Description of the Business Problem and Solution

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1 2014 NASCIO State IT Recognition Awards Cover Page Title: Category: Contact: idata Project - Phase II HCPF Executive Analytics Dashboard Fast Track Solutions Dianna Anderson Chief Data Officer Governor s Office of Information Technology (OIT) 601 E. 18 th Avenue Denver, CO Dianna.Anderson@state.co.us State: Colorado Project Initiation Date: February 4, 2014 Project Completion Date: May 29,

2 Executive Summary Until recently, data sharing within the State of Colorado agencies has been very limited. Huge amounts of data collected by agencies called for a platform that could store, catalogue and analyze the data for multiple uses, not just one-time projects. This would save time and money for the state and its citizens. Recognizing this need, the OIT created the Data Insights Platform (idata Platform). The idata platform has been built using newer Big Data technologies based on opensource products and an identity matching platform that is also based on open-source. This has enabled Colorado to realize cost benefits during its implementation. The idata Platform is designed for state data analytics and support for business operations. It encompasses data and information governance, data integration from disparate systems and identity resolution of information across all contributing organizations through big data analytics. The idata Platform allows for the storage, integration, and processing of data from a variety of different source systems in a multitude of formats using an agile approach that delivers results more quickly while being responsive to changing analytics and operational needs of the state. This project is already reducing Colorado s state operational costs by creating a reusable analytics framework around information standards and services using open-source technology. It will also reduce the redundant capture of data and reduce training costs around information interpretation. The conception of the idata Platform coincided with the need to implement the Affordable Care Act (ACA) through the Department of Health Care Policy and Financing (HCPF), OIT and the non-profit health insurance marketplace called Connect for Health Colorado (C4HCO). When enrollment opened, the state saw a significant increase in the number of Coloradans applying for medical assistance programs and the state needed to monitor and report on the implementation of the ACA. The second ACArelated project to come out of the idata platform was the HCPF Executive Analytics Dashboard. The purpose of the Dashboard is to provide HCPF executives with Medicaid expansion and application processing performance indicators. It is helping HCPF to report necessary data weekly to the Centers for Medicare and Medicaid Services (CMS), the Federal agency responsible for oversight of the ACA implementation. The Dashboard provides insight on operational functions throughout Eligibility and Enrollment so leadership can maximize resources, track performance, and troubleshoot any issues that arise. 2

3 Description of the Business Problem and Solution The HCPF Executive Analytics Dashboard was needed to meet CMS requirements for weekly and monthly reporting on the Medicaid Expansion component of the ACA. It was also needed to facilitate timely response to media inquiries about Medicaid eligibility and enrollment in Colorado. Further, it was required for HCPF leadership to track a significant requirement of ACA, to make immediate determinations of eligibility when Medicaid applications were filed; this is called Real Time Eligibility (RTE). HCPF needed to monitor RTE percentages in real-time to ensure compliance with ACA mandates. HCPF also targeted efforts to improve and meet existing court-ordered metrics. Without this dashboard, data analysis would require manual effort from several FTEs and delay decision making. The idata Platform value-add includes four components: 1. Governance: This component jump starts any government or approved entity to easily create the privacy statements, Memorandum of Understanding (MOU), data dictionaries, checklists - all the necessary tools required to share data amongst government agencies and external entities. The entity that owns the data retains complete control over it. 2. Hybrid Big Data Integration: The framework, developed using open source Apache Software foundation components, includes metadata and contact information, policies generated from the governance framework and any other relevant information required for an entity to understand and use the data. It connects, on the back end, to multiple data sources as well as enterprise data stores. It provides the capability to integrate unstructured data to analyze both big data and traditional data sources. Additionally, it provides capabilities around strict Roles Based Access rights so that an entity may expose their data to only those members who are allowed access. 3. Identity Resolution: This framework, developed using open source Apache Software foundation, includes a component for resolving individual identities in real time using open-source software. A participating entity must follow the guidelines for resolving identity which includes submitting certain elements of an identity that will be resolved or added. This includes some configurability on how the resolution is established and what is returned to the requestor. 4. Analytics: This framework delivers a complete business analytics solution that includes everything from reports, dashboards, interactive visualization and exploration, predictive and prescriptive analytics. 3

