Child Care Center Users Child Care Center Users GroupGroup

Data Coding ModelRobert Whitwam

Edward Rivers

AssumptionsAssumptions

Robustness and simplicity.Include all current and potential State

mandated activities.Allow flexibility for local prerogatives.Global scope; future coding possible.Our focus is on FLI activities.

FormatFormat

Current (former) system is one layer with each program having program specific codes.

Layered coding (similar to Forsyth code set) provides exponential number of codes; permits cross-program coding, eliminates duplication.

Limit number of layers for simplicity. During development, we determined four layers would provide sufficient data depth.

Layer oneLayer one

Program layer: numeric field.Defines what program the activity is taking

place in, not what program the EHS is assigned to.

Allows cross-program coding.Activities by EHS tracked by EHS number,

not program.

Program layer examplesProgram layer examples

01 Food, Lodging, Institutional02 Onsite wastewater03 Lead04 Water05 Air Quality06 Administrative80-99 Locally defined.

Layer twoLayer two

Program specific attributes: numeric field.

Each program has a tier of attributes available for coding

For FLI, this is the establishment layer.

Cross program coding possible.

Program specific attributesProgram specific attributes

01 Restaurants02 Food Stands03 MFU04 Push Carts05 Private School Lunch06 Educational Food Service80-99 Locally defined

Program specific attributesProgram specific attributes

100-199 Onsite Wastewater200-299 Lead300-399 Water400-499 Air Quality500-599 AdministrativeIn each tier, 80-99 is locally defined.

Layer threeLayer three

Activity Codes: descriptive three character field.

Defines what activity is taking place 1). in a program and 2). at a specific facility, or upon a specific system, property, etc.

We only coded the FLI layer, however:Some of these codes may work globally.We used existing codes for continuity.

Activity CodesActivity Codes

IV Inspection visitCV Complaint visitPAV Pre-approval visitRV Recall visitGV General VisitNPC Non permitted operations closed

Activity CodesActivity Codes

I Permit issuedT Transitional permit issuedK Transitional to permanentE Permit suspendedG Permit revokedIR Intent to revokeIS Intent to suspend

Activity CodesActivity Codes

PL Plans reviewedFBI Foodborne Outbreak InvestigationCT ContactsINV InvestigationsSAMSample CollectedRSM Resample CollectedPHG Photograph generated

Activity CodesActivity Codes

HED Health EducationPHD Professional DevelopmentSTF Staff ActivitiesXXX Locally defined

Layer fourLayer four

Activity specific attributes: character and numeric field.

Defines the outcome, disposition, class, action, or other detail to append to the activity.

Not program specific. These codes merely illustrative.

Activity specific attributesActivity specific attributes

AS-1 Approved.AS-2 BacteriologicalAS-3 ChemicalAS-4 VOCAS-5 NitrateAS-6 FluorideAS 80-99 Locally defined

Activity specific attributesActivity specific attributes

Disapproved, Issued, Lifted, Negative, Positive, No response, Left message, Positive, Referred, Renewal, Records, Personnel, Meeting…..

How does it work?How does it work?

A great many activities will be coded automatically by entering inspections, service requests, and…

In the future, OSWT permits, etc.Need to be able to manually enter activities

to cover locally defined codes, and others not entered automatically.

How does it work?How does it work?

A restaurant inspection would be:01-01-IV (FLI, restaurant, inspection visit)A restaurant inspection resulting in a permit

suspension would also generate:01-01-E (FLI, restaurant, permit suspended)

How does it work?How does it work?

An Intent to Suspend would generate:01-01-IS-AS9 (FLI, restaurant, intent to

suspend, issued) An Intent to Suspend, when lifted, would

be:01-01-IS-AS10 (FLI, restaurant, Intent to

Suspend, lifted)

How does it work?How does it work?

A water sample taken in a restaurant:04-01-SAM-AS3 (water, restaurant,

sample,bacteriological)A supervisor reviewing an restaurant

inspection file:06-01-00-REC (Administrative, restaurant,

no activity code, records)

How does it work?How does it work?

A staff meeting:01-00-STF-AS19 (FLI, no program specific

attribute, staff activity, meeting)An educational meeting on day care:01-01-PHD-AS19 (FLI, day care,

professional development, meeting)

Further developmentFurther development

This list is not exhaustive: it is a template from which the whole committee and future committees can use to define a world of codes.

We hope it is robust enough that any activity performed now or in the future for a State or Local program can be defined by a cascade of level codes.