gtc east digital government summit: enterprise data...

GTC East Digital Government Summit: Enterprise Data Sharing Session

September 15th, 2011

HHS-Connect Vision

HHS-Connect Backgroundg

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HHS-Connect Vision

To break information silos through the use of modernized technology and coordinated agency practices to more efficientlytechnology and coordinated agency practices to more efficiently and effectively provide Health and Human Services to New Yorkers.

The HHS-Connect program builds and delivers p gtechnology solutions to “connect the dots” between:

- Health & Human Service agencies- City workers - Service providers

Citizens/clients

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- Citizens/clients

Governance & Implementation Linda Gibbs

Deputy MayorChair/Sponsor

Executive Steering Committee

• (Eight) HHS Agency Commissioners• Dept. of Technology & Telecommunication• Office of Management & Budget

Isidore SobkowskiExecutive Director HHS-Connect

CIO for Health and Human ServicesCo-Chair Executive Steering Committee

SI Team• Project

PMQA Team• Project

Key City Positions

HHS Software Architect

ProjectManagement

• TechnologySupport

• FunctionalS

ProjectMonitoring

• QualityAssurance

• Technical &F i l

Director ofAdministration

Director ofClient Solutions

Project Managers

Director of Policy and LegalSupport Functional

Advice

Managers Policy and Legal

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Implementation Teams

Health & Human Services Agencies, and Partner Agencies

New York City has a population of eight million.

HHS Domain• Administration for Children’s Services

& Department of Juvenile Justice• Department for the Aging

NYC Health and Human Service organizations serve over two million

l ith id f d

• Department for the Aging• Department of Health &Mental Hygiene• Department of Homeless Services• Health and Hospitals Corporation• Human Resources Administrationpeople with a wide range of needs:

• From: Applying for standard benefits

Human Resources Administration• Department of Correction• Department of Probation

• To: Addressing the complex needs of socio-economically disadvantaged New Yorkers.

Partners• Department of Information Technology

& Telecommunications• Office of Management & Budget• Department of Youth & Community

Development• New York City Housing Authority• Small Business Services

f d i

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• Department of Education• Department of Finance

Holistic Approach to Clients & Client Data

Client:Improved

Provider:Improved p

Outcomesp

Effectiveness

Agency:Improved Efficiency

Worker:Improved

Experience

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Foundation Technology

Document ManagementCommon Client Index

(CCI)

Doc. MgmtDoc.

Mgmt

• Improve quality, timeliness and consistency of information

• Reduce client burden to

• Identify common clients

• Central source of client information

Worker C tWorker C t

CCICCI

Mgmt.Mgmt. • Reduce client burden to provide documents at multiple agencies

• Enable worker access to

information

• Improve collaboration and communication between agencies

ConnectConnect documents

• Improve the quality of client service

• Provide administrators with access to alerts

• Support data consistency

• Provide a more complete view

• Improve timeliness

• Link up with Worker Portal and Document Management, to provide client data to Case Workers.

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Workers.

Access NYC and Worker Connect

• Citizen information portal (available in seven languages)• Screening: Self-screening tool for over 30 City, State, & g g y, ,

Federal human services benefit programs• Applications: Ability to apply for benefits such as School

Meals, Medicaid renewal, SCRIE/DRIE, Food Stamps. • Integrated with 311 Online contentg

• Web application to access and select data across HHS agencies in accordance with all applicable laws and regulations.

