The Strategy in Solving the Data Access Problem Design and build a Data Warehouse

What is a Data Warehouse? An architecture for organizational information that is An architecture for organizational information that is Subject Oriented Subject Oriented Integrated Integrated Time Variant Time Variant Non-Volatile Non-Volatile Store of intergated data from disparate sources that supports Store of intergated data from disparate sources that supports Structured or ad-hoc queries Structured or ad-hoc queries Analytical reporting (trends, relationships, etc.) Analytical reporting (trends, relationships, etc.) Strategic decision making Strategic decision making Allows quick, easy access to data Allows quick, easy access to data Regularly updated with new data Regularly updated with new data

How might a Data Warehouse look? organized by subject area integrated source of all information available for analysis across subject areas

How might a Data Warehouse effect access to data in the future? At each point on the data access cycle, a data warehouse could provide quick answers to ongoing questions.

How might a Data Warehouse be used? Make any necessary changes to the treatment plan. Start with a goal, such as provide better treatment plans to clients. Identify the data to help you achieve the goal. For example, identify what treatment the client has already received? Access that data in the Data Warehouse. Use your expertise and experience as you analyze the data. Has the treatment been effective?

Of course, we can’t build an entire Data Warehouse in 6 months! We have to “start small, but think big.” We have to “start small, but think big.” Build in a closed loop feedback system, so that we can monitor and make any adjustments to the Data Warehouse. Build in a closed loop feedback system, so that we can monitor and make any adjustments to the Data Warehouse. Use focus groups to identify additional data that should be included in the Data Warehouse. Use focus groups to identify additional data that should be included in the Data Warehouse. Deal with challenges along the way. Deal with challenges along the way. Identify and manage factors that are critical for Data Warehouse success. Identify and manage factors that are critical for Data Warehouse success.

Start small Start with a single question that, if answered, will meet 80 percent of the need for access to data. Start with a single question that, if answered, will meet 80 percent of the need for access to data. For example, for a specific client of Youth Corrections, what are all of the services (both residential and non-residential) that client has received from programs across the department? For example, for a specific client of Youth Corrections, what are all of the services (both residential and non-residential) that client has received from programs across the department? Being able to answer a question such as this, and combining the answer with the experience and expertise of a case worker, should help the case worker provide a better treatment plan for the client. Being able to answer a question such as this, and combining the answer with the experience and expertise of a case worker, should help the case worker provide a better treatment plan for the client.

Think big Design the Data Warehouse so that it can be extended to answer the same question for clients of Child and Family Services, Aging, Mental Health, Substance Abuse, People with Disabilities, etc. Design the Data Warehouse so that it can be extended to answer the same question for clients of Child and Family Services, Aging, Mental Health, Substance Abuse, People with Disabilities, etc. Design the Data Warehouse to handle additional data to answer future questions regarding: Design the Data Warehouse to handle additional data to answer future questions regarding: Client service delivery Client service delivery Cost effective services Cost effective services Operating in the black Operating in the black Managing resources Managing resources......

Use focus groups to identify additional data that should be included in the Data Warehouse Law enforcement/delinquency information Law enforcement/delinquency information Family/behavioral history Family/behavioral history Demographics Demographics Location of services/placements Location of services/placements Primary reason for services/placements Primary reason for services/placements Case workers/parole officers involved in service provision Case workers/parole officers involved in service provision Custody status and history Custody status and history Probation status and history Probation status and history

Build in a closed loop feedback system to monitor and make adjustments to the Data Warehouse Identify data needs. Analyze and extract the data from all relevant information systems. Merge and clean the data before loading it into the Data Warehouse. Provide easy access to the data in the Data Warehouse. Review the data to make certain it meets needs. Business experts are involved in each step.

Challenges Understanding business goals. Understanding business goals. Making the right information easily accessible, in the right form, in the right place, and at the right time. Making the right information easily accessible, in the right form, in the right place, and at the right time.

Critical success factors Active support of senior management, including resources based on risk/cost/benefit Active support of senior management, including resources based on risk/cost/benefit Participation of data stakeholders in the department’s decentralized computing environment Participation of data stakeholders in the department’s decentralized computing environment An understanding of yours and the department community’s needs at large An understanding of yours and the department community’s needs at large A determination to meet those needs A determination to meet those needs The ability to identify and deal with issues The ability to identify and deal with issues The ability to measure data quality, security, and ease of access The ability to measure data quality, security, and ease of access A powerful, flexible data dictionary / encyclopedia A powerful, flexible data dictionary / encyclopedia Trust Trust