Sara GomezAssociate Vice President of Information Management

Bill YockDirector of Enterprise Information Services

Educause Analytics Sprint

University of Washington

Information for Decision MakingA Data Governance Journey

July 27th, 2012

Efficiency and Effectiveness Analytics for the Enterprise

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UW a Diverse and Complex University!Celebrating our 150th year!Multi-campus UW Seattle, UW Tacoma, UW Bothell and a world class academic medical center17 schools and colleges offer 250 degrees across 150+ programs and confer 12,000 degrees annually47,238 students and 27,900 faculty and staff50 centers, institutes and research operations in 20 states, and 10 countries around the world$5.6 billion operating budget this FY 67% from tuition as UW lost half its state funding since 2009Over 700 Applications in our IT portfolio

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The UW Data Governance Story

• The Revolution and Declaration of Independence

• The Constitution

• The Branches of Government

• The Amendments

• Legislative Committees

• Department of State

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The Revolution

“Free the Data!”

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The RevolutionData Anarchy!

• Aging administrative systems

• Shadow systems everywhere

• Lack of trust, understanding and coordination of data

Call to Arms!• Founding Father – Mike

Eisenberg (1st Data Czar)

• Information Systems Task Force Report

• The Declaration of Independence (aka -Provost Charge Letter)

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The Declaration of IndependenceThe Provost Charge Letter declared… “It is essential that we be consistent in our approach,

designation, and governance of data

“We need clear and commonly-used structures, models, definitions, and processes to support effective decision-support, and efficient operations University-wide.”

“We also need guidance and recommendations concerning our institutional data related to expanding access, improving quality, strategic planning, assuring security, and business performance management.”

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POLL

A. Official decree by top executives. (President, Provost, Chancellor, etc.)

B. Mandate from senior technology officers. (CIO, CTO, CISO, etc.)

C. Grass roots effort from front line and middle management.

D. Other?

E. We have not begun a data governance program yet.

How did your data governance program begin?

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The Constitution

"The strength of the Constitution, lies in the will of the people to defend it."Thomas Jefferson

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The Constitution

Institutional Data shall be managed as a key asset! Unnecessary duplication of Institutional Data is discouraged. Unnecessary updating of Institutional Data is discouraged. Quality standards for institutional Data shall be defined and monitored. Institutional data shall be protected. Institutional Data shall be accessible according to defined needs and roles. Institutional metadata shall be recorded, managed, and utilized. Institutional representatives will be held accountable to their roles and

responsibilities. Necessary maintenance of Institutional Data shall be defined. Resolution of Issues related to Institutional Data shall follow consistent

processes.

The UW Institutional Data Management Standards document establishes the “Bill of Rights” of fundamental principles

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The Branches of Government

It will not be denied, that power is of an encroaching nature, and that it ought to be effectually restrained from passing the limits assigned to it.”

James Madison

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The Branches of GovernmentJust like the US Constitution the UW Institutional Data Management Standards document establishes three Branches of Government• Data Trustees are the Executive Branch

Vice Presidents and Vice Provosts - delegated authority over business domains and standards (AVP of Info Mgmt has technical delegated authority)

• Data Custodians are the Judiciary Branch AVP’s and Directors – interpret, implement and enforce data management standards

• Data Management Committee (DMC) is the Legislative BranchMembers appointed by Provost - guide the creation and maintenance of standards and guidelines.

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The Branches of Government

UW Data Map

• Data Domains used as boundaries to determine “Jurisdictions” for Data Custodians and Trustees

• Middle domain represent key “Master Data” used across all domains

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The Amendments

“The American Constitution is the greatest governing document, and at some 7,000 words, just about the shortest. “

Stephen Ambrose

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The Amendments

• Cross unit access to Financial data• Expanded access to Institutional Base Salary data• Expanded access to Sponsored Program data• Data Custodian guidance on assigning users to access roles in the EDW• Access and use agreement for UW Information Systems • Home address classification and usage• Financial Account System Reject Report Exemption Request• Redaction of SSNs• Access to EDW data by applications

Guideline documents are created to assist Custodians in interpretingand applying data standards. A sample of guidelines include…

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Legislative Committees

“Laws too gentle are seldom obeyed; too severe, seldom executed. “Benjamin Franklin

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POLL

A. Wide representation from many functional areas based on business processes

B. Stewards assigned per each line of business system

C. A committee (appointed or elected) with subject matter experts

D. Small group, or individual, responsible for institutional research

E. Technical system managers, developers or implementers

F. All of the above

G. Other

What is the makeup of data stewards at your institutions?

