Unification & Simplification Through: C ooperation I nnovation O pportunity DOI Data Reference Model Overview May 10, 2005

“Achieving Information Excellence” 1 Presentation Contents  Background  DOI’s FEA DRM implementation strategy  DOI’s Data Infrastructure  DOI’s Data and Information Sharing  DOI DRM Implementation Examples  Summary

“Achieving Information Excellence” 2 DOI DRM Background Information

“Achieving Information Excellence” 3 Organizational Context The Department of the Interior manages one of every five acres of land in the United States, providing opportunities for wilderness, wildlife protection, recreation, and resource development; We supply water for much of the West so that farmers can grow food and people can turn on their taps; We provide access to energy and minerals so that people can warm and cool their homes, and drive to their jobs; We honor our special responsibilities to American Indians, Alaska Natives, and affiliated Island communities; and We protect wildlife and improve the environment.

“Achieving Information Excellence” 4 The Major Drivers Clinger Cohen Act OMB Circular A-130 FEA PMO Guidance Documents Various Court Cases (e.g. Cobell vs Norton)

“Achieving Information Excellence” 5 DOI’s Approach  Follow OMB’s model (i.e. 5 key federal lines of business)  Supplement FEA DRM with DOI level guidance  DOI’s internal driver is Modernization Blueprints – Worked by communities of practice – Provides decision support – Implementable  DOI follows ISO – Supplement with lower level guidance – Not always easy to follow, but still a good reference – DOI established discrete representation classes – ISO helps DOI achieve semantic understanding of its data

“Achieving Information Excellence” 6 Guidance Documents Department’s Data Resource Management Policy Draft enterprise data standardization procedures Representation Classes Data Resource Management & Standardization Program Launched the Data Advisory Committee (DAC) June 2003 Launched various Tiger Teams Enterprise Data Model Fully attributed Version 2 logical model produced and released December business functional areas plus geospatial Produced data subject areas and information classes Produced ERD Formal Stewards Body Piloted stewardship roles with some business functional areas Launching Stewardship program 3 rd quarter FY05 A Data Repository/Registry Currently using MS Access DB Will migrate to DOI’s Enterprise Architecture Repository when ready DOI Data Architecture Components

“Achieving Information Excellence” 7 The DOI Data Complexity Challenge (As of February 2003) Same Data Requirement Same Data Requirement Different Functional/Business Needs and Different Data Descriptions Records Management Facility Management Law Enforcement Geospatial Indian Trust Finance Fire Management Recreation Land Management

“Achieving Information Excellence” 8 DOI Today The DRM Program provides the governance, procedures and processes needed to ensure data quality and shareability across diverse domains. DOI DRM Core Asset Master Facility Vendor Finance Wildland Fire Recreation Materiel Service Activity Customer Alert Closure Communities of Practice (COP) form and create unique sets of shared data Nothing in place to prevent the creation of disparate data – redundant data and many data stovepipes Each Business Line has unique data Reducing these characteristics: Increasing these characteristics:

“Achieving Information Excellence” 9 Law Enforcement Geospatial Recreation Indian Trust Finance Fire Management Shared & Distributed Data (thru data standardization including reuse of external standards) Records Management Requires culture change, planning, and implementation know how to be effective Facility Management Land Management THE DOI VISION: Enabling Business Lines with Shareable Data

“Achieving Information Excellence” 10 DOI’s Implementation Strategy of the FEA DRM

“Achieving Information Excellence” 11 * SUBJECT AREA : Public Health Business Sub-Functions: Public Health Monitoring Community of Practice - Agencies that need to solve a common problem - Agencies that need to share data - Agencies that perform similar processes Topic of interest * SUPER-TYPES: Categories of data used to perform business operations and shared by business functions * INFORMATION EXCHANGE: Packages of meaningful data used as an input to decisions or generated as an output during process execution Object Description Relational Table XML Schema Facility Location Person Disease Business Process External Request Information Exchange * DATA ELEMENT DESCRIPTION Agencies define their information and processing needs. This can be applied to the most granular level of information passed. FEA DRM CONCEPT

