Under the Hood with the DaSy System Design and Development ...

Under the Hood with the DaSy System Design and Development ...

The Center for IDEA Early Childhood Data Systems Under the Hood with the DaSy System Design and Development The mechanics of a high Framework: performance data system Improving Data, Improving Outcomes Conference New Orleans, LA ~ September 8, 2014 Presenters & Presentation Overview

Taletha Derrington The DaSy Center at SRI International David Mills, Catherine Hancock, & Kyla Patterson Virginia Part C Christy Cronheim & Rick Harris Idaho Part C Emily Hackleman Pennsylvania Part C/Part B 619 2 2

DaSy System Design and Development Framework Subcomponent System Design and Development (SDD) refers to both a set of functional and technical requirements for a data system, and the development and implementation of a data system based on those requirements. It is the process of defining the architecture, database, system standards and components, and the data elements. This subcomponent supports the development of new data systems and enhancements to existing data systems. DaSy System Design and Development Framework Subcomponent

The purpose of system design and development is to create and support a data system based on the Part C/619 program requirements as articulated in the purpose and vision. System design and development is the means by which the operational needs of the program staff and other users are translated into a technical infrastructure that will meet those needs. DaSy System Design and Development Framework Subcomponent The DaSy SDD Framework subcomponent was developed around the phases and processes of a standard System Development Life Cycle: System initiation and requirements analysis System design and development

System acceptance and deployment 5 The Mechanics of a High Performance Data System The fundamental intent of the DaSy Framework is to help states develop more powerful and comprehensive data systems The 3 SDD sections lay out the mechanics of a high performance data

system 6 Test-driving the DaSy SDD Framework Subcomponent System initiation and requirements analysis Virginia Part C System design and development Idaho Part C System acceptance and deployment Pennsylvania Part C and Part B 619 Virginia Part C

First interaction with SDD Subcomponent Test driver for Section 1: Initiation of New System/ Enhancement and Requirements Analysis Applied to system enhancement currently underway 8 The Department of Behavioral Health and Developmental Services is the Lead agency for the Infant & Toddler Connection of Virginia. Virginia is divided into 40 local systems and six different regions.

Infant & Toddler Connection of 1 Alexandria 11 Danville-Pittsylvania 21 the Highlands 31 Prince William, Manassas and Manassas Park 2 the Alleghany Highlands 12 Staunton-Waynesboro 22 Loudoun 32 RappahannockRapidan 3 Arlington 13 Crater District 23 Middle Peninsula-N Neck 33 Rappahannock Area 4 the Roanoke Valley 14 the Eastern Shore 24 Mount Rogers

34 the Blue Ridge 5 Central Virginia 15 Fairfax-Falls Church 25 the New River Valley 35 Richmond 6 Chesapeake 16 Goochland-Powhatan 26 Norfolk 36 the Rockbridge Area 7 Chesterfield 17 Hampton-Newport News 27 Shenandoah Valley 37 Southside 8 Williamsburg * James City * York * Poquouson

18 Hanover 28 the Piedmont 38 AugustaHighland 9 the Heartland 19 Harrisonburg-Rockingham 29 DILENOWISCO 39 Virginia Beach 10 Cumberland Mountain 20 Henrico-Charles City-New Kent 30 Portsmouth 40 Western 9 Chinese Abacus

10 Clay tablet with Cuneiform writing 11 Stacked Papers 12 Infant Toddler Online Tracking System (ITOTS) screen shot 13

Report cover page 14 Project Overview Executive Summary 15 Single Waterfall 16 Waterfall Steps

17 Planning/Feedback Loop Diagram 18 Section 1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 1: State Part C/619 staff are actively involved in initiating the development of the new system or enhancement. Quality element a: State Part C/619 management provide input to determine project team roles and responsibilities and commit Part C/619 staff to the project.