• 6,200 authorized city employeesy p y• Across all HHS agencies• Multiple agencies as data sources and document

sources

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Enterprise Case Management• Collection and review of client information to determine programs, services, or benefits that may meet the clients needs and that should be investigated further. This is typically done before a case is opened.Screening

• Collection of information and verification required to evaluate a person for receipt of services or benefits.Intake q p pIntake

• Measuring the circumstances of an individual, a family, a group or community against agreed benchmarks leading to informed analysis upon which to base delivery of appropriate services.Assessment

• Evaluation of participant circumstances to determine if they meet the criteria for a program and the amount of service or benefit for which they are eligible.Eligibility Determination

• Involves activities related to developing a plan and/or delivering the services and benefits to meet the needs of the participants in a case.Service Planning and Delivery

• Involves the recording of interim activities and communications related to a case. Tracks case progress toward identified goals.Case Management

• Management of the budget, provision, and/or claiming for services and benefits related to a particular case.Financial Managementg

• Involves the definition, collection, and analysis of performance and outcome metrics to evaluate a provider’s service deliver efficacy.Provider Management

I l th d fi iti ll ti d l i f f d t t i t l t

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• Involves the definition, collection, and analysis of performance and outcome metrics to evaluate a program's efficacy.Performance Management

Solution Overview

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HHS-Connect Vision

Worker Connect: NYC’sWorker Connect: NYC s HHS Data Sharing Application

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What is Worker Connect?

The Worker Connect System is a Web-based system developed by HHS C t th t bl th i d l * f th Cit f NHHS-Connect that enables authorized employees* of the City of New York’ access to select data within six data sources in accordance with all applicable laws and regulations.

*Approx 6 300 a thori ed cit emplo ees across nine (9) cit agencies*Approx. 6,300 authorized city employees across nine (9) city agencies

C t 6 it d t tCurrent 6 city data source systems:• Administration for Children Services – Child Care• Department of Homeless Services – Families in Shelter• Department of Finance – Senior Citizen Rent Increase Exemption

N Y k Cit H i A th it P bli H i• New York City Housing Authority – Public Housing• Human Resources Administration – Food Stamps, Cash Assistance and

Medicaid Status• Human Resources Administration - Select document types from document

repository

11Draft – for discussion purposes only

Worker Connect User Groups – approximately 6,300 authorized city agency users

Administration for Children’s Services (ACS) Division of Child ProtectionFamily Court Legal ServicesChild Care

Human Resources Administration (HRA)Family Independence AdministrationOffice of Domestic Violence and Emergency Intervention Services

Division of Policy and PlanningFamily Permanency Services Family Support Services

Department of Juvenile Justice (DJJ)Operations & Detention

Investigation, Revenue and Enforcement AdministrationMedical Insurance and Community Services AdministrationOffice of Child Support EnforcementOffice of Constituent Services and Policy ImprovementOffice of Legal Affairs

pAdministration& Policy

Department for the Aging (DFTA)Long Term Care / Active AgingEnergy Assistance Programs (HEAP/WRAP)

Department of Homeless Services (DHS)Entitlements / Adults

Department of Health and Mental Hygiene (DOHMH)Newborn Home Visiting ProgramNurse Family PartnershipsBureau of School Health

Entitlements / AdultsCase Management / FamiliesPrevention

Health and Hospitals Corporation (HHC)

Department of Finance (DOF)Department of Corrections (DOC)Discharge Planning Liaisons

Health and Hospitals Corporation (HHC)Financial Counselors Department of Probation (DOP)

Adult Court Operations

Department of Finance (DOF)SCRIE/DRIE Unit

g g


WC Enhances Access to Information & Relies on a Federated Architecture

• WC is an enhancement, not a replacement, to the current processes case worker undergo when determining the most appropriate course of action for their g g pp pclients. Prior to Worker Connect, workers had to rely on multiple sources to gain accurate and timely and client information. Much of the information was client self-report and information gathered through informal relationships with other agencies through calls e mails and fax transmissions Now approved WC useragencies through calls, e-mails and fax transmissions. Now, approved WC user groups have ability to perform client verification and validation work in real time at their finger tips through a secured environment.

• Worker Connect is not a database, rather it is a federated solution that retrieves clients from the Common Client Index (a solution that facilitates client matching across data sets) and then retrieves specific case information from g ) pexisting agency data sources – it does not maintain this information in a separate database.

