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Data Management at the UW Bill Yock Associate Vice Provost Enterprise Information Services Office of Information Management Presented to Common Solutions Group Sept. 27, 2007 Data Management at the UW Mountain Dog “Pepper” Trivia: Which ski resort holds the world record for most snowfall in a season? Answer: Mt. Baker 1,140 inches, 1998 - 1999 Agenda • Background - Current Technologies and Strategies • IS Futures Report • New Office Information Management (OIM) • New Data Management Committee (DMC) & Task Forces – UW Information Map, Metadata & Definitions – Security, Access, Use Policies – Data Trustees & Stewards – Top 5 Questions “that Deans want answers too.” • New Enterprise Information Services (EIS) Division – Application Integration Services – Decision Support Services – Data Management Services • OIM Strategic Roadmap Project University of Washington Facts • Founded in 1861 • Three campuses, and two medical centers • 27,600 faculty and staff • 43,000 traditional students, 26,000 extension students • Information Systems Landscape https://www.washington.edu/dis/itportfolio – Core Administrative Systems (Unisys/MCP/DMSII Cobol) – 900 Servers, 125,000 devices on the network – 7000 Miles Fiber Optic Cable IS Systems Strategy – circa 2003 Strategy Elements Description Business Practice Transform Business Practices - to improve how people Modernize Core Modernize and extend core business systems - Best of Breed Invest in best of breed systems – build or buy – for do their work HR/Payroll, Financial, Student specific functional areas Web Interfaces Implement web-based interfaces - to core business systems Management Information Provide access to management information – using Middleware Develop and integrate middleware – for personalization, data warehousing approaches authentication, and authorization Future of Information Systems Report • Interim report May 2006, Final report January 2007 http://www.washington.edu/provost/reports/IS_Futures_Final%20Report_1-19-07.pdf Functional Area # Finance and Budget 111 Teaching & Learning 105 HR and Payroll 70 Comm, Infra, Middleware 47 Access to Info, Reporting, BI 43 Facilities, Transport, Space 33 Unknown, Other 22 Research and Grant 11 Clinical 5 Systems 447 Summary of Findings (Paraphrased by Bill) IT funding is inconsistent and inequitable (Academic vs Adminstrative) Data Mgmt is not unified or coordinated (central vs decentral) Mainframe iron reliable, but not extensible Web based front ends partially successful, but not scaleable Data warehouse is important, but not living up to expectations UW is a leader in providing secure wireless access to data Data Center facilities and space appear to be at a crisis point Future of Information Systems - Continued • Recommendations – – – – – – Define a new long term strategic vision Establish new funding models Consider alternative approaches to core systems (i.e ERP’s, Kuali, etc.) Expand and improve information governance and development approaches Support the Data Warehouse Consider changes in organizational structure New Office Information Management • Formed December 2006 • Dual reporting to Provost and Vice President of C&C Sara Gomez Vice Provost/CIO (Interim) Jeanne Marie Isola Strategic Projects & Portfolio Mgmt Managing Change Bill Shirey Business Applications Efficient Operations Bill Yock Enterprise Information Services Making Decisions with Information Jim Loter Community & Partnership Development Building & Sustaining Partnerships New Data Management Committee • Formed December 2006 • Mike Eisenberg, Chairman, Dean Emeritus of Information School • Accountable to Vice Provost of Office Information Management • Current Projects – Data Policies & Procedures, Role of Data Trustees and Stewards – Information Map, Metadata and Definitions – Security Access Roles and Policies – Top 5 Questions “That Deans want answered…” • https://wwwudev.cac.washington.edu/provost/oim/dmc/index.html Data Management Policies - DRAFT • Institutional data will be managed as a key asset! • Efforts will be made to reduce redundant data! • Institutional data must be maintained close to the system of record! • Institutional data must be safe and secured! • Access to Institutional data will be open and easily accessible! (except that data which is appropriately restricted) • Institutional metadata will be recorded, managed, and utilized! • Institutional employees will be held accountable to roles and responsibilities! Data Trustees & Stewards - DRAFT University of Washington’s Data Management Governance Structure Provost VP/ CIO Data Management Committee Strategic Tactical Operational Data Definers Data Mgmt Task Forces Data Trustees Data Stewards Data Producers Data Users Data Mgmt User Group Information Map, Metadata & Definitions • Taxonomy created to help organize and plan systems and analytics • Master Data identified (touchpoints across all systems) Research · Funding / Sponorship · Compliance · Etc. Alumni & Development Academics · Admissions & Enrollment · Financial Aid · Etc. Human Resources Master Data · Person/Entity IDs · Org Codes · Etc. · Gift Processing · Prospect Mgmt · Etc. Services & Resources · Housing & Food · Transportation · Etc. · Work Force Planning · Compensation · Etc. · Revenues · Expenditures · Etc. Financial Resources Information Map, Metadata & Definitions Human Resources Business Domain Description / Processes Workforce Planning Workforce planning and gap analysis, training and development planning, employee relations planning, positions, schedules, organizational relationships and reorganization, salary/compensation planning • Subject Areas divided into Business Domains Employee Demographics Gender, race, disability