Sharing Data Across Campus: The University of Michigan s Student Data Warehouse Strategy

Transcription

1 Sharing Data Across Campus: The University of Michigan s Student Data Warehouse Strategy Irfan Bhabhrawala Associate University Registrar University of Michigan irfanb@umich.edu 1

2 Goals Explain the Driving Force Behind our Data Warehouse Strategy Explain Our Data Warehouse Environment and Show How Data Sharing Across Campus Works Share Our Security and Training Approach Show Where We are Headed Next (and Why) - Next Generation Student Data Warehouse 2

3 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 3

4 University of Michigan at a Glance University of Michigan, Ann Arbor 41,674 Students (26,208 Undergrad, 15,466 Grad) Students from all 50 States, 114 Countries 24,639 Faculty and Staff (excluding Hospital) 19 Schools and Colleges very decentralized Mascot Wolverine 4

5 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 5

6 Growing Demand for Student Data and Information What are they asking for? Official enrollment numbers Incoming freshman class profile Under-represented minorities enrollment trends by School and College Retention and Graduation rates 4 year, 6 year, bridge students Second year Engineering women from rural areas that have taken Math 115; provide all of their grades in Math and Science classes along with their entrance exam scores Data for research project Admissions, Financial Aid and Enrollment data for all Language, Science and Arts students back to 1930 More class enrollments, department enrollments, classroom utilization, etc. Proactive warnings, notifications, s, customized dashboards 6

7 Growing Demand for Student Data and Information Who is asking for it? Federal government State government Deans and Associate Deans School and College staff Provost s Office Office of Development Media Relations Office Government Relations Office Athletic Department FOIA Office Researchers Other 7

8 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 8

9 Policy Driven Strategy University Institutional Data Resource Management Policy Goals: Manage information as a strategic asset to improve the quality of services to the University and University Healthcare communities; Implement databases that are consistent, reliable, and accessible to meet institutional requirements; Provide data management services which result in the highest quality data to all units to help maximize the efficiency and effectiveness of their processes; Implement and maintain security policies and procedures to protect the data resource. 9

10 Policy Driven Strategy Registrar has Data Management Responsibilities in These Areas: Biographic/Demographic Student Records Advising Curriculum Responsibilities Pertaining to Data Warehouse Include: Responding to Questions Regarding Data Validity Implementing procedures to grant and maintain access to data and appointing individuals to authorize data access Providing appropriate user support in the use of data 10

11 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 11

12 Enterprise-wide Data Warehouse 24 Data Sets 9 Student Data Sets» Over 250 Tables» Over 2700 Fields Over 3500 Users Current Data Warehouse Environment 12

13 Current Data Warehouse Environment Sources Data Warehouse Reporting Tools FinProd HEProd Fin RA HR SR Business Objects Predefined Reports eresearch Adm Snap 3 rd Week Ad Hoc Reports Dev Data integrated from multiple sources Other Tools 13

14 Current Data Warehouse Environment Business Objects Tool is web-based Tables are de-normalized (flattened out) easier to query Users don t have to know SQL or understand databases extensively to build queries table joins are done behind the scenes Other tools are allowed but not supported 14

15 Business Objects Demo 15

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21 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 21

22 Strategies for Providing/Sharing Student Data Publish Reports on the RO web site: ro.umich.edu/enrollment 16 enrollment, 12 ethnicity, 6 degree, 5 persistence, 13 retention, 1 first day of class reports, and 4 Executive Summary Reports Reports published each term, going back to ~2000 on web Data Warehouse Educational Tools and Resources Business Objects tool training E-learning classes for each data set Webinars Special topics and Upgrades One-on-one support labs in Registrar s Office 22

23 Strategies for Providing/Sharing Student Data Data Warehouse Support and Infrastructure Pre-defined report repository Data dictionaries for each data set Help desk in Administrative Information Systems area communications for outages, issues, and enhancements Ensure that the data warehouse environment is accurate and reliable Data Warehouse Improvements Registrar Office advocates for improvements to existing data sets and help create new ones Query/File Creation Query/report/file creation people without access, complex data requests, etc. 23

