A PLAN FOR AN EARLY CHILDHOOD INTEGRATED DATA SYSTEM IN OKLAHOMA: DATA INVENTORY, DATA INTEGRATION PLAN, AND DATA GOVERNANCE PLAN January 31, 2020 The Oklahoma Partnership for School Readiness would like to acknowledge the Oklahoma Early Childhood Integrated Data System (ECIDS) Project Oversight Committee for advising and supporting development of this plan: Steve Buck, Cabinet Secretary of Human Services and Early Childhood Initiatives Jennifer Dalton, Oklahoma Department of Human Services Erik Friend, Oklahoma State Department of Education Becki Moore, Oklahoma State Department of Health Funding for development of this plan was provided by the Preschool Development Grant Birth through Five (Grant Number 90TP0037), a grantmaking program of the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Child Care. 2 Contents Glossary ......................................................................................................................................................... 6 Image Credits .............................................................................................................................................. 14 1. Executive Summary ............................................................................................................................. 15 1.1. Uses of an ECIDS ......................................................................................................................... 15 1.2. About this ECIDS Plan .................................................................................................................. 16 1.2.1. Data Inventory .................................................................................................................... 16 1.2.2. Data Integration .................................................................................................................. 17 1.2.3. Data Governance ................................................................................................................ 17 1.3. Next Steps ................................................................................................................................... 19 2. Introduction ........................................................................................................................................ 22 2.1 History and Context .................................................................................................................... 22 2.2 Vision, Use Cases, and Value Proposition for the ECIDS ............................................................. 23 2.2.1 Vision for the ECIDS ............................................................................................................ 23 2.2.2 Priority Use Cases ................................................................................................................ 24 2.2.3 Value Proposition for ECIDS ................................................................................................ 30 2.3 Challenges and Opportunities ..................................................................................................... 35 2.3.1 Oklahoma’s Opportunity ..................................................................................................... 38 2.4 Purpose of this document ........................................................................................................... 43 2.4.1 Data Inventory .................................................................................................................... 44 2.4.2 Data Integration Plan .......................................................................................................... 44 2.4.3 Data Governance Plan ......................................................................................................... 44 3. Data Inventory .................................................................................................................................... 46 3.1. Introduction and Background ..................................................................................................... 46 3.1.1. Data Landscape Map ........................................................................................................... 46 3.2. Methodology ............................................................................................................................... 48 3.3. Data Inventory Content and Findings ......................................................................................... 49 3.3.1. General Inventory of Agencies and Systems ....................................................................... 49 3.3.2. Data Needed to Fulfill Use Cases ........................................................................................ 49 3.3.3. Feasibility of Use Cases ....................................................................................................... 51 3.3.4. Summary of Use Case Feasibility ........................................................................................ 54 3.3.5. Risks and Mitigations .......................................................................................................... 56 3.4. Future Work to Expand and Refine Data Inventory .................................................................... 57 3 4. Data Integration Plan .......................................................................................................................... 59 4.1. Introduction and Background ..................................................................................................... 59 4.1.1. Data Integration Preparation .............................................................................................. 59 4.2. Data Integration Plan Options and Recommendation ................................................................ 60 4.2.1. Choosing a Cloud provider .................................................................................................. 60 4.2.2. Cloud Data Security ............................................................................................................. 65 4.2.3. Data Transportation ............................................................................................................ 69 4.2.4. Data Storage: The Data Lake ............................................................................................... 72 4.2.5. Data Management and Processing ..................................................................................... 76 4.2.6. Initial Analytics and Data Products ..................................................................................... 80 4.2.7. Data Integration Roles and Responsibilities ....................................................................... 87 4.3. Key Considerations for Data Integration..................................................................................... 89 5. Data Governance Plan......................................................................................................................... 90 5.1. Introduction ................................................................................................................................ 90 5.2. Data Governance Structure ........................................................................................................ 90 5.2.1. Data Governance Objectives ............................................................................................... 90 5.2.2. Success Factors for the Governance Model ........................................................................ 91 5.2.3. Data Governance Framework ............................................................................................. 92 5.2.4. Changes to Laws and Regulations ..................................................................................... 103 5.2.5. Privacy Laws and Regulations ........................................................................................... 103 5.2.6. Changes to Interagency Agreements ................................................................................ 105 5.3. Methodology for Developing Data Governance Framework .................................................... 106 5.3.1. Stakeholder Engagement .................................................................................................. 106 5.3.2. Review of Data Governance Models ................................................................................. 107 5.4. Critical Issues for Data Governance .......................................................................................... 107 6. Future Work Necessary to Implement Oklahoma’s ECIDS ............................................................... 108 6.1. Introduction .............................................................................................................................. 108 6.2. Draft Implementation Timeline ................................................................................................ 108 6.3. Draft Hiring Plan ........................................................................................................................ 110 6.3.1. Recruitment Challenges and Mitigations .......................................................................... 111 6.4. Estimated Five-year Implementation Costs .............................................................................. 111 6.5. Next Steps and Considerations ................................................................................................