4 The development of the HCPF Executive Analytics Dashboard was performed by Deloitte Consulting, the State s maintenance vendor for the Colorado Benefits Management System (CBMS), which supports both HCPF and the Colorado Department of Human Services (DHS). The Dashboard (idata Phase II) was broken into several sub-projects, which are expected to total almost 8000 hours of work. An Agile project management approach was used and the first sub-project was implemented over the course of four sprints. Just less than 1500 hours were budgeted for the development, testing and implementation of the first segment of the dashboard. Use of the dashboard is restricted to HCPF leadership, several of whom participated in the project s first design, development and testing sprints, so the need for training was minimized. Three systems contribute data to the HCPF Executive Analytics Dashboard: CBMS, C4HCO and Colorado s self-service portal, PEAK, the Program Eligibility and Application Kit. The Dashboard provides HCPF leadership with ACA and Medicaid expansion data such as: Eligibles Ineligibles Methods of determining eligibility Number of uninsured Coloradans after Medicaid expansion Enrollments by period Enrollments by source Enrollments by individual aid codes Ineligibility reasons Method of applications received by Medicaid agency(online, mail, in-person, phone, other) Processing times (from number of hours to number of days) RTE processing RTE outcomes Reasons for non-rte, cases sent to Inbox for worker processing PEAK accounts created, guest applications submitted Customer contact center statistics Upcoming sub-projects will address Dashboard data issues such as: Statistics regarding redeterminations of eligibility Budget reporting requirements Call center usage, wait times, repeat calls, surveys Refreshing performance data as close to real-time as possible 4

5 Ability to gather select components into a single view for external audiences Dynamic data needs of clients, staff and the public Ability to view details of data sets and different time scales for each component End-to-end implementation of the first sub-project was done in 5 weeks, far less time than it would have taken a more traditional approach using Master Data Management and Data Warehouse technologies. The short timeframes are made possible by the agility and flexibility of the Big Data technologies which are ushering in a new era of analytics for both private and public sector entities. 5

6 Significance of the Project to the Improvement of the Operation of Government While implementation of ACA using the federal health insurance exchange was experiencing significant issues, Colorado s launch of ACA was one of the most successful in the nation. Approximately 180,000 additional Coloradans became eligible under the Medicaid expansion rules. Additionally, thousands of applicants for health insurance were determined ineligible for Medicaid first, preparatory to a determination that they were eligible for income tax credits and/or premium cost reductions. The sharing of information across boundaries using the Data Insights Platform improves decision-making, mission performance, and customer service. Additionally, centralizing governance, security and standards around the information reduces misinterpretation of data and provide the structure for ongoing, secure and reusable information exchanges. The idata Platform created the architectural framework for those information exchanges by making data visible, accessible, understandable and, above all, trusted. The State of Colorado recognizes that data is an asset just as Human Resources, Property, and Financials are assets and critical to business success. Data is the base from where information is created. More shared, cross-agency information provides insights to a business problem or issue. Deeper insights create Impactful outcomes for Colorado s citizens. 6

7 Benefits of the Project Before the idata platform was operational, many data analysts across both HCPF and the private contractor (Deloitte) had to be engaged to produce manual reports and queries to report the metrics that are now starting to be reported using automated tools and processes through idata. This has resulted in reaching the four simple goals of the Colorado idata initiative: Improve information availability and interoperability within the state o Current, updated ACA statistics for HCPF executives Reduce costs and redundancy o Reduction of manual, error-prone processes to obtain the statistics Increase information agility o Relevant ACA data for executives Increase information security o Roles Based Access Control (RBAC) around who man access and use the data o Auditable information around access and reporting The idata Platform allows transparency and good government collaboration based on the Governor s Colorado Blueprint and builds a foundation for better, holistic, decision making within the state. The idata Platform is the first of its kind platform that will transform government s decision-making process through better use of analytics. 7