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The webinar will begin at approximately 3:00 PM EST

ECIDS System Design – The Basics 101. The webinar will begin at approximately 3:00 PM EST

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The webinar will begin at approximately 3:00 PM EST

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  1. ECIDS System Design – The Basics 101 The webinar will begin at approximately 3:00 PM EST • Information on how to join the teleconference can be found on the “Info” tab in the upper left of this screen. Please be sure to use the “Attendee ID” when dialing in to associate your name with your phone. • In order to cut down on background noise, please mute your phone by dialing *6 upon entry into the meeting. • For the Question and Answer portion at the end of the presentation: • You can re-dial *6 to unmute your phone and ask a question; or • Type your question into the Q&A panel below the participant list and click “Send.” A copy of this presentation and a link to the recording will be shared with the IES Grantees and EIMAC listservs. SLDS Webinar 05/28/14

  2. Introduction to • ECIDS • System Design • “The Basics 101”

  3. Welcome Agenda Introduction to ECIDS System Design methodology Learn about examples from other states’ design process, biggest challenges, and lessons learned Share ideas about system design and models Questions from participants Panelists Utah: Stephen Clyde North Carolina: Gary Alexander Maine: Ted Fournier State Support Team: Jeff Sellers State Support Team: Steve Duarte (ECIDS Specialist) SLDS Webinar 05/28/14

  4. ECIDS System Design – The Basics 101 WHAT IS SYSTEM DESIGN AS IT RELATES TO AN ECIDS? “System Design” can take many different meanings and definitions depending on how it’s being applied. It’s a“phase” or “component” of a complete lifecycle. Specifically for ECIDS, it’s a process or “methodology” of translating the State’s needs into a technical solution.It involves the assessment, design, development, and implementation of the data system. SLDS Webinar 05/28/14

  5. System Design Basics 101 large images SLDS Webinar 05/28/14

  6. ECIDS System Design – The Basics 101 Basic System Design Process • Basic requirements: • Review your state’s Mission and Vision • Communications • Prioritize requirements • Create business requirements • Data sharing agreements Assessment SLDS Webinar 05/28/14

  7. ECIDS System Design – The Basics 101 Basic System Design Process • Basic requirements: • Decide on model Federated vs. Centralized • Important to consider long-term goals and objectives • Inventory of systems and data • Documentation must be ongoing (live document) • UID and/or data matching Design MOST IMPORTANT SLDS Webinar 05/28/14

  8. ECIDS System Design – The Basics 101 Continued… Basic System Design Process • Basic requirements: • Describe desired features (screenshots, layouts, etc.) • Create system diagrams • DOCUMENT!!! Design MOST IMPORTANT SLDS Webinar 05/28/14

  9. ECIDS System Design – The Basics 101 Basic System Design Process • Basic requirements: • Adopt a development lifecycle process • Project management • Contractors, RFPs, vendors, etc. • Note: Beyond just coding Development SLDS Webinar 05/28/14

  10. ECIDS System Design – The Basics 101 Basic System Design Process • Basic requirements: • Beyond “design” • Deliver system to stakeholders/users • Ensure security and stability of system Implement SLDS Webinar 05/28/14

  11. Utah

  12. Utah Example: Overall Vision Pre-defined Reports: Early Childhood Programs Help Me Grow Hearing Screening Early Intervention Head Start Home Visiting Child Care … Quality Reports: ECCS ECCS Registries Data Analytics & Ad Hoc Reports: Birth Certificate Immunization Death Certificate ... SLDS Webinar 05/28/14

  13. Utah Example: Overall Vision Early Childhood Programs Help Me Grow Hearing Screening Early Intervention Head Start Home Visiting Child Care … Other Longitudinal Data Systems ECCS ECCS Registries Birth Certificate Immunization Death Certificate ... UDA UDA SLDS Webinar 05/28/14

  14. Utah Example: The Data • Children • Parents, Legal Guardians • Case Workers • Others • Person data pushed to ECCS as additions or changes occur, or • Uploaded on demand or periodically Combined Temporal Data Snapshot for a Person x • Translated / aligned with ECCS common data model A Temporal Snapshot From a Data Source ECCS x • 34+ TDC types, e.g. family situation, program enrollment, services, assessments, events. • Optimized for timeline accuracy and analysis • Common data fields for fast access to frequently available data. • Dynamic properties for less common info and flexibility Temporal Data Chunk SLDS Webinar 05/28/14

  15. Utah Example: The Data The Person’s Data from a Data Source and Timeline Perspective Assessment Assessment Assessment Event Birth Event Enrollment Assessment Family Situation Event Birth Event Family Situation Enrollment Service Service Enrollment TIME • ECCS can determine known data for person within some specified time frame, filter by data source, or by temporal data chunk type • Access to data for specific research projects can controlled by these parameters as well SLDS Webinar 05/28/14

