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

5 EA Helps ED to Share Capabilities in Order to Serve Customers, Deliver Value and Empower Staff. 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

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 Community of 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 Recent Accomplishments: Data and XML Steering Committee Postsecondary Data Exchanged among 3 rd parties, Institutions, and ED (FSA & NCES) Postsecondary Electronic Standards Council (PESC) is focused on Postsecondary data interoperability Districts States Federal (ED) Schools FSAEDEN NCES PESCSIFA Institutions ED EA 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 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

9 Grants Monitoring Increase grant manager interactions with discretionary grantees Improve tracking against state plans for formula grants 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 Recent Accomplishments: EDFacts – the Enterprise Data Warehouse Capability Program Office Risk Management Control Evaluation Data Analysis Policy / Performance Evaluation Link evidence of results to program objectives (causality) Expedite policy analysis through faster access to data States Districts Schools Research Grants Loans Enterprise Data Warehouse “Quick Wins” E-Monitoring extensions Drawdown Reporting EDEN Submission and Leadership Reports GAPSEDENIPEDSCCD Transactional Systems Knowledge Worker Enabling Tools New Interim Capabilities Enterprise Data Warehouse Single Audit State Plans

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 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  Get the Right Information  To the Right Person  At the Right Time and Place  At the Right Cost 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.

13 The Target State Vision

14 Federal Student Aid Data 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 Aid Data 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?