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

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

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

4. States Interviewed To Date
Idaho
Oregon
Florida
North Carolina
Georgia

5. 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.

6. Getting Started

7. 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

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

9. Implementation

10. 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

11. 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

12. 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

13. 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!

14. Reflections

15. 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

16. 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