1. UBC IT Integrated Reporting Working Committee April 4 th, 2012

2.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

3.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

4. (Feb 15) If you have feedback (regarding the program Status) please contact David Truong for further discussion. Question for members (regarding Finance Discovery): Need to confirm that there is no need to bring Finance Data prior to 2004 into the Enterprise Data Warehouse. We (Andrea and Heather) are working on a program glossary. (March 15) Add agenda item for next regular Working Committee meeting on April 4: Detailed funding proposal associated with new scope. DONE! Follow Up Items:

5. Need approval to add two statements to the Minutes from Feb 15, 2012 meeting: In Summary (Finance Foundation Scope Confirmation): The Working Committee, represented by all in attendance, confirms the Release 1 scope for Finance Foundation as presented by Andrea. In Summary(Student Foundation Scope Confirmation): The Working Committee, represented by all in attendance, confirms the Release 1 scope for Student Foundation as presented by Heather. Amendment to February 15 Minutes

6.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

7. Program Status

8.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

9.  Confirmed original proposal in February  ISI Proposal sent to Governance Committee Chairs  Adjusted student scope proposal presented to Governance Committee  Held interim meeting to consider ISI proposal to add Admissions and Recruitment to Release 1  Confirmed addition of Undergraduate Admissions Subject Area to Release 1 subject to approval of additional resources required  Now … Going to review Project Charter for Student Foundation  That includes amended high-level scope for Release 1 Student Foundation Scope Confirmation - RECAP

10. Student Foundation Business Drivers

11.  Be THE source of enterprise student data, that is:  Centrally defined and governed  Of the best quality possible  Well-documented  Cross-functional analysis  Self-service reporting  Designed to be Extensible  Improved traceability Success Criteria for Student Foundation

12.  Functionality  Subject Areas  Architecture  Integration  Data Quality  Documentation Student Foundation Scope for Release 1

13. Student Revenue Analytics capabilities:  Support the Faculty Funding Model  From the perspective of the faculties, central finance and PAIR  Linkages: Tuition Revenue – Course Registration – Finance Chart fields  Ad hoc student revenue analysis Enrolment Data for Admissions and Recruitment  Applicant Funnel: current data set  Total Registered Students for ISI Impact Analysis on Existing Capabilities  Impact analysis on existing content: reports, data feeds, interfaces  Consider systems consuming SIS data such as PAIR Historical Scope Functionality

14. Undergrad Application Recruitment Student Financials Records & Registration Student Biographical Name Address Email Address Phone No. Country of Citizenship Visa type, effective date Age, Gender ….. Campus Faculty Department Specialization Course Grades Sessional Average ……. Application, Intention(s) Program, Degree, Spec ISI Status, Region Previous Institutions Basis of Admission ….. Campus Tours School Visits Email Campaigns Events (e.g. Degree in a Day) Assessment Installment Payment Awards Student Subject Areas

15. Architecture

16. Integration FMS Dept FMS Dept SIS Dept SIS Dept EDW Dept

17.  Conformance  Consistent Definition: Student = Finance  Business : e.g. match department, faculty relationship trees  Technical : make sure internal structures match  Industry Lingo: “Conform Dimensions”  Time (Fiscal Year, Academic Year … )  Organization (Faculty, Department, School …)  Student (Person)  Role of Governance  Linkage between Student Revenue and Finance  synchronization Integration

18.  Identification of data quality issues  Definition violation  e.g. Course cannot have an end date in year 4000  Business Rules violation  e.g. Student cannot apply to session 2010W in November 2011  Structural Integrity violation  e.g. Tuition assessment with no corresponding student  Cleansing mechanisms  Process to manage data quality issues once identified  Some automated (minimal)  Some manual (most)  Governance when required Data Quality Management

19.  Central Repository of Data and Business Definitions  Existing Systems + Enterprise Data Warehouse  Foundational data  Student Biographical  Student Finance  Course Registration  Curriculum  Derived data, e.g.  ISI flag  FTE Documentation

20.  Migration of existing reports, data feeds, interfaces  Decommissioning Existing Reporting Tables and  Replacing or decommissioning PAIR infrastructure  Future Student Subject Areas  Campus Solutions Warehouse Implementation  Have demo with a demo data only NOT in Scope for Student Foundation R1

21. Risks Risk/IssueLikelihood - ImpactMitigation StrategyStatus 1.0Resource AvailabilityHigh - High Open 1.1 Addition of Admissions Scope to Student Foundation Release 1. High - High Additional budget to fund additional human resources Open 2.0 Lack of DW experience on the team and use of OBIEE tools: Schedules may be impacted High - Medium Training; Expectations management Scope Management Open. Will attenuate with time. 3.0 Poor source system data quality; Lower data quality in a source system means unpredictability in time estimates and schedules because of unanticipated issues; High - Medium Open 4.0 Newness of Master Data Management and data governance process to UBC; High - Medium Program level training and reinforcement. Organizational training. Open. Will attenuate with time. 5.0Newness of PMO methodology:Medium - MediumProgram level training and reinforcement. Open. Will attenuate with time and Experience.

22.  Questions or concerns? Confirmation of Student Foundation Scope

23.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

24.  634 person-days of effort  $253,200 budget  2.5 FTE 1. Estimating Factors2. Top-Down Estimating Model Impact Analysis conducted for Admission 3. Impact of Admission:

25. Potential Sources of funding? ISI Faculties Moving budget forward from FY13/14 Other? We need to discuss how to fund the increased Admission scope:

26.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

27. Finance Demo by Andrea

28.  Recap & Action Items from Last Meeting (Pam/Andrew/Heather, 5 min)  Program Status: (Dave, 10 min)  Recap Student Foundation Scope Confirmation(Heather, 20 min)  Budget for Undergraduate Admissions Functionality (Dave, 30 min)  Finance Demo (Andrea, 15 min)  Next Steps and Wrap Up (Pam/Andrew/Heather, 5 min) Agenda

29. Next Steps and Wrap-Up