24 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 24

25 Data Access and Security Striking a Balance We want to give people access to student data so that they can get information fast, easy, and on their own. But... We want to protect our students privacy, protect and secure our sensitive institutional data. 25

26 Data Access and Security University IT Security Policy and Structure Policy: Members of the University community have individual and shared responsibilities to protect the information assets controlled by the University in accordance with federal, state, and local law, University it policies, i and agreements binding the University Centralized Security Leadership Information Technology Security Services (ITSS) Units Required to Perform Risk Assessments, Create Security Plans, Report Security Incidents, etc. and report back to ITSS 26

27 Data Access and Security Gaining Access to the Data Warehouse Unit Liaisons in each School and College are responsible for requesting access for users Separate security permissions for highly sensitive data elements (e.g., SSN) Approval process is handled centrally by central IT group with central offices responsible for some approvals Everyone required to complete Access and Compliance Training (e-learning course) and sign form Data warehouse environment has two factor authentication 27

28 Data Access and Security Sharing Student Data with Researchers Institutional Research Board approval required for human subject research Ad-hoc data requests by researchers require a Memo of Understanding statement to be signed 28

29 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 29

30 Training Thanks for the access, now what? Student Records Data Set: 118 tables, 800+ fields Most data warehouse training classes are in e- learning format Registrar s Office offers one-on-one training labs twice per year Data dictionaries for each data set defines tables, elements, and relationships Help Desk for entire data warehouse environment (FIN, HR, Student, etc.) two levels of support 30

31 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 31

32 1980s Moving to the NextGen Data Warehouse Reporting done against online system databases and files Only a small number of programmers with skills to build reports Early 1990s Established Data Administration Built Data Warehouse Relational approach for flexibility 32

33 Mid to late 1990s Published a Strategic Data Plan Bought PeopleSoft ERP Moving to the NextGen Data Warehouse Commitment to replace each data warehouse data set Purchased Business Objects as campus-wide reporting tool Used relational approach for flexibility Mid 2000s Operational efficiencies but are we leveraging data for improved decision making? Data Warehouse has become too huge, too complicated for much of our intended users. 33

34 Moving to the NextGen Data Warehouse Gartner Group: Need to move from a semiintegrated DW for power users to a highperformance DW that integrates data cross- enterprise from various ERP systems for analytics and serves a larger user base, including executive officers, deans, and managers. 34

35 New Architecture will Enable: More frequent refreshes of data Increased integration of data Moving to the NextGen Data Warehouse Quicker query response Simpler data structures More summarized and aggregate data Ability to build and refresh data sets more quickly Increased ability to provide history for trend analysis, especially as OLTP systems are purged ETL (Extract, Transform, Load) Tool to enable more frequent refreshes, increased DW availability 35

36 Current Data Warehouse Environment Sources Data Warehouse Reporting Tools FinProd HEProd Fin RA HR SR Business Objects Predefined Reports eresearch Adm Snap 3 rd Week Ad Hoc Reports Dev Data integrated from multiple sources Other Tools 36

37 Moving to the NextGen Data Warehouse Sources Data Integration Layer Data Consumption Layer User Interface Layer FinProd ETL Fin HR ETL Business Objects HEProd RA SR Voyager eresearch Adm Snap 3 rd Week Dev Data integrated from multiple sources Current DW data sets M-Reports External Fin HR Other Tools RA User ETL SR 37

38 Presentation Outline University of Michigan at a Glance Growing Demand for Student Data and Information University Policy Driving Strategy Current Data Warehouse Environment Strategies for Providing/Sharing Student Data Data Access and Security Training Moving to the NextGen Data Warehouse Questions/Discussion 38

39 Questions/Discussion Irfan Bhabhrawala University of Michigan Associate University Registrar 39