Department of Homeland Security

http://www.dhs.gov

Milestone 8 - August 31st 2015

OMB Review Complete: OMB has completed the agency review for this milestone. Agencies should contact their OMB desk officer if anything looks incorrect.

Leading Indicators

These indicators are reviewed by the Office of Management and Budget

Review Status complete
Reviewer Justin Grimes
Last Updated October 6, 2015, 10:16 am EDT by Justin Grimes

Assessment Summary

Increased datasets in PDL (7%)

Steps for improving: 1) PDL formatting issues exist; correct format 2) Make EDI available and discoverable; Disclose public EDI per FOIA request and IDC requirements 3) Take concrete steps to improve public engagement

Public Dataset Status

Status Indicator Automated Metrics
Overall Progress this Milestone
Inventory Updated this Quarter
Number of Datasets
Number of APIs
Schedule Delivered Crawl details
Bureaus represented
Programs represented
Number of public datasets
Number of restricted public datasets
Number of non-public datasets
Inventory > Public listing
Percentage growth in records since last quarter
Spot Check - datasets listed by search engine
Agency provides a public Enterprise Data Inventory on Data.gov
License specified Crawl details
Status Indicator Automated Metrics
Overall Progress this Milestone
332 Number of Datasets Crawl details
Number of Collections Crawl details
242 Number of Public Datasets with File Downloads Crawl details
Number of APIs Crawl details
Total number of access and download links Crawl details
Quality Check: Links are sufficiently working Crawl details
Quality Check: Accessible links Crawl details
Quality Check: Redirected links Crawl details
Quality Check: Error links Crawl details
Quality Check: Broken links Crawl details
7% Percentage growth in records since last quarter
0% Valid Metadata Crawl details
/data exists Crawl details
/data.json Crawl details
Harvested by data.gov
2622 Views on data.gov for the quarter
Status Indicator Automated Metrics
Overall Progress this Milestone
Description of feedback mechanism delivered Crawl details
Data release is prioritized through public engagement
Feedback loop is closed, 2 way communication
See below Link to or description of Feedback Mechanism
http://www.dhs.gov/sites/default/files/publications/digital-strategy/digitalstrategy.html
Status Indicator Automated Metrics
Overall Progress this Milestone
Data Publication Process Delivered Crawl details
Information that should not to be made public is documented with agency's OGC
Status Indicator Automated Metrics
Overall Progress this Milestone
See below Open Data Primary Point of Contact
michael.simcock@hq.dhs.gov
POCs identified for required responsibilities
Status Indicator Automated Metrics
Overall Progress this Milestone
Identified 5 data improvements for this quarter
See below Primary Uses
For FEMA - Safety preparedness tools and or visualizations. For Immigration Statistics (OIS) - Immigration Tracking, Congressional and Immigration Requests For Border Patrol Statistics (CBP) - Border crossing, Enforcement tracking, Congressional and White House Requests For Trade Statistics and Feeds (CBP - Imports and exports feeds to Census and other government agencies For Detention and Deportation Statistics (ICE) - Detained and deported information and tracking, Congressional and Whitehouse requests
Value or impact of data
See below Primary data discovery channels
For FEMA - Mostly people go to data.gov or fema.gov/data and can email us directly and or contribute to our FEMA Ideascale discussion board. We find the datapaloozas and hackathons very valuable and even hosted our first ever FEMA Data Town Hall this year. For Immigration Statistics - People and developers go to Data.gov or DHS.Gov and research the various yearly and ad hoc reports created DHS.gov has a digital strategy and Open Data web page that provides information on where to get DHS data. DHS also provides a developer page to inform users of the data available.
See below User suggestions on improving data usability
DHS and FEMA haven’t had a lot of input on this from users. Most suggestions are concerning Webpage errors and missing information. Most of the time FEMA gets questions about the use of our API because they haven’t read the instructions but with a few quick responses they generally figure it out.
See below User suggestions on additional data releases
Users generally have great suggestions for increasing the amount of metadata to FEMA and OIS datasets and or the frequency of the updates. Users have requested additional trade data from CBP and API access to the USCIS Case Status page.
Digital Analytics Program on /data

