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Data, Policy, Stakeholders, and Governance

Explore the complexities of managing data, policy, stakeholders, and governance for large institutions. Learn about identity management, stakeholder engagement, policy development, and governance structures. Case studies and best practices included.

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Data, Policy, Stakeholders, and Governance

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  1. Data, Policy, Stakeholders, and Governance Amy Brooks Enterprise Directory Project Director University of Michigan – Ann Arbor akbrooks@umich.edu

  2. The University of Michigan • Research I Institution • 19 Schools and Colleges • 21 Libraries • 3 Campuses and Major Medical Center • Identity Management for • 100,000 Campus users (40,000 A2 students) • Worldwide collaborators, prospective students • Portion of 425,000 living alumni • Representing the Big Schools 2

  3. Enterprise Directory Services • Outgrowth of previous campus working group • Team formed in February 2004 • Charge to Team • Determine campus needs • Define scope of EDS and resource needs • Develop business case and funding proposal • Develop a plan for campus governance • Define an architecture, recommend software • Determine campus commitment 3

  4. What we Learned • Campus requirements - we want more than a Directory! • Fix problems with Identities • Provide better, more timely data • Provide roles information • One stop directory data shop • The service is the key - provisioning • How soon can we have it? 4

  5. The Identity Management Component • Current Environment – Uniqname System • Key is SSN – violates our own policy • Difficult to create identities for international visitors • Not tied directly to our UMID (primary identifier in PeopleSoft) • Not tied to our authoritative data source for students, faculty, staff • Basic biographical data not collected • No formalized controls, standards, or training for uniqname administrators 5

  6. Future Identity Management • Included in Enterprise Directory Services (no single directory) • Allow for distributed creation of identities with minimal set of bio data • Must not require a physical presence • Must allow for creation of identities for loosely affiliated people • Must not allow duplicate entries for individuals • Allow for expiration of identities if desired • Work with existing authoritative data sources and regional campuses 6

  7. What about Data? • It’s all about the Data! • Leverage our integrated data infrastructure • Get more data to the campus and faster • The current environment is ugly – data feeds are everywhere • Departments have to deal with data discrepancies • Solution? Create their own directory (not a good thing) 7

  8. How about Policy? • Build on existing policy (if you have it) • Data management policies • Privacy policies • Access management processes • Data precedence setting (if you’ve implemented an ERP you’ve already dealt with this) 8

  9. Stakeholders? • They’re everywhere (even in surprising places) • Data managers/stewards • System Administrators • Registrars, Human Resources, Alumni/Development • Students, Faculty, Staff, Alumni • Help Desks and Accounts offices 9

  10. Engaging the Stakeholders • Talk to the campus – discover requirements • Publish materials • Town Hall meeting – showing the sausage making • Governance Board for Enterprise Directory Services 10

  11. And Finally - Governance • Who should help Govern? • Data stewards from each major data area • Registrars from all 3 campuses • Office of Development (Alumni) • Representatives of major IT areas • Representatives of Schools, Colleges, others • Core Board with advisory group • Existing Privacy Committee 11

  12. What will they Govern? • Board Responsibilities • Who is in Directory? • Where is the authoritative data? • What data and what source takes precedence? • What is user modifiable? • Who gets to see what? • How is data maintained? 12

  13. Board Responsibilities (continued) • Who can create identities • What are the minimum standards for creation? • Who can update entries? • Who can have higher level access? • What training is required? • Define institutional roles • Determine priorities • Apply funding model for centrally funded versus unit-funded enhancements 13

  14. Not in the Board’s Purview • Defining or approving technical architecture • Selecting hardware • Selecting software • Defining directory schema 14

  15. What about Data, Policy, Stakeholders and Governance for Large Institutions? • Multiple authoritative data sources (3 ERPs) • Hordes of stakeholders • Decentralization makes decision making difficult – crossing the cultural divide • Making the case for Enterprise Directory and Identity Management (case studies) • Not just $$$ but saved opportunity • Who is the caretaker for the IdM/EDS? 15

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