1. Data Integration Across the Part C to Part B Program Divide
Oklahoma State Department of Education
Todd Loftin, Executive Director, Office of Special Education Services
Mark Sharp, Executive Director, SoonerStart (EI Program)
Dr. Ginger Elliott-Teague, Director of Data Analysis/Part B & C Data Manager

2. 2019 OSEP Leadership Conference
OSEP Disclaimer
2019 OSEP Leadership Conference
DISCLAIMER:
The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government.
(Authority: 20 U.S.C. 1221e-3 and 3474)

3. Overview: What’s Working in Oklahoma
What motivated integration?
What does integration look like in Oklahoma?
What are the benefits?
What mistakes were made?
How overcome barriers?
How did it happen?
Context
Recommendations for other states?

4. Motivating Integration
Part B:
Desire to create digital IFSP files that could be shared with districts in a timely and secure manner
State Systemic Improvement Plan for Part B: create mechanism to assign permanent unique IDs to SoonerStart kids to improve transition
Part C:
Desperate need for a new SoonerStart online IFSP system
Annual requirement for Part C to report Part B EC transition/eligibility data
Need for secure record sharing dependent on parent consent
Supported by… opportunity!

5. What does integration look like?
Linked systems
Common system vendor
At eligibility, Part C children assigned unique ID for school-age students
Once consent is given, IFSPs and evaluation/eligibility information shared immediately with district in digital format
Coordinated data teams
Data managers and program support
Merged data storage
Background data tables housing Part C elements for Part B analysis
CEDS definitions

6. What’s next? Part B: Part C:
Automatic record updates in the online IEP system upon district enrollment and exit
Automated activation of shared SoonerStart records at soft enrollment
Part C:
Medicaid claims and health department service data processing and storage
Multi-agency early childhood centralized data sharing

7. Benefits of Integration
Multi-program access to long-term eligibility and service data in one location
Standardized data in permanent storage
Student, site and district levels
Coordinated data collection, management and analysis
Part B EC transition outcomes shared directly with SoonerStart for reporting
Data shared for accountability and program improvement on both sides
Shared training opportunities (e.g., for ECOs)

8. Barriers, Challenges, and Mistakes
System complexity and weaknesses
Time and effort required
Challenges
Student privacy requirements
Vendors and contracts
Outdated IT systems
The ‘status quo’ for data storage and sharing
Mistakes
Not planning in enough detail
Not monitoring vendors’ processes

9. Discussion
Poll: are Part C and Part B data integrated digitally in your state?
If yes, how?
If not, what challenges have discouraged your state from pursuing an integrated data system?

10. How did it happen? Coordinated, deliberate effort Solid relationships
Strong visioning and leadership
Inclination to challenge the status quo in IT design, systems frameworks, and data storage and sharing
Ability to share personnel, data, and systems
Cooperative partners and vendors
Willingness to keep trying and improving
Favorable programmatic context and structure

11. Structure & Context State of Oklahoma OSDE OSDH SPED Sooner- Start
Private
Contractors

12. Discussion
What are some changes you could pursue to make integration more likely and more successful?
Structural
Personnel
Leadership
Partnerships

13. Recommendations Open program boundaries and structure
Be willing to share information and data
Build on system and program strengths
Include the right people and agencies
Involve leadership of relevant offices at all stages
Invite IT and data folks from the beginning
Ensure all programs have input into design and implementation
Communicate well
Be open about system deficiencies
Be as articulate as possible with vendors and monitor progress

14. Contact Information
Office of Special Education Services, OSDE
(Executive Director)
(Data Manager)
SoonerStart, OSDE
(Executive Director)
(Data Manager)

15. OSEP Leadership Disclaimer
2019 OSEP Leadership Conference
DISCLAIMER:
The contents of this presentation were developed by the presenters for the 2019 OSEP Leadership Conference. However, these contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government.
(Authority: 20 U.S.C. 1221e-3 and 3474)