Sharing Your Data – An Update on AIRS XML and Helpful Tools Marianne Galleon – 211 LA County (626) x2122, Teri Perkins – University of Nebraska Public Policy Center ,

2 Today’s workshop Data sharing between I&R databases – The big picture – AIRS XML Schema – Vendor role – Tool for automated processing of partner data – Things to think about when sharing data – Examples of on-line databases – Resources – Contact information

3 Comprehensive databases that take advantage of the expertise of multiple database “owners” to more efficiently deliver referrals to those who need them Enable routine sharing of information between I&Rs regardless of the software products they use Goal and Objective

4 Current Practice In our communities and across our regions and states, there are many organizations keeping information about resources. Organizations maintain information to serve their clients: – Geographic – Age group – Type of service

5 The Conundrum I&Rs have specific expertise But, clients may have needs beyond precise information that any one I&R can reasonably maintain…

6 Duplication of effort? Many I&Rs collecting information from many agencies Many agencies providing information to many I&Rs

7 Recognizes expertise Reduces duplication Joint promotion More responsive referrals Groups of I&Rs working together…

8 Alliance of Information and Referral Systems Accreditation… I&R services within the system shall endeavor to participate in local database collaboratives as a means of avoiding duplication of database maintenance activities and achieving broader coverage of different types of community resources. The I&R services within the system shall: Appropriately divide information gathering tasks and oversee the regular and systematic exchange of resource database information; and Maintain comprehensive, accurate, and up-to-date information on the community resources for which they have maintenance responsibility. (p. 18)

9 Exchanging Information Between Databases That Use Different Software Need a standard way to express data – XML allows users to create their own tagging names and definitions (eXtensible Markup Language) – AIRS volunteers developed and refined the AIRS XSD (XML Schema Definition) over the past three years The AIRS XSD describes the structure and content of the data in an XML document – AIRS Board approved the AIRS XML Schema

10 AIRS XML Schema Three levels of data

11 AIRS Commitment Standing Subcommittee of AIRS Technology Committee – Annual updates to the AIRS XSD (XML Schema) – Working on a “Style Guide” Continuing to look at additional ways to promote interoperability through certifications and standards

12 AIRS XSD Data Sharing Comprehensive Database Compliant XML export of I&R B’s data Compliant XML export of I&R A’s data I&R A’s Vendor utility program I&R B’s Vendor utility program Database – I&R B Database – I&R A

13 Vendor Role in Data Sharing Vendors develop utilities for their software that allow mapping of customer data to an XML file that is compliant with the AIRS XSD – Eliminates manual conversion of the data into an XML file by comprehensive database administrator

14 Valid XML File – What Next? Compliant XML files from databases using different software may be combined into a common database by either: – Manually processing files – Using an automated processing system One such tool for automated processing is in development – U.S. Department of Commerce Technology Opportunities Program grant (#31-60-I03013) to develop a technological tool that will prepare data and create a new consolidated data set University of Nebraska Public Policy Center / University of Nebraska Department of Computer Science & Engineering Other tools may use different approaches to process XML files

Database Transformation – Manual Process Database from DB owner Database tables Reformat to ACCESS DB XML file Verify if the XML file is compliant with XSD Compare taxonomy tables Read the file and insert records into the database on laptop; update tables Typical errors Transform to XML file No mailing address or incomplete address (must have a zip code) Wrong format of , web-link, phone, etc. (1) Check user login (2) Upload XML file (3) Validate XML file (4) Check addresses for validity Create a file Test DB on laptop Upload approved DB to server Feedback to DB owner for corrections Check for record duplication and send feedback to DB owner; update invalid (i.e., missing information) records in comprehensive database Communicate with DB owners regarding duplicated records Updated DB on the server Tool will implement these steps Vendor implements these steps with utility

16 Processing System Tool - Features Database Partners: – Login and view previously uploaded data – Login and upload an AIRS XSD compliant XML data export Comprehensive Database Administrator: – Run specialized data processing routines – Browse partner uploaded data – Promote data to live web applications

