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2.1: Guide to Data Mapping Instructions for Data Mapping Tools Module 2 contains two tools to help you understand data mapping and to develop a map. We recommend you use these tools together and follow the step-by-step process
1. Read through 2.1: Guide to Data Mapping to understand the purpose and benefit of data mapping and the steps necessary for developing a data map
2. Work with your system vendor to use 2.2: Data Map Template to develop a map of your system
3. Use this map as you train staff for data entry, integrate other systems, or prepare for reporting
Guide to Data MappingData mapping is a process that documents the links between data points in different tables ordatabases. The purpose of data mapping is to see where and understand how data are stored andconnected. By completing a data map, your team will better understand data system relationships
This understanding assists in training the staff to enter data correctly and prepare for data reportingand migration to new systems
The same data in most modern systems and databases are Table 1 Table 2stored in multiple tables or collections of data values heldtogether in the system. This is called a relational databasebecause there are fields of the shared/related data inmultiple tables. Names or identification (ID) numbers areexamples of shared/related data
In Table 1 (Contacts), an ID number is assigned to eachperson listed. The ID number is also used in In Table 2(Requests) with data entered from a form. The ID numbertribaleval.org MODULE 2 DATA SYSTEM IMPROVEMENT TOOLKITappears in both and establishes a relationship between the two different table names
Table 1 Table 2 Just as tables can list the same data under different table names, the same data can also be under different field names (for example, Family ID under Table 1 is the same as ID# under Table 2). These differences necessitate mapping the relationships between the fields. Mapping these tables would mean finding the fields in each table that contain the same data (information)
There are several methods for mapping databases; two methods are most commonly used to mapdata manually. One method is graphical mapping – which involves drawing connections betweenthe tables (as seen below). This method is easy to follow and allows users to quickly see how fieldsmay be shared across multiple tables. However, graphic mapping can become difficult to followwhen dealing with very large tables
Another method is the use of codes. Codes can be manually applied to fields common acrossmultiple tables. An advantage of using codes is they can later be combined with automation filescalled transforms. The transforms allow much of the data mapping process to be done automatically
tribaleval.org 2 MODULE 2 DATA SYSTEM IMPROVEMENT TOOLKITIn this example, you can see multiple fields with codes to show the matching fields in other tables
Colors have been applied to see matches easier
Contacts Forms Users Contacts/Caregiver Referral Parent Questionaire Username Family ID B3 Participant Last Name B1 Family ID B3 Last Name Last Name B1 Participant First Name B2 Child Last Name B4 First Name First Name B2 Family ID B3 Child First Name B5 Email Address 1 Reason for Referral Parent Last Name B1 Phone Address 2 Referral Entity C1 Parent First Name B2 Role City Referral Date What are favorite ways to spend time with child? Site ID A1 State Referral Status Which activities do you spend most time with child? Zip Date of Next Contact How much time do you spend with child per week? Home Phone Referral Notes Is there a special homework place for child? Home Visitors Alternate Phone Do you have resources to work with child? Home Visitor ID A3 DOB Describe them Site ID A1 Email Have you visited childs school this year? Site Name A2 Gender Home Visit Progress Reason for visit? Last Name A4 Marital Status Family ID B3 How many time this year did you attend parent teacher conferences? First Name A5 Primary Language Child Last Name B4 How many times this year did you help in classroom? Address 1 Employed? Child First Name B5 How many times this year did you attend a special event? Address 2 Occupation Caregiver Last Name B1 City Caregiver? Caregiver First Name B2 State Relationship to Child Home Visitor ID A3 Assessment Baseline Zip Home Visitor Last Name A4 Family ID B3 Home Phone Home Visitor First Name A5 Child Last Name B4 Alternate Phone Child Visit Date Child First Name B5 DOB Family ID B3 Number of Days Worked Caregiver Last Name B1 Email Last Name B4 Comments Caregiver First Name B2 Gender First Name B5 Home Visitor ID A3 SSN DOB Home Visitor Last Name A4 Training Gender Home Visitor First Name A5 Education Level Caregiver First Name B2 Visit Date Hire Date Caregiver Last Name B1 Assessment Commentstribaleval.org 3 MODULE 2 DATA SYSTEM IMPROVEMENT TOOLKIT Step-by-Step Process Step 1. From your vendor, request a system diagram which includes every table in the system. If this does not exist, request a comprehensive list of every table in the system
Step 2. Create lists of the field names within each table
Step 3. Identify fields where the same information is requested by using different field name(s)
Step 4. Create a code and highlight color for each field asking for the same information across multiple tables. You may need to ask your system vendor or run test data (enter information for a fictional family) to determine if fields contain the same information
Step 5. Develop a single document (such as 2.2 Data Map Template) that contains all tables and highlighted field names
Step 6. Determine which table contains the data entered by staff. In other words, which are the manually entered data and which are the data being automatically completed by the system relationships
Step 7. Draw arrows between these highlighted fields so all are connected. The data entry point identified in Step 6 is the point where the connected fields begin
1. Read through 2.1: Guide to Data Mapping to understand the purpose and benefit of data mapping and the steps necessary for developing a data map. 2. Work with your system vendor to use 2.2: Data Map Template to develop a map of your system. 3. Use this map as you train staff for data entry, integrate other systems, or prepare for reporting.
So, let’s review what the data mapping best practices are: the types, the common approaches as well as the useful data mapping tools. In essence, data mapping is the process of connecting data fields from a source system (business application or database) to a target system.
In any application integration, data migration and in general, any data management initiative, data mapping is one of the most critical steps. One could even argue that the integrations project success depends largely on correct mapping of source to target data.
Logical data mapping can be regarded as the first step in data modeling. It can be part of the conceptual model, where we identify real-life objects and match these with the organization-related concepts, for example grouping product information, product order history and product availability into a single concept “Product”.