  16. Utah Example: Underlying Systems and Methodology Performance & Quality Reports Pre-defined Reports Performance & Quality Reports Ad Hoc Reports Program /DS Program / DS Data Sources UDA ECCS UDOH MPI The software system is not part of the ECCS project Minimize impact on data sources Keep the MPI focused on data correlation and exchange Keep ECCS focused on providing data analytics and research tools for longitudinal studies Ensure confidentiality of protected data Provide for extensibility, maintainability, scalability Minimize ongoing operational costs SLDS Webinar 05/28/14

  17. Utah Example: Partial High-level Architecture UDOH MPI DS App Perf. Reports QA Reports Matcher Data Request Queue Matcher MPI Pull Agent DS DS Data Source DB Workflow Manager Monitor MPI Core Data Workflows Alerts Certificate Service DS Data Monitor EC Push Agent DS Pull Agent DS Pull Agent DS Query Agent DS Data Monitor DS Data Monitor DS Pull Agent Communication Link, where tail is initiator of link ECCS Control Output SLDS Webinar 05/28/14

  18. Utah Example: Partial High-level Architecture Certificate Service UDOH MPI Standard Reports ECCS Translator Terminology Service Data Loader Standard Report Generator ECDS Data Access Service EC Push Agent SLDS Webinar 05/28/14

  19. Utah Example: Challenges and Lessons Learned Data Sharing Agreements • Separate services and responsibilities • Data monitoring, correlation (matching, linking, merging) • Extraction, translation • Reporting, data analytics • Policy enforcement Data Alignment Issues • Identify, review, document, and management issues • Mapping problems • Data granularity problems • Timing issues • Subtle semantic differences Environment Setup and Connectivity Management SLDS Webinar 05/28/14

  20. North Carolina

  21. North Carolina Example: Project Vision “We will provide a high quality, coordinated, comprehensive collection of data on children, families, programs, and the workforce, in order to improve Early Childhood outcomes through more effective service delivery, informing policy decisions and best practices, and yielding a positive return on investment.” How will the NC ECIDS application support this vision? • Provide a web portal for initiating and receiving ECIDS data requests • Workflow enabled processes for requesting, vetting, and securing approval for data requests and data releases • Maintain a data dictionary of all the data that are available and from what sources, including data mapping to CEDS • Access existing operational DBsusing a federated data management approach running within a Service Oriented Architecture (SOA) • Leverage/build upon the existing SOA-centric software “stack” & services that are already being provided by the State in support of other agency applications and add on the tools that are needed for ECIDS SLDS Webinar 05/28/14

  22. North Carolina Example: Design Points Portal-centric application for “one-stop shopping” for early childhood data that can be used by internal or external data requestors • Gathers and delivers data to requestors within a workflow-based process • Authentication, authorization, and document management • Digital signatures/approvals • “Responsive” portal application for mobility support • Low operational support costs over long term Unique ID will enable uniform data collection across all data stores Data dictionary/data model with all essential data elements Meets all applicable oversight and data privacy protection laws (e.g. FERPA, HIPAA, etc.) Leverage statewide/federal data standards where applicable (CEDS) No monolithic, massive data warehouse for all data – federated data maintained by agency line-of-business applications No business intelligence (BI) or business analytics (BA) component Usable application lifespan measured in decades SLDS Webinar 05/28/14

  23. North Carolina Example: Agile Methodology Agile methodology will be utilized for the application build Focal points include: • Business and technical team collaboration • More frequent and iterative application software releases (early and often) • Responsiveness to change/new requirements Requirements-gathering techniques include storyboarding, user stories, and solidification of the “critical questions” with data element requirements mapped back to those questions SLDS Webinar 05/28/14

  24. North Carolina Example: Conceptual Architecture Presentation Infrastructure Common Presentation/Access Layer End User Web Portal(s) & Reporting Middleware Infrastructure Enterprise Service Bus Platform Service Orchestration Adaptors Privacy Filtering Service Routing Authentication/Validation Security Filtering Service Directory Data Transformation Messaging Service Interface Service Interface Service Interface Service Interface Service Interface Operational Data Stores Smart Start, Head Start + Others Operational Data Stores DCDEE Operational Data Stores DPH Operational Data Stores DPI Operational Data Stores DSS/NCFAST SLDS Webinar 05/28/14