Automated Metrics

These metrics are generated by an automated analysis that runs every 24 hours until the end of the quarter at which point they become a historical snapshot

data.json
Expected Data.json URL http://www.dhs.gov/data.json (From USA.gov Directory)
Resolved Data.json URL http://www.dhs.gov/sites/default/files/publications/digital-strategy/data.json
Number of Redirects 1 redirects
HTTP Status 200
Content Type text/html; charset=UTF-8
Valid JSON Invalid Check a JSON Validator
Datasets with Valid Metadata
Valid Schema Invalid
Datasets
File Size 394.21KB
Last modified Friday, 28-Aug-2015 15:25:45 EDT
Last crawl Monday, 31-Aug-2015 00:01:18 EDT
Analyze archive copies Analyze archive from 2015-08-31
Nearby Daily Crawls
/data page
Expected /data URL http://www.dhs.gov/data (From USA.gov Directory)
Resolved /data URL http://www.dhs.gov/topic/data
Redirects 1 redirects
HTTP Status 200
Content Type text/html; charset=utf-8
Last modified Sunday, 30-Aug-2015 23:42:23 EDT
Last crawl Monday, 31-Aug-2015 00:01:16 EDT
/digitalstrategy.json
Expected /digitalstrategy.json URL http://www.dhs.gov/digitalstrategy.json (From USA.gov Directory)
Resolved /digitalstrategy.json URL http://www.dhs.gov/sites/default/files/publications/digital-strategy/digitalstrategy.json
Redirects 1 redirects
HTTP Status 200
Content Type text/plain; charset=UTF-8
Valid JSON Valid
Last modified Friday, 28-Aug-2015 15:26:03 EDT
Last crawl Monday, 31-Aug-2015 00:01:16 EDT
Digital Strategy

Date specified: Wednesday, 26-Aug-2015 08:20:42 EDT

Date of digitalstrategy.json file: Friday, 28-Aug-2015 15:26:03 EDT

1.2.4 Develop Data Inventory Schedule - Summary

Summarize the Inventory Schedule


DHS has been populating the Enterprise Architecture Information Repository with extensive data asset metadata since 2008 and has been able to associate over 80% of its systems to a corresponding data asset.  DHS relies on this approach because an official data inventory did not exist in any of its related Components that came together in 2002 to become DHS.   The DHS systems inventory has changed several times over the past 5 years and now relies upon the official FISMA inventory of systems. DHS reviews the completeness of its data asset metadata yearly and works with the Components to enrich the content where appropriate to make discovery more accessible and understandable.  The data asset metadata profile was based on the Dublin Core (a recognized metadata standard) and consequently matches up well with the Data.gov common core.

The DHS Enterprise Architecture program includes segment architecture efforts for each of the mission areas and includes data gathering efforts for the baseline and target data architecture.  This approach has provided additional discovery of information product datasets supporting each of the mission areas.  During FY2014, the Enterprise Architecture program will be addressing at least 3 of our major missions and defining baseline and target architectures supporting those missions.  The segment efforts should result in the identification of all associated datasets which will be added to the Enterprise Data Inventory.

Progress to support the enrichment of the DHS Enterprise Data Inventory will be reported on a quarterly basis and presented to the major DHS collaboration groups in order to improve support of data gathering efforts.  This approach was successfully employed with the initial data gathering effort of the Enterprise Data Repository.  The progress report along with the Public Data Catalog will be updated on the DHS Digital Strategy web page so the public can be informed.

