Sharing Your Data – An Update on
AIRS XML and Helpful Tools
Marianne Galleon – 211 LA County
(626) 350-1841 x2122,
marianne@211LA.ORG
Teri Perkins – University of
Nebraska Public Policy Center
402-472-5620, tperkins@nebraska.edu
Today’s workshop
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Data sharing between I&R databases
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The big picture
AIRS XML Schema
Vendor role
Tool for automated processing of partner data
Things to think about when sharing data
Examples of on-line databases
Resources
Contact information
Goal and Objective
Comprehensive databases that take advantage
of the expertise of multiple database
“owners” to more efficiently deliver referrals
to those who need them
Enable routine sharing of information between
I&Rs regardless of the software products
they use
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Current Practice
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In our communities and across our regions
and states, there are many organizations
keeping information about resources.
Organizations maintain information to serve
their clients:
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Geographic
Age group
Type of service
The Conundrum
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I&Rs have specific expertise
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But, clients may have needs beyond precise
information that any one I&R can reasonably
maintain…
Duplication of effort?
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Many I&Rs collecting information from many
agencies
Many agencies providing information to
many I&Rs
Groups of I&Rs working
together…
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Recognizes expertise
Reduces duplication
Joint promotion
More responsive referrals
Alliance of Information and Referral
Systems Accreditation…
I&R services within the system shall endeavor to participate in local
database collaboratives as a means of avoiding duplication of
database maintenance activities and achieving broader coverage of
different types of community resources. The I&R services within the
system shall: Appropriately divide information gathering tasks and
oversee the regular and systematic exchange of resource database
information; and Maintain comprehensive, accurate, and up-to-date
information on the community resources for which they have
maintenance responsibility. (p. 18)
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Exchanging Information
Between Databases That Use
Different Software
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Need a standard way to express data
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XML allows users to create their own tagging
names and definitions (eXtensible Markup
Language)
AIRS volunteers developed and refined the AIRS
XSD (XML Schema Definition) over the past three
years
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The AIRS XSD describes the structure and content of the
data in an XML document
AIRS Board approved the AIRS XML Schema
AIRS XML Schema
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Three levels of data
Agency
Site
Services
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Services
Site
Services
Services
Site
Services
Services
Services
Services
Services
Services
AIRS Commitment
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Standing Subcommittee of AIRS Technology
Committee
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Annual updates to the AIRS XSD (XML Schema)
Working on a “Style Guide”
Continuing to look at additional ways to
promote interoperability through certifications
and standards
Data Sharing
Database –
I&R A
I&R A’s
Vendor utility
program
Compliant
XML export
of I&R A’s data
AIRS XSD
Database –
I&R B
I&R B’s
Vendor utility
program
Comprehensive
Database
Compliant
XML export
of I&R B’s data
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Vendor Role in Data Sharing
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Vendors develop utilities for their software
that allow mapping of customer data to an
XML file that is compliant with the AIRS XSD
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Eliminates manual conversion of the data into an
XML file by comprehensive database
administrator
Valid XML File – What Next?
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Compliant XML files from databases using different software
may be combined into a common database by either:
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Manually processing files
Using an automated processing system
One such tool for automated processing is in development
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U.S. Department of Commerce Technology Opportunities Program
grant (#31-60-I03013) to develop a technological tool that will
prepare data and create a new consolidated data set
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University of Nebraska Public Policy Center / University of Nebraska
Department of Computer Science & Engineering
Other tools may use different approaches to process XML files
Database Transformation – Manual Process
Database from
DB owner
Database tables
Verify if the XML
file is compliant
with XSD
XML file
Transform to
XML file
Reformat to
ACCESS DB
Feedback to DB owner for corrections
Vendor implements
these steps with
utility
• No mailing address or
incomplete address (must
have a zip code)
• Wrong format of email,
web-link, phone, etc.
