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Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
EVVE Challenges in Oregon
Sandra K. SamsSr. Systems Analyst
Oregon Health AuthorityOffice of Information Services
Center for Heath Statistics
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Oregon EVVE Timeline
Applied for EVVE Grant
05/2009
10/2009
Project Initiated
Design and Development
of Oregon EVVE Files
11/2009
01/2010
Testing Complete
Rule Making Complete
02/04/2010
2/05/2010
EVVE 1.0 Went LIVE in Production
No Match Analysis Started
02/06/2010
05/2010
EVVE Project Complete
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
EVVE Challenges in Oregon Budget Multiple Birth Systems SFN Format changes Names are not consistent SFN re-numbering Rigorous Testing Processes Rule making required
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Budget
Problem – As with many states money is tight
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Budget
OVERS - Death
2006
2007
OVS
OVERS – Birth / Fetal Death
2008
2010
EVVE
STEVE
2010
2011
Virtualization of Servers
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Budget
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Budget
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Budget
Problem – As with many states money is tight
Solution – Implement using existing hardware and software
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Multiple Systems Problem – Multiple systems contain
birth data
Solution – Extract data from both systems into a separate EVVE database
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
SFN Format Changes nnnnn nnnnnn YYnnnnn YYYYnnnnnn 136-YYnnnnn 136-YYYYnnnnnn
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
SFN Format Changes
13687123451987 012345
Database
012345012345
DOB: 12/05/1987Name: John DoeGender: Male
DOB: 12/05/1987Name: John DoeGender: Male
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Names, Diacritics and Spaces
O’brian O’ Brian O Brian O’ brian Obrian o brian obrian
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Names, Diacritics and Spaces
Problem – Inconsistency over time and the use of diacritic marks
Solution – Names are standardized before moving to EVVE database
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Names, Diacritics and Spaces
OBRIAN
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
State File Re-Numbering
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Oregon’s Testing Process
According to Oregon: Security TEST
Take measures to see if your web based system is vulnerable to internet based threats
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Oregon’s Testing Process Problem – Oregon requires a
thorough testing process that can take a lot of time
Solution – leverage existing resources
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Oregon Results Error rate – December 2010
3.1 Million records evaluated 5926 potential errors .18%
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
April 2011Data Oregon EVVE No Match Analysis
0
5
10
15
20
25
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
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
Continuity of Change:Where We Have Come From, Where We Are Going
New Orleans, LA June 5th – June 9th, 2011
Contact Information
Sandra K. [email protected]
800 NE Oregon St. Suite 225Portland, OR 97232
971-673-0579
