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

Data CoP Alignment Team Jim Leinen Charity Welch Anne Lucas Lynne Kahn PSO PPT layout after

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

States Interviewed To Date Idaho Oregon Florida North Carolina Georgia

What is Data Alignment? improving services, tracking outcomes/results, 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.

Getting Started

Initial Impetus State’s 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

Who is Involved? Internal and external staff (Consultants) Universities Interagency Coordinating Council Special Education Advisory Panel General council

Implementation

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 system’s infrastructure

Addressing Confidentiality Utilized a Privacy and Security Officer Guidance: The OSEP Texas letter Transferring data – hand carried on CD Limited access to data (password protected) Unique Identifiers

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

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!

Reflections

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

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