Narrative: III. b. 6. A. i.

Core partners of this Unified Plan presently utilize disparate case management and management information systems (MIS): Adult Education uses MaineSTARS, Vocational Rehabilitation utilizes AWARE, and Wagner—Peyser and formula program providers use the Maine Job Link, a product of America’s Job Link Alliance (AJLA). As such, the interfaces between the core partner’s information systems are currently limited. Moreover, resources for new systems or system enhancements in a small state such as Maine are constrained (states with relatively small populations cannot cover the fixed costs of purchasing and maintaining operating systems as readily as larger states, which receive substantially higher funding allotments). These facts notwithstanding, Maine’s core partners recognize that achieving the type of integrated and efficient service levels articulated in this plan will require ‘breaking down the data siloes’ and achieving greater levels of system integration. The inability of Maine’s case management systems to share information inhibits the alignment and delivery of integrated services and limits the effectiveness of the WDS. At present, program and intake managers are unable to discern if a person entering a one—stop center has already received services from a core partner unless this information is self—disclosed by the individual. Since many participants do not self—disclose history of prior services, this can result in the participant being directed to resources they’ve already received. Recognizing these limitations, the core partners have agreed in principle to pursue a strategy that will enable existing, disparate systems to share data in order to improve the delivery of services.

Requested Revisions;

In an effort to improve the current inadequacies described above, Maine has developed a two tiered strategy for data alignment and integration. While planning a long-term, technological solution to integrate data systems for Core partner programs, a short term strategy will be implemented that maximizes the efficient exchange of common data elements and aligned assessments.

The data alignment workgroup includes representatives from each core partner who have been charged with identifying common data elements shared by all core programs. The workgroup has already begun crafting a common intake/referral template to reduce duplication and streamline the intake process. Toward this end, the core partners have also agreed to use the same educational assessment (the CASAS) for all programs and are currently negotiating how to best implement eCASAS technology to facilitate the alignment and sharing of educational assessments with program referrals. While this will not fully align all managed information and database systems, as a short term strategy, it has the potential to vastly improve participant experience by reducing duplication and increasing communication among the partners. It also aids in evaluation by creating a participant trail where referrals can be tracked and participant outcomes can be collected from partner agencies.

Ultimately, Maine will have to develop the capacity for core programs and other partners to share an integrated data system that will allow each agency to collect, utilize, protect, and report out data specific to their agency while also begin able to share and utilize common data from other partner agencies. The core partners are committed to this process and have established a data systems workgroup containing members from each core partner tasked with researching available software and other technology solutions. It is still early in the process for systems alignment, but to date, the group has been formed and begun meeting. First steps in the timeline include researching available software and identifying which data system model might work best in Maine. Additional information regarding specific data system models is included in part two of the data alignment and integration section.