Data Governance & Stewardship

February 2nd, 2014

Stanford’s Data Governance supports the Business Intelligence Comptency Center and the development of BI Dashboards. Many of Stanford’s current Data Governance activities fall under the umbrella of Stanford University Data Stewardship (SUDS), which focuses primarily on the development of definitions and other metadata for data elements used in BI reporting projects.

Current SUDS initiatives are coordinated by the data stewardship steering committee (SUDS-SC), which includes leadership from each SUDS group and other key university stakeholders. There are four active data stewardship groups at present:

  • SUDS-FIN (Finance)
    • Leadership: Matt Hoying (Director, IDMA); Robert Moore (BI Reporting Analyst, IDMA)
    • Current activities primarily support the Evolve Financial Reporting program.
  • SUDS-HR (Human Resources)
    • Leadership: Rana Glasgal (Assistant VP, HR & Workforce Analytics)
    • Current activities are primarily focused on project-independent HR data issues.
  • SUDS-SPO (Research & Sponsored Projects)
    • Leadership: Kathleen Thompson (Director, Research Management Group), Mich Pane (Director/Pre-Award Operations, Office of Sponsored Research); John Markley (Senior Business Data Analyst, Office of Sponsored Research)
    • Current activities primarily support the research lifecycle reporting program.
  • SUDS-STU (Student)
    • Leadership: Paddy McGowan (Director of Institutional Research/Student Records, Institutional Research & Decision Support)
    • Current activities primarily support the Student Integrated Reporting & Information Systems project.

All groups welcome participants from all areas of the university. If you have any questions, would like to discuss ways that you or your team could become involved, would like to request access to any of our resources, or believe that you’ve identified a Data Governance, Data Quality or Data Stewardship opportunity at Stanford, please don’t hesitate to contact us.

Kathryn Flack Potts
Data Stewardship Coordinator
kfpotts@stanford.edu

Progress in metadata standardization (SUDS-SC Meeting 2/18/2014)

February 22nd, 2014

In the steering committee meeting on February 18, we reviewed the significant recent progress in standardizing the data dictionary. Contents are becoming significantly more structured, allowing the information to be increasingly useful and flexible. Recent improvements include:

  • Attributes are now all explicitly noted in the Is Attribute Of field; this information is much more reliable than the many ways attribute structures had been tracked before
  • Common core content in Relationships and Discrepancies have been extracted into distinct fields (Is Type Of; Different From)
  • All available details on approval statuses are explicitly noted; the Status field now allows for progress metrics (e.g., IPESIRIS).
  • Types of references to external content has been assessed; citation formats identified and standardized; goals articulated; documentation in development.

User support for research query environment

February 22nd, 2014

In response to user requests, a subgroup of SUDS-SPO has collaborated with the reporting environment development team to provide user support via mouseover text for folders in the OBI research ad hoc query environment. These provide key details about data definitions and usage. For example:

  • The Fact folder contains “Amounts (dollars, etc.) associated with SeRA transactions. Data are transaction total amounts which take any changes to date into consideration.”
  • The Sponsored Project Dimension folder contains “Current SPO number, title, and status of all sponsored proposals regardless of proposal status, plus additional attributes in subfolders. See ‘Dim – Time’ for start/end dates and ‘Fact – Research’ for amounts.”

Definitions for the entities underlying each folder are available in the data dictionary; test users also recommended directing new users to this central resource for orientation. If the audience for this reporting environment broadens beyond the current small number of high-level analysts, the group recommends including these entity definitions in mouseovers as well for quick reference.

Developing and approving definitions for all entities referenced in this reporting environment, and then for all associated data elements, is the initial scope of the SUDS-SPO group.

SUDS-STU meeting 1/27/2014

February 22nd, 2014

The student data stewardship group met on January 28 to review content around the final set of core PeopleSoft academic structure entities, in support of the initial phase of development for the Student Integrated Reporting and Information System (SIRIS). These included:

With these fundamental definitions near-complete, work should proceed quickly on developing definitions and other supporting metadata on data elements associated with each.

SUDS-HR meeting 2/13/2014

February 13th, 2014

The HR data stewardship group met on February 13 to continue working towards approved definitions of PeopleSoft-HR date elements, and consider possible formats for disseminating this information. Approvers for all elements under review have been contacted, and the group is working closely with many stakeholders on refining content.

The group reviewed initial drafts of training materials based on the collected metadata, agreeing that screenshots of PS panels annotated with definitions and other content would be helpful in onboarding new HR staff. Suggestions for details to incorporate include whether fields are used at Stanford, how they are entered or derived, which types of employee each is applicable to, and which are attributes of jobs vs. employees.

SUDS-FIN meeting 2/11/2014

February 11th, 2014

The finance data stewardship group met on February 11 and reviewed information around the following:

As functional requirements for the Integrated Payments and Expenditures project are finalized, the SUDS-FIN group’s priority is definitions, names and aliases, attribute relationships, and other metadata around entities that will be included. To ensure input from both key SMEs and a broad range of university stakeholders, upcoming meetings will focus increasingly on reviewing content that has been prepared in advance, in collaboration with local experts.

SUDS-SPO meeting 2/10/2014

February 10th, 2014

The sponsored projects data stewardship group met on February 10 and made great progress in pinning down definitions for (and differences among) dates and dollar amounts associated with stages of the sponsored project lifecycle. These included:

SUDS-STU meeting 2/10/2014

February 10th, 2014

The student data stewardship group met on February 10, with a focus on data related to students’ engagement in Academic Programs, including:

As the initial release of the first phase of SIRIS approaches, the group’s early focus on core academic structure entities will allow rapid development of metadata around the data elements instantiating these entities. Target elements for phase 1, along with definition status, are tracked here. The group strongly recommended developing rich metadata beyond simply definitions; the dictionary will include crosswalks between PS screens and table/fields, code/decode sets, aliases, and notes on usage.

SUDS-FIN meeting 1/28/2014

January 28th, 2014

The finance data stewardship group met on January 28 to review the following defintiions:

As the Integrated Payments and Expenses project approaches development, the group will consider the most effective and efficient ways to meet emerging project needs.

SUDS-FIN meeting 1/28/2014

January 28th, 2014

The finance data stewardship group met on January 28 and discussed the following terms:

Discussion also covered an overview of the current status of the Integrated Payments and Expenditures project, including future directions for the SUDS-FIN group, where future deliverables will include approved definitions for all IPE data elements.

More information is available here: LINK