Sara Gomez Associate Vice President of Information Management Bill Yock Director of Enterprise Information Services

1. Educause Analytics Sprint Efficiency and Effectiveness Analytics for the Enterprise University of Washington Information for Decision MakingA Data Governance Journey July 27th, 2012 • Sara Gomez • Associate Vice President of Information Management • Bill Yock • Director of Enterprise Information Services

2. UW a Diverse and Complex University! • Celebrating our 150th year! • Multi-campusUW Seattle, UW Tacoma, UW Bothell and a world class academic medical center • 17 schools and collegesoffer 250 degrees across 150+ programs and confer 12,000 degrees annually • 47,238 studentsand 27,900 faculty and staff • 50 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 2009 • Over 700 Applications in our IT portfolio

3. The UW Data Governance Story • The Revolution and Declaration of Independence • The Constitution • The Branches of Government • The Amendments • Legislative Committees • Department of State

4. The Revolution “Free the Data!”

5. The Revolution Data Anarchy! Call to Arms! Founding Father – Mike Eisenberg (1st Data Czar) Information Systems Task Force Report The Declaration of Independence (aka -Provost Charge Letter) • Aging administrative systems • Shadow systems everywhere • Lack of trust, understanding and coordination of data

6. The Declaration of Independence • The 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.”

7. POLL • How did your data governance program begin? • Official decree by top executives. (President, Provost, Chancellor, etc.) • Mandate from senior technology officers. (CIO, CTO, CISO, etc.) • Grass roots effort from front line and middle management. • Other? • We have not begun a data governance program yet.

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

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

10. 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

11. The Branches of Government • Just like the US Constitution the UW Institutional Data Management Standardsdocument 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 Branch • Members appointed by Provost - guide the creation and maintenance of standards and guidelines.

12. 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

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

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

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

16. POLL What is the makeup of data stewards at your institutions? • Wide representation from many functional areas based on business processes • Stewards assigned per each line of business system • A committee (appointed or elected) with subject matter experts • Small group, or individual, responsible for institutional research • Technical system managers, developers or implementers • All of the above • Other

17. Legislative Committees • The 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

18. Legislative Committees – Org Codes University HR associations for labor distributions and job functions at different levels President Person Admits Campus (SEA-TAC-BOT) Academic products like degrees, majors, etc. associated at different levels Appointed to Provost/Chancellor Admin Home Dept Responsible For College Appointee Student Dean/VP Assigned to Sub College Financial accounts and budgets assigned and governed at different levels Appointments Primary AcademicDept Max 7 Dist per Appt Department Chair Performs work in Distribution Sub Department Academic Product (10 digit) Dist span Payroll Units Responsible For PUC Budget 18

19. Legislative Committees Access and RolesRecently awarded a Campus Technology Innovation Award!

20. Legislative Committees Deans’ Top 5 Questions Included a “Deans Advisory Group” and led to Institutional Definitions and Reports. Seemingly simple questions are sometimes difficult to answer!

21. Legislative Committees • Enterprise Reporting Services (ERS)continuing on from the Top 5 project. Executive Sponsors Planning & Budgeting Data Custodians Data Mgmt Committee ERS Domain Leaders UW-IT Info Mgmt Data Trustees AdminUnits Deans & Academic Advisory Groups Governance & Priority Academic Units Sponsor & Support Key Stakeholders & Communication

22. Legislative Committees ERS – Performance Evaluation Metrics Also known as the Provost Evaluation Metrics. Enrollments per FTE Majors per FTE Budget $ / Student Credit Hrs Taught

23. POLL • What 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

24. Department of State “Freedom lies in being bold” Robert Frost

25. Department of State Decision Support Services (DSS) provides enterprise information management for the UW, including… • Enterprise Data Warehouse • Business Intelligence Services • Metadata Management Services • Training and education Services

26. Department of State Reports Execution Count by Fiscal Year/Quarter and Subject area Delivering Information for Decision Making by providing Business Intelligence Services UW Data Map Reports executed by Subject Area in FY 2012

27. Department of State Delivering Information for Decision Making by providing Metadata Management Services Metadata workflow management system

28. Department of State Delivering Information for Decision Making by providing Training and Communication Report executions and users, by School/College BI usage patterns inform training and communication needs

29. 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

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