Enterprise Data Management and Standardization Efforts at the U.S. Department of Education

2. Enterprise Architecture, Enterprise Data Management, and Data Standardization Efforts at the U.S. Department of Education May 2006 Joe Rose, Chief Architect (OCIO) Holly Hyland, Management Analyst (FSA)

3. AGENDA • Department of Education: Overall • The Role of Enterprise Architecture (EA) at the Department of Education • Our Data Architecture Focus – The “Data Agenda” • Recent Accomplishments • Future Areas of Focus • Federal Student Aid: Specific • The Role of Enterprise Data Management at Federal Student Aid • Our Data Architecture Focus – The “Data Strategy” • Recent Accomplishments • Future Areas of Focus

4. Strategic View IT View EA Is a Plan and a Process for Linking Business Needs With the Best Available Technology… IT Investment Portfolio Required BusinessCapabilities Delivery Functions Required ITCapabilities Organization Department Strategies Department Objectives Department Goals …And Is Organized Around 3 Domains: Business, Technology and Data

5. Current ED Business Model Focused on independent Program Offices serving specific Education segments Many capability investments are focused on single Program Office needs Little collaboration or sharing of capabilities across Program Offices Future ED Business Model Re-focused on cross-Program Office lines of business, e,g., Grants, Information Dissemination Portfolio emphasis on Line of Business capabilities that span Program Offices IT function provides enabling technical capabilities in support of Line of Business needs EA Helps ED to Share Capabilities in Order to Serve Customers, Deliver Value and Empower Staff.

6. Our Data Architecture Focus – The “Data Agenda” • Data Standards and Guidelines • Rules for the creation, replication, storage, and management of data • Policies and guidelines to data providers and data users to maintain the integrity of data. • Best Practices for Data • Data modeling • Data integration • Data management • Open standards • Data Architecture Artifacts • Enterprise Standards and Guidelines • Enterprise Data Conceptual Model • Enterprise Data Dictionary • Data/XML Steering Committee • Collaborative environment for the promotion of standards • Promotes data exchange both internally and externally.

7. Our Data Architecture Focus – Education Communityof Interest • Promote use of common standards across the Department of Education • Within Program Offices • Across Program Offices in like disciplines (e.g., grants, evaluation) • Between Research (NCES) and other ED Programs • Between K –12 and Post-secondary education areas • Cooperative standards with external parties • State and local education organizations – Education Data Exchange Network • Cross-Federal government coordination – Grants.Gov Find and Apply • New Information exchange capabilities – Migrant Student Information Exchange • Coordination between external standards groups - SIFA and PESC

8. NCES EDEN FSA • PURPOSE: Promote efficient data exchange • Increase awareness of data modeling and XML industry perspectives • Identify / develop recommended data modeling and XML standards for ED • Foster collaboration in the application of these standards among stakeholders • Provide a governance mechanism for data-related decisions • RESULTS TO DATE: • Identified seven candidate best practices • “Common Core Components Comparison Committee” established to pilot collaborative activities • Extended scope to include SIFA and PESC Federal (ED) States Institutions Districts Schools PESC SIFA PK-12 Data • Exchanged among Schools, Districts, States, and ED (EDEN & NCES) • Student Interoperability Framework Assoc. (SIFA) is focused on PK-12 data interoperability Overlapping PK-12 and Postsecondary Data • Notable overlapping data elements include high school transcripts and community colleges – exchanged among many parties. • ED Enterprise Architecture Program is focused on overlapping (PK-20) data interoperability Postsecondary Data • Exchanged among 3rd parties, Institutions, and ED (FSA & NCES) • Postsecondary Electronic Standards Council (PESC) is focused on Postsecondary data interoperability ED EA Recent Accomplishments: Data and XML Steering Committee

9. GAPS IPEDS EDEN CCD Program Office Risk Management Evaluation Data Analysis 10 8 6 4 Control 2 0 1990 1992 1994 1996 1998 2000 New Interim Capabilities Recent Accomplishments: EDFacts – the Enterprise Data Warehouse Capability Transactional Systems Enterprise Data Warehouse Knowledge Worker Enabling Tools • Policy / Performance Evaluation • Link evidence of results to program objectives (causality) • Expedite policy analysis through faster access to data • Grants Risk Management • Identify high-risk and potentially high risk areas within and across POCs • Organize and manage risk teams that work to remove the risks Single Audit Enterprise Data Warehouse Loans Schools State Plans Grants Districts • Grants Monitoring • Increase grant manager interactions with discretionary grantees • Improve tracking against state plans for formula grants Research States • “Quick Wins” • E-Monitoring extensions • Drawdown Reporting • EDEN Submission and Leadership Reports

10. Future Areas of Focus • Common data/ XML repository across all parts of the Department of Education • Establish relevant areas of integration between K-12 and Post-secondary areas (e.g., high school transcripts) • Minimize customer burden through consolidated information collections • Improve quality, consistency and availability of data for decision-making • Provide improved external access to Department of Education data consistent with privacy and security requirements