1.2.5 Develop Data Inventory Schedule - Milestones

TitleQuarterly Review of FISMA Systems Inventory to Grow Inventory Content
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateNovember 1, 2014
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2014 is to grow the inventory content by 5% each quarter.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team will be reviewing existing Component web pages during the 1st half of FY2014 to identify potential dataset candidates for inclusion on the Public Data Catalog.
Description of how this milestone opens the InventoryIn FY2014, EDMO has targeted review of the remaining 20% of its systems inventory for which data assets have not been identified.
TitleQuarterly Review of FISMA Systems Inventory to Grow Inventory Content
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateFebruary 28, 2014
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2014 is to grow the inventory content by 5% or 25 datasets each quarter.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team is reviewing existing Component web pages during the FY2014 to identify potential dataset candidates for inclusion on the Public Data Catalog.
Description of how this milestone opens the InventoryMetadata for datasets is added to the Enterprise Data Inventory and classified as Public, Restricted or Non Public. Web pages are considered Public so any dataset found on a public page is added to the Public Data Catalog and the data producer is requested to add machine readable content to the page.
TitleQuarterly Review of FISMA Systems Inventory
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateMay 31, 2014
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2014 is to grow the inventory content by 5% each quarter. This quarter DHS has identified at least 50 new data assets and is in the process of completing the metadata for each with the assistance of the respective Component data teams.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team will be reviewing existing Component web pages during the 1st half of FY2014 to identify potential dataset candidates for inclusion on the Public Data Catalog. In 2014, the metadata for at least 50 datasets was updated with the assistance of the Component data teams.
Description of how this milestone opens the InventoryIn FY2014, EDMO has targeted review of the remaining 100% of its systems inventory for which data assets have not been identified. Each quarter additional systems become operational and the EA Information Repository is updated. The EDMO generates a list of new systems to be reviewed and associated with new or existing data assets.
TitleQuarterly Review of FISMA Systems Inventory
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory. At this point, EDMO has reviewed over 70% of the FISMA systems inventory.
Milestone DateAugust 31, 2014
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2014 is to grow the inventory content by 5% each quarter. This quarter DHS has identified at least 10 new data assets and 150 new datasets and is in the process of completing the metadata for each with the assistance of the respective Component data teams.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team has been reviewing existing Component web pages during the 1st half of FY2014 to identify potential dataset candidates for inclusion on the Public Data Catalog. This quarter DHS has identified at least 10 new data assets has completed updating the metadata for each with the assistance of the respective Component data teams.
Description of how this milestone opens the InventoryIn FY2014, EDMO has targeted review of the remaining 20% of its systems inventory for which data assets have not been identified. By using the FISMA systems inventory, EDMO is able to determine if new data assets have been created or existing datasets are being reused.
TitleQuarterly Review of FISMA Systems
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateNovember 30, 2014
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2014 is to grow the inventory content by 5% each quarter. Each month the systems inventory is updated and systems are added, modified or disposed. New data sets may be discovered as the EDMO reviews the updates.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team will be reviewing existing Component web pages during the 2nd half of FY2014 to identify potential dataset candidates for inclusion on the Public Data Catalog.
Description of how this milestone opens the InventoryIn FY2014, EDMO has targeted review of the 100% of its systems inventory for which data assets have not been identified.
TitleQuarterly Review of FISMA Systems
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateFebruary 28, 2015
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2014 is to grow the inventory content where possible by 5% each quarter. The system inventory was recently updated in the EA Repository and EDMO is processing any changes and comparing the Data inventory to the requirements of each new or changed system.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team will be reviewing existing Component web pages during the 1st half of FY2015 to identify potential dataset candidates for inclusion on the Public Data Catalog. EDMO is also expanding the access level comments to include FOIA exemption language.
Description of how this milestone opens the InventoryIn FY2014, EDMO targeted review of the remaining systems inventory for which data assets have not been identified and completed this effort. In 2015, EDMO will continue to review all changes and work with Components to submit new datasets for inclusion.
TitleQuarterly Review of FISMA Systems
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateMay 31, 2015
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2015 is to grow the inventory content by 5% each quarter.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team will be reviewing existing Component web pages during the 1st half of FY2015 to identify potential dataset candidates for inclusion on the Public Data Catalog.
Description of how this milestone opens the InventoryIn FY2015, EDMO has targeted review of 100% of its systems inventory for which data assets have not been identified. EDMO is also reviewing non public data sets to see if any of the datasets have been identified on public websites and if so update the dataset description to include this information. These datasets are then reviewed by our FOIA group to confirm that this descriptive information can be shared outside of DHS.
TitleQuarterly Review of FISMA Systems
DescriptionEach quarter the DHS Enterprise Data Management team engages with data teams in each of the Components to review progress and map out efforts to improve data management maturity and continue gathering more dataset information for the Enterprise Data Inventory.
Milestone DateAugust 31, 2015
Description of how this milestone expands the InventoryThe Enterprise Data Inventory milestone target goal for FY2015 is to grow the inventory content by 5% each quarter as new systems are researched.
Description of how this milestone enriches the InventoryThe Enterprise Data Management team will be reviewing existing Component web pages during the 2nd half of FY2015 to identify potential dataset candidates for inclusion on the Public Data Catalog.
Description of how this milestone opens the InventoryIn FY2015, EDMO has targeted review of 100% of its systems inventory for which data assets have not been identified. EDMO is also reviewing non public data sets to see if any of the datasets have been identified on public websites and if so update the dataset description to include this information. These datasets are then reviewed by our FOIA group to confirm that this descriptive information can be shared outside of DHS.

