Data Management Institutional Reporting the Data Cookbook EDUCAUSE
Data Management, Institutional Reporting, & the Data Cookbook EDUCAUSE MARC 2011 Jan 13 th, 2010 Twitter - #MARC 11_CORP 04
Presentation Goals: We will discuss: • Introductions: • Loyola, IData, and all of you • What do we mean by data management? • Data Management initiatives at Loyola University • 10 Best Practices for Data Management and Collaboration • Introduction to the Data Cookbook • Results at Loyola • Datacookbook. com and IData services • Open discussion Pipe Up! We welcome questions & feedback as we go.
Presenter - Loyola University Maryland Louise Finn CIO/AVP Technology Services § BS Business Management – Johns Hopkins § MBA – Johns Hopkins § 1992 -2002 – JHU; Enterprise Network Mgr. § 2002 -2007 – Campus. Works, Inc; Sr. Consultant § 2007 -present – Loyola; CIO/AVP Tech Services 3
UNIVERSITY PROFILE 2010 -2011 4 -yr Private, Liberal Arts, Jesuit, Catholic University Ø 4 campuses in Baltimore metro area Ø Student FTE – 5, 020 Ø • • Ø Faculty FTE – 394 • Ø Ø Headcount: Undergraduate – 3, 807 Graduate – 2, 254 81% Living on Campus 72% tenured/tenured track Faculty – Student ratio: 1: 13 Strategic Plan – ”…become leading Catholic comprehensive university…” 4
TECHNOLOGY PROFILE § Datatel Colleague v 18 § Datatel Active Campus Portal (MS Sharepoint) § Blackboard v 8 (CMS) § Moodle (CMS) § i. Strategy (SIS) § Entrinsik § Business 5 Informer Objects
About the IData Presenters • Brian S. Parish: • President, IData Incorporated • 16 years in Higher Education Technology • Worked with well over 100 schools on technology and reporting projects
About the IData Presenters • Scott Flory: • Director of Reporting Services, IData • 15 years in Higher Ed Technology • Worked with many different kinds of data migrations, transformations, mappings • Eats data for breakfast
About IData Incorporated • Higher education technology consulting firm • Focus on solving problems in higher ed: • Technology services (custom dev, integration, staffing) • Institutional research & reporting services • Innovative software and tools • Started in 2004, Based in Alexandria, VA
Who is here? Show of hands: • From an information technology (IT) office? • From an institutional research (IR) office? • From a functional office (registrar, finance, etc)? • Other? • College community is happy with reporting?
Observation: • Institutions continue to struggle with reporting. • Some schools are successful with a wide range of reporting tools. • Many schools have been unsuccessful with the same tools.
Conclusion:
What does make the difference? • • Communication Collaboration Knowledge of the data Transparency The right staffing Best practices Knowledge base/collaboration tools Data Management…
Data Management What do we mean by Data Management? • • • Data Definitions Data Knowledge Data Governance Data Quality Data Access
Data Management at Loyola
Data Management @ Loyola 1. Scattered data stores § § 2. 3. 15 ERP, CMS, LMS, shadow systems Synchronization issues Reporting fragmented Lack of understanding of tools available Little protection or understanding of our data No accountability
Approaching the Problem: 3. Accountability § Information Security Policy passed § Created role of Data Steward § § Identified responsibilities Appointed one within each business unit Compensation approved by HR Provided training § § Compliance (Federal, State, University policy) Reporting tools § Conducted 16 inventory of electronic assets
Approaching the Problem; 2. Protection of Electronic Assets § Mandated by new Policy and Regs § Confidentiality Agreement required § Asset Inventory performed by Data Stewards § Classification of Data § Authentication controls § Access controls § Host and network based security § Monitoring 17
Approaching the Problem; 1. Scattered Data Stores § Data Inventory completed by Data Stewards § IT interviewed business units § Restricted/Sensitive data (at rest, in motion) § Reporting Assessment performed by IData § Mistrust in data § Difficulty in getting data out of systems if crossing departmental boundaries § No process for report requests § No official record of reports in use § No process for reporting/resolution of data problems 18
Trends in Institutional Reporting CHALLENGES
Trends and Challenges • • Demand for Data continues to rise There are more consumers for the institutional data Higher Education data is getting more complicated Data systems are both integrating and diverging New reporting technologies are developing The traditional “Report” has almost vanished IT and IR often don’t even speak the same language
Best Practices 10 IDEAS FOR IMPROVING INSTITUTIONAL REPORTING
The Problem
Reporting Tools?
More Reporting Tools?
Awesome Reporting Tools?
Canned Reports?
Or a Reporting Process?
Feast of Information
10 Best Practices 1. Start small, but think big… build a Process 2. Data requests should be a conversation 3. Establish/empower data stewards 4. Train on the data more than the tool
Best Practices 5. Place Importance on documenting the purpose of each report: “Why” not “What” 6. Be very specific in defining reporting terms 7. Create a report request/change process with a standard for report specifications
Best Practices 8. Create an institutional knowledge base • Knowledge is developed one question at a time. • It is happening now at your institution. • Are you capturing it? 9. Make your knowledge base easily shared and accessible: “Liberate the knowledge” 10. Collaboration with other schools and standards agencies should be encouraged.
Tools That Can Help
Collaboration Tools: • • Wiki Google-docs Share. Point Content Management System (CMS) Word/Excel documents Shared Network Drives Ticket /Request Systems • As IData delivered reporting services, we saw a need for a more complete tool for supporting best practices. • In November 2009, IData released Data. Cookbook. com
What is the Data Cookbook?
Results at Loyola HOW IS DATA MANAGEMENT WORKING SO FAR…
Loyola’s Data Management Program § Data Management Processes § Implementation of a Data Dictionary and Report Repository ( i. Data Cook. Book) § Improved understanding of the Tools available § A Data Loss Prevention Strategy § Training Programs held Annually § § Compliance for Data Stewards Cyber Security Awareness § Identified weaknesses in staffing § Ongoing auditing and monitoring § Reporting efforts that are improving 36
Data. Cookbook. com & IData Services
Data Cookbook & IData Services www. datacookbook. com • Online demonstrations • Pricing and sign-up • News and Reviews “Sometimes you just need help. We like to help. ” • • Data Cookbook Services – www. datacookbook. com/services • Implementation Services • Workshops • Content Stewards Other Services – www. idatainc. com/services • Institutional Research and Reporting Services • Technology Consulting Services
Discussion
Thank You VISIT WWW. IDATAINC. COM FOR MORE INFORMATION
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