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EVVE Challenges in Oregon

EVVE Challenges in Oregon. Sandra K. Sams Sr. Systems Analyst Oregon Health Authority Office of Information Services Center for Heath Statistics. Oregon EVVE Timeline. EVVE Challenges in Oregon. Budget Multiple Birth Systems SFN Format changes Names are not consistent

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EVVE Challenges in Oregon

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  1. EVVE Challenges in Oregon Sandra K. Sams Sr. Systems Analyst Oregon Health Authority Office of Information Services Center for Heath Statistics

  2. Oregon EVVE Timeline

  3. 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. Budget Problem – As with many states money is tight

  5. Budget

  6. Budget

  7. Budget

  8. Budget Problem – As with many states money is tight Solution – Implement using existing hardware and software

  9. Multiple Systems Problem – Multiple systems contain birth data Solution – Extract data from both systems into a separate EVVE database

  10. SFN Format Changes • nnnnn • nnnnnn • YYnnnnn • YYYYnnnnnn • 136-YYnnnnn • 136-YYYYnnnnnn

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

  12. 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. Names, Diacritics and Spaces O’brian O’ Brian O Brian O’ brian Obrian o brian obrian

  14. Names, Diacritics and Spaces Problem – Inconsistency over time and the use of diacritic marks Solution – Names are standardized before moving to EVVE database

  15. Names, Diacritics and Spaces OBRIAN

  16. State File Re-Numbering

  17. 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. 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. 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. 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. Oregon’s Testing Process Problem – Oregon requires a thorough testing process that can take a lot of time Solution – leverage existing resources

  22. Oregon Results • Error rate – December 2010 • 3.1 Million records evaluated • 5926 potential errors .18%

  23. 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. April 2011Data Oregon EVVE No Match Analysis

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

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