From Data Steward to Data Distributor: The Registrar's Office Presented Reloaded by: Irfan Bhabhrawala, University of Michigan Tuesday, April 3, 2012

Transcription

1 From Data Steward to Data Distributor: The Registrar's Office Presented Reloaded by: Irfan Bhabhrawala, University of Michigan Tuesday, April 3, :00pm Session ID 348

2 Session Rules of Etiquette Please turn off your cell phone/pager unless you have a cool ringtone If you must leave the session early, please pretend its not because my session stinks Please avoid side conversation during the session unless it s something really good Thank you for your cooperation!

3 Presentation Outline I. Introduction / Background A. University of Michigan B. Growing Demand for Student Data C. Progression of Data Sharing Over Time II. III. IV. Student Data Sharing Strategies Policies to Guide Student Data Sharing Data Access and Security V. Next Generation Student Data Warehouse

4 University of Michigan 42,716 students, (27,407 undergrad, 15,309 grad) Research expenditures over $1 billion 24,845 faculty and staff (excluding hospital) 19 Schools and colleges Very decentralized

5 University of Michigan students, (27407 undergrad, grad) Research expenditures over 1 billion 24,845 faculty and staff (excluding hospital) 19 Schools and colleges Very decentralized but united

6 Growing Demand for Student Data What are they asking for? Official Enrollment Numbers Incoming Freshman Class Profile Under represented Minorities by School/College, Gender, etc. Retention Rates, Grad Rates 4 year, 6 year, for at risk students Large data set for research project Classes, grades, previous school for CC transfers who have taken Calculus File of Admissions, Registrar, and Fin Aid data

7 Growing Demand for Student Data Federal government Who is asking for it? State government Deans and Associate Deans School and College staff Provost s Office Office of Development Media Relations Office Government Relations Office Athletic Department

8 Progression of Data Sharing Over Time University of Michigan 1980 s Reporting done against online system databases and files Only a small number of programmers with skills to build reports, extract data Culture very restrictive with data Early 1990 s Built first data warehouse Relational approach for flexibility

9 Progression of Data Sharing Over Time University of Michigan Mid 1990 s to Early 2000 s Published a Strategic Data Plan Bought PeopleSoft ERP Commitment to replace each data warehouse data set Purchased a campus wide reporting tool (Business Objects) Used relational approach for flexibility Mid 2000 s Present

10 What are the Growing Challenges We Face? Increased need for student data, more robust, more real time Increased number of people demanding access Increased integration of data across the enterprise. Harder to keep the data silo ed. Who is the business owner of a Business Intelligence System cube that has Admissions, Fin Aid, and enrolled student information? Mobile Devices + Sensitive Data

11 Gartner Group Need to move from a semi integrated DW for power users to a high performance DW that integrates data cross enterprise from various ERP systems for analytics and serves a larger user base, including executive officers, deans, and managers.

12 Presentation Outline I. Introduction / Background A. University of Michigan B. Growing Demand for Student Data C. Progression of Data Sharing Over Time II. III. IV. Student Data Sharing Strategies Policies to Guide Student Data Sharing Data Access and Security V. Next Generation Student Data Warehouse

13 Student Data Sharing Strategies Published Reports on RO website: ro.umich.edu/enrollment 17 enrollment, 11 ethnicity, 7 degree, and 13 retention reports Reports published each term, going back to ~2000 on web Working on imaging and publishing older paper reports Distributed Student Data Warehouse Across Campus 9 Student Data Sets designed for reporting with 800+ users across campus

14 Student Data Sharing Strategies Remote data links (~100) to local systems from online system and data warehouse Assistance with ad hoc data requests people without access, complex data requests, etc. Training and Support Data warehouse training classes in e learning format Data dictionaries for each data set defines tables, elements, and relationships Webinars Special topics and Upgrades Registrar s Office offers one on one training labs

15 Presentation Outline I. Introduction / Background A. University of Michigan B. Growing Demand for Student Data C. Progression of Data Sharing Over Time II. Student Data Sharing Strategies III. Policies to Guide Student Data Sharing IV. Data Access and Security V. Next Generation Student Data Warehouse

16 University Institutional Data Resource Management Policy Manage information as a strategic asset to improve the quality of services to the University and University Healthcare communities; Goals Implement databases that are consistent, reliable, and accessible to meet institutional requirements; Provide data management services which result in the highest quality data to all units to help maximize the efficiency and effectiveness of their processes; Implement and maintain security policies and procedures to protect the data resource.

