Attendees: Sonia Barragan (RMG), Matt Hoying (Data Governance), Colleen James (RMG), Angel Mayorga (RMG), Kathleen Thompson (RMG)
- List major terms that will be considered to be in the scope of the project (all)
- Create wiki pages for known terms (Matt): https://asconfluence.stanford.edu/confluence/display/~mhoying/Home
- Schedule weekly meetings (Kathleen)
- Send PDF of 2001 definitions to team (Matt): http://dg.stanford.edu/wp-content/uploads/2012/06/Research_Data_Definitions_Summary.pdf
- Research composition of 2001 UMG Working Group on Data (Matt)
- Draft information flow diagram (Matt)
This meeting focused on developing the scope, effort duration and deliverables to be produced as part of this effort. The discussion began with specific examples of the impact of inconsistent/unclear data definitions and other data quality issues. As data definitions are developed and data quality risks and errors are identified, this group will make a significant effort to document the associated business impact or operational risk.
The definitions developed in the course of this activity will not be considered “Approved” or “Institutional Definitions” until they receive formal sign-off from all necessary business and technical stakeholders. A formal approval process and executive data stewardship council in this domain will be developed shortly.
An additional key activity will be the communication of these definitions to a broader set of stakeholders. This training will improve institution-wide understanding of this information, reduce operational risk, and increase trust in the underlying data while providing a valuable source of feedback for the definitions produced by this group.
The focus of the definitions (https://asconfluence.stanford.edu/confluence/display/~mhoying/Metadata-Definition) will be on the major data entities associated with the lifecycle of a proposal and award. Using the sample lifecycle (http://dg.stanford.edu/wp-content/uploads/2012/06/SAMPLE-LIFECYCLE.docx) produced by RMG two weeks ago, the team will work on listing the concepts and terms that will be defined as part of this effort. In this phase we will not be focusing on defining all of the attributes of these entities or fully describing the details/derivations of the entity subtypes. The aim will be to make this an eight to ten week effort with weekly meetings of an hour and a half. Kathleen will schedule the next meeting, most likely, next Thursday, June 14th in the early afternoon.
In addition to this list of terms, the team will work to develop a graphical timeline of the proposal and award process, pointing out significant state changes and key dates.
The final deliverable of this short project will be a high-level information flow and CRUD (Create, Read, Update and Delete) matrix that displays where key types of data reside and the activities at those locations. Matt will be sending out a draft diagram to the team shortly to use as a starting point.
Finally, at the end of the meeting, the team developed a draft definition for the term “Proposal.” This has been posted on the Data Governance Wiki and all team members are encouraged to further refine the definition on the wiki or make comments regarding the fitness of the definition. Please also feel free to share the draft definition (on the wiki) with other subject matter experts and get their perspective.
Proposal: A proposal is a formal funding request on behalf of the University for external funding to support a scope of work defined as a Sponsored Project. https://asconfluence.stanford.edu/confluence/display/~mhoying/Proposal
In the course of daily activities, if any of the team members come across data quality issues, opportunities or develop out-of-scope definitions, please forward them to Matt for compilation. Please reach out to Matt with any questions, corrections or additional information about this subject.