Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 EVVE Challenges in Oregon Sandra K. Sams Sr. Systems Analyst Oregon Health Authority Office of Information Services Center for Heath Statistics

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon EVVE Timeline Applied for EVVE Grant 05/ /2009 Project Initiated Design and Development of Oregon EVVE Files 11/ /2010 Testing Complete Rule Making Complete 02/04/2010 2/05/2010 EVVE 1.0 Went LIVE in Production No Match Analysis Started 02/06/ /2010 EVVE Project Complete

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 EVVE Challenges in Oregon Budget Multiple Birth Systems SFN Format changes Names are not consistent SFN re-numbering Rigorous Testing Processes Rule making required

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Budget Problem – As with many states money is tight

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Budget OVERS - Death OVS OVERS – Birth / Fetal Death EVVE STEVE Virtualization of Servers

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Budget

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Budget

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Budget Problem – As with many states money is tight Solution – Implement using existing hardware and software

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Multiple Systems Problem – Multiple systems contain birth data Solution – Extract data from both systems into a separate EVVE database

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 SFN Format Changes nnnnn nnnnnn YYnnnnn YYYYnnnnnn 136-YYnnnnn 136-YYYYnnnnnn

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 SFN Format Changes Database DOB: 12/05/1987 Name: John Doe Gender: Male DOB: 12/05/1987 Name: John Doe Gender: Male

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 SFN Format Changes Problem - Variations of the SFN Occurred over time Solution – Code will extract the relevant part of the SFN based on the length of the data entered

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Names, Diacritics and Spaces O’brian O’ Brian O Brian O’ brian Obrian o brian

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Names, Diacritics and Spaces Problem – Inconsistency over time and the use of diacritic marks Solution – Names are standardized before moving to EVVE database

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Names, Diacritics and Spaces OBRIAN

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 State File Re-Numbering

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 State File Re-Numbering Problem – Records were renumbered from a county system to state system Solution – At this time Oregon has not found a solution for this problem other than manual verification

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon’s Testing Process According to Google: TEST /test/ Take measures to check the quality, performance, or reliability of (something), esp. before putting it into widespread use or practice

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon’s Testing Process According to Oregon: Security TEST Take measures to see if your web based system is vulnerable to internet based threats

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon’s Testing Process According to Oregon: Regression TEST Go through every function of a system to make sure that changes didn’t produce unexpected results and introduce new bugs

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon’s Testing Process Problem – Oregon requires a thorough testing process that can take a lot of time Solution – leverage existing resources

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon Results Error rate – December Million records evaluated 5926 potential errors.18%

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Oregon Results Match Rate – April transactions, 261 individuals 41 certifications 38 passed (97% match rate) 3 no match 220 verifications 187 passed (85% match rate) 33 no match

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 April 2011Data Oregon EVVE No Match Analysis

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 EVVE vs Manual Process EVVE $ received for April 2011 Postage - $0 Staff time – < 30 min Verifications / Certifications within seconds Manual Process $ would have been generated Postage - $99 Staff time – hours Verifications – 2 days / Certifications – 2 weeks

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Next Steps Oregon is currently participating in the Office of Personnel Management pilot Marketing EVVE in Oregon DMV Department of Revenue Oregon Medicaid Offices When our imaging project occurs the old file numbers will be indexed to take care of our renumbering issue

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Lessons Learned Look around and see where you can leverage already existing resources Hardware Software People Be aware of what effect changing formats or numbers can have in the future Keep your data, you can not automate a cross reference you do not have Your staff can make or break your project You can have extremely clean data and still not get a match

Continuity of Change: Where We Have Come From, Where We Are Going New Orleans, LA June 5 th – June 9 th, 2011 Contact Information Sandra K. Sams 800 NE Oregon St. Suite 225 Portland, OR