The Migrant Student Records Exchange Initiative and MSIX: the Basics
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The Migrant Student Records Exchange Initiative and MSIX: The Basics National Center for Education Statistics Jennifer K. Dozier, Department of Education Deloitte Consulting LLP July 23 -26, 2007 Agenda 1. Records Exchange 2. The MSIX Solution 3. MSIX Processes and Workflows 4. Data Management 5. MSIX Security 6. Questions and Answers 1 The Need for Records Exchange • Highly mobile migrant student population • Students move from State to State often without notice • Timely and accurate educational and health information not always available • Students placed in incorrect courses or grades • Students not provided most beneficial MEP services 2 Migrant Records Exchange Today • States use disparate migrant student databases to maintain information on migrant students • Some States that use the same migrant student database have a limited ability to electronically exchange records among each other • Many States still exchange records via fax or regular mail • There is currently no electronic system to exchange migrant student records on a national basis 3 Records Exchange Initiative Goals • Goal 1: Create an electronic exchange for the transfer of migrant student education and health data amongst the States • Goal 2: Promote the use of the Migrant Student Information Exchange (MSIX) • Goal 3: Ensure the use of the consolidated migrant student record for the purposes of enrollment, placement and accrual of credits of migrant students • Goal 4: Produce national data on the migrant population 4 Records Exchange Background The 2001 No Child Left Behind Act requires ED to: 1. Assist States in developing methods for electronic transfer of records 2. Ensure the linkage of migrant student record systems 3. Utilize existing migrant student systems 4. Establish the minimum data elements (MDE) States must collect and maintain 5 What is MSIX? MSIX is a web-based portal that will link States’ migrant student record databases to facilitate the national exchange of migrant students’ educational and health information among the States 6 MSIX Overview • MSIX will not replace existing migrant student information systems • MSIX will produce a single “consolidated record” for each migrant child that contains information from each State in which the child was ever enrolled • MSIX will contain the minimum data elements necessary for the proper enrollment, grade and course placement, and accrual of credits for migrant children 7 MSIX Pilot Objectives • Pilot 1 – AR, AZ, TX – States that use one of the three major MEP systems – Obtain feedback on user interface design – Test initial system functionality and business rules – Obtain general suggestions for improvements • Pilot 2 – CA, CO, MN, OR, PA, WA – Wider set of users, with the largest MEP population – Merging and splitting records – Finalize “look and feel” of MSIX 8 MSIX Deployment Timeline Deployment Date States Pilot 1 Mar 2007 Arkansas, Arizona and Texas Pilot 2 Jun 2007 California, Colorado, Minnesota, Oregon, Pennsylvania and Washington National Rollout Sep 2007 All remaining States (NRO) 9 The MSIX Solution 10 MSIX Solution Architecture 11 Near Match Process Flow New Arizona student record identified as a UNIQ-ID Create new MSIX ID for Near Match to an Not a Match existing California new Arizona student student record Arizona State Arizona SDA Arizona Near Match Arizona student record Data determines whether student record routed to Match cleared from Arizona or not to merge Near Administrator Arizona SDA SDA’s worklist Match student (SDA) records Arizona student record cleared from data Validate Merge administrator’s worklist California State California SDA Student records routed Arizona student record Data determines whether Reject to California SDA to cleared from California or not to merge Near Merge Administrator validate merge SDA’s worklist Match student (SDA) records Validate Merge Merge new Arizona student record with existing California MSIX ID and student record Arizona student record remains on Arizona and California worklists, pending resolution Legend Arizona State MSIX Process Arizona SDA Data Student records routed determines whether to Arizona SDA to Reject Merge Administrator AZ District Data Admin Process or not to merge Near validate merge (SDA) Match student CA State Data Admin Process records 12 Near Match Worklist 13 Near Match Resolution 14 Validate Merge Worklist 15 Validate Merge Resolution 16 User Initiated Merge Process Flow New Mexico New Mexico SDA views New Mexico SDA flags Potential Merge List State Data NM and TX student and initiates New records as Potential Administrator Mexico and Texas Merges (SDA) student record merge Texas State Data Student records routed Texas SDA Merge Texas student to Texas SDA to determines whether Accept Merge record with New Mexico Administrator validate merge or not to merge and student record (SDA) student records Reject Merge Texas & New Texas and New Mexico State Texas and New Mexico