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PK20 Data Standards Alignment: Perspectives from the US Dept of ED Holly Hyland, Federal Student Aid Ross Santy, U.S. Department of Education PowerPoint PPT Presentation


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PK20 Data Standards Alignment: Perspectives from the US Dept of ED Holly Hyland, Federal Student Aid Ross Santy, U.S. Department of Education. U.S. ED: K-12 Data Background. Information Requirements (both system and collection) have been developed along program office lines

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PK20 Data Standards Alignment: Perspectives from the US Dept of ED

Holly Hyland, Federal Student Aid

Ross Santy, U.S. Department of Education


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U.S. ED: K-12 Data Background

  • Information Requirements (both system and collection) have been developed along program office lines

    • Isolated development of IT systems, each to accomplish specific purpose

    • Information collections have been drafted by each individual program

  • EDFacts: U.S. Department of Education’s consolidated K-12 performance data collection and reporting systems

    • Goal: To build one collection tool, and one centralized repository for K-12 performance data

    • Goal: Reduce reporting confusion and duplication

    • Goal: Improve agency data governance to ensure efficient sharing of information across program offices and content areas

  • Put data at the core of policy decisions and program management across U.S. ED


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U.S. ED: K-12 Data Background

  • Program offices have historically designed collections based upon what they need to know for the program

    • Little to no work was done to ensure states had a data model capable of answering the questions

    • No requirements to ensure that one program’s needs did not conflict with those of another program

  • EDFacts: Organized a first model of K-12 performance data for 2003-04 and 2004-05 school years

    • Modifications for each subsequent school year

    • Data model covering 2007-08 school year was cleared for 3 years

    • Goal: Root “plain English” definitions of data elements into the specifications of what districts are storing and transmitting

  • 2007 – Began work with Schools Interoperability Framework Association to map EDFacts File Specifications (and related data groups) to SIF Schema.


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NCES

OCR

OSEP

OELA

OESE

OESE (CSPR)

OSEP (DANS)

EDFacts

(CSPR, IDEA, CCD, CRDC, T3BR…)

NCES (CCD)

OELA (T3BR)

OCR (CRDC)

Recent Development of USED K-12 Data Systems (ideal view)

From States

From States

What we want

What we had


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OESE (CSPR)

OSEP (DANS)

EDFacts

NCES (CCD)

OELA (T3BR)

OCR (CRDC)

Recent Development of USED K-12 Data Systems (reality of 2008)

Enables proper management of a central directory (master data)

From SEAs/LEAs


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OESE (CSPR)

OSEP (DANS)

NCES (CCD)

OELA (T3BR)

What’s the impact of EDFacts on state processes/cultures (what was)

State Education Agencies

Special Education Office

Accountability Office

Migrant Office

English Language Acquisition Office

Research/Statistics Office

Title I Office


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OESE (CSPR)

OSEP (DANS)

EDFacts

NCES (CCD)

OELA (T3BR)

What’s the impact of EDFacts on state processes/cultures

State Education Agencies

Data and Information Office

Special Education Office

Accountability Office

English Language Acquisition Office

Migrant Office

Title I Office

Research/Statistics Office


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OESE (CSPR)

OSEP (DANS)

EDFacts

NCES (CCD)

OELA (T3BR)

What’s the impact of EDFacts on state processes/cultures

Questions about program objectives and goals

State Education Agencies

Data and Information Office

Special Education Office

Accountability Office

English Language Acquisition Office

Migrant Office

Title I Office

Research/Statistics Office


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OESE (CSPR)

OSEP (DANS)

EDFacts

NCES (CCD)

OELA (T3BR)

What’s the impact of EDFacts on state processes/cultures

Data Elements, Business Rules and Data Standards

State Education Agencies

Data and Information Office

Special Education Office

Accountability Office

English Language Acquisition Office

Migrant Office

Title I Office

Research/Statistics Office


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OESE (CSPR)

OSEP (DANS)

EDFacts

NCES (CCD)

OELA (T3BR)

What’s the impact of EDFacts on state processes/cultures

GOAL: How can we utilize the clarity of electronic data standards, to strengthen these relationships, and ensure that business owners continue to get the information they need?

