1. 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

2. 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 10/2009 Project Initiated Design and Development of Oregon EVVE Files 11/2009 01/2010 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 05/2010 EVVE Project Complete

3. 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

4. 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

5. 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 2006 2007 OVS OVERS – Birth / Fetal Death 2008 2010 EVVE STEVE 2010 2011 Virtualization of Servers

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

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

8. 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

9. 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

10. 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

11. 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 1368712345 1987 012345 Database 012345 DOB: 12/05/1987 Name: John Doe Gender: Male DOB: 12/05/1987 Name: John Doe Gender: Male

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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 2010 3.1 Million records evaluated 5926 potential errors.18%

23. 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 2011 386 transactions, 261 individuals 41 certifications 38 passed (97% match rate) 3 no match 220 verifications 187 passed (85% match rate) 33 no match

24. 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

25. 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 $1059.20 received for April 2011 Postage - $0 Staff time – < 30 min Verifications / Certifications within seconds Manual Process $1368.00 would have been generated Postage - $99 Staff time – 18.75 hours Verifications – 2 days / Certifications – 2 weeks

26. 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

27. 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

28. 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 Sandra.Sams@state.or.us 800 NE Oregon St. Suite 225 Portland, OR 97232 971-673-0579