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What Is Entity/Hierarchy and why s hould I care?

Learn about Entity/Hierarchy, the official system of record for campus operational elements, and how it relates to systems like SIRI and HUB. Discover why you should care about Entity/Hierarchy and how to submit changes.

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What Is Entity/Hierarchy and why s hould I care?

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  1. What Is Entity/Hierarchy and why should I care?

  2. Laura Barnum Senior Associate Vice Provost – Academic Planning & Budget Adrienne Colantuoni Resource Analyst–Resource Planning Mark Molnar Assistant Vice Provost–Institutional Analysis Laura Szefel Senior Staff Assistant–Institutional Analysis

  3. What you will learn today: • What is Entity\Hierarchy? • Who maintains it? • Why should I care? • How is it related to systems like SIRI and HUB? • How do I submit changes? • Moving forward.

  4. What is Entity/Hierarchy ? • Official system of record for campus operational elements. • Deployed in the early 1980’s. • Currently resides on a campus mainframe. • Has evolved in response to changing business needs. • Pervasive links to other systems. • Updated regularly. • Maintained by the Office of Institutional Analysis / APB.

  5. Why should I care about Entity/Hierarchy? • Provides structure to facilitate the following operations: • Reporting • Processing • Security • (More)

  6. What details do I need to know? • Basic structure. • Pervasive links. • How to request changes.

  7. Basic Structure - ENTITIES • Unique 4-digit number to identify campus structural or functional elements. • Structural: • Departments, Centers, Offices (more) • Functional: • Majors, Courses, Space (more) • Additional unique dimensions are also associated with entities: • 3-character abbreviation(ex. Chemistry = CHE)

  8. Basic Structure - HIERARCHY A unique 10-digit number to define entity placement in a logical order. The 10-digit number is subdivided into five 2-digit groups. Each group *generally* signifies a different level in the campus organizational tree.

  9. Relationships

  10. Basic Structure - Examples

  11. Pervasive Links • Entity/Hierarchy “DNA” is incorporated within other campus systems: • SIRI • HUB (Academic Structure) • Others • The end result is a framework to fuse information across the enterprise.

  12. Pervasive Links - SIRI • SIRI is a warehouse of trusted UB information. • Subject areas currently include: • Finance • HR • Student • Subject areas to be included: • Research • Philanthropy • Space • All SIRI subject areas incorporate Entity/Hierarchy concepts into their business rules. • SIRI reporting is driven by a customized Entity/Hierarchy view “tuned” specifically to the policy discussion.

  13. Pervasive Links – SIRI Example

  14. Pervasive Links – HUB • The HUB is UB’s student enrollment system. • UB’s operations are represented in HUB via Academic Structure. • Academic Structure is based on Entity/Hierarchy: • Majors incorporate entity abbreviations (CHE012R0A). • Course subjects also identified by abbreviation (CHE). • Programs identified by hierarchy (27R3 = CAS Bachelor). • Many more. • Changes need to be carefully considered.

  15. Requesting Changes – Why? • Evolving structural and functional needs drive changes: • Course name revisions. • New majors. • Space additions. • New departments. • These need to be correctly recorded within the system. • Must also consider impact to other systems (Pervasive Links). • What’s the change process?

  16. There is no such thing as a simple Entity/Hierarchy change. There is no such thing as a simple Entity/Hierarchy change. There is no such thing as a simple Entity/Hierarchy change. There is no such thing as a simple Entity/Hierarchy change. There is no such thing as a simple Entity/Hierarchy change. There is no such thing as a simple Entity/Hierarchy change. There is no such thing as a simple Entity/Hierarchy change.

  17. Requesting Changes – General Considerations • Entity/Hierarchy structure must conform to a standardized business model validated by each unit. • All functional changes will require unit Chief Financial Officer (CFO) approval. • All structural changes will require CFO, Dean/VP *and* Provost approval. • Academic unit name changes will also require Faculty Affairs input. • APB will coordinate Provost approval.

  18. Requesting Changes – Process • Discuss your change with unit CFO. • Determine if the request is Structural or Functional • If, after discussion, you decide to implement the change, do this: • For changes requiring a new entity, go to: http://www.provost.buffalo.edu/APB/OIA/Entity/Entity-Request-Form-New.pdf • For changes to an existing entity, go to: • http://www.provost.buffalo.edu/APB/OIA/Entity/Entity-Request-Form-Existing.pdf • Complete the form • For FUNCTIONAL changes: For STRUCTURAL changes: • Obtain CFO approval Obtain CFO *and* Dean/VP approval • Forward completed form to: • Laura Szefel: lmszefel@buffalo.eduMark Molnar: mmolnar@buffalo.edu • Implementation must be coordinated with other campus systems. • Quick changes: Slow Changes: • All non Academic Structure/Function All Academic Structure • New Academic Function Existing Academic Function • APB will contact you if additional discussion is required. • Notification will be sent to the campus via email once the change has been made.

  19. Moving Forward • Plans to move Entity/Hierarchy from its mainframe home. • Opportunities for integration and modernization. • Please stay informed, especially if you incorporate Entity/Hierarchy data and/or business rules within local systems.

  20. QUESTIONS?

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