“Achieving Information Excellence” 12 DOI DRM Mapping to FEA DRM (Illustration Example: RECREATION) Physical Model Schema (SQL) CREATE TABLE RECAREA (RECAREA_IDCHAR(12) NOT NULL, RECAREA_NMVARCHAR(50) NOT NULL PRIMARY KEY (RECAREA_ID)); CREATE UNIQUE INDEX XPKRECAREA ON RECAREA ( RECAREA_ID ASC); CREATE TABLE RECAREA_ACT (RECAREA_IDCHAR(12) NOT NULL, RECAREA_ACT_CDCHAR(2) NOT NULL, RECAREA_ACT_DESCVARCHAR(240) NULL, RECAREA_ACT_FEEVARCHAR(240) NULL); CREATE UNIQUE INDEX XPKRECAREA_ACT ON RECAREA_ACT ( RECAREA_IDASC, RECAREA_ACT_CDASC); * Information Exchange Package: PUBLIC RECREATION AMENITY REQUEST * Subject Area: RECREATION * Super Type: RECREATION AREA XML Schema A recreational activity available at a Recreation Area. The code that denotes a specific kind of Recreational Activity. RECREATION-AREA RECREATION-AREA DENTIFIER RECREATION-AREA NAME RECREATION-AREA MAP URL TEXT RECREATION-AREA IDENTIFIER (FK) RECREATION-ACTIVITY TYPE CODE RECREATION-AREA-ACTIVITY DESCRIPTION TEXT RECREATION-AREA-ACTIVITY FEE DESCRIPTION TEXT RECREATION-AREA-ACTIVITY A1|AIR-HANG GLIDING B1|BOATING-SAILING B2|BOATING-CANOEING B3|BOATING-KAYAKING C1|CAMPING-CAMP SITES C2|CAMPING-FREE SPACE H1|HIKING-TRAILS H2|HIKING-FREE RANGE S1|SWIMMING-LAKE, POND S2|SWIMMING-POOL DOMAIN: RECREATION-ACTIVITY TYPE CODE Data Object: DOI Conceptual Data Entities (Standardized) REGISTRY ENTRY: RECREATION-ACTIVITY TYPE CODE DATA TYPE: CHARACTER LENGTH: 2 DEFINITION: The code that denotes a specific kind of Recreational Activity CLASS WORD: CODE METADATA REPOSITORY Glossary of Metadata Data Property: DOI Conceptual Data Elements (Standardized) Data Representation: * Data Element Description DOI DRM uses term ‘Information Class’ * FEA DRM Components

“Achieving Information Excellence” 13 Portals External Interfaces External InterfacesDeliveryMechanism (e.g. XML) Info Exchange/ Info Sharing Requirements DataStandardization E-Gov Applications E-Gov Applications Legacy Migration Plans XML Policy DOI Lines of Business Other Gov’t Agencies DOI Partners Synchronization & Implementation Support Data Resource Management Data Resource Management Policy DOI Data Architecture Framework

“Achieving Information Excellence” 14 Framework Components Amplified (Sample products and services) DataStandardization TransportMechanism (e.g. XML) Info Exchange/ Info Sharing Requirements Synchronization & Implementation Support Interior Data Reference Model (DOI DRM) Common Data Standardization Procedures Data Repository Data Stewards Roster Interface Requirements Information Exchange Data Models Data Transformation Models Re-usable Reference Data Sets Information Exchange Packages Re-usable XML Tags & Schemas Replication Support

“Achieving Information Excellence” 15 DOI Data Architecture Approach (Data Traceability) Business Architecture Products Information Requirements Identify and Define Structure & Standardize Implemented Data Structures Operational Systems Map, Assess, & Re-engineer New Systems Register Metadata Interior Data Reference Model Interior Metadata Repository Data that is sharable & usable by multiple business units across the Enterprise

“Achieving Information Excellence” 16 DOI Data Resource Management Goals Reduce the life cycle cost of data through integration, standards, and the use of authoritative data sources Provide a data reference model which addresses information important to the business of DOI Provide a metadata registry to support data standardization and re-use Provide a data resource management infrastructure to ensure data integrity, quality, and security ISO facilitates the accomplishment of the first three goals. ISO facilitates the accomplishment of the first three goals.

