Pennsylvania BANNER Users Group 2008

1. Pennsylvania BANNER Users Group2008 Data Standards Gerald A. Lennon Senior Project Specialist Lehigh University Bob VanBlargan Manager of Advancement Information Systems Lafayette College

2. General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered at the end of the session Thank you for your cooperation

3. Data Standards At Lehigh Background - the year is 1992 Different hardware and software Mainframe software applications Finance Information Associate (IA) Payroll (IA) Student (IA) Other third party Software applications on other computers Advancement SCT Admissions SCT

4. Data Standards At Lehigh Enterprise-wide integration - 1999 Leadership roles, formation of executive and steering committees Project naming - Lehigh’s Enterprise Wide Information System (LEWIS); Information Systems department formed - Enterprise Systems Implementation (ESI) Project planning, turf wars Recognition of milestones, awards Data and program conversions, etc Doing more with less Larger databases with more data, tables, views, and reports Resource allocations and realignment JUST PLAIN DIFFERENT

5. Data Standards At Lehigh Data Quality Databases are almost certain to contain entry errors, multiple common entries and other redundancies These inevitably lead to incorrect and/or incomplete identifications of students, vendors, parents, faculty, staff, events, locations, buildings, rooms, and many more. Data ownership and power users More on this later

6. Data Standards At Lehigh Data Quality - cont. Data quality is a critical prerequisite to any of Lehigh’s initiatives Inaccurate data can distort or be misleading in: The output from our databases, reporting tools, and extraction of data What about missing data? - Capture with tracers and surveys

7. Data Standards At Lehigh Data Quality - cont. Formatting audits Emails and phone numbers ids Name (salutations and combined names) Control reports – Statics (more on this item later) Error checking for standards Holding people accountable Retraining Duplicate record resolution Constituents Emails and phone numbers

8. Data Standards At Lehigh Data Quality - cont. Record Control Number of records added/updated by a given user Review of addresses, telephone numbers, and email addresses that were added/changed from the day before Other items Audit by internal, external auditors, data stewards, power users Security audit (user roles, user access, value-base, fine-grained access control, and/or masking, hiding and concealing columns) for both on campus and off campus access Documentation, policies and procedures will drive data quality and will help to keep the data error free

9. Data Standards At Lehigh Data Sharing - Internal and External Data standards are fundamental to the seamless exchange of data between users Better understanding of the data and will take the guess work out of making decisions Who owns what data and how is it being used Banner Entity Relationship Diagrams (ERD), are you using them?

10. Data Standards At Lehigh Data Integration Refers to Lehigh’s inventory of data and our information assets as well as the tools, strategies and philosophies by which fragmented data assets are aligned to support our business goals Data integration can pursue several strategies, including user, federal, state, local or third party vendors compilations of data for a given business purpose or requirement

11. Data Standards At Lehigh Data Integration – cont. Increasingly, businesses are striving to deliver consistent views of data through master data management Master data management is meant to deliver a near real-time, hub-based, and synchronized presentation of information to any user or point of view in our organization, both on campus or on the road- 24hrs/7days

12. Data Standards At Lehigh Data Integration - cont. Data integration today is still heavily focused on hardware, software and management tools that connect software and data end points through connectors and adaptors (wireless, PDA) Over time, we are migrating to the philosophy of a service-oriented architecture that applies web protocols and standards for self-identifying application and data end points (single signon, self-service, portal)

13. Data Standards At Lehigh Master Data Management Master records are created with data that are Defined, integrated and reconciled from multiple systems such as customer relationship management (CRM), student/financial/alumni chains, and marketing Classified by Type (validation tables, rules, controls, and then by owners Hard coded data or links (soft) to data within other records Location master (college, buildings and rooms)

14. Data Standards At Lehigh Customer Data Integration True master data management requires reconciliation of all data types and security measures Data quality, data integration, data conversion, data sharing, data ownership, data backup, and data disaster recovery are critical Correct technology/user reporting tools sets can help automate processes such as Common Matching, Householding, NOLIJ, job scheduling, QAS, CASS Monitoring tools (TOAD, Oracle explain plan, Tkprof, and others) can help identify problems in programs, views, tables, functions, packages, and/or indexes

15. Data Standards At Lehigh Data Ownership and Data Security Who owns what Office standards, policies and procedures Data Reports Users Trainers Security Disaster Recovery

16. Data Standards At Lehigh Data Ownership and Data Security – cont. Users and vendors Sign a data confidential contract with Lehigh Customer Service Dedicated help staff Power user (train the trainer) Training reinforces security and data ownership for both new and old clients Disaster preparedness Plan for the unexpected and then do the drills

17. Data Standards At Lafayette Originally formed when Banner was purchased – 1995 The turf wars caused the committee to become ineffective and then disband Reestablished in Summer 2008 Used the campus wide Process Improvement Assessment as the first step New group of people in liaison roles New Institutional Research Office

18. Data Standards At Lehigh Questions to Ponder Do you know if your data is accurate? What about Data Warehousing, Data Marts, Data Mining, and Customer relationship management (CRM)? Why check, audit and cleanse the data? Do you have any idea why the demographic data is not the same between constituent, spouse and children? What are the relationships between the master record (constituent) and the spouse and or child records?

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27. Open to the Floor Questions Comments http://www.lehigh.edu/lewis/DataStandardsManual.doc http://www.lehigh.edu/lewis/DataMgmt.html Support RPE 2028 CMS-3506943 Contact Information Gerald Lennon (Jerry) gal0@lehigh.edu (610) 758-3009 Bob VanBlarganvanblarr@lafayette.edu (610) 330-5043