1.2.6 Develop Customer Feedback Process

Describe the agency's process to engage with customers


DHS currently has a number of avenues available for engaging with the public including Freedom of Information Act requests, requests for Redress action and status checking for Immigration requests.  DHS is intending to supplement these existing points of contact with new contact points related to Open Data transparency.  Freedom of Information Act (FOIA) requests are one of the most reliable ways to know what information the public wants.  DHS will continue to support governance oversight within its FOIA operations to promote the proactive publishing of information and include FOIA officers across the department in transparency and data sharing planning activities. This approach will not only improve public access to information but could also help reduce the FOIA request backlog.  The Digital Strategy team has incorporated Suggest a Dataset links within many of the traditional points of contact with the public including the Open Data page, Developer page and How to Find Open Data page.  Suggestions received through these links will provide suggestions and feedback to Component POCs and web content managers.  The Digital Strategy team intends to track and report back the number of suggestions received and the actions resulting from the suggestions.  The reports will be shared on a quarterly basis with all the DHS Collaborative Bodies (DMWG, ITSGB, Web Council ESC, ASC, ISCC).  The results will also be published on the Digital Strategy web page.  DHS is also participating on the National Action Plan initiatives to Modernize FOIA processes.  This initiative will be coordinated with the DHS Information Governance segment which is tasked to improve coordination of records management, eDiscovery and FOIA across DHS Components.  FEMA is also engaged with the Data.gov Safety Community to increase collaboration with other Federal agency and interested developers on safety issues.
As of August 31, 2014, 10 requests for new datasets were received through the Suggest a Dataset mechanism and were sent to the responsible Component.  Immigration Statistics added new reports this quarter and USCIS added several more to their FOIA log.  Additionally FEMA continues to engage with developers interested in using FEMA data.

