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Data Management, Institutional Reporting, & the Data Cookbook

Data Management, Institutional Reporting, & the Data Cookbook. EDUCAUSE MARC 2011 Jan 13 th , 2010 Twitter - #MARC11_CORP04. Presentation Goals:. We will discuss: Introductions: Loyola, IData, and all of you What do we mean by data management?

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Data Management, Institutional Reporting, & the Data Cookbook

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  1. Data Management, Institutional Reporting, & the Data Cookbook EDUCAUSE MARC 2011 Jan 13th, 2010 Twitter - #MARC11_CORP04

  2. 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.

  3. Presenter - Loyola University Maryland Louise FinnCIO/AVP Technology Services • BS Business Management – Johns Hopkins • MBA – Johns Hopkins • 1992-2002 – JHU; Enterprise Network Mgr. • 2002-2007 – CampusWorks, Inc; Sr. Consultant • 2007-present – Loyola; CIO/AVP Tech Services

  4. University Profile 2010-2011 • 4-yr Private, Liberal Arts, Jesuit, Catholic University • 4 campuses in Baltimore metro area • Student FTE – 5,020 • Headcount: Undergraduate – 3,807 Graduate – 2,254 • 81% Living on Campus • Faculty FTE – 394 • 72% tenured/tenured track • Faculty – Student ratio: 1:13 • Strategic Plan – ”…become leading Catholic comprehensive university…”

  5. Technology Profile • Datatel Colleague v18 • Datatel Active Campus Portal (MS Sharepoint) • Blackboard v8(CMS) • Moodle (CMS) • iStrategy (SIS) • Entrinsik Informer • Business Objects

  6. 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

  7. 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

  8. 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

  9. 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?

  10. 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.

  11. Conclusion:

  12. What does make the difference? • Communication • Collaboration • Knowledge of the data • Transparency • The right staffing • Best practices • Knowledge base/collaboration tools • Data Management…

  13. Data Management What do we mean by Data Management? • Data Definitions • Data Knowledge • Data Governance • Data Quality • Data Access

  14. Data Management at Loyola

  15. Data Management @ Loyola • Scattered data stores • ERP, CMS, LMS, shadow systems • Synchronization issues • Reporting fragmented • Lack of understanding of tools available • Little protection or understanding of our data • No accountability

  16. 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 inventory of electronic assets

  17. 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

  18. Approaching the Problem; • ScatteredData 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

  19. Trends in Institutional Reporting Challenges

  20. 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

  21. Best Practices 10 IDEAS FOR IMPROVING INSTITUTIONAL REPORTING

  22. The Problem

  23. Reporting Tools?

  24. More Reporting Tools?

  25. Awesome Reporting Tools?

  26. Canned Reports?

  27. Or a Reporting Process?

  28. Feast of Information

  29. 10 Best Practices • Start small, but think big… build a Process • Data requests should be a conversation • Establish/empower data stewards • Train on the data more than the tool

  30. Best Practices • Place Importance on documenting the purpose of each report: “Why” not “What” • Be very specific in defining reporting terms • Create a report request/change process with a standard for report specifications

  31. Best Practices • Create an institutional knowledge base • Knowledge is developed one question at a time. • It is happening now at your institution. • Are you capturing it? • Make your knowledge base easily shared and accessible: “Liberate the knowledge” • Collaboration with other schools and standards agencies should be encouraged.

  32. Tools That Can Help

  33. Collaboration Tools: • Wiki • Google-docs • SharePoint • 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 DataCookbook.com

  34. What is the Data Cookbook?

  35. Results at Loyola How is data management working so far…

  36. Loyola’s Data Management Program • Data Management Processes • Implementation of a Data Dictionary and Report Repository ( iData CookBook) • 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

  37. DataCookbook.com & IData Services

  38. 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

  39. Discussion

  40. Thank You Visit www.idatainc.com for more information

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