The Strategy in The Strategy in Solving the Data Solving the Data Access Problem Access Problem

Design and build a Data Design and build a Data WarehouseWarehouse

What is a Data Warehouse?What is a Data Warehouse?

An architecture for organizational information that isAn architecture for organizational information that is Subject OrientedSubject Oriented IntegratedIntegrated Time VariantTime Variant Non-VolatileNon-Volatile

Store of intergated data from disparate sources that supportsStore of intergated data from disparate sources that supports Structured or ad-hoc queriesStructured or ad-hoc queries Analytical reporting (trends, relationships, etc.)Analytical reporting (trends, relationships, etc.) Strategic decision makingStrategic decision making

Allows quick, easy access to dataAllows quick, easy access to data Regularly updated with new dataRegularly updated with new data

How might a Data Warehouse look?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 How might a Data Warehouse effect access to data in the future?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? 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 Of course, we can’t build an entire Data Warehouse in 6 months!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 Build in a closed loop feedback system, so that we can

monitor and make any adjustments to the Data Warehouse.monitor and make any adjustments to the Data Warehouse. Use focus groups to identify additional data that should be Use focus groups to identify additional data that should be

included in the Data Warehouse.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 Identify and manage factors that are critical for Data

Warehouse success.Warehouse success.

Start smallStart small

Start with a single question that, if answered, will meet 80 Start with a single question that, if answered, will meet 80 percent of the need for access to data.percent of the need for access to data.

For example, for a specific client of Youth Corrections, what For example, for a specific client of Youth Corrections, what are all of the services (both residential and non-residential) are all of the services (both residential and non-residential) that client has received from programs across the that client has received from programs across the department?department?

Being able to answer a question such as this, and combining Being able to answer a question such as this, and combining the answer with the experience and expertise of a case the answer with the experience and expertise of a case worker, should help the case worker provide a better worker, should help the case worker provide a better treatment plan for the client.treatment plan for the client.

Think bigThink big

Design the Data Warehouse so that it can be extended to Design the Data Warehouse so that it can be extended to answer the same question for clients of Child and Family answer the same question for clients of Child and Family Services, Aging, Mental Health, Substance Abuse, People with Services, Aging, Mental Health, Substance Abuse, People with Disabilities, etc.Disabilities, etc.

Design the Data Warehouse to handle additional data to Design the Data Warehouse to handle additional data to answer future questions regarding:answer future questions regarding:

Client service deliveryClient service delivery Cost effective servicesCost effective services Operating in the blackOperating in the black Managing resourcesManaging resources ......

Use focus groups to identify additional Use focus groups to identify additional data that should be included in the Data data that should be included in the Data WarehouseWarehouse

Law enforcement/delinquency informationLaw enforcement/delinquency information Family/behavioral historyFamily/behavioral history DemographicsDemographics Location of services/placementsLocation of services/placements Primary reason for services/placementsPrimary reason for services/placements Case workers/parole officers involved in service provisionCase workers/parole officers involved in service provision Custody status and historyCustody status and history Probation status and historyProbation status and history

Build in a closed loop feedback system to Build in a closed loop feedback system to monitor and make adjustments to the Data monitor and make adjustments to the Data Warehouse 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.

ChallengesChallenges

Understanding business goals.Understanding business goals. Making the right information easily accessible, in the right Making the right information easily accessible, in the right

form, in the right place, and at the right time.form, in the right place, and at the right time.

Critical success factorsCritical success factors

Active support of senior management, including resources based Active support of senior management, including resources based on risk/cost/benefiton risk/cost/benefit

Participation of data stakeholders in the department’s Participation of data stakeholders in the department’s decentralized computing environmentdecentralized computing environment

An understanding of yours and the department community’s An understanding of yours and the department community’s needs at largeneeds at large

A determination to meet those needsA determination to meet those needs The ability to identify and deal with issuesThe ability to identify and deal with issues The ability to measure data quality, security, and ease of accessThe ability to measure data quality, security, and ease of access A powerful, flexible data dictionary / encyclopediaA powerful, flexible data dictionary / encyclopedia TrustTrust