Typical
errors
Compare taxonomy tables
(1) Check user login
(2) Upload XML file
(3) Validate XML file
(4) Check addresses for validity
Communicate
with DB
owners
regarding
duplicated
records
Create a file
Read the file and insert records
into the database on laptop;
update tables
Check for record duplication and
send feedback to DB owner;
update invalid (i.e., missing
information) records in
comprehensive database
Test DB on laptop
Upload approved DB
to server
Updated DB
on the server
Tool will implement these steps
Processing System Tool - Features
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Database Partners:
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Comprehensive Database Administrator:
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Login and view previously uploaded data
Login and upload an AIRS XSD compliant XML
data export
Run specialized data processing routines
Browse partner uploaded data
Promote data to live web applications
Automated Tool - Partner Advantages
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Database Partners:
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Receive immediate feedback regarding
compliance of the structure of the data export with
the AIRS XSD
Manage their own content delivery schedules
Access audit trails of previous content deliveries
Automated Tool –
Administrator Advantages
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Comprehensive Database Administrator:
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Notified of content delivery only after successful
validation of content
Single point of access to work with data sets for
testing and management
Accurate data when content deliverables are
promoted to live websites
Custom Processing
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In addition to basic validation against a schema, the
system allows extended processing to be plugged in,
such as:
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De-duplication of records from multiple providers
Reclassification of taxonomy codes based on partner
recognized (customized) taxonomies
All processing is automated
Flexible – allows manual adjustment of data before
promotion to the website
Data Owner Work Flow
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Automated Processing
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After validation, all
processing is done
automatically - no user
input is required
Audit trails are generated
Any automated processing
can be manually adjusted
after the database is
updated
What will the web interface look like?
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Login screen
Welcome screen
Upload file screen
Browse files
Successfully uploaded the file
Successfully parsed the file
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Benefits of Processing System
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Decrease the amount of interaction between
comprehensive database administrator and
database partners currently required to update
website data sets
Provide greater control over partner database and
comprehensive database content management
processes
Web infrastructure facilitates management and
sharing of I&R data
Some general things to think about
when sharing data…
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Partners
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AIRS Taxonomy
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Confidence in partner’s database
Skill in coding with the AIRS Taxonomy
Frequency with which partner data is checked and updated
Levels to observe (customization)
Updating customized taxonomy
All partners must use the same version of the Taxonomy
Things to think about (continued)…
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Geographical Area Served
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Search on this?
Required by XSD, but not defined
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Differences in terminology used by partners
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e.g., Program = Site = Provider
Urban / rural partners may have different interests
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Define as County, City, Zip Code, other?
Level of indexing
Distance to travel for services
Things to think about (continued)…
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Resources needed to maintain a comprehensive
database
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AIRS XSD version
Compliant XML file doesn’t guarantee you will have
the data you want for your database
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Time
Money
Technical expertise
Required / optional fields in the AIRS XSD
Work with software vendor regarding data to be included in
the XML file
Things to think about
when sharing data with
partners using different software…
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Different vendors may have different XML coding styles
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Terms added to the XML by vendor may be coded in proprietary
format
Unique / non-unique keys
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More than one way to use XML to code information
All partners may not send information with same detail
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Unique key requirement not necessarily consistent among vendors
Information may be coded at different locations within a field
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Number of levels of agencies
Use of virtual agencies
e.g., coding of target groups/modalities
e.g., coding all Age, Gender, and Family exclusions vs. coding them
as Eligibility under Service
Things to think about
even if sharing data with
partners using the same software…
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Different taxonomy versions
Different XSD versions
Vendor may allow custom fields to be created by software user
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Differences in data standards
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e.g., Hours information may be stored at Site or Service level
What needs to be identical to allow data sharing?
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e.g., names in upper case vs. mixed case
Data stored in different locations
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Information in new fields not transferred to another user
e.g., county codes may not be identical between users of same
software
Comprehensive Databases
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Examples of 2-1-1 on-line databases
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Los Angeles County
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Nebraska
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www.ne211.org
Texas
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http://www.healthycity.org/index.php?c=fs
www.211texas.org/211/index.jsp
Resources
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AIRS XML Schema Definition (XSD)
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Interoperability and Information and Referral
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On-line version of taxonomy at http://www.211taxonomy.org/
Bruni, M.G. (2000). Indexing with the AIRS/INFO LINE Taxonomy of Human Services.
Information and Referral, 22, 83-109.
Sales, G. (2003). An orientation to the structure and contents of the AIRS/INFO LINE
Taxonomy. Information and Referral, 26, 1-26.
XML
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Galleon, Marianne. (2006, January). AIRS working on way for I&Rs to share information.
Alliance of Information and Referral Systems News, Volume XXVI No. 1, 1.
Shank, N. (2004). Database interoperability: Technology and process for sharing
resource information. Information & Referral, 26, 45-54.
AIRS/INFO LINE Taxonomy of Human Services
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http://www.airs.org/news/news_news.asp
Current XML Schema is at http://www.ne211.nebraska.edu/vendorinformation.htm, take
the “Current XSD” link
XML - A good resource about XML is the XML Schema Primer at
www.w3c.org/TR/xmlschema-0/
Contact Information
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Marianne Galleon – 211 LA County
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Teri Perkins – University of Nebraska Public
Policy Center
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(626) 350-1841 x2122, marianne@211LA.ORG
402-472-5620, tperkins@nebraska.edu