  25. North Carolina Example: Technical Architecture SLDS Webinar 05/28/14

  26. North Carolina Example: Tool Inventory Requirements Management • HP Agile Manager – SaaS (Cloud) based service from HP for user story management, Agile sprint/release control and related reporting • HP Quality Center – Requirements management and traceability • IBM Blueworks Live – SaaS (Cloud)-based service from IBM for collaborative, web-based workflow process development with business SMEs eScholar – Unique ID management software NCID– Identity management, authentication/authorization Software Quality Assurance (SQA) • HP Quality Center – Automated functional testing • HP Performance Center – Automated performance/stress testing Electronic Document Management (EDM) • EMC/Documentum – in-house EDM service platform used for managing all project related documents and document serving requirements for ECIDSapplication IBM application development and runtime platform tools • Portal Server, Web Content Manager, and Web Experience Factory • Business Process Manager (BPM) suite: Process Designer, Integration Designer, Process Center, and Process Server • Infosphere suite: Federation Server, Data Studio, Business Glossary, and Information Analyzer • Integration Bus/Enterprise Service Bus, Web Services Repository & Registry SLDS Webinar 05/28/14

  27. North Carolina Example: Challenges and Suggestions Secure top-down support, commitment, and prioritization from business leadership for their participation • Dedicated “business rep” resources with the proper authority to represent the business in the SDLC process • Continuity of these resources from start to finish is essential Developing and consummating data sharing MOA’s between the various participants is difficult to do and can take can take a lot of time to complete Establishing a data governance process for an ECIDS can be equally time consuming and challenging Conducting a Proof of Concept (PoC) or doing early prototyping for key application features/functions can be very valuable • Helps form a vision for the solution that all project participants can rally around • Helps business reps rationalize/visualize the mechanics of key features/functions • Proves out certain technical approach assumptions before committing to them • Can be used to estimate acquisition/operating/support costs for the application SLDS Webinar 05/28/14

  28. Maine

  29. Maine Example: Overview Other Maine EC Data Systems Maine Higher Education Data Systems Various DHHS Data Systems Trusted Broker System ID linkage flow Current Data System ID Linkages Third PartyTrusted Broker COGNOS Data Linkage Server MDOE Data Warehouse • Maine Headstart Programs MDOL MDOE MaineSTARS MDOE SIS Maine CDS SLDS Webinar 05/28/14

  30. Maine Example: What’s in Place Linkages to SLDS data warehouse and State K12 SIS system via common State Student ID (SSID) sharing established with: DHHS through Cognos/Oracle system pilot to match SSIDs with DHHS IDs in their various agency data systems Direct linkages via export/import routines with MaineSTARS (Maine State Adult Education) data system to match or assign SSIDs with state K12 SIS SLDS Webinar 05/28/14

  31. Maine Example: What’s in Place SSIDs assigned to all children in 4-year-olds programs in public schools Direct linkage with Maine Educare with all children assigned state K12 SSIDs Maine Head Start program SSID linkage pilot via export/import routines with site-based data systems (COPA, forthcoming for Promis and ChildPlus) Project to match or assign K12 SSIDs to all children enrolled in Child Development System programs SLDS Webinar 05/28/14

  32. Maine Example: Current Activities Development of a cross-agency governance structure and data-sharing umbrella MOU that: Defines the general scope and parameters of data sharing between Maine DHHS, DOE, DOL, and the University of Maine System (UMS) Establishes UMS as a trusted third-party broker to handle identifier matching and facilitate data sharing and research across agency data systems Serves as master agreement for adding specific data sharing and research requests as addenda to MOU SLDS Webinar 05/28/14

  33. Maine Example: Biggest Challenges Establishing and managing defensible legal linkages for secure data access across state and federal agency data systems subject to different legal mandates (FERPA, HIPAA, etc…) Stakeholder concerns surrounding cross-agency data sharing, especially in the areas of protecting early childhood confidentiality and privacy as well as data systems security Technical software, hardware, or data systems challenges are less of an issue SLDS Webinar 05/28/14

  34. Maine Example: A Federated Solution Maine ECDIS solution is a federated model. Best fit for: Data ownership by agencies Executive branch agencies configuration State cultural norms Leveraging existing data systems Limited available project funding SLDS Webinar 05/28/14

  35. Summary: ECIDS System Design – The Basics 101 Overview of System Design State examples and shared lessons learned SLDS Webinar 05/28/14

  36. Questions • or • Comments?

  37. Contacts Panelists Stephen Clyde: swc@mdsc.com Gary Alexander: gary.alexander@nc.gov Ted Fournier: Edward.Fournier@maine.gov State Support Team Steve Duarte: steve.duarte@sst-slds.org Jeff Sellers: jeff.sellers@sst-slds.org SLDS Team Lauren Wise: Lauren.Wise@ed.gov SLDS Webinar 05/28/14

  38. Thank You!

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