Report to Data Governance Executive Sponsors from Data Governance Council
November 2007
The Data Governance Council met on October 10, 2007 attended by Christina Drum, David Ellison, Don Diener , Elora Paik , Gwenn Pons , Karen Emptage , Monty Young, Susan Hobbes, Kivanc Oner, Norm Bedford, Josh Brauer, Frank Lucas.
The focus of the meeting was a review of the active data management projects, and then an effort to determine where others need to be established with an owner and community of interest.
Elora Paik presented work that is underway to address the fact that terminal degrees never get recorded in HRMS. Elora 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. She found that although work is being done to collect data, it is not reflected in HRMS, and hence is not valuable to others who need to use it. Elora continues to work with the affected community to reach a consensus on this problem. She met with two parties of the communities of interest on October 31, 2007- Diane Muntal and Deb Powell - to discuss the challenges of this issue.
Don Diener explained that the problem where tech room designations erased other key information 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.
Monty Young described how data stewards working on a plan for room in-activations 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. Decisions have been made about how to proceed, and the data is being corrected.
Frank Lucas reported on building code consolidations. Facilities Management 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.
David Ellison explained the system constraints that SIS imposes on Deal codes/WUE. 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 affect 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 were not being worked on were reviewed. For each outstanding data issue that had not yet been assigned and was still relevant an owner and community of interest were determined. Included were the following, with updates where available:
- HRMS does not contain merit history, owned Elora Paik, community of interest Monty Young
- Extra compensation data in HR is incomplete, owned Elora Paik, community of interest Monty Young
- Recruitment data base does not report on employment history, owned Elora Paik, community of interest Monty Young
- Web Contract - Problem collecting some tenure data, owned Elora Paik, community of interest Monty Young
- Position Control - HR only reports on positions filled, owned by Gwenn Pons, community of interest Monty Young
Gwenn spoke with Gina Strebel who initiated the issue to clarify her questions. Gina indicated she would like to know where the campus can find the most up-to-date and accurate information on both vacant and filled positions - Financial Data Warehouse and/or HRMS. Financial Data Warehouse shows both vacant and filled positions by agency and by organization. Gwenn is working with SCS to determine the source of this data. Elora has been contacted to determine the quality and completeness of position information in the HRMS system.
- Data about part time instructors (PTIs) owned Elora Paik, community of interest Kivanc Oner, Monty Young, Karen Emptage (Ruth Garay)
- Double data entry - TMA and HRMS owned Rick Storlie, community of interest Elora Paik, Frank Lucas
- Who placed an order not on reports since MUNIS owned by Gwenn Pons, community of interest Frank Lucas
Gwenn discussed this issue with Purchasing. This pertains to the lack of a field in the Munis PO system that exists in Advantage and was previously populated when POs directly entered. With POs being uploaded from Munis into Advantage the information is no longer available since the field does not exist in Munis. The inquiry originated with Rick Storlie and it is Purchasing's understanding that Facilities will be able to obtain the information they need through Facilities new software.
- How to identify who is a student - owned by Karen Emptage, community of interest Don Diener, Kivanc Oner, Josh Brauer
- Complete Projects Workflow, owned by Susan Hobbes
- Computer Inventory, owned by Don Diener, Community of Interest Gwenn Pons, Rick Storlie, Frank Lucas
Rick Storlie, Frank Lucas and Don Diener met for discussion. (Gwenn Pons was unavailable.) Don described the database maintained by OIT and Rick and Frank described the TMA implementation and plans for its extension. It was agreed that collaboration on computer inventory would offer a number of benefits. Don said he would begin discussions within OIT. Frank and Rick offered to conduct a demonstration when OIT is ready
- 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 – Work on this project is underway
TMA Project Management Features that will be available to DGCouncil
Users/ Members
Create and maintain users with user specific information (Contact details etc.)
Each user will be assigned a username and a password to access the system.
Each user could be granted access to work orders and projects. (RO/RW level)
Requests
Registered users could:
Create requests.
View Status of requests.
Work Orders
When a request is accepted a work order is created.
Users could be assigned to work orders
Time, Charges, Material could be posted to work orders.
Work order progress could be monitored.
Projects
Project is a group of work orders.
Project times could be entered using a GUI Gantt chart style interface.
Reports
Project Status
Project Owners and members