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Legislative CommitteesThe Data Management Committee coordinates several Task Force Sub-Committees to investigate and report on data management improvements.• Organization Coding Improvement Recommendations

• Access and Roles

• Top 5 Questions / Deans Advisory Group

• Enterprise Reporting Services

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Legislative Committees – Org Codes

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University

Campus(SEA-TAC-

BOT)

College

Sub College

Department

SubDepartment

Academic Product

Student

Provost/Chancellor

Dean/VP

Chair

President

(10 digit)

Appointee

Appointments

Person

Performs work in

Admin Home Dept

Distribution

Budget

Dist span Payroll Units

Max 7 Dist per Appt

Responsible For

Responsible For

Assigned to

Appointed to

PUC

Primary AcademicDept

Admits

Academic products like

degrees, majors, etc. associated at different

levels

HR associations

for labor distributions

and job functions at

different levels

Financial accounts and

budgets assigned and governed at

different levels

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Legislative CommitteesAccess and RolesRecently awarded a Campus Technology Innovation Award!

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Legislative CommitteesDeans’ Top 5 Questions

Included a “Deans Advisory Group” and led to Institutional Definitions and Reports.

Seemingly simple questions are sometimes difficult to answer!

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Legislative Committees

ERSDomain Leaders

Planning &

Budgeting

Executive Sponsors

Deans & Academic Advisory Groups

UW-IT Info

Mgmt

Academic Units

AdminUnits

Data Mgmt

Committee

Data Custodia

ns

Data Trustees

Governance & PrioritySponsor & SupportKey Stakeholders & Communication

Enterprise Reporting Services (ERS) continuing on from the Top 5 project.

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Legislative Committees

Enrollments per FTE

Majors per FTE

Budget $ / Student Credit Hrs Taught

ERS – Performance Evaluation MetricsAlso known as the Provost Evaluation Metrics.

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POLLWhat type of collaborations does your institution have in producing analytics? Any academic or administrative unit can produce and publish

centrally

Central IT (and/or Institutional Research unit) produces with help of subject matter experts

Deans active in defining requirements

College Administrators and/or Analysts active in defining requirements

Shared support model (not just IT) for receiving requests and answering questions

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Department of State

“Freedom lies in being bold”Robert Frost

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Department of State

• Enterprise Data Warehouse • Business Intelligence Services• Metadata Management Services• Training and education Services

Decision Support Services (DSS) provides enterprise information management for the UW, including…

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Department of StateDelivering Information for Decision Making

by providing Business Intelligence Services

Reports executed by Subject Area in FY 2012

Reports Execution Count by Fiscal Year/Quarter and Subject area

UW Data Map

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Department of StateDelivering Information for Decision Making by providing Metadata Management Services

Metadata workflow management system

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Department of StateDelivering Information for Decision Making by providing Training and Communication

SCHOOL O

F MED

ICINE

COLL ARTS

& SC

IENCES

COLLEG

E OF E

NGINEE

RING

UW IN

FO TECH

EDUCATIO

NAL OUTR

EACH

MEDICAL C

ENTERS

VICE PROVOST-R

ESEA

RCH

SCHOOL O

F DEN

TISTR

Y

BOTHEL

L CEN

TRAL A

DMIN

THE I

NFORMATIO

N SCHOOL

COLLEG

E OF ED

UCATION

SCHOOL O

F SOCIAL W

ORK

GRADUATE SCHOOL

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ORITY AFF

AIRS

UNDERGRAD ACAD AFFAIRS

BR-T DEA

N'S OFFIC

E

EVANS S

CH OF PUBLIC

AF

BOTHELL

-BUSINES

S TOTA

L

ACADEMIC AFFAIRS-T

COMPUT & SO

FTW

R SYS-T

TACOMA NONACAD PROGMS

TACOMA NURSIN

G TOTAL

BOTHEL

L NONACAD PROGMS

1

10

100

1,000

10,000

100,000

BI usage patterns inform training and communication needs

Report executions and users, by School/College

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POLL

Which of the following decision support services does your institution have?

Enterprise Data Warehouse Services

Business Intelligence Services

Metadata Management Services

EDW and/or BI Training and Communication Services

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Questions ?Visit the UW-IT Info Management Web Page http://www.washington.edu/uwit/im/dmc/

Visit the DMC Web Page http://www.washington.edu/uwit/im/dmc/

Visit the DSS Web Page http://decisionsupport.washington.edu

Contact: Bill Yock byock@uw.edu 206.685.7535 Sara Gomez sarag@uw.edu 206.543.1135