Worker Connect’s Versatility

WC is a versatile tool. It contains a lot of information that could be used for a variety of different purposes. HHS-Connect works with City agencies to ensure and determine the appropriate information for appropriate users through aand determine the appropriate information for appropriate users through a process called developing use cases. The following are sample use cases, demonstrating the varied benefits of the tool to different agencies and user groups:

At ACS child protection workers may use WC to confirm a child’s whereabouts or to locate a child’s relativesAt DHS WC helps expedite an already long intake process by consolidating important data elements at a worker’s fingertips while it is also used by prevention workers to find alternatives toelements at a worker s fingertips, while it is also used by prevention workers to find alternatives to shelter.HRA workers use WC to better assist APS clients maximize benefits, while child support enforcement workers use the system to locate noncustodial parents. HHC workers help patients get financial assistance, and use it to aid in Medicaid applications.HHC workers help patients get financial assistance, and use it to aid in Medicaid applications.DOHMH workers use WC to find eligible mothers for their newborn home visiting program.DFTA workers may use it to help seniors who need assistance in applying for benefits and housing subsidies, as well as respond to 311 calls regarding individuals who may need assistance. DOC workers use WC to better facilitate discharge planning.DOC workers use WC to better facilitate discharge planning.DOP uses WC to enhance supervision of probationers.

HHS-Connect Vision

Policy & Legal Framework:Policy & Legal Framework: Business Use Case Development

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Business Use Case Development • Business Use Case Process - Written in plain language, with no technical jargon, business use cases

describe functional requirements in a way that can be understood by all stakeholders: policy and legal, users of the system, and by the developers of the system. The use case enumerates the needs of the user describing the interaction of the user with the system to achieve a goal. Business use cases are used to:

d ib k– describe a work process – focus on outcomes and goals which define the scope of the authorization– develop the functional requirements for a system (informing security and role-based access)

• At a minimum in addition to the above business use cases include the following:• At a minimum, in addition to the above, business use cases include the following:who is requesting the information;what information is requested; the purpose and intended use for which the information is being sought;the added value/benefit/ to be achieved;the added value/benefit/ to be achieved;Are there express statutory preclusions to sharing the information

• Business use cases must be developed in consideration of the following: That they are: (i) consistent and in furtherance of the agency mission; (ii) directly related to user group’s business functions; (iii) directly related g y ( ) y g p ( ) yand required by user group staff in performance of their official duties, roles and responsibilities; (iv) for a permitted purpose; and (v) that neither law nor regulation nor policy precludes access and/or use of any such data.

Data Source Counsel review all business use cases in accordanceData Source Counsel review all business use cases in accordance with all applicable federal, state, local laws and regulations


Business Use Case Process / Policy & Legal Analysis

Use Case Guidelines Essential Business Specific Data

Over 160 use cases modeled across 9 City agencies and 27 user groups

for each User Group

Functions definedp

Sources described

Input from User Groups

WHO needs the information?

WHAT information Is needed?

WHY - what is the intendedpurpose / how will theinformation be used?

Review of User GroupUse Cases

Application of Laws, Regulations, and Rules

Data Source Agency Counsel/Corp Counsel

Policy & Legal

Analysisand RulesCounsel Review

Analysis

Applied filters based upon legal review (role-based access/authorization)


Security and Applied Filters

Authentication, Access, Audit

• Data is protected at rest and in transit – Data encryption technologies (e.g. SSL) are used for data in transit– Data encryption technologies are used for the storage of sensitive data – Keys (digital certificates) are used to secure transactions between agency systems– Networks are segmented to limit exposure of sensitive data

• Access to data is restricted – Worker Connect limits access to data based on user roles

U l d b d t idi i– User roles are approved by data providing agencies– Users are required to authenticate (grant access) to the New York City network and must be granted

access by administrators

• Access to systems where data is stored is loggedAccess to systems where data is stored is logged– Attempted access to HHS Connect systems is recorded in application logs– User actions are recorded in application and system logs– Administrative actions are recorded in application and system logs