State Education Agencies

Data and Information Office

Special Education Office

Accountability Office

English Language Acquisition Office

Migrant Office

Title I Office

Research/Statistics Office


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Challenges of EDFacts culture change

  • Definitional

    • 2 programs may have 2 definitions for common elements

    • Inadequate program input early can lead to inadequate definitions for data elements

    • One “universe” serving many purposes

  • Technical

    • Contractor Access (who’s the “go to” resource)

    • Data interoperability

    • Everything is now an “above radar” process

  • Cultural

    • Training and outreach

    • Building reliance on a new and incomplete system

      • “chicken or egg dilemma”


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Examples of the challenge

  • AYP determinations and student performance data

  • IDEA and NCLB definitions around assessment for students with disabilities

  • Who’s building and submitting files and who’s responsible for the data?

  • New uses for school and district level data


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Improving State Data Systems

  • Statewide data systems

    • Educational Technical Assistance Act, Section 208

    • Administered through the Institute for Education Sciences

    • Competitive grants to State educational agencies (SEAs) to enable them to design, develop, and implement Statewide longitudinal data systems to efficiently and accurately manage, analyze, disaggregate, and use individual student data


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Improving State Data Systems

  • Statewide data systems - Goals

    • Improve data quality

    • Promote linkages across States

    • Promote the generation and accurate and timely use of data for reporting and improving student achievement

    • Facilitate research to improve student achievement and close achievement gaps

  • Funds under the Statewide data systems program are intended to supplement, not supplant, other State or local funds used for developing State data systems.


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Improving State Data Systems

  • Funding Levels

    • 2005...............................................$24,800,000

    • 2006 ................................................24,552,000

    • 2007.................................................24,552,000

    • 2008.................................................48,293,000

    • 2009 (requested) …………………100,000,000

  • To develop and implement new pre-kindergarten through postsecondary (P-16) data systems or to expand existing pre-kindergarten through grade 12 (P-12) data systems to include postsecondary and workforce information, and to provide support for data coordinators at the State level


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Improving State Data Systems

  • Goals of a P-16 or P-20 Focus

    • Accurate data on high school graduation rates

    • Increased emphasis on the importance of ensuring that all students graduate from high school prepared for higher education or the workplace

    • Expand P−12 data collection systems to include postsecondary and workforce information that will allow them to better determine what courses and supports are most effective in helping students make successful transitions to college and the workplace

    • The types of postsecondary information collected is likely to include courses taken and grades received, including whether students took remedial coursework; college major; degree completion; and time to degree completion


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Improving State Data Systems

  • Examples of State P-20 Activities:

    • Florida, which received a 2006 grant, had developed a pre-kindergarten through grade 20 Education Data Warehouse that linked information on students, staff, adult and postsecondary education, and the workforce. Project funds are being used to expand this system and will link longitudinal information about student and teacher performance to information about expenditures and educational facilities.

    • Utah, which also received a 2007 grant, has a Statewide longitudinal data system and will use grant funds to automate the exchange of student records and transcripts, which will improve the accuracy of information on student transfers and dropouts. The State also will work with EDFacts staff to improve data submission.


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FSA : Data Background

  • History of Information Requirements (both system and collection) being developed by “stovepipe systems.”

    • Isolated development of IT systems, each to accomplish specific purpose

    • Information collections have been drafted by each individual system

  • Target State Vision: Document describing high-level to-be state.

    Goal: Integrate and reengineer business processes to improve operational efficiency and effectiveness, and to provide a better experience for those who interact with Federal Student Aid.

    Goal:Improve data quality and integrity to provide enhanced analytics and reporting capabilities.Goal:Integrate and reengineer information systems to enable target business processes.

    Goal: Goal: Implement an integrated, standards-based technical infrastructure that emphasizes enterprise reusable shared assets.


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FSA: Data Background Data Strategy Purpose

  • Get the Right Information

  • To the Right Person

  • At the Right Place and Time

  • At the Right Cost


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Awareness

Application

Origination

Disbursement

Servicing

Institution

Servicing

Aid Awareness & Application

Delivery

cycle

Phase

Life-

Participation

Application

Origination

& Disbursement

Common Services

for Borrowers

Process

Applicant/

Borrower

Aid Education

Submission

Eligibility

Repayment

Consolidation

Collections

Student Aid on the Web

Inbound Payment Processing

Default Aversion

Call Centers

Application Processing

- Electronic Processing

- Paper Processing & Fulfillment

Award Processing

Consolidations

Performance

Mgmnt*

School Payments (Pass-Through)