“Achieving Information Excellence” 17 DOI DRM Activities and Roles CoordinationIsKey Establish Data Requirements for Business Area Business Roles Data Integration Activities & Promote adopted data standards re-use Information Distribution Use Promoted Data and Systems Identify Existing and Planned Data Sources Identify Authoritative Sources for data Implement Data Standards for Seamless Data Interchange Promote Federal XML Schemas Implement Adopted Data Standards in Systems Architecture Roles Engineering Roles

“Achieving Information Excellence” 18 DOI Data Subject Area Mapping Process Identify and Define Data Subject Areas and Super Types 1 Existing Bureau and External Data Subject Areas DOI Data Architect and DAC Acquire System Artifacts and SME Knowledge 2 DEAR System Info. Database Schemas (Rec.) Data Advisory Committee (DAC) DOI Data Architect and DAC Develop maps between Systems and Subject Areas 3 Artifacts Data Subject Area Definitions

“Achieving Information Excellence” 19 DOI DRM Entity Relationship Diagram (Highly Shared Entities) Person-Name Incident Equipment Organization- Association Geospatial- Location Country State Capability Tract Location Facility Person- Association Person Organization Descriptive- Location Postal- Location

“Achieving Information Excellence” 20 Geospatial Data Supporting the Business Lines (What’s been documented so far in the DOI DRM) Law Enforcement RecreationIndian TrustFinance Fire Management Best use of resources can be applied through coordination of GIS data via the E-GIM initiative to the key business lines in the IEA. FGDC is a source. Facility Management Recreation Area Facility Location Geospatial Location Data Set Organization Location Organization Location Incident Location Person Location Evidence Location Property Location Geospatial Location Data Set Org Location Public Land Survey System Tract Well Location Geospatial Location Data Set Organization Location Public Land Survey System Incident Location Equipment Location Geospatial Location Data Set Organization Location Facility Location Geospatial Location Data Set Organization Location

“Achieving Information Excellence” 21 DOI Data Architecture Role in Modernization Blueprints Discovery of data sharing opportunities and redundancies begins by mapping systems to Data Subject Areas and Super Types. Financial System A Recreation System B Fire Management System C Super Type A Super Type B Super Type C BRM Business Need Data Sharing Opportunities Identify Common Data Data Subject Area AB

“Achieving Information Excellence” 22 The DOI DRM Process Recreation Identify data requirements Law Enf. Fire Facility XML Schemas / Exchange Packages / Database Schemas Role of DOI DRM: Harmonize data requirements across business lines & facilitate data standardization Implement and use adopted data standards and authoritative sources Finance IMARS Rqmts IMARS System/DOJ Reporting Source of harmonized information that can be used by FBMS Master Data Rec.gov System Fire Blueprint Implementation External Data Standards – Candidates for Adoption NetWeaver Master Data Record Original Sources: JFMIP USSGL TFM SFFAS GOS Fire Channel

“Achieving Information Excellence” 23 DOI Data Infrastructure

“Achieving Information Excellence” 24 Who Implements the Data Architecture?  DOI Data Advisory Committee (DAC) –Represent the interest of their organization to help build enterprise perspective –Bring the strengths of their knowledge and background to the group –Vote on crucial enterprise matters pertaining to data 11 Voting Members of the DAC Minerals Management Service (MMS) U.S. Fish and Wildlife Service (FWS) U.S. Geological Survey (USGS) National Park Service (NPS) Bureau of Reclamation (BOR) Bureau of Indian Affairs (BIA) National Business Center (NBC) Bureau of Land Management (BLM) Office of the Special Trustee (OST) Office of Surface Mining (OSM) Chaired By the Office of the Secretary (OS)

