System of Systems Building Project: Data Work group meeting 1/18/13

The Data group meeting of System of Systems building project was held on 1/18/13 between 10:00am to 11:30pm. This meeting was attended by a total of 29 participants including the projects 4 core members. The meeting started with updates which included: a) Reports that are being worked on in PCAPS and will be made available (in batches ) to providers soon. The reports being developed are based on a combination of input from many of the providers and what PHMC had been working internally as well. b) The Free Library of Philadelphias Frankford branch was added to PCAPS as part of the OST System of Systems Project pilot case. The library staff has been trained on PCAPS and will soon be using PCAPS to record youth attendance and related activities. c) The group was informed about the discussions that are underway to extend the existing OST Memorandum of Understanding with the School District of Philadelphia (SDP), by entering into a Data Sharing Agreement. Tom Sheaffer briefly described the discussions between the District and the City. This was followed by a lively discussion about ways to access and at times challenges in accessing the school data. Valerie Evans who is research Associate at SDPs office of Research and Evaluation informed the group that there are systems in place for providers to access data. Tom, at one point, indicated that providers should wait for further word on a pending City-District Data Agreement before doing anything more about data sharing at their level. [Point of clarification subsequent to the meeting: If a provider is already involved in some form of legitimate data sharing arrangement with the District, based on either the existing MOU, the consent forms, or via another legally authorized manner, such arrangements should continue; in other words, such arrangements need not be suspended while the City and the District develop an Agreement that seeks to address systemic concerns.] d) The project website was formally inaugurated through the Mayors office of Communications. The site is hosted by OSTRC at University of Pennsylvania. The site is updated regularly and includes information on all the three core Project work groups. Participants were encouraged to visit it regularly and also share it with others. The site address is: http://www.sp2.upenn.edu/ostrc/phillyost/PhiladelphiaOST.html The updates were followed by going over some of the preliminary results from the recently held Data and Outcomes Survey. The goal of the survey was to seek input to help us better

understand what information system(s) programs currently use, what outcomes they track and how -- through citywide efforts -- we can use data as a tool in planning meaningful opportunities and experiences for Philadelphia's youth during non-school hours. The survey was open between December 31st and January 18th and was emailed to about 400 recipients. We had at least 30% participation (and about 26% completed the whole survey). We went over some of the preliminary responses in the group. However, a separate email with updated results will be shared soon. Next we briefly went over the topic of Sub-Work Groups. The three Sub Groups suggested with associated tasks to work on are:
1. Data Governance sub-work group

Data quality (focus on identifying quality metrics and their implementation), usability, security etc. Build on the initial identified group of standard reports (reports that appeal to all stakeholders --Currently in process). Provide support and input for OST-SDP MOU for Data Matching/clean up and evaluation process.

2. Partner integration sub-work group

Information sharing agreements Creating a MOU for partner agencies including developing partner onboarding process. Synchronization with the Outcomes and Assessments group Create a self-inventory of providers current data collection strategy (to gauge where everyone is as part of data collection effort)this will build on the results of Data and Outcomes survey. Supporting the enhancement of ASAP Data Directory.

3. Systems and Data standards sub-work group.

Standardize terminology Development of Data dictionary MIS integration providers with established systems MIS reviews (including looking at RFIQ responses from the vendors)Temporary group An Ad Hoc group to assist in reviewing and providing feedback with the RFIQ applications was formed and 10 members signed up. A separate email with further information will go out soon to this group. This ad Hoc review group is scheduled to meet next week (Tuesday-29th January 11:00 A.M. to 12:00 P.M.)

We also briefly went over the Sub-Work Group expectations, which included: Using our Data Work Group(DWG) definition as a guide, the sub groups will deliver advice and recommendations to the core project team and share it with larger group as well. Suggest procedures, solutions and ways that different issues may be handled. Make larger group (and/or core project team) aware of need for information by requesting relevant facts asking for clarification. Measure accomplishments against goals. Noting progress and any roadblocks. Help larger group be aware of direction and progress. The groups are initially expected to meet face to face and then will decide how to meet for future meetings, either face to face, virtually over the internet or a combination of some sort. Gulal Nakati will soon be reaching out to all the DWG members with an invitation to join any of the Sub-Work groups. The meeting concluded with Tom Sheaffer going briefly over the RFIQ that was recently issued (December 28th) and closed on January 21st. The next DWG meeting is tentatively scheduled for Friday, March 22nd , 10:00 A.M to 11:30 A.M.( more details including location etc. to follow).