System of Systems Building Project: Data Work group meeting 10/31/2013

The Data group meeting of System of Systems Building Project was held on October 31st between 10:00am to 11:30pm. This meeting was attended by a total of 19 participants. The meeting started with an opening exercise that asked the participants to list the things that they envision the Systems Building Project having accomplished ( or the types of deliverables being regularly provided by the initiative)say by the end of October 2016. Participants pictured the Project to be either involved or be at the forefront of delivering a multitude of things which include: Showcasing Philadelphia to be a model for expansion to other cities Providing regular system-wide aggregate reports that show different trends and see what is working across sites Being a catalyst for culture shift where data driven decisions take precedence Ability to tell the consistent story Support advocacy Further integration with external networks providing OST services Ability to use data for grant reports and many more

This exercise was followed by other agenda items which included: Agreements and time lag The project team Led by Tom has been working with the Law department in producing the 4 main agreements that would allow for various pre and actual implementation of Social Solutions ETO Software and allow us to provide the Data Licenses with user agreements. At this point we have two Agreements in play that have allowed us to provide all the providers with Consent forms and the ability to upload PCAPS data to ETO for testing. The remaining two agreements are being worked on and they include authority for Project Team at Health and Opportunity to Provide Licenses to Providers and actual Provider Data Agreement with user licenses Updated timeline for implementation We went over the current updated timeline and the tasks that are currently being worked on. We have uploaded PCAPS data for testing and Social Solutions is performing

the requisite Field and Data Mapping and we are expecting missing identified fields from PHMC (PCAPS) by the first week of November. Implementation options and Timelines We are behind our original project timeline of ETO implementation due to delays in terms of having proper legal agreements etc. in place and thus delays in uploading PCAPS Data. Given that we have two types of main users--PCAPS users (DHS funded) and non-PCAPS users. We felt that due to PCAPS data upload delays non-PCAPS users could have the system ready for Data entry much sooner than PCAPS users. We have decided to take that route and based on this slightly modified Phase the new timeline looks like this: Focus on non-PCAPS providers (mainly PP&R, FLP and others) Blue Print approved: 11/11/13 Enterprise Admin Training: 11/11 thru 11/14 System testing: between 11/21 thru 11/25 All edits made: 12/5 End User Trainings: 12/10 thru 12/15 Go live: 12/16

PCAPS Phase: Remainder Blue Print Complete by: 11/27 Blue Print Approved: 12/11 ETO Configuration: by 12/23 Custom and other reports: 12/23 ETO Testing: 1/3/14 thru 1/7/14 PCAPS Integration: done by 1/22 End User Trainings: 1/28 thru 1/31 Go-Live: 2/3

Other components of the overall project

We further talked about the other overall components of the Project which include: Outcomes and Assessments (QIP) and the work happening there. We have identified 22 Pilot Sites and will be using NIOSTs SAYO-S tool. Pre-test will be done using survey monkey and then uploaded to ETO (once ready) and Post test will happen in ETO. Camille Richardson (QIP Coordinator) informed the group of the recently held NIOST training. Coordination update Tom and Vicki briefly shared the latest work that is happening on the coordination side. This includes looking at various options and one which manages to sustain the project work beyond the grant period. Dedicated website

Group members were given a brief preview of the beta version of our new website. Everyone agreed that the Systems Building Project has reached a point where a dedicated website is needed. The new site will not only help in branding but furthermore will inform all the stakeholders and public at large of the work being done during the grant period and in the long run be a valuable local resources for providers, funders, educators, policy makers, parents and youth. Once the Data system is up and running it is expected that many of the (de-identified ) small consumable reports will be made available on the site as well. The project website (with most of the work done by Jeremy Keim-Shenk---our Vista OST Data Coordinator) can be viewed at the following address: www.phillyboost.weebly.com

Check it out and tell us what you think. Bear in mind this is still a beta version and lacks much of the interactivity that we envision once we have more content and data to feed it with. We are open to ideas for the website name. In Conclusion

There was a brief discussion around project sustainability beyond the grant period. Various ideas were floated around and it was decided a sub-group will have further conversations on this topic. The meeting concluded with a few brief remarks by Tom Sheaffer who is retiring in early November. We all will miss Tom but feel that his leadership has given us a great foundation and

we are ready to move on to next Phase of this initiative. Vicki Ellis is the new Project lead and she has already hit the ground running! The future DWG meetings are expected to be held together with Outcomes and Assessments group members given that we have reached a point where there is overlap of work and information. The next meeting date will be sent out soon.