- Student Based Pymnt Calcs

- Payments & Tracking

Loan Assignment Processing

EAI

Death, Disability & Bankruptcy

Applicant/Recipient Eligibility

- Electronic Processing

- Paper Processing/Fulfillment

Enterprise

Delinquency

Mgmnt

Application

Disbursement Processing

Integration

Accounting

ITA

Funding Level Management

- Award Processing

- Calc & Monitor Funding Chngs

Integrated

Collections

Borrower Refund Processing

Technical

Architecture

Performance Mgmnt*

VDC

Common Services for Borrowers

Origination & Disbursement

Virtual

Data Center

Award & Disbursement

P-Note Processing

School Aid Payments &

FSA

Service

Recovery &

Funding Level Mgmt

Student Authentication & Access Mgmnt

Processing

Loans

Resolution

Student Authentication & Access Mgmnt

Partner Management

Partner

Partner Eligibility

Trading Partner Management

Enrollment

& Oversight

Application for Participation

Oversight

- Closed School Processing

- Ongoing Monitoring

- Risk Management

- Oversight Reviews/Actions

- Accountability For Funds

- Default Rate Calculations

Partner Eligibility

Enrollment/Access Mgmnt

Funds & Internal

Financial Management

Controls

Participation Management

Performance Mgmnt*

FSA Gateway

Schools Portal

Financial Partners Portal

Help Desk

Bulk Payment Calcs

- ACA Payments to Schools

Partner Payment Processing

Payments & Tracking

Partners &

Lenders

Servicers

Trading

Guaranty Agencies

State Agencies

Schools

(Lender Servicers)

( School Servicers)

Support Functions

Other External Partners

Enterprise Performance Management

- Contract Management

- Acquisition & Planning Strategy

- Performance Analytics & Reporting

To-Be Financial

ED

Department of Education

Aid Life Cycle

Financial Management

- Accounting

- External Financial Reporting

- Funds Control

- Budget

- Internal Controls

Business Process Awareness

- Counseling

- Awareness

Portfolio Data Management

- Aggregated Recipient Data

- Program Analytics & Reporting

Partner Application

DRAFT

Internal Transfer

Partner

Process

Trading

High-Level Business View

Origination &

Oversight

Disbursement

Eligibility

Participation

Oversight

Monitoring

Management

FSA: BackgroundEvolution to the Target State

Enterprise Analytics and Research

Case Tracking

Recommend

Acquisition &

Enterprise Performance

Analytics

(Ombudsman)

Policy Changes

Planning Strategy

Management

Audit

Send/Receive from Matching Agencies

Generate/Distribute ISIR/SAR

Credit Check

Transfer Monitoring

Process Promissory Notes

Servicing Reporting (FFEL & Campus Based)

SSCR

Enablers

History

Common Data Architecture

NSLDS

Functions

Enterprise Shared

Enterprise Shared

Functions

FMS

Trading

Students

Warehouse/Data Marts

Partners

Transactions

Distribute Eligibility

Computation Edits - EFC

RID Mappings

Authentication & Access Management

Partner Payment Calculation/PrePopulation

CDR

SSIM Logic

Match Against CDA (FAH)

Edit Checks

Application

Establish

Consolidate

Aid

Aid Eligibility

Person

CSB

Loans

Awareness

Determination

Record

Authentication &

Access Tools

Application

Relationship

Process

Mgmt

Business

Intelligence Tools

Payment

Partner Payment

State Agency

Partner Payment Management

Processing

Admin

Funding

Ancillary Services

Process

External Financial

GL

AR Management

Budgeting

Payments

Reporting

Accounting

FMSS

GAPS

Business Function

External Transfer

Integration Vision Framework

Business Architecture

Enterprise Target State

Business Architecture Drives Technology Solution


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Federal Student Aid Target State Vision

e

e

Institution

-

s

l

e

Aid Awareness & Application

Servicing

c

a

Aid Delivery

f

i

y

h

Participation

L

c

P

r

t

e

s

n

s

a

w

e

c

o

c

i

r

l

r

o

Aid Education

Submission

Eligibility

Repayment

Consolidation

p

o

r

p

P

B

A

/

Student Portal

Call Centers

Authentication

Access

Tools

Enterprise Analytics and Research

Collections

Enablers

Financial Aid

History

Financial Aggregates

& Reporting

Data

Marts

Student Aid History Management

ESB

Enterprise

Service Bus

Business

Intelligence

Tools

s

Acquisition &

Planning Strategy

Budget Formulation

Credit Report

Ombudsman

Case Research

Recommend

Policy Changes

Distribute School Eligibility

/

Review Information

Calculate EFC

Enterprise Performance

Management

d

n

Distribute Student Eligibility

Audit History

Common Logic Edit Checks

Run Credit Check

Integrated School View

Integrated Student View

B

Analytics

e

o

E

u

r

i

t

n

s

a

c

t

i

h

e

n

CDA/ODS

(NSLDS II)

