National Model the National Experience Rose Trasatti NAPHSIS

National Model the National Experience Rose Trasatti NAPHSIS Project Manager June 8 th, 2005

Why Re-engineer? ® ® ® ® Revised U. S. standard certificates for birth, death and fetal death Progressively constrained schedules for reporting to federal agencies Higher expectations of data quality and timeliness by stakeholders and public Separate costly re-engineering projects in various jurisdictions Lack of integration among internal vital records systems Very little integration with other stakeholder systems Need for a standards-based uniform, systematic approach

Re-engineering Partnership ® NAPHSIS ® Social Security Administration (SSA) ® National Center for Health Statistics (NCHS) ® Work jointly to facilitate the re-engineering process ® Provide support for each of the national teams and committees

National Model - Goals ® Standardize and make more efficient and timely a quality vital records and statistics system in the U. S. in order to improve the provision of administrative, statistical, and customer services ® Model should meet 80 -85% of any jurisdiction’s needs ® Components should be modular ® Requirements should allow functionality to be configurable without changing software ® Should define what not how

® ® ® Provide leadership and guidance to the re-engineering process Oversee the establishment and operation of the subcommittees Establish a change control process for the artifacts Pursue funding opportunities for re-engineering activities Address and make recommendations on re-engineering issues Communicate re-engineering progress Re-engineering Oversight Committee Georgia ® Pennsylvania ® ® ® Kansas Hawaii Alabama New York City Missouri NAPHSIS HQ ® NCHS ® SSA ®

EBRS National Team Use case analysis for electronic birth registration, electronic fetal death registration, and ITOP ® Use case analysis for common vital records ® functionality Georgia ® Iowa ® Michigan ® Oklahoma ® Tennessee ® South Carolina ® Florida ® NAPHSIS HQ ® NCHS ® SSA ®

EDRS National Team Use case analysis for electronic death registration ® Use case analysis for common vital records functionality ® ® ® ® New York City Alabama California Washington New York State Florida NAPHSIS HQ ® NCHS ® SSA ®

POS National Team ® ® ® ® Use case analysis for vital records customer service functionality Alabama Kansas Pennsylvania California Minnesota Vermont New York City NAPHSIS HQ ® NCHS ®

Data Analysis Committee Review NCHS data specifications for revised certificates (VSDP data items) ® Review non-VSCP data items ® Review NEDSS specifications ® Recommend data items for other programs such as immunization, newborn hearing ® ® ® Pennsylvania Alabama Florida Colorado Missouri Colorado ® Missouri ® ® NCHS

IT Committee Analyze standards for messaging, birth death matching, authentication ® Identify guidelines for security/disaster recover, imaging ® ® ® Missouri Colorado Georgia Massachusetts New York City NAPSHIS HQ ® SSA ® NCHS ®

Report/Files/Outputs Committee Develop recommendations for standard reports and files ® Develop recommendations for other system outputs such as forms, certificates, letters, notices ® Washington ® Kansas ® Pennsylvania ® Illinois ® Colorado ® Utah ® NCHS ®

Improving COD Committee Review and analyze available studies ® Suggest solutions to improve the quality of cause of death registration ® Recommend methods to make cause of death registration attractive to medical certifiers in an electronic environment ® New York City ® Missouri ® Alabama ® Hawaii ® Pennsylvania ® NAPHSIS HQ ® NCHS ®

List of Re-engineering Artifacts ® System ® EBRS ® EDRS ® POS Requirements and Business Rules ® Glossary and Acronyms ® Suggested management information reports and output files/forms/letters ® White papers ® ® ® Birth-Death Matching Vital Records Authentication and Risk Analysis and Options Ideas for an electronic Customer Service and Certification system

List of Re-engineering Artifacts ® EBRS/EDRS/POS Use Cases Use case narratives ® Use case to actor matrix ® Use case diagrams ® Activity diagrams ® State diagrams ® Controller diagrams ®

Common Use Cases ® ® ® ® Login Create profile for facility Update profile for facility Create user profile Update user profile Modify a registered record Set/reset indicator on a record View record history Request for information Responder responds to request for information Void registered record Search Abandon record

EBRS Use Cases ® ® ® Create birth record for live birth Create paternity acknowledgement Create fetal death record Create ITOP record Create multiple records for plural delivery Update a record Certify cause of death on a fetal death record Decertify cause of death on a fetal death record Submit record (for registration) Create foreign birth adoption record Create delayed birth record Register a record

EDRS Use Cases ® ® ® ® Create a case – funeral home Create a case – medical certifier Relinquish case Request for medical certification Sign personal information Print permits ME/Coroner accepts case Certify cause of death Match death case to birth record Sign case from queue Certify cause of death from queue Register a case Update a case – funeral home Update a case – medical certifier

POS Use Cases ® Enter a request ® Produce copy ® Update a request ® Auto print

Benefits of the National Model ® Share expertise ® Reduce risks ® Share successes ® Share best practices ® Uniformly apply national standards ® Jurisdictions don’t have to start from scratch

Timeline ® ® ® ® Oversight Committee and Working Groups established JAD sessions and committee meetings Artifacts defined and posted on NAPHSIS website Public review period Review boards formed Jurisdictions tailoring the national model to meet their needs NAPHSIS re-engineering assistance available to support jurisdictions Continue to enhance national model

NAPHSIS Re-engineering Assistance ® Meet with stakeholders Vital records staff ® Data providers ® ® ® Facilities/physicians, funeral homes, medical examiners Assist jurisdictions with the tailoring of the national model to meet their needs ® Attend JAD sessions Develop tools to assist jurisdictions ® Facilitate communication with other jurisdictions ® Share best practices/lessons learned ® Review documentation developed either in-house or by a vendor ®

NAPHSIS Re-engineering Assistance ® EDRS ® New York City ® Texas ® Hawaii ® New Mexico ® California ® Louisiana ® Utah ® Colorado ® Michigan ® EBRS ® North Dakota

How can jurisdictions use the National Model? Familiarize yourself the artifacts on the NAPHSIS website ® Contact NAPHSIS for re-engineering assistance ® Conduct JAD sessions with your stakeholders ® Many of the artifacts are available in Word format ® ® Don’t need to be Rational Rose expert Tailor the national model to incorporate your jurisdiction’s functionality ® Two-stage process ® ® ® Incorporate tailored national model in your RFP Once vendor selected, have detailed JAD sessions to further define requirements detail

NAPHSIS Contact Information Rose Trasatti Project Manager NAPHSIS Headquarters (301) 563 -6001 rtrasatti@naphsis. org www. naphsis. org