your Next Project Work

Completing Your Project (Continued) ■Do you think your project will be adversely impacted by the DR’s limitations? How so? Can these impacts be overcome? ■Write your query. ■Validate your results in CSE. Change your query if needed to refine your results until you’re comfortable with its accuracy. ■Deliver the data to your customers. Statewide Data Repository: Making Your Next Project Work

Examples: Are the following queries appropriate for the DR? ■Produce a call list of all NCP’s on cases opened in my county ten days ago. ■Produce a list of NCP’s in my county with their addresses. ■Produce a list of all NCP’s on cases in my county that did not meet their current support obligation in the previous month. ■Produce a list of NCP’s who had their driver license suspended three months ago. Statewide Data Repository: Making Your Next Project Work

■Group 2 counties Frequently develop their own queries; build and use tools that allow caseworkers to view data ‘big picture’; perform some data analysis to help drive program priorities and executive decisions. Statewide Data Repository: Making Your Next Project Work

Group 2 Overview Building Tools to Manage Reports/Worklists ■ Assemble Development team multi-disciplinary workgroup ■ Identify the Goal ■ Identify Development Tools ■ Design the Project ■ Implement the Project Statewide Data Repository: Making Your Next Project Work

Identify the Goal ■What are you trying to accomplish? ✷ Improve performance? ✷ Clean up data? ✷ Worklist? Formatted report? Database? ✷ Measureable Outcomes ■Discuss Project with Requester and Development Team ✷ Feasibility? ✷ Scope? Statewide Data Repository: Making Your Next Project Work

Identify Development Tools ■SQL Server Management Studio ® ■TOAD ® ■MS Access ® ■MS Query Analyzer ® ■SAS ®

Statewide Data Repository: Making Your Next Project Work Design Project ■Requirements ■Identify data elements ■Write query ■Review results ■Refine query ■Get Requester buy-in on results ■Build User interface ■Finalize

Statewide Data Repository: Making Your Next Project Work Implement the Project ■Pilot project with small select group ■Correct errors and document feedback for future enhancements ■Keep Development Team and Requester involved ■Roll out finalized project department wide

Statewide Data Repository: Making Your Next Project Work Examples ■LA Case management tool ■Local Early Intervention tracking

Statewide Data Repository: Making Your Next Project Work Group 3 counties have staff dedicated to data analysis and have strong technical skills to support very sophisticated reporting and data analysis.

For example, Orange County LCSA has a Research and Reports Team consisting of: A Manager with a strong statistical background A Systems Programmer/Analyst who is responsible for maintaining local database derived from Data Repository Three Staff Specialists who write queries using TOAD and SAS to provide worklists to teams, and develop major research projects such as the Interjurisdictional Data Management Model Statewide Data Repository: Making Your Next Project Work

Group 3 Overview Analyze the Data ■A. How will the project help the department ✷ 1. What is the goal ✷ 2. What data is required ✷ 3. What are the measurable results ✷ 4. What tools are needed to analyze the data ■B. Perform analysis ✷ 1. How do results impact staff ✷ 2. Changes to business process

Statewide Data Repository: Making Your Next Project Work ■How well do you know your Inter-jurisdictional (IJ) caseload and it’s relation to your performance? ■How does your staff work their IJ cases to best impact performance? ■How are you using your data and reports to drive casework actions and business process decisions?

Orange County IJ Data Management Model (IDMM): ■Utilizes data and reports to drive casework actions and best business process decisions ■Stratification of data and utilization of information learned to provide the greatest impact to performance ■A different methodology for managing Interstate caseload Statewide Data Repository: Making Your Next Project Work

IDMM Goals: ■Utilize data to target specific performance areas ■Provide a foundation and structure to effectively manage the Interstate caseload ■Identify efficiencies and best practices across states to help improve business processes and contribute to overall performance improvements Statewide Data Repository: Making Your Next Project Work

Benefits of IDMM ■Stratifying data - where is performance improving and what areas need attention ■Establish direct contacts - develop better working relationships with workers in other jurisdictions ■Identifies common patterns, global issues and statewide best business practices ■Allows IJ staff to become focus-area experts Statewide Data Repository: Making Your Next Project Work

Data Repository Statistics ■Interstate Initiating vs. Responding cases and relation to Federal Measure 3 ■Sorting Data by FIPs code to generate performance oriented or aging reports Statewide Data Repository: Making Your Next Project Work

Methodology/Review Process ■Pilot review process with higher level staff to learn best practices for conducting case reviews ■Phase I: Interstate Clean-up lists to determine true Interstate caseload ■Phase II: Conducting case reviews state-by- state ■Phase III: Integrating lessons learned and new structure for Interstate team Statewide Data Repository: Making Your Next Project Work

Tools Utilized to Analyze Data ■Interstate Source Book ■Case Assessments ■Issues Tracking Log ■Daily Huddles Statewide Data Repository: Making Your Next Project Work

Interstate Sourcebook Statewide Data Repository: Making Your Next Project Work

Interstate Sourcebook Statewide Data Repository: Making Your Next Project Work

Phase I: Caseload Clean-up Generate report of aged cases and review for appropriate actions ■ Case clean up ■Reassignment of caseload perspective ■COAP or modification referrals ■Case closure Statewide Data Repository: Making Your Next Project Work

Phase II: State-by-state Case Reviews ■Pilot review with higher level staff to initiate review process ■Create prototype team to complete reviews ■Develop Issues Tracking matrix – business process analysis and decision making ■Track statistical findings by state Statewide Data Repository: Making Your Next Project Work

Implementation ■Business Process Changes ■Integration of IDMM findings into day to day workload ■Creation of modified team restructure based on findings ■Measuring Performance Statewide Data Repository: Making Your Next Project Work

READY? SET? GO! Statewide Data Repository: Making Your Next Project Work

■Questions??

Contact Information Jim Garrison, State DCSS Barbara Logan, Riverside DCSS Cindy Tran-Chang, Orange County CSS Statewide Data Repository: Making Your Next Project Work