status, veteran status, emergency contact information, etc. Staffing Recruiting, screening, hiring, assignments, responsibilities, competencies, separation, layoff, employment and reemployment eligibility, faculty history • Domains include identified processes and attributes Compensating Salaries, distributions, benefits, leave information, hours/time worked by attributes, etc. Relating Labor relations (bargaining units, contracts, grievance activity, etc.), employee relations, performance management (evaluation, corrective action, etc.), workplace event information, accommodation, organizational and staffing relationships, etc. Training & Development Organizational, executive, management and staff development; orientation, training history and goals, education, career planning, certifications, competencies, training offerings, usage, costs Training opportunities, usage, costs Compliance Ombudsman, Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements Communications Employee communications, surveys, etc. • Wiki being used to capture specific low level data definitions, as well as aggregation rules https://fmwiki.admin.washington.edu/ x/SQkE Security, Access & Use Policies • Security classification – Confidential, Restricted, Public • Follow “Access of Least Privilege” standard with Row and Column restrictions per role - per subject area. Subject Areas HR Area General Admin Departments Role Institutional Analysts Central Analysts Financial Analyst s AHR / EOO / HR HR Analysts Payroll Payroll Analysts Central Computing - Info Mgmt Programmers DBA's Business Analysts Academic Departments Dean PI Administrator Payroll Coordinator HR Restrictions HR Full HR Medium HR Low Rows All All All All All All All All Own Org Own Org Own Org Own Org/Own Unit Columns HR Full HR Full HR Full All HR Low HR Full All HR Full HR Full HR Full HR Full HR Medium Rows All All All Own Org All All All All Own Org Own Org Own Org Own Budgets Financial Columns All All All All All All All All All All All All Restricted Columns SSN, DOB, Gender, Citizen, Race/Ethnicity, Disability, Home Address, Home Telephone, Medical Conditions, Deductions & Contributions, FMLA Info, Veteran Status SSN, Gender, Race/Ethnicity, Disability, Deductions & Contributions, FMLA Info Medical Conditions, Veteran Status Disability, Medical Conditions, Race/Ethnicity, Veteran Status Top 5 Questions • The Top 5 questions that Dean’s need answered are… – What is the student headcount for my school? – How many student FTE’s are there? – What is the headcount of faculty in my school? – What is the faculty FTE by appointment type? – How much money do I have by fund types? • Dean’s Advisory Group formed • Subject area work groups formed around Student, Faculty, and Finance Top 5 Questions - Continued Issue Proposed Method / Question Interdisciplinary Current method is to group students into Programs an "adminstrative" college called "Interschool / Intercollege". Should we count the student once in the "administrative" college, or should each major get credit for the same student? Pre-Majors Count student in associated school/college if known, if not, count in Arts & Sciences. Engineering counts their pre-majors, nursing does not. Should we count consistently across schools/colleges? Branch Tacoma and Bothell campuses are Campuses currently setup in core system as separate schools/colleges. Students currently cannot be counted in the same major offered across campuses. Should we allow counting across campuses? Decision Making Body Dean's Advisory Roup Dean's Advisory Roup Provost, Executive Vice Provost New Enterprise Information Services -- Future -Senior Manager Application Integration Services Facilitates Consistency & Quality Data Management Services •Security Policies •Metadata Mgmt •Master Data Mgmt Gary Prohaska Senior Manager Facilitates Processes & Exchange •Web Services •Workflows •Process Orchestration Decision Support Services -- Open -Senior Manager Facilitates Analysis & Access •Data Warehouse •Data Marts •BI Tools Application Integration Services Goals Service Oriented Architecture (SOA) Enterprise Service Bus, Enterprise Service Repository Business process orchestrations / workflows Enterprise portal integration Cross application integration Challenges – What style / infrastructure is needed? (REST vs SOAP vs WS-*) – How do you rationalize a service? – How much / what type of governance is needed? Decision Support Services Goals Enterprise Data Warehouse Enterprise Business Intelligence (BI) Tools Federated / Distributed Data Mart Support Data Mining and Analysis Services Custom Training Programs Challenges – How to prioritize building out new subject areas in the data warehouse? – Who should be responsible for BI (central vs decentral) – How do you link metadata into BI easily? https://kirk.admin.washington.edu/Reports/Pages/Folder.aspx Data Management Services Goals Enterprise Data Dictionaries / Metadata Master Data Management (Common Reference Data) Data Profiling and Quality Assurance Data Security Classification and Access Control Challenges – How to balance need for open access with security restrictions? – How do we integrate metadata across Data Modeling, ETL, Warehouse, BI Tools, etc. – How do we migrate core system master data to new environments? Strategic Roadmap Project Structure Strategic Roadmap Timeline WINTER 2006 SPRING 2007 SUMMER 2007 FALL 2007 WINTER 2007 SPRING 2008 Perform Discovery Assess Current State Research Trends Define the Vision Define Gap Develop Action Plan Questions? • Do these issues sound familiar to you? • Do you think we are on the right track? • I would love to hear from you… – Email: [email protected] – Phone: (206) 685-7535 Thank You for your Attention!