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EA Status of Data/Information

The scope of the EA Domain Team for Data/Information includes five components:

  1. Relational Databases
  2. Data Dictionary
  3. Statewide Data Warehouse
  4. Statewide Customer Database
  5. Database Redundancy

1. Relational Databases

Current State:

  • Many agencies have major systems storing data in non-relational database systems such as Adabas, VSAM and Proprietary databases.
  • Many agencies have major systems storing data in relational database systems such as SQL Server, Oracle, DB2 and others.
  • Many agencies have major systems storing data in relational and non-relational database systems.
  • Some agencies have databases that are proprietary and interrelated to applications. To eliminate the database the application would need to be rewritten.
  • Some databases are administered by ITD and some databases are administered by an agency or contracted out by an agency.
  • Databases are housed at multiple locations.

Future State:

  • All data is stored in relational databases supported across the enterprise with migration away from Adabas, VSAM and Proprietary databases.

Gap Analysis:

  • Define a statewide standard for large, medium, and small databases.
  • Establish departmental implementation teams for system migration.  Teams would take inventory of existing database systems, gather any known costs/resources, conduct risk analysis, and recommend implementations.

2. Data Dictionary

Current State:

  • Some agencies have their own custom built data dictionaries. Some data standards are required from external entities.

Future State:

  • Administered data dictionary repository defining common data elements and structures throughout the enterprise. Agency personnel can request changes and additions. All new development and migrations will incorporate data dictionary repository standards.

Gap Analysis:

  • Gather requirements for statewide dictionary
  • Evaluate vendor products to determine if an administration toolset is necessary or if documentation will do the job
  • Provide recommendations on how to implement a statewide Data Dictionary
  • Define role of the Data Dictionary administrator(s)
  • Define how developers will interact with the Data Dictionary
  • Define statewide standards and procedures requiring use of the Data Dictionary
  • Decide where the Data Dictionary will reside

3. Statewide Data Warehouse

Current State:

  • Some agencies have or are working on building data-warehouses and data-marts.

Future State:

  • A statewide data warehouse administered by a central agency.
  • Warehouse Administrators will meet with agencies to identify data that is appropriate for sharing via the warehouse. Warehouse Administrators will develop migration schedules and methods. They will also publish information on what is available in the warehouse and how the data can be used.
  • The data in the warehouse will be utilized by state agencies and the general public.

Gap Analysis:

  • Work with agencies to identify data that is appropriate for sharing via the warehouse
  • Evaluate vendor products and select a toolset for statewide warehouse administration
  • Evaluate and make recommendations on Analytical tools
  • Recommendation on how to implement a statewide Data Warehouse
  • Define role of Data Warehouse administrators
  • Publish information on what is available in the warehouse and how the data can be used
  • Develop migration schedules and methods
  • Define statewide standards and procedures for Data Warehouse usage
  • Decide where the Data Warehouse will reside

4. Statewide Customer Database

Current State:

  • The same customer information is stored on multiple state databases.
  • Some agencies are currently working to consolidate demographic data from several of their own databases.
  • Some agencies have consolidated their customer demographic data into one database.
  • Some agencies maintain many addresses for a customer. 

Future State:

  • A statewide customer database accessible to all agencies that need to access and maintain customer demographic information. Customers would be able to notify the state once and all agencies would be notified of the change. Customers are defined as individuals or businesses doing business with any state agency.

Gap Analysis:

  • Conduct a survey to identify agency interest and commitment.
  • Do feasibility study based on survey response. Feasibility study would provide a cost benefit analysis, identify security requirements, and define a project plan.

5. Database Redundancy

Current State:

  • Some agencies are working on database redundancy implementation.
  • Some agencies have implemented database redundancy through mirroring server disk drives.

Future State:

  • Database management systems are implemented to provide no downtime.

Gap Analysis:

  • Define statewide standards and procedures based on the Governor's Continuum of Government (COG) Plan.

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September 11, 2014