Top Questions in Data Sharing and IT Integration Multi-Agency Peer Workgroup April 12, 2007 Gary Chapman ~ LBJ School of Public Affairs, University of Texas Carrie Blakeway and Sarah Lash ~ The Lewin Group

1 Be Proactive: Look Ahead u Think strategically about how technology might be used at your organization. u Advances will benefit both the ADRCs and the clients they serve.

2 Current Landscape u Flexibility traditionally afforded to SUAs has led to different approaches to the development and management of data systems. u Siloed IT systems mirror funding and program silos. u Data sharing is of particular importance to decentralized ADRC models that rely heavily on partnership. u “State Aging Information Systems Management Study: Final Report” recently published by NASUA and WestatState Aging Information Systems Management Study: Final Report

3 Objectives of NASUA Study 1. Define the common data requirements necessary for policy and managemet decision-making. 2. Eliminate the need for consumers and caregivers to provide identifying information repeatedly to various providers. 3. Improve data collection methods and systems to insure the ability to compute unduplicated counts across services, providers, and locations 4. Reduce the level and expense of system fragmentation by taking advantage of network economies of scale for IT development and management.

4 Obstacles u Westat and NASUA found use of MIS across the aging network varies considerably – many are in state of flux u What do you see as your most significant barrier?  Lack of money  Lack of time and competing priorities  Lack of willingness or ability to change  Just don’t know what’s out there  Current systems are antiquated: outdated computers, dial-up modems and paper-based service tools  Political resistance

5 Experience of ADRC Grantees u Grant requires that ADRCs use a management information system that supports the functions of the program.  Improving consumers’ access to information through I&R databases, public web sites, and online consumer decision tools.  Improving service coordination by giving service providers and partners access to client information through web-based MIS and data sharing protocols.  Automating and streamlining client intake and eligibility determination through the use of mobile technology in the field, and online submission of program applications.

6 Case Study: Arkansas u Web-based care management system includes a comprehensive database, an I&R Contact Record, and a Consumer Assessment Referral and Enrollment (CARE) tool. u Case managers use laptops and portable printer/scanners in the field to complete level of care assessment forms and copy clients’ financial documents. u Internet access is not always available  PC-based version of the online assessment was developed  Information collected in the field can be uploaded to the web- based system once the case manager returns to the office.

7 Drivers of Change: Broadband Internet u Internet connectivity speeds will continue to accelerate u The cost of very fast connectivity will continue to fall u Wireless internet connectivity will expand to more and faster “hot spots” that will cover entire cities and, eventually, the whole nation via cell phone networks. u “Telepresence” – the ability to work in collaborative virtual spaces, where documents, photos, videos, and data can be shared in real time – like this webinar. u New capabilities lower the cost of coalitions, collaborations, partnerships… and business travel! u Boxed software will be challenged by online applications that do the same thing – Google Docs

8 Drivers of Change: Data Sharing & Collaboration u The internet has begun to break down the isolation of data within “silo” organizations – but we need strategies to successfully blend data drawn from different (often incompatible) sources. u Legacy systems use proprietary data formats or outdated programming languages that were never designed to interact with the Web… but are very expensive to replace. u Federated databases are built with software translators that merge data from different sources into a coherent whole.

9 Drivers of Change: Data Sharing & Collaboration u Identity Management –lets the system know who you are by providing name, password, address, etc.  Wouldn’t it be easier if web sites you use every day could access your relevant information from an identity service to save you the tedium of logging in? u Single Sign-On – a technique that allows a user to sign into one system but have access to many other linked, trusted systems.  Minimizes the redundant and irritating chore of entering the same information into many different systems, using numerous logins and passwords.  Still provides security.

10 Drivers of Change: Open Standards u The need to share information between many systems had led to the need for common data formats and a way for computers to “understand” what they are being asked to share.  Develop standards for naming and recording data elements  Use an intermediary program that knows the rules of translation u XML (Extensible Markup Language) is the accepted tool for this process – it’s a description language that tells a computer what things are. u It’s often compared to HTML, which tells a computer how things look.

11 HTML to XML and Web 2.0 u The power of XML is revealed when there is a consensus for how to share certain types of information. For example – you might be familiar with RSS, an agreed-upon “vocabulary” used widely by blogs, online newspapers, eBay, and podcasts. u This vocabulary is used to designate a certain set of data elements – headlines, text, etc – which are then interpreted by RSS reader programs on web pages, cell phones, and more u Web 2.0 Clip on YouTube.com Web 2.0 Clip on YouTube.com u Twittervision.com Twittervision.com u Specialty XML standards are being developed for specific fields  The most comprehensive healthcare XML standard is Health Level 7 or (HL7)  This common data element description allows compatibility between electronic health record systems and the sharing of clinical data

12 What This Means To You u XML and its capabilities should be a part of your technology planning and development process. u XML is already the basis for information exchange, especially in large-scale distributed enterprises. u XML is used for services that are free or low-cost, and available online. u Your organization can save money by using things that are already developed and adaptable. u It is vastly easier to take advantage of the power of things like RSS, Mapquest, and Google than to develop it yourself.

13 Potential Pitfalls and Possible Approaches u It can be immensely challenging to keep a software project on time and on budget – you should know how to hold your vendor accountable. u A good track record of past performance is often the best measure of future success. u Good software is usually the product of a very small team of competent people. u The most important element is whether the client (you) have a good understanding of what needs to be done and can communicate that effectively to system developers.

14 Other Strategies u Database federation can proceed on a step-by-step basis. u Start with a set of limited goals for federation and then proceed to add more information or more partners to the federated project. u This approach allows the partner organizations to keep their own systems – this removes a large barrier. u If the federated project doesn’t work or has problems, the individual systems are not affected. u XML can also be used incrementally. u Start with easy and well-tested elements like RSS.

15 ADRCs and Advancing Technology u Consider the use of these developments in the context of your own business processes.  What day to day functions do you need to accomplish? u Start a conversation with your partners about data federation and sharing of data, even if you only begin with information like sharing calendars or using Rich Site Syndication (RSS) to pull information from one web site and display it on another automatically. u Look at resources developed by the national organizations set up to provide technical advice to nonprofits – techsoup.org and npower.orgtechsoup.orgnpower.org

16 Questions?