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2. Moderator Jennifer Effie San Diego County DCSS Speakers Chris Bradley State DCSS Ginger Harms El Dorado County DCSS Youa Xiong Sacramento County DCSS Statewide Data Repository Part 1: What is it?

3. 3 STATEWIDE DATA REPOSITORY Part 1: What is it?

4. 4 Agenda  What is the Data Repository (DR)?  Why a DR?  What data is available?  How is the DR populated?  How to extract data  Benefits/Disadvantages  Future of the DR  Questions

5. 5 What is the Data Repository?  BDDR or DR – One and the same  SQL Server located at the OTech Data Center in Rancho Cordova  Access through the OTech Network not the Internet  Contains data extracted from CSE  Populated with data requested by the Counties

6. 6 Why a Data Repository?  Report request process takes too long  Query request process takes too long  Not enough staff to accommodate requests

7. 7 What Data is Available? Where do you start? Go to: CA Child Support Central >CCSAS Operations >CCSAS Queries >Other Materials BDDR Data Dictionary BDDR Table Map

8. 8 What Data is Available? BDDR Data Dictionary Table Description Column names Column descriptions Primary keys and foreign keys

9. 9 What Data is Available? BDDR Relationship Table Diagram of tables in the database Identifies primary key (column) that associates tables to each other Table Name Primary Key

10. 10 What Data is Available? Data Repository: ■ Approx 70 tables Case Data Participant Data Legal Activities Accounts & Payments Public Assistance CS 34/35 CS 1257 CSLN

11. 11 What Data is Available? Data groupings: Case Data Case and Account Summary Case Status History Case Type History Case Management History Case Assignment History Interstate Perspective Events Review & Adjustment Early Intervention Activity Logs Participant Data Case Participant Participant Relationship Participant Demographics Phone Numbers Prisoner Information Income Employer Wage Assignment License Liens

12. 12 What Data is Available? Data groupings (cont’d): Legal Activity Court Case Legal Activity Service Activity Support Terms Accounts & Payments Case Accounts Account Transactions and Summary Transactions Charging Instructions Logical & Physical Collections Remittance Advice Disbursement Payables

13. 13 What Data is Available? Data groupings (cont’d): Public Assistance Participant Public Assistance Public Assistance Case Public Assistance Case Balance Public Assistance Case Transactions CS 34/35 Collections Disbursements Undistributed Collections CS 1257 FFY Detail for prior years 2006/2007, 2007/2008, 2008/2009 FFY Detail for current year 2009/2010 FFY Summary

14. 14 What Data is Available? Other data for consideration: ■Task ■Documents ■Forms ■Case Participant License Release Agreement Terms ■Financial Institution Asset ■Asset & Other Asset ■Real Property and Real Property Source History ■Guideline Calculation ■Case Notice History

15. 15 How is the Data Repository Populated? 1 st of Each Month ■Tables and Summary Data are extracted from CSE (48 Hours) ■Data is copied to Staging Server and validated ■Data is copied from Staging Server to Data Repository Server and validated ■Users are notified that new data is available

16. 16 Decide the data you need ■Tables ■Columns Decide which tool to use to retrieve the data ■Toad for Data Analyst ■MS Access ■Other: SQL Server Mgmt Studio, MS Excel How To Extract Data Tip: You don't have to know SQL to develop the SQL query!

17. 17 How To Extract Data Small County Perspective

18. 18 Small County Perspective How To Extract Data: Toad for Data Analyst

19. 19 Small County Perspective How To Extract Data: Toad for Data Analyst

20. 20 Small County Perspective How To Extract Data: Toad for Data Analyst

21. 21 Small County Perspective How To Extract Data: Toad for Data Analyst

22. 22 Small County Perspective How To Extract Data: Toad for Data Analyst

23. 23 Small County Perspective How To Extract Data: Toad for Data Analyst

24. 24 Small County Perspective How To Extract Data: Toad for Data Analyst

25. 25 Small County Perspective How To Extract Data: Toad for Data Analyst

26. 26 How To Extract Data: Linking Tables from MS Access Using MS Access to link to a table in the data repository: Reduces learning curve associated with learning SQL Live link to the tables Data resides in its original location Automatic updates to queries and reports in MS Access Data can be manipulated in MS Access Large County Perspective

27. 27 How To Extract Data: Linking Tables from MS Access How to set up a linked table: From the menu bar, select > File > Get External Data > Link Tables 1 2 3 Large County Perspective

28. 28 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. Browse the 'Files of Type' pull- down menu on the bottom left of the Link dialogue box Navigate down the list of 'Files of Type' options and select the 'ODBC Databases()' option. Then click the 'Link' button on the right of the interface. 1 2 Large County Perspective

29. 29 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. Select the Data Source Name (DSN) to connect to the DR Highlight the DSN and click the ‘OK’ button Note: Some LCSAs have their own local data repository (i.e. Sacramento). If that is the case, select the name of the data source from your local data repository. 1 2 Large County Perspective

30. 30 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. You will be prompted again to enter your password to access the database referenced in the DSN. Click the 'OK' button 1 2 Large County Perspective

31. 31 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. Select from the list of tables or views that are available in the database Click the 'OK' button 1 2 Large County Perspective

32. 32 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. You will be prompted to select a 'Unique Record Identifier’ You can click the ‘Cancel’ button to bypass this process Large County Perspective

33. 33 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. You will be prompted to select a 'Unique Record Identifier’ You can click the ‘Cancel’ button to bypass this process Large County Perspective

34. 34 How To Extract Data: Linking Tables from MS Access How to set up a linked table: (cont’d).. Once you have linked all the tables or views, you will see table listing Use these tables to create queries against them or to create reports off of them Large County Perspective

35. 35 How To Extract Data: Linking Tables from MS Access MS Access Queries:MS Access Reports: Tables, queries and reports are automatically refreshed when data repository is updated Large County Perspective

36. 36 How To Extract Data: Linking Tables from MS Access sample of MS Access report created from linking tables to data repository Large County Perspective

37. 37 Benefits  Allows Counties to identify problems  Flexibility  Provides data to assist with proactive case management  Quick results for County  Modify & Run again if results are not what is needed  Summarize data into more useful, meaningful information for analysis

38. 38 Disadvantages  Data is not real time; only updated once each month  Not all CSE data is available in DR  Data is not always accurate  Not all counties have resources or staff with skills to write SQL or to develop queries  DR is complex

39. 39 What is the future of the Data Repository?  The Data Repository will continue to live and be supported by DCSS and the end user community  Additional tables and data will be provided based on user need and prioritization  More frequent loads from CSE Bi-weekly Weekly Daily

40. 40 What is the Future - Business Intelligence  DCSS is working to procure a tool package to provide better analysis of Child Support Data  The tools will be supported and hosted at OTech  Similar tools have been successfully implemented at other State entities  This will start as a pilot with vendor provided assistance  Staff training will be a part of the long term solution

41. 41 Closing Thoughts  Each county needs to find the tool that works best for them  Share ideas and queries with other counties  Ask questions  Utilize other county SMEs