1.2.7 Develop Data Publication Process

Describe the agency's data publication process


DHS implemented a new process in FY2014 for the identification, prioritization, publication, and monitoring of data releases.  Since the debut of our initial Open Government Plan, we have met with various web content-related groups and defined this process, which will adhere to the following key principles:    
1.	DHS will continually review current inventories and portfolios of data sets and tools and identify high value data sets and tools for electronic dissemination in support of Transparency and Open Government goals. Reviews are anticipated on a quarterly basis.  What is the “high value criteria” the data meets: information that can be used to increase agency accountability and responsiveness; improve public knowledge of the agency and its operations; further the core mission of the agency; create economic opportunity; or respond to need and demand as identified through public consultation.
2.	At the planning stage for any new data development endeavor or major revision of existing data development efforts, and throughout the life of the project, DHS will identify opportunities for transparency, data sharing and dissemination though electronic posting of datasets.  These dissemination activities will become part of the project or system plan for the data project. We have implemented this guidance as part of our DHS Systems Engineering Life Cycle and Enterprise Architecture program and incorporated it into the ongoing monitoring of IT projects and investments that are accomplished using DHS’s IT investment life cycle planning and execution processes. As opportunities for data sharing and dissemination are identified, they will be evaluated and adjudicated by the DHS Web Council Information/Mobile Community of Practice after receiving dataset release approval from the respective Component governance bodies. 
3.	DHS will protect the confidentiality of individually identifiable information in any public data releases, including publication of data sets on the web.  Recognizing that the risks of disclosure of personal identifiable information mount as more and diverse data sets are released into the public domain, DHS will lead and support ongoing research into strategies to protect confidentiality while maintaining public access to data.  As new approaches evolve, DHS will incorporate them into its data release and privacy policies.
4.	DHS will undertake efforts to foster the use and utility of the data it disseminates publicly through the web and seek feedback from data users.  DHS will consider specific audiences, market segments and communication objectives in its data development and dissemination programs.
5.	DHS will ensure the quality, objectivity, integrity and utility of the substantive data it disseminates through compliance with DHS Information Quality Guidelines.
6.	DHS will employ feedback, outreach and evaluation mechanisms regarding the value and utility of the information we disseminate and use that information to enhance and improve our data products and services in a continuous quality improvement cycle.  
Our updated data sharing process will be enmeshed into the department’s core strategic planning, budgeting, and information technology planning activity for 2014.  Key points:
•	DHS’s Enterprise Architecture will identify one or more experts for each investment initiative who will bring not only subject matter knowledge to the team but will also serve as a resource regarding available DHS data systems which may support the initiative as well as principles of performance measures, evaluation and information quality.  The data experts themselves will convene on a regular basis as a cross-DHS team to coordinate their work and share best practices across the department.  Plans and recommendations emerging from each initiative will be employed by the DHS CIO Council in its overall data planning and investment priorities. 
•	Data production and sharing opportunities proactively targeted by each investment initiative will be added to an ongoing stream of new data sets identified for publication on Data.gov through regular portfolio reviews conducted by each DHS agency and office and coordinated by the Web Council and CIO Council.  The Web Council will ensure that data releases are screened for quality, privacy, security, and confidentiality risks before release.  Data releases will be prioritized based on alignment with DHS’s strategic goals.   
•	At the planning stage for any new data development endeavor or major revision of existing data development efforts, and throughout the life of the project, DHS will proactively identify opportunities for transparency, data sharing and dissemination through electronic posting of datasets on Data.gov.  These dissemination activities will become part of the project or system plan for the data project.  This new aspect of data and systems planning will be incorporated into the core management processes, templates and criteria utilized by DHS’s information technology, investment review, and budgeting processes.
•	The Web Council will continue to oversee and manage the process of releasing information assembled via all of the sources above on our Open Government website, Data.gov and other mechanisms.
•	A key principle underlying our Open Government work is promoting transparency while maintaining confidentiality.  This will require an ongoing effort involving those developing the data and data users and is made all the more challenging by the increasing amount of data from a wide variety of sources that conceivably could be linked to confidential data.  The linkage could yield valuable insights but could also lead to the disclosure of confidential information.  This challenge is shared by agencies across the government.   DHS will work with other agencies to develop confidentiality safeguards for data submitted to Data.gov that will increase the amount and scope of data disseminated while developing ways of preserving the confidentiality of the data's sources, whether individuals or businesses.  
•	DHS will engage in a proactive new program of monitoring, stimulating, and incorporating innovative and beneficial uses of our data. 
o	On our Open Government website and through systematic dialogue with key stakeholder groups (overseen by our Web Council), we will solicit examples of how our data has been used to generate benefit.  We will continue to maintain a list of examples (insights, applications, visualizations, etc.) for publication on our Open Government website.  This will help us shape our future data release strategy on an ongoing basis.
•	By employing these processes for ongoing data prioritization, release, and monitoring, DHS intends to increase the value produced by its information resources in several ways.  Consumers will be able to access information and benefit directly from using it personally, as when somebody planning to travel familiarizes themselves with disease risks and vaccinations.  Beyond that type of use, DHS intends for the information to prove valuable for improving public administration, positively impacting how we and other levels of government can deliver services and accomplish our missions more effectively, more efficiently, more rapidly, and with higher levels of customer satisfaction.  
 
•	External Affairs, Strategic Communications and OCC will be included during initial meetings between Open Data Coordinator and Program Office and external clients as needed
•	Open Data Coordinator coordinates approvals from OCC, Privacy Offices and the Offices of External Affairs
•	Supporting Documents will include metadata descriptions, directions on how to use the data, appropriate data disclaimers and approval sign-off form 
•	Privacy Threshold Analysis (PTA) will be filled out as is deemed by Privacy or OCC