Briefing for OPP QA November 1, 2007

1. Data Standards and the EPA Policy and Procedures Briefing for OPP QA November 1, 2007

2. Data Standards Review

3. What is a standard? • “Standards are documented agreements containing technical specifications or other precise criteria to be used consistently as rules, guidelines, or definitions of characteristics to ensure that materials, products, processes, and services are fit for their purpose." (ISO)

4. Standards Stories – Light Bulb Standard light bulb fittings: Most domestic and industrial light bulbs have a metal fitting (or lamp base) compatible with standard threaded sockets. The most common types of fitting are: * MES or medium Edison screw (E26), used in North America and Japan for most 120 and 100-volt lamps.

5. Levels of Standards • International Standards • National Standards • Federal Standards • EPA Data Standards • Program Office Standards

6. Why Use Standards • Interoperability - shaping expectations • Common Processes & Methods • Measurement Consistency • Common Understanding

7. Why You Must Use Standards • National Technology Transfer and Advancement Act of 1995 (NTTAA • OMB Circular A-119 Federal Participation in the Development and Use of Voluntary Standards • OMB Circular A-130 Management of Federal Information Resources • EPA Data Standards Policy • EPA Enterprise Architecture Policy • EPA Central Data Exchange (CDX) • Exchange Network • IT Contract Requirement

8. What is a data standard? Data Standards are documented agreements on representation, format, definition, structuring, tagging, transmission, manipulation, use, and management of data.

9. What do Data Standards Address? • What does it mean? • How is it represented? • How is it packaged? • How is it sent? • Management of these items

10. Benefits of EPA Standards • Data Standards provide the use of ready-made definitions and codes sets in new and re-engineered information systems to improve share-ability of data • Support standardization of data representation for improved data exchange • Network helps EPA, States, Tribes, Territories and regulated facilities exchange environmental information more efficiently

11. If you do not know what it means… Oops!

12. Principles of Data Standards Development • Develop in partnership • Use consensus-based approach • Leverage national and international standards • Develop for modularity and reuse • Design to foster data exchange • Promote use through accessibility

13. How EPA Data Standards are Developed • Proposal • Action Team Charter Developed/Approved • Action Team Launched • Draft Approved for Technical Review • Resolution of Comments • Draft Approved for Public Review • Resolution of Comments • Draft Adopted • Periodic Review • Revision as Needed

14. Approved EPA Data Standards • Attached Binary Object - Ver 1 • Bibliographic Reference – Ver 1 • Biological Taxonomy - Ver 2 • Chemical Identification – Ver 2 • Compositing Activity - Ver 1 • Contact Information – Ver 2 • Enforcement/Compliance – Ver 2 (draft) • Environmental Sampling, Analysis and Results (ESAR) Data Standard - Overview of Component Data Standards - Ver 1 • ESAR : Analysis and Results - Ver 1 • ESAR: Field Activity Data Standard - Ver 1 • ESAR: Monitoring Location - Ver 1 • ESAR : Project - Ver 1

15. Approved EPA Data Standards • Equipment - Ver 1 • Facility Site Identification – Ver 1 • Institutional Control – Ver 2 (draft) • Latitude/Longitude - Ver 2 • Measure - Ver 1 • Method - Ver 1 • Permitting Information – Ver 2 • Quality Assurance and Quality Control - Ver 1 • Representation of Date and Time – Ver 1 • SIC/NAICS – Ver 2 • Sample Handling – Ver 1 • Tribal Identifier - Ver 2.2 (draft) • Well Information – Ver 1

16. Data Standards Proposed for Development in 2008 • Water Quality Conditions Integrated Assessment • Open Dump

17. EPA Data Standard Implementation Rules • Data Standards implementation depends on the context; frequently there is no “right” way. • What is in a standard – data elements, blocks and tags • Terms and meaning • Structure and Format • Possible code sets

18. EPA Data Standard Implementation Rules • Guidance Implementation augment what’s in the standard for EPA user • Each system may have specific business rules • CDX/Exchange Network • Data flows • Shared Schema Components

19. Data Standards Assessments • Conformance reviews • What is a conformance review? An assessment of whether an information management tool conforms with Agency data standards. • Support in funding conformance review needed • READ today (self assessment) • New EDR • System data dictionary and standards • Mapping between these two • Compare Tool

20. OPPTS Conformance Report

21. Overview of the Data Standards Policy • What are the major features of the policy? • What are your concerns and questions?

22. Major Features – Data Standards Policy • Emphasizes that standards are developed only if there is a business need and no other national or international standards exist • Enterprise Architecture connection • States that data standards are part of EA (Each layer of architecture has standards.) • Mentions that System Documentation on data standards conformance may be found in READ

23. Major Features – Data Standards Policy • Data standard stewardship program created to keep standards accurate, current, reliable • Data standard stewards to be chosen in the subject area of the data standard with outlined responsibilities • Updated guidance to be available on web (new Data Standards website) • Stewardship of system-specific information regarding business rules is the purview of system managers but it may be shared on web

24. Major Features – Data Standards Policy • Strengthens maintenance processes • Data steward process established for reviews every two years of existing standards for usability • Provides streamlined process for minor revisions • Introduces concept of versioning and retirement dates

25. Major Features – Data Standards Policy • Strengthens conformance reporting • Defines a process for conformance reporting by system managers that is verified by IMOs • Automates reporting through the Registry of EPA Applications and Databases (READ) • Makes conformance reporting a part of the READ record semi-annual update requirement

26. Major Features – Data Standard Policy • Strengthens focus on implementation • Emphasizes the timing of implementation within a system life cycle • Emphasizes role of system managers and contractors • Provide collaborative forums for developers to discuss implementation issues • Implementation training for EPA staff and contractors offered on regular schedule

27. Major Features – Data Standard Policy • Introduces concept of standardized code sets • Authoritative centralized registries house and maintain commonly used code sets • Flexibility exists for Program Offices to adopt or develop their own standardized code sets to be used with standards

28. Major Features – Data Standard Policy • Clarifies waiver process • Emphasizes requirements for waivers • Outlines waiver process in detail • Automates collection of waiver status information in READ

29. Your Role in the Process • Assistance needed from program managers to encourage documentation of system level business rules related to specific standards. • Support to assure that “program office” standards have data standard stewards with subject matter and data management expertise over the long term • Support to get accurate conformance and waiver reporting information into READ • Overall promotion of EPA data standards and the data standards program

30. Discussion

31. Contact us with your comments Dawn Banks 202 566 0625 Cindy Dickinson 202 566 1078 Linda Spencer 202 566 1651