Data Governance Council Meeting Minutes October 10, 2007
Attending: Christina Drum , David Ellison, Don Diener , Elora Paik , Gwenn Pons , Karen Emptage , Monty Young , Susan Hobbes, Kivanc Oner, Norm Bedford, Josh Brauer, Frank Lucas
Data Management Issues:
Reports from:
1. Elora Paik - Terminal Degrees in HRMS
Elora presented work on this issue – she has done significant research and developed an action plan, which will be implemented through the next faculty hiring cycle. Elora discovered that contrary to the original issue description, provided in the Data Management Issue Resolution Process form for this issue, HRMS does have a terminal degree field. The real issues are:
1) What data populates this element?
2) What are the businesses processes necessary to populate this data?
3) What group of users will populate this element with data?
4) What business processes need be implemented to ensure this data maintains integrity, follows security and disposition procedures?
5) How will data users get access this data?
Elora found that work is being done to collect data, but it is not reflected in HRMS, and hence is not valuable to others who need to use it.
2. Don Diener - Tech room designation erased other key information
This issue centered on a flow of information that was not working. After the right group discussed the problem, that has been corrected. The issue was moved to resolved.
3. Monty Young - Room inactivation
The data stewards involved with issue met to determine how to resolve this issue. Jennifer McCarthy provided detailed analysis of room differences between systems. The Registrar has agreed to determine who will be able to make changes in Ad Astra and SIS to bring this data to a point where it is current.
4. Frank Lucas - Building code consolidations
Facilities is actively working to create GIS coordinates for all buildings, and is tying the TMA system, to Advantage. The next step will be determining the building designators. There has been discussion about using the Nevada state assigned numbers for identification. This is a big project , and a lot more work is needed.
5. David Ellison - Deal codes/WUE
This issue is limited by the constraints of the SIS system. In SIS a student can have only one code, however in real life one student may be part of several of the “deals”. Therefore, for every combination of situations that can effect one student, a different code has to be established that means “all of the above”. Dual degrees are another level of complexity. The codes are used by IAP for reporting, and by the Budget office for enrollment and hence revenue projections as well as determining what appears on the students bill. Because of this need to create a new code for every possible combination, tables in SIS that have size limitations can fill up. WUE has the additional problem that they may change each semester because eligibility changes. David will assemble the data stewards involved to further discuss the known problems and try to work on them. Note – for iNtegrate, students will be allowed to have multiple deals.
Issues that are not being worked on
We reviewed each outstanding data issue that have not yet been assigned and decided which ones are still relevant, and which, if any, have been resolved. We determined an owner and community of interest for each issue, and opened them as projects to be addressed through the data management process.
Tracking database -- Frank Lucas
Data Management issues will be tracked using the TMA system. The data management council will be established as an iService desk. Frank provided an overview of how this will work so that we will be able to manage the data governance projects, produce reports and time estimates over time. TMA is an elegant solution for our issue management tracking, and will be extremely helpful for our progress. Schedule - You will be introduced in November, goal to go live in December.
Training Statement
We decided to circulate and return comments before 10/17 so that the statement can be sent to the Executive Sponsors for their approval and support.
Agenda Items Delayed until next meeting
1. Data Management User Groups Discussion
2. Data Dictionary
3. OIT Security Discussion