Developing a University-wide Strategy for Maximizing the Use of Administrative Data BEST PRACTICES IN HIGHER EDUCATION STUDENT DATA WAREHOUSING FORUM Northwestern University October 20-21, 2003 Jake Julia, Assistant Vice President for Change Management, Northwestern University

Presentation Outline Major administrative systems at NU Major administrative systems at NU Context for developing a University-wide strategy Context for developing a University-wide strategy Process of developing and implementing a University-wide strategy for maximizing the use of administrative data Process of developing and implementing a University-wide strategy for maximizing the use of administrative data Lessons learned to date Lessons learned to date

Major Administrative Data Systems at Northwestern Enterprise Systems Enterprise Systems Student data (Peoplesoft)Student data (Peoplesoft) Human Resources (Peoplesoft)Human Resources (Peoplesoft) Legacy Systems Legacy Systems Financial (AMS)Financial (AMS) Other Systems Other Systems Research (Institutional)Research (Institutional) Effort Reporting (TBD)Effort Reporting (TBD) Development/Alumni Relations (BSR)Development/Alumni Relations (BSR) Library (Voyager)Library (Voyager) Space (SIMS)Space (SIMS) Myriad “Local Management Information Systems” (Shadow System)Myriad “Local Management Information Systems” (Shadow System)

University Administrative Data Limitations Need to enhance coordination or consistency of policy/procedures Need to enhance coordination or consistency of policy/procedures for accessing and using data across systems. for accessing and using data across systems. Few standards across systems for data definitions. Few standards across systems for data definitions. Need for a standard approach to data access for University users, Need for a standard approach to data access for University users, including schools and central units. including schools and central units. No warehousing of integrated data No warehousing of integrated data Need to enhance long term, comprehensive strategic thinking conducted Need to enhance long term, comprehensive strategic thinking conducted with regard to future data reporting needs. with regard to future data reporting needs. Data quality concerns across administrative systems Data quality concerns across administrative systems Need for enhancing data security across administrative systems Need for enhancing data security across administrative systems

Administrative Data Contextual Issues Several major data analysis projects that required the integration Several major data analysis projects that required the integration of data from multiple administrative systems highlighted the of data from multiple administrative systems highlighted the need for better integration need for better integration Significant time spent on extracting and vetting data from multiple Significant time spent on extracting and vetting data from multiple systems systems Significant time spent on developing “go around” solutions Significant time spent on developing “go around” solutions Several major administrative system projects planned or underway Several major administrative system projects planned or underway SES upgrade to version 8 SES upgrade to version 8 Planning for the next generation of financial systems at Northwestern Planning for the next generation of financial systems at Northwestern HRIS data definition development HRIS data definition development Restructuring of research administration systems Restructuring of research administration systems

Developing a University-wide Strategy Provost made addressing this issue a priority Provost made addressing this issue a priority An initial planning group was convened to develop an approach (Office of Change Management, Analytical Studies, NUIT, Controller’s Office) An initial planning group was convened to develop an approach (Office of Change Management, Analytical Studies, NUIT, Controller’s Office) A set of options were developed: A set of options were developed: Continuing to address concerns unilaterally related to specific data sets and data access needs as they ariseContinuing to address concerns unilaterally related to specific data sets and data access needs as they arise Addressing issues via a formal institutional data stewardship coordinating committee or structureAddressing issues via a formal institutional data stewardship coordinating committee or structure Initially identifying and making recommendations regarding these issues via a gathering, or summit, of the major data stewards of the University, along with “power-users” of the data “stewarded” by these individualsInitially identifying and making recommendations regarding these issues via a gathering, or summit, of the major data stewards of the University, along with “power-users” of the data “stewarded” by these individuals

