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

4. University Profile
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;
Scattered Data 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. 10 IDEAS FOR IMPROVING INSTITUTIONAL REPORTING
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. Start small, but think big… build a Process
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. Be very specific in defining reporting terms
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. Create an institutional knowledge base
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. How is data management working so far…
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
Online demonstrations
Pricing and sign-up
News and Reviews
“Sometimes you just need help. We like to help.”
Data Cookbook Services –
Implementation Services
Workshops
Content Stewards
Other Services –
Institutional Research and Reporting Services
Technology Consulting Services

39. Discussion

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