17 Registrar Data Management Areas: Biographic/Demographic Student Records Advising Curriculum (course, class, etc.) Teaching Evaluations

18 Responsibilities Pertaining to Data Warehouse Include: Responding to questions regarding data validity Implementing procedures to grant and maintain access to data and appointing individuals to authorize data access Providing appropriate user support in the use of data

19 Presentation Outline I. Introduction / Background A. University of Michigan B. Growing Demand for Student Data C. Progression of Data Sharing Over Time II. III. IV. Student Data Sharing Strategies Policies to Guide Student Data Sharing Data Access and Security V. Next Generation Student Data Warehouse

20 Striking a Balance We want to give people access to student data so that they can get information fast, easy, and on their own. But... We want to protect our students privacy and secure our sensitive institutional data.

21 Share and Trust (and Verify) Approach In most cases, a liaison from a School or College determines whether someone should have access This approach applies to online systems, data warehouse, and imaging systems Moving toward more database level audit trails

22 Security Policy from University Standard Practice Guide Members of the University community have individual and shared responsibilities to protect the information assets controlled by the University in accordance with federal, state, and local law, University policies, and agreements binding the University Each Unit must have an information security plan Each Unit must identify and track sensitive and critical information assets Each Unit will periodically conduct risk assessments around its sensitive and critical information assets

23 Security Access Protocols Approval process is managed centrally by Administrative Information Systems group with central offices responsible for some approvals Central office approval required for highly sensitive data elements Everyone required to complete Access and Compliance Training (e learning course) and sign form Student systems including data warehouse environment has two factor authentication Institutional Research Board approval required for

24 Presentation Outline I. Introduction / Background A. University of Michigan B. Growing Demand for Student Data C. Progression of Data Sharing Over Time II. III. IV. Student Data Sharing Strategies Policies to Guide Student Data Sharing Data Access and Security V. Next Generation Student Data Warehouse

25 Next Gen Data Warehouse Goals Provide a single version of the truth Meet the reporting and analytical needs of the University's schools and colleges Achieve the highest level of user adoption through a robust training strategy, including data that is geared to the specific users Develop a culture of consulting so we build expertise and expand the concept of data driven decision making Provide the ability to better manage the student lifecycle from prospect to development Provide focused attention to data stewardship, data management, clarification of policy, attention to

26 Next Gen Data Warehouse Goals Provide the ability to refresh data based on individual business requirements Provide the ability to do point in time reporting Provide the ability to capture local/external data. The data warehouse should include more than just operational data Identify data gaps and data inconsistencies in business processes that result in inconsistencies in reporting Identify business processes needed to collect or improve data that are documented as gaps in the

27 Next Gen Data Warehouse Themes Application Tracking Management (Application Counts) Live! Undergraduate Strategic Enrollment Management Live! Enrolled Student Analysis Student Aid & Funding Source Management Student Account Management & Analysis Aid Applicant & Recipient Analysis Enrollment Patterns and Trends; Impact on Course Demand

28 Next Gen Data Warehouse Themes Student Graduation Analysis Academic Progression to Degree Analysis Instructor Impact on Student Success Classroom and Facilities Use Student Indebtedness Analysis Tuition Attribution Analysis Student Employee Analysis Assess Quality/Success of Students Assess Family Finances and Student Aid Impact on Quality/Success

29 Tools Business Objects Web Intelligence Voyager (by SAP/Business Objects) Mreports Built in house using SQL Server Reporting Services istrategy Used this for Financials (out of the box solution) Excel

30 Presentation Outline I. Introduction / Background A. University of Michigan B. Growing Demand for Student Data C. Progression of Data Sharing Over Time II. Student Data Sharing Strategies III. Policies to Guide Student Data Sharing

31 Thank You! Irfan Bhabhrawala Please complete the class evaluation form Session ID 348