11. Awareness Application Origination Disbursement Servicing Enterprise Analytics and Research Case Tracking Recommend Acquisition & Enterprise Performance Analytics (Ombudsman) Policy Changes Planning Strategy Management Institution Audit Send/Receive from Matching Agencies Generate/Distribute ISIR/SAR Credit Check Transfer Monitoring Process Promissory Notes Servicing Reporting (FFEL & Campus Based) SSCR Servicing Enablers Aid Awareness & Application Delivery History cycle Phase Life- Participation Application Common Data Architecture Origination & Disbursement Common Services for Borrowers NSLDS Enterprise Shared Functions Enterprise Shared Functions FMS Trading Students Warehouse/Data Marts Partners Process Applicant/ Borrower Transactions Aid Education Submission Eligibility Repayment Consolidation Collections Distribute Eligibility Computation Edits - EFC RID Mappings Authentication & Access Management Partner Payment Calculation/PrePopulation CDR SSIM Logic Match Against CDA (FAH) Edit Checks Student Aid on the Web Inbound Payment Processing Default Aversion Application Call Centers Application Processing - Electronic Processing - Paper Processing & Fulfillment Award Processing Establish Consolidate Aid Aid Eligibility Consolidations Person CSB Loans Awareness Determination Performance Mgmnt* School Payments (Pass-Through) - Student Based Pymnt Calcs - Payments & Tracking Record Authentication & Access Tools Loan Assignment Processing Application Relationship Process Mgmt Business EAI Death, Disability & Bankruptcy Applicant/Recipient Eligibility - Electronic Processing - Paper Processing/Fulfillment Intelligence Tools Enterprise Delinquency Mgmnt Application Payment Partner Payment State Agency Partner Payment Management Disbursement Processing Integration Processing Admin Funding Accounting ITA Ancillary Services Funding Level Management - Award Processing - Calc & Monitor Funding Chngs Integrated Process External Financial GL Collections Borrower Refund Processing AR Management Budgeting Technical Payments Reporting Accounting 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* FMSS GAPS FSA Gateway Schools Portal Business Function Financial Partners Portal External Transfer 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 FSA Integration Vision Framework FSA Business Architecture FSA Enterprise Target State Eligibility Participation Oversight Monitoring Management Federal Student Aid: Evolution to the Target State Vision • A target state outlines the vision to achieve integration. • Business needs drive technology solutions.

12. Federal Student Aid:Data Strategy Purpose Develop an overall approach towards data to ensure that accurate and consistent data is available to and exchanged between Federal Student Aid and our customers, partners, and compliance and oversight organization. • Get the Right Information • To the Right Person • At the Right Time and Place • At the Right Cost

13. Federal Student Aid Target State Vision e Institution e - s l e Aid Awareness & Application Servicing c Aid Delivery a f i y h Participation L c P r t e s n s a w e c o i c r l Aid Education Submission Eligibility Repayment Consolidation r o 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 n Distribute Student Eligibility d 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 CDA/ODS (NSLDS II) n n r S Information Framework EDW e u p / s e F r s i ITA Integrated Technical Architecture Ancillary Services s Monitor Aid Eligibility Student Enrollment Reporting s s Default Rate Calculation i F s e r / Person u p Org e Analytical Data S r n n e h Transactions i c t s n a t i u r o E 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 Aid Awareness Aid Eligibility Determination Establish Person Record Integrated Partner Management Award & Disbursement Processing Service Debts Recovery & Resolution Consolidate Loans Press Releases Partner Payment and Reporting Management Publications Application Funding Manage Eligibility 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 The Target State Vision

14. Federal Student AidData Management Focus – The “Data Strategy” • Data Policy and Strategic Planning • Data Administration • Data standardization • Metadata Management • Data Modeling Management • Data Governance • Data Architecture • Data Conversion/Migration Planning • Data Integration Services • Data Quality

15. Federal Student AidData Management Focus – The “Data Strategy” • Data Standards and Guidelines • Rules for the creation, replication, storage, and management of data • Policies and guidelines to data providers and data users to maintain the integrity of data. • Best Practices for Data • Data modeling • Data integration • Data management • Open standards • Data Architecture Artifacts • Enterprise Standards and Guidelines • Enterprise Data Conceptual Model • Enterprise Data Dictionary • Education Community of Interest • Collaborative environment for the promotion of standards • Federal Student Aid Co-Chairs DXSC • Promote data exchange both internally and externally • XML Registry and Repository for the Education Community

16. Federal Student Aid Data Management Focus – Education Community of Interest • Promote use of common standards across the Education Community of Interest. • Cooperative standards with external parties.

17. FSA Recent Accomplishments: Enterprise Conceptual Data Model

18. FSA Recent Accomplishments: Enterprise Conceptual Data Model

19. FSA Recent Accomplishments: Enterprise Conceptual Data Model

20. FSA Recent Accomplishments • Released the XML Registry and Repository for the Education Community as open-source. • Working with IPEDS on a schema development project using the PESC Process. • Web-based Data Model Repository. • Data Management standards incorporated into the procurement process. • Integration between the XML Registry and Repository for the Education Community and the Federal Student Aid Data Model Repository.

21. Federal Student Aid Future Areas of Focus • Continue to work with the Education Community of Interest to add additional core components to the XML Registry and Repository for the Education Community. • Improve quality, consistency and availability of data for decision-making. • Support Enterprise Data Integration Services Infrastructure that implements our Service Oriented Architecture in the Target State Vision. • Institutionalize Data Quality best practices across the Enterprise. • Strengthen our Data Governance efforts across the Enterprise.

22. Federal Student Aid Future Areas of Focus

23. Summary The Department of Education and Federal Student Aid’s Enterprise Data Initiatives align with each other and with the interests of the Education Community of Interest.

24. Questions?