Data Integration Across the Part C to Part B Program Divide Oklahoma State Department of Education Todd Loftin, Executive Director, Office of Special Education Services Mark Sharp, Executive Director, SoonerStart (EI Program) Dr. Ginger Elliott-Teague, Director of Data Analysis/Part B & C Data Manager

2019 OSEP Leadership Conference OSEP Disclaimer 2019 OSEP Leadership Conference DISCLAIMER: The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e-3 and 3474)

Overview: What’s Working in Oklahoma What motivated integration? What does integration look like in Oklahoma? What are the benefits? What mistakes were made? How overcome barriers? How did it happen? Context Recommendations for other states?

Motivating Integration Part B: Desire to create digital IFSP files that could be shared with districts in a timely and secure manner State Systemic Improvement Plan for Part B: create mechanism to assign permanent unique IDs to SoonerStart kids to improve transition Part C: Desperate need for a new SoonerStart online IFSP system Annual requirement for Part C to report Part B EC transition/eligibility data Need for secure record sharing dependent on parent consent Supported by… opportunity!

What does integration look like? Linked systems Common system vendor At eligibility, Part C children assigned unique ID for school-age students Once consent is given, IFSPs and evaluation/eligibility information shared immediately with district in digital format Coordinated data teams Data managers and program support Merged data storage Background data tables housing Part C elements for Part B analysis CEDS definitions

What’s next? Part B: Part C: Automatic record updates in the online IEP system upon district enrollment and exit Automated activation of shared SoonerStart records at soft enrollment Part C: Medicaid claims and health department service data processing and storage Multi-agency early childhood centralized data sharing

Benefits of Integration Multi-program access to long-term eligibility and service data in one location Standardized data in permanent storage Student, site and district levels Coordinated data collection, management and analysis Part B EC transition outcomes shared directly with SoonerStart for reporting Data shared for accountability and program improvement on both sides Shared training opportunities (e.g., for ECOs)

Barriers, Challenges, and Mistakes System complexity and weaknesses Time and effort required Challenges Student privacy requirements Vendors and contracts Outdated IT systems The ‘status quo’ for data storage and sharing Mistakes Not planning in enough detail Not monitoring vendors’ processes

Discussion Poll: are Part C and Part B data integrated digitally in your state? If yes, how? If not, what challenges have discouraged your state from pursuing an integrated data system?

How did it happen? Coordinated, deliberate effort Solid relationships Strong visioning and leadership Inclination to challenge the status quo in IT design, systems frameworks, and data storage and sharing Ability to share personnel, data, and systems Cooperative partners and vendors Willingness to keep trying and improving Favorable programmatic context and structure

Structure & Context State of Oklahoma OSDE OSDH SPED Sooner- Start Private Contractors

Discussion What are some changes you could pursue to make integration more likely and more successful? Structural Personnel Leadership Partnerships

Recommendations Open program boundaries and structure Be willing to share information and data Build on system and program strengths Include the right people and agencies Involve leadership of relevant offices at all stages Invite IT and data folks from the beginning Ensure all programs have input into design and implementation Communicate well Be open about system deficiencies Be as articulate as possible with vendors and monitor progress

Contact Information Office of Special Education Services, OSDE 405-521-3351 todd.loftin@sde.ok.gov (Executive Director) ginger.elliott-teague@sde.ok.gov (Data Manager) SoonerStart, OSDE 405-521-3575 mark.sharp@sde.ok.gov (Executive Director) noah.wolff@sde.ok.gov (Data Manager)

OSEP Leadership Disclaimer 2019 OSEP Leadership Conference DISCLAIMER: The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e-3 and 3474)