The Center for IDEA
Early Childhood Data Systems
Under the Hood with the
DaSy System Design and
Development Framework:
The mechanics of a high
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
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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
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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
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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
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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
2 the Alleghany Highlands
3 Arlington
4 the Roanoke Valley
5 Central Virginia
6 Chesapeake
7 Chesterfield
8 Williamsburg * James City * York * Poquouson
9 the Heartland
10 Cumberland Mountain
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11 Danville-Pittsylvania
12 Staunton-Waynesboro
13 Crater District
14 the Eastern Shore
15 Fairfax-Falls Church
16 Goochland-Powhatan
17 Hampton-Newport News
18 Hanover
19 Harrisonburg-Rockingham
20 Henrico-Charles City-New Kent
21 the Highlands
22 Loudoun
23 Middle Peninsula-N Neck
24 Mount Rogers
25 the New River Valley
26 Norfolk
27 Shenandoah Valley
28 the Piedmont
29 DILENOWISCO
30 Portsmouth
31 Prince William, Manassas and Manassas Park
32 Rappahannock-Rapidan
33 Rappahannock Area
34 the Blue Ridge
35 Richmond
36 the Rockbridge Area
37 Southside
38 Augusta-Highland
39 Virginia Beach
40 Western Tidewater
Chinese Abacus
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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
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Waterfall Steps
17
Planning/Feedback Loop Diagram
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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.
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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.
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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.
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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.
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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.
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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.
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Main flow process flow diagram
25
Referral and Intake Process flow diagrams
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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.
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CLIENT
Outcomes
PK
PK
I1
ICDF_ID
Outcome_ID
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
I2
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
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
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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
RISK
DISABLE_CONDITION
LKP_Disable_Condition
PK
Disable_Condition_CD
Disable_Condition_DES
Update_DT
User_ID
LKP_Risk_Type
PK
PK
PK
INTAKE_ID
ICDF_ID
DISABLE_COND_CD
REFERRAL_ID
COUNCIL_ID
OTHER_DES
CREATE_DT
CREATED_BY_ID
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.
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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.
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Contact Virginia Part C
Catherine Hancock - (804) 371-6592
Catherine.Hancock@dbhds.virginia.gov
Kyla Patterson - (860) 430-1160
K.Patterson@dbhds.virginia.gov
David K. Mills - (804) 371-6593
David.Mills@dbhds.virginia.gov
Questions?
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Idaho Part C
SDD Subcomponent
Mechanic
Test driver for Section 2:
System Design and
Development
– Applied to recent new
system development
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3 Hubs
7 Regions
North Hub
• Regions 1 & 2
West Hub
• Regions 3 & 4
East Hub
• Regions 5, 6, &7
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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.
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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.
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42
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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.
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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.
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Contact Idaho Part C
Christy Cronheim – (208) 334-5590
– cronheic@dhw.idaho.gov
Rick Harris – (208) 334-5517
– harrisr@dhw.idaho.gov
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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
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Pennsylvania’s 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.
2008/09 – Part C
Training Roll Out: Case
Management
53
2009/10 – Part C
Training Roll Out:
Financial Management
2011/12 – 619 Training
Roll Out: Case
Management
PELICAN-EI User Structure
State Staff
Early Intervention Training
& Technical Asisstance
County/Joinder
Leadership (Part C)
54
Preschool Leadership
(619)
Local Service Coordination
Local Program Leads
Service Provider
Community
Service Provider
Community
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
In-person
Program
Trainings
Learning
Management
System
(on-line)
57
Live Webinar
Sessions
Ad Hoc
Training
Teams
Learning Management System (LMS)
58
LMS Course Options
Captivate
Reference Guides
Menu Path Mapping
Field Definitions
Unique Process Tip
Sheets
Policy Crosswalks
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Online Help
Important Links
Online Help
–Screen description
and field
definitions
Important
Announcements
Link to the LMS
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Communications
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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
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Questions?
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Discussion
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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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