1. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 The Kentucky Vital Records EVVE Experience

2. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Where did We Start? Received a call from the Kentucky Transportation Cabinet. Steve Coffey asked if I knew anything about Real ID. Steve asked if I was familiar with EVVE. Steve asked if we could implement EVVE if he could get us the funding to do so. $$$$ The magic words!! $$$$

3. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Where did We Start? Worked to get everyone involved from the beginning. Coordinated with our IT Department. Prioritized our office staff and IT office staff resources. Became acquainted with our IT project managers and ensured that they understood what was needed for the EVVE software to be installed. Ensured that IT was involved from the start.

4. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Where did We Start? Informed State Epidemiologist and Commissioner of Health of our intentions and received their buy-in. Had initial conversations with NAPHSIS and obtained a copy of their contract template. Provided a copy of the contract template to the Office of Legal Services. Obtained approval from attorneys to enter into the agreement and completed the signature process.

5. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Getting the Team Ready Made sure to get everyone involved from the beginning. Kentucky had numerous conference calls with Vital Records staff, IT staff, the NAPHSIS IT Vendor “Systems Made Simple” (SMS) and NAPHSIS staff. Rose and Ezra were very patient and helpful throughout the entire process and willing to conference with our group at anytime with very short notice.

6. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Getting the Team Ready Identified all departments and staff to be impacted and all that would have a role in implementation. Office of Vital Statistics Information Technology NAPHSIS System Made Simple Kentucky Department of Transportation Organized a kickoff meeting/conference call to let everyone identify themselves and their roles during preparation and implementation.

7. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Identifying Hardware Needs After in depth discussions it was determined that to be successful the EVVE application would mandate high availability and redundancy. As a result, our team decided that a dedicated hardware infrastructure was essential. OVS, IT, NAPHSIS and SMS collaborated on how the application would actually work and subsequently agreed on the required hardware that would need to be purchased.

8. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Identifying Hardware Needs Hence, the decision was made to procure a dedicated web server for the test and production environments. As a result of earlier modernization efforts, Kentucky was fortunate to already have a completely redundant database environment available which housed the electronic birth data. The process of procuring a server was then initiated. Kentucky’s procurement process is slow at best, so we realized that it was very important to complete this request as early as possible to ensure that we had the appropriate equipment in house before installation was scheduled.

9. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Getting the Data Ready The EVVE application in Kentucky utilizes OVS birth data as its back-end database. In order to ensure high match rates, it is critical for data to be accurate and complete. In Kentucky we have electronic birth data dating back to 1911. A lot of this data was keyed, at some point in the past, by an outside vendor which made us question its quality. Our IT team was fortunate to have access to a tool called IBM Information Analyzer. This tool allowed our IT staff to analyze our legacy data and produce numerous reports which identified some obvious data anomalies.

10. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Getting the Data Ready Over the next three months approximately three to four staff from OVS worked daily in close collaboration with IT staff to rectify data inconsistencies. Most errors detected in the legacy files required OVS staff to physically pull the original copy of the Certificate of Live Birth to determine if a keying error was made and subsequently manually update these files. In the end a massive data migration and clean up took place to migrate over six million birth records dating back to 1911.

11. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Installing the Software After arrival of our new dedicated server SMS came to Kentucky to physically install the required software. Actual installation was the easy part and took SMS and our IT staff at the most two days. Subsequent testing took place and a few bugs were identified by SMS and our IT staff. With no major issues identified, all minor bugs were worked out in a very short time and all parties agreed that Kentucky was ready to go.

12. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Post Production Discoveries After production began, we realized that as a result of Kentucky not having a dedicated line, anytime our network went down the EVVE application was down. While the Kentucky OVS does have a business continuity plan to bring most network applications back online at offsite locations in the case of a disaster, power failure, etc., we currently do not have such for the EVVE application. As a result, our recommendation would be to have a dedicated internet connection or some other solution which would help prevent down times in the application.

13. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 No Match Analysis One of the tools available through the EVVE application is something called a “Utilization Report”. This report identifies the number of “pings” against our database that resulted in a “no match” or “not found”. Staff in OVS review the “Utilization Report” daily. If a no match is reported, staff search for the record to verify that the information in our database matches what’s on the actual hard copy. The most common errors that we have discovered leading to no matches are incorrect file dates and misspelled names.

14. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 No Match Analysis Currently Kentucky is averaging approximately 100 to 150 hits a month. On average we get approximately 20 no matches a month. Staff time requirements to research these no matches will, of course, be relative to the number of no matches you have. However, currently in Kentucky, based on the numbers previously mentioned, we estimate that it takes no more than 30 minutes a day to complete these searches. The latest data I have indicates that we are experiencing approximately an 85% match rate.

15. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 Conclusion Even if you’re not ready or not planning on installing EVVE soon, talk to your IT staff now. Give them access to the technical standards and needs. Realize that it does take some prep time to get ready for the actual install. Getting everyone involved. Prioritizing your resources. Securing contractual agreement. Getting the team ready. Identifying hardware needs. Getting the data ready.

16. 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1 st – 5 th, 2008 The Kentucky Vital Records EVVE Experience Paul Royce Kentucky State Registrar Cabinet for Health and Family Services Department for Public Health Frankfort, KY 40621 (502)-564-3418 paul.royce@ky.gov