MSIX assigns merge Mexico SDAs Texas and New Mexico Merge validation task is Data SDAs notified of validation task to each collaboratively SDAs update MSIX of removed from each rejection SDAs worklist resolve merge merge resolution SDAs worklist Administrator outside of MSIX (SDA) Legend MSIX Process TX State Data Admin Process NM & TX State Data Admin Process 17 Search Results 18 Consolidate Student Record View 19 Student Records Identified 20 Process Potential Merge 21 Confirmation 22 Student Record Split Process Flow TX Registrar believes that the records Notification of split for two different students named Ivan TX Registrar, who is a routed to DDAs for all Luna were incorrectly merged. MSIX Primary user, open enrollments initiates student record The records have open enrollments in split TX DDA and NM DDA TX and NM. have worklist items TX DDA reviews NM DDA reviews proposed split proposed split Notify TX and NM SDAs Validate or Validate or Reject Create SDA worklist Reject items NM SDA reviews TX SDA reviews Validate Validate proposed split proposed split Records split and new MSIX ID created Clear SDA worklist Student record is not split Reject Reject Items stay on SDA 23 worklists Search Results 24 Consolidated Student Record View 25 Historical Student Record View 26 Consolidated Student Record View 27 Student Records Identified 28 Student Records Identified 29 Student Records Identified 30 Data Management 31 MSIX leverages eScholar’s Uniq-ID capabilities MSIX PROCESSING •The eScholar Uniq-ID product is already used by many states Upload file to assist their education departments in uniquely identifying students Data validation •Uniq-ID assigns a 12 digit random number identifier (unique to MSIX), to each Yes student in PK–12 Errors? Fix errors •MSIX uses this MSIX Identification Number to No identify/link student records. Near •This number remains with the Yes Resolve near matches / match or duplicates student as long as he/she is in duplicate? the MSIX Consolidated Repository. No •eScholar is currently deployed Assign ID in WA, CA, WY, NM, NE, KS, TX, MO, IN, TN, AL, GA, SC, NC, PA, NY, CT AND MA Download batch 32 Uniq-ID student record matching process – Conceptual view Action Based on Matching Matching Outcome Outcome MSIX assigns pre-existing identifier Human intervention needed to Student Record: determine if student already First Name Matching engine exists in the Middle Name compares student Uniq-ID database Last Name Uniq-ID Master record to every pre- Date of Birth Database existing student in Gender the Uniq-ID database ... MSIX creates new identifier 33 MSIX Data Flow Diagram Conversion Transfer ETL Process ETL Process File in Staging ETL Process Script Script State Data FTP Area Connect to State Batch File Send Administrator Map Data to Server Poll for Validate MSIX FTP Message that MDE existing file File Server file is received File in Archive Directory Email Server Send File Rejected Notification ETL Process Student ETL Process Student ETL Process Records Records in Move records Move data to Move Data to MSIX In Enhanced RAW / Active Student into MSIX Enhanced Raw / Staging Web Staging Staging Records database Staging tables Tables Application Tables Tables Outbound MSIX Email Server Files placed Create Send File on sFTP Outbound Processed Server Response Notification 34 MSIX Security 35 Security • MSIX security is governed by Federal statutes, including: – Federal Information Security Management Act of 2002 (FISMA) – Privacy Act of 1974 – Family Education Rights and Privacy Act (FERPA) of 1974 – Health Insurance Portability and Accountability Act of 1996 (HIPAA) – Office of Management and Budget Circular A-130, Appendix III, Security of Federal Automated Information Resources – U.S. Department of Education Security policies • The statutes governing MSIX require implementation of a security program to manage overall risk to the system and the data within the system 36 Security • Security controls implemented within MSIX cover three broad areas – Management, Operational and Technical controls. Control Description Application Management Policies, processes, and •Comprehensive security plan procedures governing the •Controls are reviewed/validated independent execution of MSIX. authority •Remediation plan to resolve any issues Operational Security controls •Personnel/users trained on security implemented and executed by •Configuration Management to control changes people. •Disaster Recovery plan •Physical data center controls to protect MSIX computers and media •Background investigations for support personnel Technical Security controls •Role-based access to MSIX functions and data implemented and executed by •Log files capture user actions to ensure the MSIX computers. accountability •Users uniquely identified/authenticated before gaining access to MSIX •Secure/encrypted data transmission (e.g., HTTPS, sFTP) 37 How can I get more information? Website: http://www.ed.gov/admins/lead/account/recordstransfer.html Jen Dozier, [email protected], (202) 205-4421 38 Questions and Answers 39.