Presented to Common Solutions GroupSept. 27, 2007

Bill YockAssociate Vice ProvostEnterprise Information ServicesOffice of Information Management

Data Management at the UW

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

• 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

Agenda

• 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

University of Washington Facts

IS Systems Strategy – circa 2003

Strategy Elements

Description

Business

Practice

Transform Business Practices - to improve how people do their work

Modernize Core

Modernize and extend core business systems -HR/Payroll, Financial, Student

Best of Breed Invest in best of breed systems – build or buy – for specific functional areas

Web Interfaces Implement web-based interfaces - to core business systems

Management Information

Provide access to management information – using data warehousing approaches

Middleware Develop and integrate middleware – for personalization, authentication, and authorization

• Interim report May 2006, Final report January 2007 http://www.washington.edu/provost/reports/IS_Futures_Final%20Report_1-19-07.pdf

Future of Information Systems Report

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

• 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

Future of Information Systems - Continued

• Formed December 2006

• Dual reporting to Provost and Vice President of C&C

New Office Information Management

Sara GomezVice Provost/CIO

(Interim)

Bill Shirey Business

Applications

Bill YockEnterprise Information

Services

Jeanne Marie Isola Strategic Projects & Portfolio Mgmt

Jim LoterCommunity & Partnership

Development

Building & Sustaining PartnershipsMaking Decisions with InformationEfficient OperationsManaging Change

• 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

New Data Management Committee

• 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 Management Policies - DRAFT

Data Trustees & Stewards - DRAFT

DataTrustees

DataStewards

DataDefiners

DataProducers

Data Users

Data MgmtUser Group

Data MgmtTask Forces

Data Management Committee

VP/CIO

Provost

University of Washington’sData Management Governance

Structure

Strategic

Tactical

Operational

• Taxonomy created to help organize and plan systems and

analytics

• Master Data identified (touchpoints across all systems)

Information Map, Metadata & Definitions

Master Data

Research

AcademicsAlumni &

Development

FinancialResources

Human Resources

Services & Resources

· Funding / Sponorship· Compliance· Etc.

· Admissions & Enrollment· Financial Aid· Etc.

· Gift Processing· Prospect Mgmt· Etc.

· Work Force Planning· Compensation· Etc.

· Revenues · Expenditures· Etc.

· Housing & Food· Transportation· Etc.

· Person/Entity IDs· Org Codes· Etc.

• Subject Areas divided

into Business Domains

• Domains include

identified processes and

attributes

• Wiki being used to

capture specific low level

data definitions, as well

as aggregation rules

Information Map, Metadata & Definitions

https://fmwiki.admin.washington.edu/x/SQkE

Business Domain Description / ProcessesWorkforce Planning Workforce planning and gap analysis,

training and development planning, employee relations planning, positions, schedules, organizational relationships and reorganization, salary/compensation planning

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

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.

Human Resources

• Security classification – Confidential, Restricted, Public

• Follow “Access of Least Privilege” standard with Row and Column restrictions per role - per subject

area.

Security, Access & Use Policies

Area Role Rows Columns Rows ColumnsGeneral Admin Departments Institutional Analysts All HR Full All All

Central Analysts All HR Full All AllFinancial Analyst s All HR Full All All

AHR / EOO / HR HR Analysts All All Own Org AllPayroll Payroll Analysts All HR Low All AllCentral Computing - Info Mgmt Programmers All HR Full All All

DBA's All All All AllBusiness Analysts All HR Full All All

Academic Departments Dean Own Org HR Full Own Org AllPI Own Org HR Full Own Org AllAdministrator Own Org HR Full Own Org AllPayroll Coordinator Own Org/Own Unit HR Medium Own Budgets All

HR Restrictions Restricted ColumnsHR Full SSN, DOB, Gender, Citizen, Race/Ethnicity, Disability, Home Address, Home Telephone,

Medical Conditions, Deductions & Contributions, FMLA Info, Veteran StatusHR Medium SSN, Gender, Race/Ethnicity, Disability, Deductions & Contributions, FMLA Info

Medical Conditions, Veteran StatusHR Low Disability, Medical Conditions, Race/Ethnicity, Veteran Status

Subject AreasFinancialHR

• 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

Top 5 Questions - Continued

Issue Proposed Method / Question Decision Making Body

Interdisciplinary Programs

Current method is to group students into 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?

Dean's Advisory Roup

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?

Dean's Advisory Roup

Branch Campuses

Tacoma and Bothell campuses are 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?

Provost, Executive Vice Provost

New Enterprise Information Services

Application Integration Services

Data Management

Services

Decision Support Services

-- Future -- Senior Manager

Facilitates Consistency &

Quality

•Security Policies•Metadata Mgmt•Master Data Mgmt

-- Open -- Senior Manager

Facilitates Analysis & Access

•Data Warehouse•Data Marts•BI Tools

Gary ProhaskaSenior Manager

Facilitates Processes & Exchange

•Web Services•Workflows•Process Orchestration

Application Integration Services

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?

Goals

Decision Support Services

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

Goals

Data Management Services

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?

Goals

Strategic Roadmap Project Structure

Strategic Roadmap Timeline

Perform Discovery

Define the Vision

Research Trends

Define Gap

Develop Action Plan

WINTER 2007

SUMMER 2007

FALL2007

SPRING 2008

WINTER 2006

SPRING 2007

Assess Current State

• Do these issues sound familiar to you?

• Do you think we are on the right track?

• I would love to hear from you…

– Email: byock@u.washington.edu

– Phone: (206) 685-7535

Questions?

Thank You for your Attention!