Data Integration Across the Part C to Part B Program Divide Oklahoma State Department of Education Todd Loftin, Executive Director, Office of Special Education Services Mark Sharp, Executive Director, SoonerStart (EI Program) Dr. Ginger Elliott-Teague, Director of Data Analysis/Part B & C Data Manager
OSEP Disclaimer 2019 OSEP Leadership Conference DISCLAIMER: The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e-3 and 3474)
Overview: What’s Working in Oklahoma • What motivated integration? • What does integration look like in Oklahoma? • What are the benefits? • What mistakes were made? • How overcome barriers? • How did it happen? • Context • Recommendations for other states?
Motivating Integration • Part B: • Desire to create digital IFSP files that could be shared with districts in a timely and secure manner • State Systemic Improvement Plan for Part B: create mechanism to assign permanent unique IDs to SoonerStart kids to improve transition • Part C: • Desperate need for a new SoonerStart online IFSP system • Annual requirement for Part C to report Part B EC transition/eligibilitydata • Need for secure record sharing dependent on parent consent • Supported by… opportunity!
What does integration look like? • Linked systems • Common system vendor • At eligibility, Part C children assigned unique ID for school-age students • Once consent is given, IFSPs and evaluation/eligibility information shared immediately with district in digital format • Coordinated data teams • Data managers and program support • Merged data storage • Background data tables housing Part C elements for Part B analysis • CEDS definitions
What’s next? • Part B: • Automatic record updates in the online IEP system upon district enrollment and exit • Automated activation of shared SoonerStart records at soft enrollment • Part C: • Medicaid claims and health department service data processing and storage • Multi-agency early childhood centralized data sharing
Benefits of Integration • Multi-program access to long-term eligibility and service data in one location • Standardized data in permanent storage • Student, site and district levels • Coordinated data collection, management and analysis • Part B EC transition outcomes shared directly with SoonerStart for reporting • Data shared for accountability and program improvement on both sides • Shared training opportunities (e.g., for ECOs)
Barriers, Challenges, and Mistakes • Barriers • System complexity and weaknesses • Time and effort required • Challenges • Student privacy requirements • Vendors and contracts • Outdated IT systems • The ‘status quo’ for data storage and sharing • Mistakes • Not planning in enough detail • Not monitoring vendors’ processes
Discussion • Poll: are Part C and Part B data integrated digitally in your state? • If yes, how? • If not, what challenges have discouraged your state from pursuing an integrated data system?
How did it happen? • Coordinated, deliberate effort • Solid relationships • Strong visioning and leadership • Inclination to challenge the status quo in IT design, systems frameworks, and data storage and sharing • Ability to share personnel, data, and systems • Cooperative partners and vendors • Willingness to keep trying and improving • Favorable programmatic context and structure
Structure & Context State of Oklahoma OSDE Sooner- Start OSDH SPED Private Contractors
Discussion • What are some changes you could pursue to make integration more likely and more successful? • Structural • Personnel • Leadership • Partnerships
Recommendations • Open program boundaries and structure • Be willing to share information and data • Build on system and program strengths • Include the right people and agencies • Involve leadership of relevant offices at all stages • Invite IT and data folks from the beginning • Ensure all programs have input into design and implementation • Communicate well • Be open about system deficiencies • Be as articulate as possible with vendors and monitor progress
Contact Information • Office of Special Education Services, OSDE • 405-521-3351 • email@example.com (Executive Director) • firstname.lastname@example.org (Data Manager) • SoonerStart, OSDE • 405-521-3575 • email@example.com (Executive Director) • firstname.lastname@example.org (Data Manager)
OSEP Leadership Disclaimer 2019 OSEP Leadership Conference DISCLAIMER: The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. 1221e-3 and 3474)