Developing a University-wide Strategy Strategy Combination approach adopted, initial step was hosting a Combination approach adopted, initial step was hosting a “Data Stewardship Summit” designed to: “Data Stewardship Summit” designed to: Define administrative data stewardship at NorthwesternDefine administrative data stewardship at Northwestern Communicate current major data management efforts at bothCommunicate current major data management efforts at both the University and school/department levels Confirm and prioritize the major administrative data issuesConfirm and prioritize the major administrative data issues facing the University Develop consensus on a planning framework that would betterDevelop consensus on a planning framework that would better coordinate interactions among the University’s data stewards coordinate interactions among the University’s data stewards Develop a set of “next steps” for improving the coordinationDevelop a set of “next steps” for improving the coordination and consistency of data stewardship policies and procedures related to data access/use, data integration, and security

NU Data Stewardship Summit Planning Substantial planning efforts undertaken Substantial planning efforts undertaken First convened administrative data stewards responsible for each systemFirst convened administrative data stewards responsible for each system Next convened a data steward/functional user planning groupNext convened a data steward/functional user planning group Iterative process used for developing the Summit agenda and formatIterative process used for developing the Summit agenda and format Strategic invitations to key functional users, data Strategic invitations to key functional users, data stewards, and NUIT staff stewards, and NUIT staff

Data Stewardship Summit – April 2003 Provost opened the Summit; strongly indicated his support for this endeavor Provost opened the Summit; strongly indicated his support for this endeavor Opening panel included a Dean, Associate VP for IT, and the AVP – Planning and Budget Opening panel included a Dean, Associate VP for IT, and the AVP – Planning and Budget Breakout sessions focused on identifying issues and developing actionable plans Breakout sessions focused on identifying issues and developing actionable plans Substantial time spent on developing consensus regarding addressing priority administrative data issues Substantial time spent on developing consensus regarding addressing priority administrative data issues

Data Stewardship Summit Results Broad consensus on priorities for enhancing the use of administrative data at the University Broad consensus on priorities for enhancing the use of administrative data at the University Short-term priorities identified Short-term priorities identified Establish on-going administrative data stewardship coordination/planning structureEstablish on-going administrative data stewardship coordination/planning structure Development of a core set of administrative data definitions and attendant applicationsDevelopment of a core set of administrative data definitions and attendant applications Adopt an incremental approach to implementing an institutional data warehouseAdopt an incremental approach to implementing an institutional data warehouse Define required training and resources and develop a training/development program for data stewardshipDefine required training and resources and develop a training/development program for data stewardship Identify common query tools, reports, web delivery, infrastructure and to conduct the necessary legwork for investigating optionsIdentify common query tools, reports, web delivery, infrastructure and to conduct the necessary legwork for investigating options Prioritize the investment of additional data security resourcesPrioritize the investment of additional data security resources

Data Stewardship Summit Results Long-term priorities identified Long-term priorities identified Implement an institutional data warehouseImplement an institutional data warehouse Invest resources ($/people) – determine and allocate as appropriateInvest resources ($/people) – determine and allocate as appropriate Conduct systematic and on-going trainingConduct systematic and on-going training Explore programming resources and standards; consider models that would leverage programmers who could work across systems and work both centrally and within schools and management areasExplore programming resources and standards; consider models that would leverage programmers who could work across systems and work both centrally and within schools and management areas Make ongoing investments in information securityMake ongoing investments in information security Support the adoption of common tools and standards, and facilities for information access and useSupport the adoption of common tools and standards, and facilities for information access and use

Data Stewardship Summit Results Other key results Other key results Raised the profile of this issue across the UniversityRaised the profile of this issue across the University Provided Provost and other senior officers with an institution- based action plan for enhancing the use of administrative data at NorthwesternProvided Provost and other senior officers with an institution- based action plan for enhancing the use of administrative data at Northwestern Resulted in a collaborative model for engaging a wide range of perspectives in this endeavor (schools and central administration)Resulted in a collaborative model for engaging a wide range of perspectives in this endeavor (schools and central administration) Provided the opportunity for the University’ data stewards to think beyond their traditional “systems silos” and consider the implications of integrating administrative data for planning, analysis, and decision support purposesProvided the opportunity for the University’ data stewards to think beyond their traditional “systems silos” and consider the implications of integrating administrative data for planning, analysis, and decision support purposes