“Achieving Information Excellence” 25 DOI Data Resource Management Roles and Relationships DAC DOI Data ArchitectPrincipal Data Stewards Bureau Data Architect Database Administrator (DBA- provides access and designs/develops interfaces and connections) DOI Data Architecture Guidance Body Subject Matter Expert (SME - analyzes and defines data requirements) Executive Sponsor Appoints Principals & ensures adequate funding Coordinates the creation or review of proposed data standards with all business data stewards & Bureau Data Architects for a business line. Maintains current DOI data Standards for their respective business line. Submits proposed data Standards to DOI Data Architect for formal review process. Coordinates implementation of new Data standards with SME and DBA in systems supporting a business line. Ensures data security & data quality requirements for each data Standard. Maintains & publishes the DOI DRM in coordination with Principal Data Stewards and Bureau Data Architects. Promotes the Data Program. Assists the DOI Data Architect in the implementation of the Data Program among Bureaus in coordination with Principal Data Stewards and Business Data Stewards. Maintains Bureau unique data standards in coordination with business data stewards. (Data Advisory Committee) Business Data Steward DOI E-GovTeam

“Achieving Information Excellence” 26 Development of Formal Data Stewardship (Current Status) Law Enforcement Recreation Indian Trust Finance Fire Management Records Management C. Grymes J. Gegen ??? S. Hawkins E-GIM Team E. McCeney Principal Data Steward for Each Business Line Facility Management Geospatial ??? ???

“Achieving Information Excellence” 27 DOI Data and Information Sharing

“Achieving Information Excellence” 28 The Data & Information Sharing Approach Identify data and information most important to share Standardize the data in collaboration forums following Department procedures Publish and promote use of the official standard data

29 DOI Data Standardization Procedures Overview Triggers (examples) Business Process Improvement Project Modernization Blueprint Project Info Exchange Project E-Gov Project Review business references and artifacts Include Principal Data Steward(s) Collect, Identify, Design, and Document data requirements. Perform business and technical stewardship Coordination Develop, and Submit Data Submission Package with concurrence of Principal Data Steward Formally conduct cross-functional review, and Adopt proposed data standards Formal Review period: 3 weeks Resolve comments with Principal Data Steward(s) Resolution period: 2 weeks Implement adopted data standards KEY Points Standardizing/ adopting data that is shared or exchanged. Not always a single implementation of a standard

“Achieving Information Excellence” 30 Some Rules Followed from ISO NAMING RULESRULES FOR DEFINITIONS Name is always unique Be clear, accurate, and self explanatory Name is always singular Always end with a representation term (i.e. class word) Include only alphabetic characters, and spaces Unless commonly used, spell out all acronyms Avoid circular reasoning (Don’t repeat the name in the definition) Describe the “what”, not the “how”, “when”, “where”, or “who” Data elements must have only one clear and concise meaning (Avoid multiple meanings/concepts) Have only one interpretation Avoid ambiguity Describe purpose & usefulness without using physical qualities Stated in the singular Avoid abbreviations unless commonly understood

“Achieving Information Excellence” 31 DOI Representation Class (Controlled Word List based on ISO 11179) Amount Code Coordinate Date Identifier Measurement Name Number Quantity Rate Text Time

“Achieving Information Excellence” 32 Data Architecture Communication ( DOI DRM Artifacts posted on Interior’s EA web page. High level Data Architecture (i.e. data subject areas) and data models are in the Department’s EA Repository (DEAR).