n

S

r

Information Framework

EDW

u

e

p

/

s

e

F

r

i

s

s

ITA

Integrated

Technical

Architecture

Ancillary

Services

Monitor Aid

Eligibility

Student Enrollment

Reporting

i

s

Default Rate

Calculation

s

s

F

r

e

/

p

Person

u

Org

e

Analytical Data

r

S

n

n

e

Transactions

h

i

c

t

s

n

a

t

i

u

r

E

o

e

B

n

d

Generate

/

Distribute ISIR

/

SAR Data

Manage Promissory Notes

Aggregate Relevant Information

/

Determine Student Eligibility

RID Legacy Identifier Crosswalk

Send

Receive from Matching Agencies

SSIM Logic

/

s

VDC

Virtual

Data Center

Content

Management

Application

Origination & Disbursement

Common Services for Borrowers

Metadata

Repository

Communications

Campus-Based

School Aid Payments &

Funding Level Management

Integrated Partner Management

Aid Eligibility

Determination

Establish

Person Record

Aid

Awareness

Award & Disbursement

Processing

Service

Debts

Recovery &

Resolution

Consolidate

Loans

Press

Releases

Partner Payment and Reporting Management

Application

Publications

Eligibility

Funding

Manage

Partner Participation

& Enrollment

Financial Management

Conference

Planning

Oversight

Enterprise Access Management

Lender Payment &

Reporting Administration

Guaranty Agency Payment &

Reporting Administration

State Agency

Funding

Federal Student Aid Gateway

Receivables

Management

Payables

Management

Funds

Management

Financial

Reporting

Schools Portal

Financial Partners Portal

Help Desk

State Agencies

Schools (School Servicers)

Lenders (School Servicers)

Guaranty Agencies

Other External Partners

Target State Vision

High-Level Business

View of the

Financial Aid Lifecycle

Revised Sept 2005

Department of Education

OIG

OPE

One Financial

GAPS

Partner

Application

Internal Transfer

Business Function

Origination &

Disbursement

External Transfer

Oversight

FSA: Background Target State Vision


Fsa background data strategy initiatives l.jpg

Data Framework

As-Is and Target State Data Flows

Refine Target State Vision

Data Quality Mad Dog

Develop Quality Assurance Strategy

Implement Data Quality Assurance Strategy

XML Framework

Develop XML ISIR

Develop XML Registry / Repository

Production Deployment of XML Registry / Repository

Common Identification

Standard Student Identification Method

Routing ID

Trading Partner Enrollment and Access

Enrollment and Access Management

Technical Strategies

Data Storage, Web Services, Web Usage, and FSA Gateway

Web Consolidation Options

Enterprise Analytics Architecture

CDA Operating Guidelines

FSA: Background Data Strategy Initiatives

Data Strategy evolved into the integration of five core initiatives:


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FSA: Background Data Strategy Key Findings

  • Data should be organized by business process, not by system.

  • Providing data access to business experts is the key component of improving the enterprise’s ability to make informed business decisions.

  • Need to develop a single enterprise solution for all trading partner/person identification and access.

  • “As-Is” data flow discussions have facilitated a broader understanding of end-to-end business processes across all Federal Student Aid program areas.

The Data Strategy team confirmed several key findings:


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FSA: Background

Information Exchange

A single access point for online information and services for

Federal Student Aid customers, partners, and the general public


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FSA: Target State EDM


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FSA: XML Registry and Repository for the Education Community


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Escalation Path

Enterprise Data Management

Program Management, Quality Assurance

Data Privacy & Security

Data Standardization

Data Quality

Data Integration

FSA: Data Governance Framework

Data Governance Management Structure

  • Requires:

  • Collaboration

  • Commitment

  • Provides:

  • Data Consistency

  • Information Sharing

Focus Areas

As- Is Federal Student Aid Data

(CPS, COD, IPM, NSLDS, Borrower Services, etc)


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FSA: Major Milestone - ECDM


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FSA: Business Development Efforts

  • Integrated Partner Management

    • Data Definition Standards

    • Ensure new efforts are added to the metadata repository

  • FFEL Redesign

  • COD Schema through to a PESC standard

The EDM Team is working with the following development efforts to establish policies, promote enterprise standards, and provide technical support:


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U.S. ED and FSA: Future Areas of Focus

  • Develop US Dept of ED Enterprise Conceptual Data Model – created from the business areas.

  • Form US Dept of ED Data Governance Workgroup.

  • Encourage PK12 and Postsecondary data alignment.

  • Encourage and contribute to PK 20 Data Standardization and Education Taxonomy.


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