19 Section 1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 1: State Part C/619 staff are actively involved in initiating the development of the new system or enhancement. Quality element b: State Part C/619 staff review the approved proposal for the new system or enhancement(s) to ensure that it meets existing and anticipated Part C/Part B 619 organizational goals and needs. 20

Section 1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 1: State Part C/619 staff are actively involved in initiating the development of the new system or enhancement. Quality element c: State Part C/619 staff provide input on who will develop the new system/enhancement (i.e., vendor/contractor, in-house staff, commercially available product) and related staffing needs. 21 Section 1: Initiation of New System (or

Enhancement) and Requirements Analysis Quality Indicator 1: State Part C/619 staff are actively involved in initiating the development of the new system or enhancement. Quality element d: State Part C /619 staff provide input into the plan and schedule for the detailed system requirements analysis and the overall high-level plan for the remaining system design/development phases. 22 Section 1: Initiation of New System (or Enhancement) and Requirements Analysis

Quality Indicator 2: State Part C/619 staff are actively involved in the analysis of business requirements for the data system/enhancement. Quality element a: State Part C/619 staff are actively involved in defining, reviewing, and revising business requirements, which identify their programmatic needs expressed in the language of the Part C/619 program. 23 Section 1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 2: State Part C/619 staff are actively involved in the analysis of business requirements for

the data system/enhancement. Quality element b: State Part C/619 staff are actively involved with the IT team to create work process models that reflect an understanding of the Part C/619 program, processes and language. 24 Main flow process flow diagram 25 Referral and Intake Process flow diagrams 26

Section1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 2: State Part C/619 staff are actively involved in the analysis of business requirements for the data system/enhancement. Quality element c: State Part C/619 staff are actively involved with the IT team to create data models that reflect program language. 27 CLIENT

Outcomes PK PK ICDF_ID Outcome_ID I1 Assessment_DT Relationship_Scale_Nbr Relationship_Yes_No_CD Knowledge_Scale_Nbr Knowledge_Yes_No_CD Meets_Needs_Scale_Nbr

Meets_Needs_Yes_No_CD Evaluation_Tool_Des Evaluation_DT COUNCIL_ID Update_DT User_ID INTAKE PK ICDF_ID I5

FIRST_NME MI_DES LAST_NME ADDRESS_DES APARTMENT_DES CITY_DES STATE_CD ZIP_CD MOTHER_FIRST_NME MOTHER_LAST_NME MOTHER_MAIDEN_NME BIRTH_DT BIRTH_ORDER_CD RACE_CD RACE_OTHER_DES

GENDER_CD COUNCIL_ID SUFFIX_DES PHONE_NBR NOTES_DES CURRENT_LOCAL_ID ICDF_CD TRANSFER_COUNCIL_ID SSN_ID FAM_ACK_CD CREATE_DT CREATED_BY_ID MODIFIED_BY_ID MODIFIED_DT DELETE_FLAG_CD

DELETED_BY_ID DELETE_DT I6,I3 INTAKE_ID ICDF_ID I1 I3 COUNCIL_ID IFSP_DT DEV_DELAY_CD ATYPICAL_DEV_CD

DISABLE_CD DISABLE_OTHER_DES RISK_FACTOR_OTHER_DES SERVICE_SETTING_CD MEDICALLY_FRAGILE_CD COMPLETED_BY_ID MITIGATING_OTHER_DES CLOSURE_DESTINATION_CD CLOSURE_OTHER_DEST_DES REF_SOURCE_CD REF_DT LOCAL_CASE_ID NOTES_DES DISCHARGE_DT DISCHARGE_BY_ID

DISCH_REF_ID DEV_COGNITIVE_CD DEV_PHYSICAL_CD DEV_COMM_CD DEV_SOCIAL_CD DEV_ADAPTIVE_CD IFSP_YES_NO_CD RISK_CD EXIT_REF_PRESCHOOL_CD EXIT_REF_HEADSTART_CD EXIT_REF_PRIVATE_CD EXIT_TRANSFER_COUNCIL_ID OTHER_DISCH_DES OTHER_PRIMARY_SETTING_DES MITIGATION_CD

Atypical_Motor_CD Atypical_Affective_CD Atypical_Dev_Skills_CD Atypical_Comm_Skills_CD Child_Inactive_CD Inactive_DT Last_Service_Expires_DT Reason_No_Exit_Assessment_CD Reason_No_Exit_Other_DES CURRENT_SERVICE_SETTING_CD CURRENT_OTHER_SETTING_DES CREATE_DT CREATED_BY_ID MODIFIED_DT MODIFIED_BY_ID

