The Integrated Client Services unit (ICS), within the Office of Forecasting, Research, and Analysis, was established in 2005 to support data integration across OHA and ODHS programs (“the Agencies"). ICS has since grown to support integrated data efforts beyond OHA and ODHS to include external data (i.e., K-12 education (ODE), Department of Corrections (DOC), etc.). The integrated data that ICS maintains is leveraged widely for analysis and research, both within state agencies and other intuitions such as universities.
ICS widely shares state integrated data, both at the identified and deidentified level, which requires policies and processes for data governance that incorporate legal agreements for the protection of personally identifiable or sensitive data. The primary ICS governance structure was established through a memorandum of understanding (MOU) between OHA and ODHS to set forth the respective commitments of the Agencies concerning network and information systems access, and information sharing between the Agencies. This MOU allows ICS to receive the necessary program data to both support statistical forecasting efforts and maintain an agency wide client index (“CI": a unique person-level identifier that can be applied to each client record across Agency programs, regardless of the type of unique identifier that programs use within their own data systems). Additional agreements are also maintained between entities that share data with ICS but do not fall under the OHA and ODHS MOU (i.e., Center for Health Statistics, Women Infants and Children program, Oregon Department of Education, Oregon Employment Department, etc.).
Concerning the information received and stored in ICS, a governance committee was established with members representing each of the data sources contributing data to ICS. Each member contributes to determining overall ICS data use and use of their own program data (stored in ICS).
Additionally, when analysts or researchers request to leverage the ICS client index to create an integrated data product (i.e., a deidentified research data set), ICS will convene a data use committee comprised of representatives for the programs from which data are requested. Prior to ICS leveraging its CI to create an integrated data product, an official request must be made through the completion of the ICS Data Use Agreement (DUA) request form, which must be approved by all members of the data use committee.
A request for a state integrated data set generally requires the requestor (analyst, university researcher, etc.) to complete data use agreements with each individual data source. ICS requests copies of all approved source data use agreements and project IRBs where applicable.
Link to Governance Diagram