Interjurisdictional Exchange Update, Workshop, and Discussion: We’ve done the work … so why are you not exchanging the data? (just kidding – sort of)

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Presenters : IJE C’tee Members Jane McKendry, California Joyce Grant-Worley, Oregon Mark Miller, Nebraska David Johnson, NCHS ALSO: Teresa Jennings (WA), Karen Lathrop (WA), Other IJE Members

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Outline Overview of electronic exchange (What? Why? Who? How?) Exchange record layouts Prototype of new VRX Barriers to exchange – discussion Rotate among 3 small breakout groups for consultation

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Overview What? Why? Who? How?

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 WHAT? Send 3 data files out Receive 4 files from each participant Honor the Inter-Jurisdictional Exchange Agreement

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Types of files exchanged Natality: convert to one of two layouts that fits your certificate revision status Mortality: combine demo, medical, additional items for exchange Roster: short death record for crossmatch to birth for fraud prevention

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Standard formats Formats are expanded from NCHS transmission formats Add extra fields (e.g. names) as you are able Process all states’ records in a single file for uploading More detail later in this program

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Printed document exchange

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Goal: Electronic Exchange

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Currently: Mixed Mode

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 WHY? Incoming Get complete data for statistics and fraud prevention Receive data in consistent formats Save manual recoding time Save manual keying

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 WHY? Outgoing Send a single file for all states Save paper, printing, postage Help other IJE states – and so they’ll help you!

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Get Complete Resident Data California % of out-of-state occurrences not received compared with NCHS data deaths are estimated. BirthsDeaths %55.3% %52.7% %58.8% CA % of out-of-state events lost

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 WHO? Start with currently active states Expand to nearby partner states Most volume to share Most benefit to sharing Eventually - EVERYBODY

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 HOW? Outgoing 1.Format your data into IJE format 2.Run the VRX software to build the exchange package 3.Upload file to the NCHS Exchange Server, via the CDC SDN 4.Opt: send receiving states a group to say they’ve “got mail”

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 HOW? Incoming 1.Download exchange files via the SDN. 2.Run the VRX software to decrypt and parse the file into separate units 3.Recode files to local layout 4.Combine with your permanent files

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Tools via NAPHSIS Website Standard record formats VRX request form Instructions Other helpful tools Access programs for printing files SAS program to print rosters

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Resources from NCHS VRX software and documentation Current State encryption keys Exchange format (FMT) files from participating IJE states

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Suggestion for EDRS While electronic systems are being developed is the best time to integrate file output and input utilities to accommodate these processes.

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Exchange record layouts Newly revised by IJE Committee Expanded from NCHS transmission layouts We think they’re final drafts Distributed prior to NAPHSIS Discuss in detail in small groups

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 VRX; Prototype of changes Dave Johnson – take it away!

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 What VRX does Security: encryption, keys, passwords Accepts standard formats Breaks your single upload file into files for each receiving state Encrypts each file with receiving state’s key

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Lessons learned In-house file management tips Keep a log of file names and dates Use same layout to print for paper states Tips on VRX and SDN passwords Discuss in small groups

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Barriers Unfamiliar with SDN/VRX? Need an incentive? – Partner states! Programming the file conversions? Changing your internal processes? Others??? Discussion …

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 We’ve prepared the way Developed VRX (Dave/NCHS) Developed exchange layouts (all) Pilot tested the system (Joyce et. al.) Worked with partner jurisdictions and other IJE Committee members So now, it’s up to you!

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Where to get help Exchange Agreements: Teresa Mortality layouts: Joyce, Mark Natality layouts: Karen, Jane VRX/SDN: Dave Exchange toolkit:

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Where to get help (con’t.) Dave: Jane : Joyce : Karen : Mark: Teresa:

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Discussion topics Barriers and solutions Lessons learned General comments or ideas about the layouts, perhaps from tech staff Bring ideas and concerns to group discussions

Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Rotate 2X among groups Exporting issues w/ focus on death – Joyce (SPSS & Access printing) and Mark (SAS) Importing data w/ focus on birth layout – Karen and Jane VRX: help from the expert - Dave