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Statewide Data Repository
Part 1: What is it?
Moderator
Jennifer Effie
San Diego County DCSS
Speakers
Chris Bradley
State DCSS
Ginger Harms
El Dorado County DCSS
Youa Xiong
Sacramento County DCSS
STATEWIDE DATA REPOSITORY
Part 1: What is it?
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Agenda
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What is the Data Repository (DR)?
Why a DR?
What data is available?
How is the DR populated?
How to extract data
Benefits/Disadvantages
Future of the DR
Questions
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What is the Data Repository?
 BDDR or DR – One and the same
 SQL Server located at the OTech Data Center
in Rancho Cordova
 Access through the OTech Network not the
Internet
 Contains data extracted from CSE
 Populated with data requested by the Counties
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Why a Data Repository?
 Report request process takes too long
 Query request process takes too long
 Not enough staff to accommodate requests
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What Data is Available?
Where do you start?
Go to:
CA Child Support Central
>CCSAS Operations
>CCSAS Queries
>Other Materials
 BDDR Data Dictionary
 BDDR Table Map
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What Data is Available?
BDDR Data Dictionary
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Table Description
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Column names
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Column descriptions
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Primary keys and
foreign keys
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What Data is Available?
BDDR Relationship
Table
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Diagram of tables
in the database
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Identifies primary
key (column) that
associates tables
to each other
Primary Key
Table Name
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What Data is Available?
Data Repository:
■ Approx 70 tables
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Case Data
Participant Data
Legal Activities
Accounts & Payments
Public Assistance
CS 34/35
CS 1257
CSLN
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What Data is Available?
Data groupings:
Case Data
• Case and Account Summary
• Case Status History
• Case Type History
• Case Management History
• Case Assignment History
• Interstate Perspective
• Events
• Review & Adjustment
• Early Intervention Activity Logs
Participant Data
• Case Participant
• Participant Relationship
• Participant Demographics
• Phone Numbers
• Prisoner Information
• Income
• Employer
• Wage Assignment
• License
• Liens
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What Data is Available?
Data groupings
(cont’d):
Legal Activity
• Court Case
• Legal Activity
• Service Activity
• Support Terms
Accounts & Payments
• Case Accounts
• Account Transactions and Summary Transactions
• Charging Instructions
• Logical & Physical Collections
• Remittance Advice
• Disbursement
• Payables
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What Data is Available?
Data groupings (cont’d):
Public Assistance
• Participant Public Assistance
• Public Assistance Case
• Public Assistance Case Balance
• Public Assistance Case Transactions
CS 34/35
• Collections
• Disbursements
• Undistributed Collections
CS 1257
• FFY Detail for prior years 2006/2007, 2007/2008, 2008/2009
• FFY Detail for current year 2009/2010
• FFY Summary
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What Data is Available?
Other data for consideration:
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Task
Documents
Forms
Case Participant License Release Agreement Terms
Financial Institution Asset
Asset & Other Asset
Real Property and Real Property Source History
Guideline Calculation
Case Notice History
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How is the Data Repository Populated?
1st of Each Month
■ Tables and Summary Data are extracted from CSE (48 Hours)
■ Data is copied to Staging Server and validated
■ Data is copied from Staging Server to Data Repository Server
and validated
■ Users are notified that new data is available
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How To Extract Data
Decide the data you need
■ Tables
■ Columns
Decide which tool to use to retrieve the data
■ Toad for Data Analyst
■ MS Access
■ Other: SQL Server Mgmt Studio, MS Excel
 Tip: You don't have to know SQL to develop the SQL query!
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Small County Perspective
How To Extract Data
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Small County Perspective
How To Extract Data: Toad for Data Analyst
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
Using MS Access to link to a table in the data repository:
 Reduces learning curve associated with learning SQL
 Live link to the tables
 Data resides in its original location
 Automatic updates to queries and reports in MS Access
 Data can be manipulated in MS Access
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
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• From the menu bar, select
> File
> Get External Data
> Link Tables
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
(cont’d)..
• Browse the 'Files of Type' pulldown menu on the bottom left of
the Link dialogue box
• Navigate down the list of 'Files of
Type' options and select the
'ODBC Databases()' option. Then
click the 'Link' button on the right
of the interface.
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
(cont’d)..
• Select the Data Source Name
(DSN) to connect to the DR
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• Highlight the DSN and click the
‘OK’ button
Note: Some LCSAs have their own local data
repository (i.e. Sacramento). If that is the
case, select the name of the data source from
your local data repository.
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
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How to set up a linked table:
(cont’d)..
• You will be prompted again to
enter your password to access the
database referenced in the DSN.
• Click the 'OK' button
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
(cont’d)..
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• Select from the list of tables or
views that are available in the
database
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• Click the 'OK' button
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
(cont’d)..
• You will be prompted to select a
'Unique Record Identifier’
• You can click the ‘Cancel’ button
to bypass this process
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
(cont’d)..
• You will be prompted to
select a 'Unique Record
Identifier’
• You can click the ‘Cancel’
button to bypass this process
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
How to set up a linked table:
(cont’d)..
• Once you have linked all the
tables or views, you will see table
listing
• Use these tables to create
queries against them or to create
reports off of them
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
MS Access Queries:
MS Access Reports:
Tables, queries and reports are automatically refreshed when data repository is updated
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Large County Perspective
How To Extract Data: Linking Tables from MS Access
sample of MS Access
report created from
linking tables to data
repository
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Benefits
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Allows Counties to identify problems
Flexibility
Provides data to assist with proactive case
management
Quick results for County
Modify & Run again if results are not what is
needed
Summarize data into more useful, meaningful
information for analysis
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Disadvantages
 Data is not real time; only updated once each
month
 Not all CSE data is available in DR
 Data is not always accurate
 Not all counties have resources or staff with
skills to write SQL or to develop queries
 DR is complex
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What is the future of the Data Repository?
 The Data Repository will continue to live and
be supported by DCSS and the end user
community
 Additional tables and data will be provided
based on user need and prioritization
 More frequent loads from CSE
• Bi-weekly
• Weekly
• Daily
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What is the Future - Business Intelligence
 DCSS is working to procure a tool package to provide better
analysis of Child Support Data
 The tools will be supported and hosted at OTech
 Similar tools have been successfully implemented at other State
entities
 This will start as a pilot with vendor provided assistance
 Staff training will be a part of the long term solution
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Closing Thoughts
 Each county needs to find the tool that works
best for them
 Share ideas and queries with other counties
 Ask questions
 Utilize other county SMEs
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