“Achieving Information Excellence” 33 Interim DOI Data Repository (MS Access Database) Easier to track data life cycle, search, sort, parse, and/or map data elements for analysis work with MS Access DB

“Achieving Information Excellence” 34 Relationship of Interior DRM to other Interior EA Components & Governance Teams DRM BRM LINES OF BUSINESS Subfunctions Recreation Finance Law Enforcement Recreation-Amenity Recreation-Amen Name Recreation-Amen Description Text Facility Agency Code Provides TRM SRM Product Name Erwin Oracle XML Etc. Data Marts Data Warehouses Information Systems Knowledge Management Records Management Interior Business Architecture Team (IBAT) TRM Domain Arch. Teams Data Advisory Committee (DAC) PRM Facility Name Facility Type Code Facility Facility Identifier Interior Architecture Work Group (IAWG) Subject Area RECREATION Interior Chief Technology Officer Council INVESTMENT REVIEW BOARD (IRB)

“Achieving Information Excellence” 35 DOI DRM Implementation Examples

“Achieving Information Excellence” 36 DOI DRM Implementation - Recreation Requirements & ChallengesDOI DRM RoleOutcomes Needed a basis for data sharing among multiple Federal, State, Local & Commercial parties Share data from multiple business lines Translate data sharing to a database and XML Must be easily extensible to accommodate new requirements Provided a basis for requirements gathering and data analysis – Rapid Standardization Provided a mechanism for discussion and validation amongst data sharing partners Identification of data sharing opportunities Translation of conceptual analysis into database and XML Schema All parties agree to data sharing requirements – greatly increased collaboration Integrated data requirements and data sharing across business lines Extensibility proven through inclusion of Trails data standard Implemented database and XML Schema

“Achieving Information Excellence” 37 DOI DRM Implementation – Law Enforcement Requirements & ChallengesDOI DRM RoleOutcomes Needed to develop comprehensive set of data requirements for new LE Systems Procurement Provide an extensible standard for the concept of an Incident, whether it is LE, Emergency Management, Search & Rescue, etc. Must integrate with Department of Justice XML Schema Provided a basis for requirements gathering and data analysis Model provided platform for integration of Justice standards and DOI requirements Inclusion of an extensible concept for an “incident.” Provided a clear set of data requirements to be included in procurement documents Justice XML data standards have been included. Provides ability for data exchange using emerging standard Model currently being extended to include Emergency Management, Security and Organizations

“Achieving Information Excellence” 38 DOI DRM Implementation – Indian Trust Requirements & ChallengesDOI DRM Role Outcomes Needed to identify and analyze common data across all Trust systems Provide data requirements for procurement of modernized Trust systems Needed to identify redundancies Provide a standard for reverse engineering and data standard gathering Provide a means to map data standards to system records and fields and report on redundancies Served to provide a consistent set of data requirements to be included in procurement requirements Provided a clear set of non- redundant, consistent data standards across the Trust business line Most Trust systems were mapped to the DOI DRM Trust data standard. Redundancies were easily identified DOI DRM continues to provide sets of data requirements as procurement proceeds

“Achieving Information Excellence” 39 DOI DRM Implementation – Records Mgmt Requirements & ChallengesDOI DRM RoleOutcomes Needed to identify the core data requirements necessary to conduct the Records Management business process Provide for possible data reference model across the Federal Government Provide for future analysis of data sharing opportunities and reduction of redundancies Provided a basis for requirements gathering and data analysis DOI DRM Methods and Techniques provide a flexible mechanism for data sharing analysis DOI DRM Methods and Techniques are based on ISO and other standards, ensuring a basis for Federal-wide analysis With one analysis session, provided an extension to the DOI DRM that clearly captures the core data requirements for Records Management. Model to be used as a basis for analysis of data sharing and redundancies Model has been circulated among several Federal Agencies

“Achieving Information Excellence” 40 Summary DOI Data Architecture work is evolutionary and maps to the concepts in FEA DRM and ISO DOI DRM development tied to DOI EA priority business lines and validated by communities of practice DOI DRM serves as the basis for database design, data integration, and XML artifacts (RECREATION initial proof-of-concept) Effective Data Stewardship is critical to success “I am careful not to confuse excellence with perfection. Excellence I can reach for, perfection is God’s business.” ---- Michael J. Fox

“Achieving Information Excellence” 41 QUESTIONS Suzanne Acar Interior Data Architect Department of the Interior Office of the Chief Information Officer Phone: