Data Stewardship CommitteeInaugural Meeting

February 2, 2015

Today’s Agenda

1. Introductions & Opening Comments2. Orientation – Where are headed?3. Organizing to Meet our Deadlines4. Discuss Next Steps

Data Stewardship Committee Membership

Ex Officio

Ad Lucem

Data Stewar

ds

HOW DID WE GET HERE?

WHERE ARE WE HEADED?

A Brief History…

February 2014 – Winter Senior Leadership Retreat

March 2014 - Data Governance Executive Oversight Group Formed

June 2014 – Data Governance Principals Agreed Upon

“If you wish to converse with me, define your terms.”

Voltaire

A Brief History…

February 2014 – Winter Senior Leadership Retreat

March 2014 - Data Governance Executive Oversight Group Formed

June 2014 – Data Governance Principals Agreed Upon

July 2014 - Ad Hoc Committee on Roles, Procedures and Standards for Data Management

October/November 2014 – Memo from Data Governance Executive Oversight Group, Meetings with Provost/President

Data Governance Purpose

Support President, Provost, Deans, University Leadership and Campus Community in:

• Informing strategic planning for achieving UB2020 and beyond;

• Managing daily educational and institutional operations through evidence-based decision-making;

• Supporting regulatory, accreditation, governing body, community engagement and other reporting requirements

Guiding Principles

1. Recognition of Primary Data Sources2. Unambiguous Transformation of Data3. Transparency4. Data Quality, Integrity and Security5. Systemic and Continuous6. Feasible7. Alignment of Data Management Approaches8. Evaluative

Roles and Responsibilities

Data Ownership – The University at Buffalo is considered the data owner of all university institutional data; individual units or departments may have stewardship responsibilities for portions of the data.

Data Trustees – Senior leaders of the university (Vice-Presidents, Vice-Provosts, & Deans) who have responsibility for areas that have systems of record; responsible for ensuring that data stewards in their area are compliant with data governance principles.

Roles and Responsibilities

Data Stewards – The responsible university officials who have planning and policy-level responsibilities for data in their functional areas are considered data stewards. Data stewards, as individuals, have management responsibilities for defined elements of institutional data.

Institutional Data Initial Focus

o Student Records o Financial Aid o Admissions (UG and Grad) o Human Resources – Faculty / Staff (Headcount /

FTE) o Finances – Budgets, Expenditures o Research – Grants (counts, dollars, allocations) o Space – Allocation to Department / Person o Publication / Citation Data – Scholastic

Indicators o Organizational Structure – Entity / Hierarchy,

Academic Structure

Enrollment Data Examples

Operational Strategic (Official)

DifferentUses

INSTRUCTOR LIST used to populate course evaluation system, allow access to class rosters

INSTRUCTOR LIST used to calculate faculty workloads, instructional productivity

DifferentMeasures

HEADCOUNT includes students taking a class for credit, auditing, ELI, Gifted-Math, Cross-registered

HEADCOUNT includes UB students with >0.5 Credit Hours

Headcount Definitions

Term Ac-tivated

Enrolled in a Section

Official Count

Regular Enrollment

0

5,000

10,000

15,000

20,000

25,000

30,000

35,00035.0k

30.3k 29.9k28.1k

GETTING OUR WORK DONEAND

MEETING OUR DEADLINES

Our Work• Prepare report recommending on permanent

data management organization and structure• Research other Models• Formalize Definitions/Roles

• Identify / inventory key institutional data elements across domains

• Select 3-5 elements from each domain to:• Build inventory of definitions• Define attributes (system of record,

transformation, security)• Store materials in accessible repository• Begin work of conforming UB’s institutional

data warehouse to official definitions

Deadlines

April 2015• Progress Report to Data Governance Council• Inventory of key institutional data elements• Preliminary definitions for students, degrees,

faculty

June 2015• Recommendation for permanent data

management structure• Define and document 3 to 5 elements from

each institutional data domain, begin implementing

Two Pizza Rule

Never have a meeting where two pizzas couldn't feed the entire group.

Jeff Bezos

Working Team 1 Structure, Roles and ResponsibilitiesCraig Abbey – LeadGary PacerLaurie BarnumChris ConnorKim Yousey-Elsener

Other Volunteers?

Working Team 2 Enrollment and Degrees (Student Records)

Kara Saunders - LeadBrian O’ConnorGreg OlsenMark MolnarLynne Depasquale (RP)Troy Joseph (GEMS)Leah Feroleto

Other Volunteers?

Working Team 3 Faculty (Human Resources)

Sue Krzystofiak – LeadTom OkonGary PacerLauren Young (OIA)Tilman Baumstark (VPFAC)

Other Volunteers?

From Everyone…Inventory Key Institutional Data

Will send template for sharing your thoughts on what are the key institutional data that UB:

…makes decisions from

…uses to monitor institutional performance

…needs to define

…needs to make available

Next Steps

• Website for sharing materials

• February 23rd Next Data Stewardship Meeting

(Tentative)

• 1st Report to Data Trustees on February 26th