Worker Connect “Program” Level Filtering - ExampleThe following is an example of Data Source/Program level filtering

User GroupsUser Groups

Data Source

Data Source System/Program Agency Two, Department A

Agency Three, Department B

Agency Four, Department C

Agency Five, Department DSource

AgencyDepartment A Department B Department C Department D

AgencyOne

Source System Two

Data Source Agency, Source System / Program

This red cell indicates that the above User

Groups are not This green cell indicates thatauthorized to access Source System Two of

Agency One

This green cell indicates that the above User Groups are

authorized and have permission to access Source System Two of Agency One


Worker Connect “Data Element” Level Filtering - ExampleThe following is an example of Data Element filtering/access

User Groups

Data Agency One, Source System Two

Data Element Name

Definition of Data Element Agency Six, Department One

Agency Seven, Department Two

Agency Four, Department D

Data Element One

Definition of data element one

Data Element & DefinitionThis red cell indicates that the above User Groups cannot access this specific data

element from Source System Two of Data Agency One

This green cell indicates that this specific data element from Source System Two of

Data Agency One is accessible to the

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above User Group

Protecting Children…Stories from the Field ACS Child Protective Specialist cited for exemplary work Ensuring the Safety of Two Children Abandoned at Bus Terminal

In the early morning of May 13, Police Officers Collins and Romig were first on the scene when a 10-month old girl and a 2-year old boy were discovered alone at the Buswhen a 10 month old girl and a 2 year old boy were discovered alone at the Bus Terminal. The officers attempted to find the parents of the children, with no success. After asking questions and reviewing security video, the officers determined that the children had been abandoned by a man who had boarded a bus leaving the station. They worked to keep the children calm, brought them to Bellevue Hospital for medical clearance, and then on to the ACS Children’s Center. All the while, the two officers made sure that the two children remained together and were not further traumatized by an already harrowingchildren remained together and were not further traumatized by an already harrowing experience.

With the help of the officers, along with ACS Emergency Children’s Services and Child Protection Services staff in Manhattan Zone C located in Harlem, the Agency began its investigation to determine who the parents were and to ensure the safety of the children. As the investigation progressed, ACS found that two older children were still missing. The Port Authority Police, NYPD and ACS Investigative Consultants continued to work with Child Protective staff in an attempt to locate the two other children.

The Child Protective Specialist assigned to the case, Patrice McRae, was able to interview the man who the police officers identified as the father of one of the older children, as wellthe man who the police officers identified as the father of one of the older children, as well as the mother. When conflicting information was reported by the two caretakers that the other two children were no longer in New York, Patrice McRae had a suspicion that there was more to this story and continued searching for the children. McRae used HHS Connect to identify other possible leads which could help ACS find the children. She located a cousin’s address and with the assistance of the NYPD, went to this home and found the remaining children All four children are now reunited with their other siblings in a saferemaining children. All four children are now reunited with their other siblings in a safe foster home.

May 24, 2011

Draft – for discussion purposes only

HHS-Connect Vision

Analytics: yLaying the Foundation

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HHS-Connect Analytics

Objective: Drive better outcomes using real-time actionable andmeasurable recommendations

Activities:• Create a Business Intelligence and Artificial Intelligence

architecture and framework• Create business processes to manage HHS analytic

opportunities• Leverage HHS-Connect foundational capabilities • Define quick win initiatives• Produce and measure high quality results• Produce and measure high quality results

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Potential Areas for Predictive Analytics

R idi i Ad lt C i i l d J il J tiRecidivism Adult Criminal and Juvenile Justice Transitions Between/on/off services

Self-sufficiency Analysis of behaviors and characteristicsTransactional behaviors Use of self-service, benefit denials,

redeterminationPayment Integrity / Fraud Targets Medicaid, Child Care, etc.Policy impacts Modeling, outcomes, funding

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HHS-Connect Vision

Thank youy

Questions?Questions?

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