17 Automated Tool - Partner Advantages Database Partners: – Receive immediate feedback regarding compliance of the structure of the data export with the AIRS XSD – Manage their own content delivery schedules – Access audit trails of previous content deliveries

18 Automated Tool – Administrator Advantages Comprehensive Database Administrator: – Notified of content delivery only after successful validation of content – Single point of access to work with data sets for testing and management – Accurate data when content deliverables are promoted to live websites

19 Custom Processing In addition to basic validation against a schema, the system allows extended processing to be plugged in, such as: – De-duplication of records from multiple providers – Reclassification of taxonomy codes based on partner recognized (customized) taxonomies All processing is automated Flexible – allows manual adjustment of data before promotion to the website

20 Data Owner Work Flow After validation, all processing is done automatically - no user input is required Audit trails are generated Any automated processing can be manually adjusted after the database is updated Automated Processing

21 What will the web interface look like? Login screen Welcome screen Upload file screen Browse files Successfully uploaded the file Successfully parsed the file

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28 Benefits of Processing System Decrease the amount of interaction between comprehensive database administrator and database partners currently required to update website data sets Provide greater control over partner database and comprehensive database content management processes Web infrastructure facilitates management and sharing of I&R data

29 Some general things to think about when sharing data… Partners – Confidence in partner’s database – Skill in coding with the AIRS Taxonomy – Frequency with which partner data is checked and updated AIRS Taxonomy – Levels to observe (customization) – Updating customized taxonomy – All partners must use the same version of the Taxonomy

30 Things to think about (continued)… Geographical Area Served – Search on this? – Required by XSD, but not defined Define as County, City, Zip Code, other? Differences in terminology used by partners – e.g., Program = Site = Provider Urban / rural partners may have different interests – Level of indexing – Distance to travel for services

31 Things to think about (continued)… Resources needed to maintain a comprehensive database – Time – Money – Technical expertise AIRS XSD version Compliant XML file doesn’t guarantee you will have the data you want for your database – Required / optional fields in the AIRS XSD – Work with software vendor regarding data to be included in the XML file

32 Things to think about when sharing data with partners using different software… – Different vendors may have different XML coding styles Number of levels of agencies Use of virtual agencies – Terms added to the XML by vendor may be coded in proprietary format – Unique / non-unique keys Unique key requirement not necessarily consistent among vendors – Information may be coded at different locations within a field More than one way to use XML to code information – All partners may not send information with same detail e.g., coding of target groups/modalities e.g., coding all Age, Gender, and Family exclusions vs. coding them as Eligibility under Service

33 Things to think about even if sharing data with partners using the same software… – Different taxonomy versions – Different XSD versions – Vendor may allow custom fields to be created by software user Information in new fields not transferred to another user – Differences in data standards e.g., names in upper case vs. mixed case – Data stored in different locations e.g., Hours information may be stored at Site or Service level – What needs to be identical to allow data sharing? e.g., county codes may not be identical between users of same software

34 Comprehensive Databases Examples of on-line databases – Los Angeles County – Nebraska – Texas

35 Resources AIRS XML Schema Definition (XSD) – – Current XML Schema is at take the “Current XSD” linkhttp:// Interoperability and Information and Referral – Galleon, Marianne. (2006, January). AIRS working on way for I&Rs to share information. Alliance of Information and Referral Systems News, Volume XXVI No. 1, 1. – Shank, N. (2004). Database interoperability: Technology and process for sharing resource information. Information & Referral, 26, AIRS/INFO LINE Taxonomy of Human Services – On-line version of taxonomy at – Bruni, M.G. (2000). Indexing with the AIRS/INFO LINE Taxonomy of Human Services. Information and Referral, 22, – Sales, G. (2003). An orientation to the structure and contents of the AIRS/INFO LINE Taxonomy. Information and Referral, 26, XML – XML - A good resource about XML is the XML Schema Primer at

36 Contact Information Marianne Galleon – 211 LA County – (626) x2122, Teri Perkins – University of Nebraska Public Policy Center – ,