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