Implementing a University-wide Strategy Commitment made by Provost and other senior officers to support the development of a University-wide strategy for maximizing the use of administrative data Commitment made by Provost and other senior officers to support the development of a University-wide strategy for maximizing the use of administrative data Post-Summit planning group (data stewards, functional users, NUIT staff) were convened to develop a plan for addressing the priorities emerging from the Summit Post-Summit planning group (data stewards, functional users, NUIT staff) were convened to develop a plan for addressing the priorities emerging from the Summit Administrative data integration included in a broader institutional effort to enhance administrative systems Administrative data integration included in a broader institutional effort to enhance administrative systems

Implementing a University-wide Strategy Administrative Data Council (ADC) created the Executive Committee to: Administrative Data Council (ADC) created the Executive Committee to: Help lead the University’s efforts to maximize the effective use of administrative data,Help lead the University’s efforts to maximize the effective use of administrative data, Coordinate efforts with related administrative systems activities across the institutionCoordinate efforts with related administrative systems activities across the institution Effectively engage a broad set of technical and functional staff in this endeavor.Effectively engage a broad set of technical and functional staff in this endeavor. Establish and support work groups to address administrative data priorities for the UniversityEstablish and support work groups to address administrative data priorities for the University NUIT has created a NU's Information Systems Architect position NUIT has created a NU's Information Systems Architect position

Current Status of Implementation Implementation work in progress Implementation work in progress ADC work groups created ADC work groups created First phase – targeted data warehouse effort First phase – targeted data warehouse effort Coordination of multiple data definition efforts Coordination of multiple data definition efforts Data security – technical requirement Data security – technical requirement Data security – access issues Data security – access issues Integration of school and unit based Local Management Information Integration of school and unit based Local Management Information Systems Systems

Administrative Systems Coordinating Council Administrative Systems Coordinating Council to be created (November, 2003) to be created (November, 2003) Coordination of all administrative systems initiatives Coordination of all administrative systems initiatives Process/Policy coordination Process/Policy coordination Hardware/Software Hardware/Software Will serve as a review mechanism for recommendations Will serve as a review mechanism for recommendations forwarded to the Enterprise System Executive Committee forwarded to the Enterprise System Executive Committee Current Status of Implementation

Key Elements of Successful Implementation to Date Senior Officer Support - Provost initially, then Enterprise System Executive Committee (Provost, CIO, Executive VP – Business and Finance, VP- Research) Senior Officer Support - Provost initially, then Enterprise System Executive Committee (Provost, CIO, Executive VP – Business and Finance, VP- Research) Engagement of four key groups in planning and addressing administrative data issues: Engagement of four key groups in planning and addressing administrative data issues: Central administration data stewardsCentral administration data stewards School based functional usersSchool based functional users Central unit based functional usersCentral unit based functional users NUITNUIT

Key Elements of Successful Implementation to Date Planning facilitation by neutral entity (Office of Change Management) Planning facilitation by neutral entity (Office of Change Management) Development of opportunity for collaboratively addressing administrative data issues (Data Stewardship Summit) Development of opportunity for collaboratively addressing administrative data issues (Data Stewardship Summit) Incorporating solutions within existing structures/ committees wherever possible Incorporating solutions within existing structures/ committees wherever possible Collaborative development of action plans Collaborative development of action plans Integration of efforts with other administrative systems initiatives Integration of efforts with other administrative systems initiatives

Key Elements of Successful Implementation to Date Development of outcomes measures for work of the ADC Development of outcomes measures for work of the ADC and its attendant work groups and its attendant work groups

Lessons Learned 1.Patience 2.Ensuring that there is senior officer sponsorship of the strategy of the strategy 3. Designation of someone or some group with the responsibility for moving things forward is important

Lessons Learned 4. When working with different sets of constituent groups, take the time to ensure that all involved groups, take the time to ensure that all involved are using the same framework are using the same framework 5.Carefully managing the scope of the effort 6.Working toward actionable priorities 7.Constantly working to manage expectations 8.Developing both informal and formal communications methods for keeping strategic communications methods for keeping strategic participants informed participants informed

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