DELETE_FLAG_CD DELETED_BY_ID DELETE_DT ITTOTS Data Module I2 I3,I1 I3 I3 I4 REFERRALS PK PK

ICDF_ID REFERRAL_ID I2 INTAKE_ID REF_OUTCOME_ID REF_DT REF_SOURCE_CD REF_SOURCE_OTHER EVALUATED_CD REF_EVAL_DT Service_Coordinator_Last_NME Service_Coordinator_First_NME

COUNCIL_ID CREATE_DT CREATED_BY_ID MODIFIED_BY_ID MODIFIED_DT I3 I1 LKP_Referral_Outcome PK PK

LKP_Gender PK Gender_CD Gender_DES Update_DT User_ID LKP_Region PK Region_CD Region_DES Update_DT User_ID

Client_Id icdf_id Referral_Source_CD Referral_Source_DES Update_DT User_ID I2 COUNCIL_ID XREF_COUNCILS

COUNCIL_ID COUNCIL_DES COUNCIL_REGION_CD Update_Dt User_Id PK PK PK,I1 PK PK LKP_Service_Setting SERVICE_ID

INTAKE_ID ICDF_ID SERVICE_SETTING_CD PROVIDER_CD HOURS_QTY ASNEEDED_CD CLOSURE_DT OTHER_SERVICE_DES Service_Times Service_Occurs Service_Times_During Service_Period Service_Intensity Additional_Provider_DES CREATE_DT

CREATED_BY_ID MODIFIED_DT MODIFIED_BY_ID DELETE_DT DELETED_BY_ID DELETE_FLAG_CD PK Service_Setting_CD Service_Setting_DES Update_DT User_ID LKP_Service_Provider

PK Service_Provider_CD Service_Provider_DES Update_DT User_ID LKP_Service_Type PK Service_Tpye_CD Service_Type_DES Update_DT User_ID

LKP_Discharge_Referral PK LKP_Service_Occurs Discharge_Referral_CD Discharge_referral_DES Update_DT User_ID Service_Occurs_CD Service_Occurs_DES Update_DT User_ID

LKP_Mitigating_Circum PK Mitigating_Circum_CD LKP_Service_Period Mitigating_Circum_DES Update_DT User_ID Service_Period_CD Service_Period_DES Update_DT User_ID

THIRD_PARTY_COVERAGE PK PK PK COVERAGE_ID INTAKE_ID ICDF_ID LKP_Coverage_Type COVERAGE_POLICY_NME Coverage_Type_ID CREATE_DT

CREATED_BY_ID MODIFIED_BY_ID MODIFIED_DT PK Coverage_Type_CD Coverage_Type_DES Update_DT User_ID Council_Contact PK PK

28 Race_DES Update_DT User_ID LKP_Referral_Source Update_Dt User_Id PK Race_CD

Referral_Outcome_CD Referral_Outcome_DES Update_DT User_ID PK Search_All_Exclusion LKP_Race PK SERVICES

PK PK Council_Id Email_Address_Des First_Nme Middle_Initial_Nme Last_Nme Phone_Nbr FAX_Nbr Active_Cd Update_Dt User_Id PK

Disable_Condition_CD Disable_Condition_DES Update_DT User_ID RISK DISABLE_CONDITION LKP_Disable_Condition PK PK PK

INTAKE_ID ICDF_ID DISABLE_COND_CD REFERRAL_ID COUNCIL_ID OTHER_DES CREATE_DT CREATED_BY_ID LKP_Risk_Type PK PK PK RISK_CD

INTAKE_ID ICDF_ID REFERRAL_ID COUNCIL_ID OTHER_DES CREATED_BY_ID CREATE_DT PK Risk_Type_CD Risk_Type_DES Update_DT User_ID

Section 1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 2: State Part C/619 staff are actively involved in the analysis of business requirements for the data system/enhancement. Quality element d: State Part C/619 staff solicit end user input on business requirements, process models and data models. 29 Section 1: Initiation of New System (or Enhancement) and Requirements Analysis

