1. Establishing and Maintaining Resource Databases Minnesota Approach ADRC Monthly Grantee Call February 7, 2008

2. MN Resource Database History 2001 - Legislative mandate to create a long-term care website 2002 - Select NorthLight Software Inc., Resource House –Client tracking software –Resource database and maintenance software 2003 – Launch of www.MinnesotaHelp.infowww.MinnesotaHelp.info 2004 – Add Disability-specific resources 2005 – Add Children and Family-specific resources 2007 – Add Veterans-specific resources and MN Dept of Health (MDH) license data 2008 – Complete MDH migration and begin DHS migration 2009 – Complete DHS migration and begin Medicare and Medicaid migration

3. Minnesota Resource Data 12,600+ agencies 31,000+ services 19,000+ locations Service information used by older adults, caregivers, persons with disabilities, veterans, youth, county and tribal social and human service professionals, local, regional and state planners and policy-makers.

4. Minnesota Resource Data Daily maintenance – Contracted data management organization (DMO) Overall management – Minnesota Board on Aging Partners – Dept of Human Services – Aging & Adult Services, Disability Services Division and Children & Family Services; Area Agencies on Aging, and Hennepin County Human Services and Public Health The 2007-2008 data maintenance budget is $534,000

5. MN Data Supports Telephone and Web-based Services

6. Data Management and Maintenance In Minnesota Data Management is the process of determining how, when, why, who, and what is to be done Data Maintenance is the process of touching the data to add, edit, delete and test.

7. Then and Now Then - Decentralized data management process –Local knowledge of agencies and services –Inconsistent data management practices –Inconsistent data management skills –Inconsistent data management priorities –Some regions information rich while other regions information poor

8. Then and Now Now - Centralized data management –Smaller number of individuals maintaining a large db (greater consistency) –Experience working with nonprofit and government agencies –Managed a variety of public use databases –Qualified personnel to perform detailed database analysis and programming –Greater resource information equity between regions

9. MinnesotaHelp Network Values Be Relevant Be Accessible and User-friendly Do not duplicate, build through Existing Networks

10. Data Management (DM) Principles User can find current information via a taxonomy code or keyword search User determines information is relevant for needs User has enough information about a provider. If not, user has adequate and accurate data to contact the agency for more details. User has enough information to compare similar services. Test

11. MN Definition of QUALITY Data Accurate and concise taxonomy coding Consistency between same or like services Detailed service descriptions Accurate contact information Correct geographic coding/description of area served

12. How is Quality Data Achieved? Policy – manual that is a living, breathing, document that is easy enough to adopt into daily routine, thorough enough to cover a variety of situations, flexible enough to adapt to new situations Practice – training and iterative (repeated) testing process Patronage – sponsors to commit time and money Persistence – constant vigilance (Professor Moody)

13. Source of Data Updates Email Snail mail Phone FAX Resource directories – print and online Provider Portal Migrations

14. Provider Portal Secure website developed by vendor Agency, Service and Location details communicated from agency to data management organization (DMO) –Agency edits record(s) and Saves –DMO receives via Change Request File, verifies, publishes to resource database

15. Edit Records Single - 1 at a time –Time consuming (~30 min/record) –Test and acceptance test –Human Batch – 1000 at a time –Time to establish the parameters –Time to run the Batch Data Transfer (BDT) –Time to test and acceptance test –Automated – BDT tool

16. Batch Data Updates MN identified a need for routine, large-scale data updates Goals –Efficient process to edit existing data and add new agency records –Keep costs down by minimizing need for software vendor’s involvement –Automate - do more with less Outcome –Developed new software tools in conjunction with software vendor

17. Batch Data Transfer Data changes made using local software designed by the DMO Changes uploaded using a program in the software vendor’s tool suite Can upload up to 1000 agencies per transfer

18. Batch Data Transfer - Uses Increase data consistency (e.g. standardized telephone numbers and mailing addresses) Add/remove taxonomy codes Apply standardized Service Descriptions, Features, refine geocoding Add MN Dept of Health (MDH) and MN Dept of Human Services (DHS) licensed providers

19. Example: Assisted Living Legislature passes 2006 Assisted Living Initiative Statute requires publication of license and vacancy data in MinnesotaHelp.info® Uniform Consumer Information Guide (UCIG) created Assisted Living agencies must register with MN Dept of Health and follow rules in order to call service “Assisted Living” Assisted Living agencies provide UCIG to consumers prior to signing contract

20. MDH Migration Process Add providers licensed by the MN Dept of Health –Phase I – Registered Housing with Services, Registered Assisted Living, and Home Care Providers (1 registration and 4 licenses). COMPLETED –Phase II – Living Services providers and Medical Services (April 2008) MinnesotaHelp.info® (MHI) already had some providers, but not all

21. Minnesota Licensing Data Developed goals and rules Mapped MDH and MHI data Identify supporting information Matched the licensing data to MHI data –Did not want to create duplicate records –Integrate the licensing data into existing data Process Test (DMO), acceptance test (MBA) – iterative process Details - MN_MDH_License_Migration_Project_Overview_020708

22. Minnesota Licensing Data After initial migration, Minnesota will process regular updates to the Licensing data –Delete expired/revoked licenses –Add new licenses Licensed providers will be issued IDs/Passwords for Provider Portal to customize their listing –Edits to service descriptions, if allowable –Features Next activity – complete DHS license provider migration and acquire Medicare and Medicaid certified providers

23. Adding Data in Batches – Things to Think About Develop data sharing/acquisition agreement with data source Determine process for integrating the data into existing data –Any data fields to be trumped – source or host? Decide how the data will stay current –Re-acquire data from source, or –Contact providers directly

24. Adding Data in Batches – Things to Think About Think like a Consumer, a Professional, an Agency Test, test, test and then have someone else test Large migrations of data never migrate as easily in practice as they do on paper –Time –Money Consider use of XML technology to move data between sources

25. Data Clean-up Tools External sources to validate basic resource information such as addresses and telephone numbers NANPA (North American Numbering Plan Administration - http://www.nanpa.com/)http://www.nanpa.com/ www.telcodata.us http://www.melissadata.com/index.htm Details at MN_External_Data_Investigations_020708

26. Data Clean-up Tools & Tips Software used by MN Land Management Information Center (LMIC) ARC GIS, from Environmental Systems Research Institute (ESRI) ARC GIS identified several different types of address errors in MHI –No street number (Courthouse) –Repeated number (800 800 Cedar Ave.) –Data entry errors (8-2 Cedar Ave) Details at MN_Simple_Guide_to_Improve_Address_Matching_020708

27. Questions and Wrap-up

28. Contacts Krista.Boston@state.mn.us Project Director Tom.L.Gossett@state.mn.us Tom.L.Gossett@state.mn.us Project Manager Mary.A.Chilvers@state.mn.us Technical Manager