Quality Indicator 2: State Part C/619 staff are actively involved in the analysis of business requirements for the data system/enhancement. Quality element e: State Part C/619 staff are actively involved in reconciling process models and data models with business requirements, with specific consideration of budget and scope. 30 Section 1: Initiation of New System (or Enhancement) and Requirements Analysis Quality Indicator 2: State Part C/619 staff are actively involved in the analysis of business requirements for

the data system/enhancement. Quality element f: The final approval of the requirements includes sign-off by a designated State Part C/619 representative. 31 Contact Virginia Part C Catherine Hancock - (804) 371-6592 [email protected] Kyla Patterson - (860) 430-1160 [email protected] David K. Mills - (804) 371-6593 [email protected]

Questions? 33 Idaho Part C SDD Subcomponent Mechanic Test driver for Section 2: System Design and Development Applied to recent new system development 34

3 Hubs 7 Regions North Hub Regions 1 & 2 West Hub Regions 3 & 4 East Hub Regions 5, 6, &7 35 36 37

Section 2: System Design and Development Quality Indicator 6: State Part C/619 staff work with the IT team as they build and test the new system or enhancement. Quality element a: State Part C/619 staff are actively involved with the IT team in refining the system requirements during system construction with consideration of scope. 38 39 40

Section 2: System Design and Development Quality Indicator 6: State Part C/619 staff work with the IT team as they build and test the new system or enhancement. Quality element b: State Part C/619 staff test modules as they are developed until they function as intended. 41 42 43

Section 2: System Design and Development Quality Indicator 6: State Part C/619 staff work with the IT team as they build and test the new system or enhancement. Quality element c: State Part C/619 staff communicate with IT team to ensure adequate system load performance based upon anticipated system peak usage. 44 45 Section 2: System Design and Development

Quality Indicator 6: State Part C/619 staff work with the IT team as they build and test the new system or enhancement. Quality element d: State Part C/619 staff or representatives require technical documentation, which include instructions necessary for system deployment and maintenance. 46 47 48 Contact Idaho Part C

Christy Cronheim (208) 334-5590 [email protected] Rick Harris (208) 334-5517 [email protected] 49 Questions? 50 Pennsylvania Part C & Part B 619 SDD Subcomponent

Mechanic Test driver for Section 3: System Acceptance and Deployment Applied to deployment of recent system enhancement 51 52 Pennsylvanias Enterprise to Link Information for Children Across Networks Early Intervention system is an information management system used to manage the records of children receiving Early Intervention

(EI) services in Pennsylvania. 53 PELICAN-EI User Structure 54 Section 3: System Acceptance & Deployment Quality Indicator 8: State Part C/619 staff create, review, and/or revise supporting materials. Quality element a: State Part C/619 staff ensure data dictionary is updated, as needed. Quality element b: State Part C/619 staff participate in

creating/updating system materials (e.g., user manuals, online tutorials, webinars, etc.) as needed. Quality element c: State Part C/619 staff ensure applicable changes are communicated to help desk support. Quality element d: State Part C/619 staff revise updated materials based on testers review and feedback. Section 3: System Acceptance & Deployment Quality Indicator 9: State Part C/619 staff communicate and work with the IT team to deploy the new system/enhancement. Quality element a: State Part C/619 staff collaborate with the IT team to create a deployment plan, including guidelines for transition, schedule, and roles and

responsibilities. Quality element b: State Part C/619 staff communicate the deployment plan to all necessary parties, including state and local staff. Section 3: System Acceptance & Deployment 57 Learning Management System (LMS) 58

LMS Course Options Captivate Reference Guides Menu Path Mapping Field Definitions Unique Process Tip Sheets Policy Crosswalks 59 60 61

Online Help Important Links Online Help Screen description and field definitions Important Announcements Link to the LMS 62 63

Communications 64 Contact Pennsylvania Part C/619 Emily Hackleman | Division Chief & Data Manager Office of Child Development and Early Learning Bureau of Early Intervention Services Departments of Education and Public Welfare 333 Market Street, 6th Fl | Harrisburg, PA 17126 Office: 717.783.3636 | Mobile: 717.370.1206 | Fax: 717.265.8220 www.dpw.state.pa.us | www.pde.state.pa.us 65

Questions? 66 Discussion 67 The contents of portions of this presentation were developed under a grant from the U.S. Department of Education, #H373Z120002. However, those contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Project Officers, Meredith Miceli and Richelle Davis.

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