Archive for the ‘Metadata’ Category

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

Saturday, 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.

Collibra Adoption, Coming Soon!

Monday, January 6th, 2014

We are delighted to announce that Stanford will soon begin using Collibra to manage our business glossary, metadata, and other data governance activities. This will be a significant upgrade from our current metadata repository, supporting our active ongoing metadata development activities and allowing rapid expansion into new areas. Stay tuned for further updates.

Faculty Map Update

Wednesday, December 18th, 2013

An updated version of Stanford’s “faculty map” (Stanford University Faculty and Related Staff Groupings) was released on December 18:

http://www.stanford.edu/dept/pres-provost/cgi-bin/dg/wordpress/wp-content/uploads/2014/02/StanfordFacultyGroupings-titles.pdf

Further information, and other versions of this document, are available at http://irds.stanford.edu/facmap/.

The faculty map illustrates relationships and properties of Stanford’s Professoriate Faculty, Academic Staff, and Other Teaching Staff, synthesizing information from PeopleSoft, Stanford’s Faculty Handbook, and other sources. The purpose of the faculty map is to facilitate a consistent understanding of these populations in communication and reporting within Stanford as well as externally.

The faculty map is intended as a reference for administrative use only. This document was developed by IR&DS in collaboration with Faculty Affairs, Office of the Provost, University Human Resources, the School of Medicine Office of Academic Affairs, and other Stanford stakeholders.

SUDS-FIN Homework – Payroll and Labor Expense Management – 10/16/2012

Tuesday, October 16th, 2012

Review the definitions that were started during the meeting Tuesday and please provide any feedback through the comments functionality.

We’ll continue to work through the terms in the business questions and work on creating unambiguous definitions.  You can view the current questions (and terms in question) here: http://www.stanford.edu/dept/pres-provost/cgi-bin/dg/wordpress/wp-content/uploads/2012/10/BusinessQuestionWords.pptx

Feel free to begin to critique other definitions and provide feedback through the comments functionality.

SUDS-FIN Minutes – Payroll and Labor Expense Management – 10/16/2012

Tuesday, October 16th, 2012

Attendees: Bryan Brown (FMCS), Rana Glasgal (UHR), Matt Hoying (FMCS), Marissa Lavelle (FMCS), Lillian Lee (IRDS), Nancy Lonhart (Medicine), Jamie Lutton (FMCS), Elaine Moise (FSS), Lily Ng (FMCS), Shawna Powell-Blunt (Payroll), Tim Reuter (OSR), Kurt Staufenberg (PMO), Andy Zell (FMCS)

Thanks to all of those who used the comment functionality on the wiki (https://asconfluence.stanford.edu/confluence/display/~mhoying/Evolving+Financial+Reporting+-+Payroll+and+Labor+Expense+Management+Terms) since the last meeting to continue the discussion.  Unfortunately, it is unlikely we’ll be able to discuss all of the terms in the course of the meetings so it is critical that we all find time to continue the discussion online between meetings.

Starting this week, Matt will start sending out the definitions that have been discussed for final approval.  If there are no issues voiced within the following week, the definition status will be updated to “approved.”

These minutes can be found at http://dg.stanford.edu and additional documentation on today’s discussion can be found at http://www.stanford.edu/dept/pres-provost/cgi-bin/dg/wordpress/wp-content/uploads/2012/10/Meeting_data_stewardship_101612.docx.  If you would like to listen to a recording of today’s discussion at https://stanford.webex.com/stanford/lsr.php?AT=pb&SP=MC&rID=62651322&rKey=2d45a2545d0a2db7.

 

Data Definition Best Practices

Thursday, September 20th, 2012

Stanford DG recently created a draft of data definition best practices for our data stewardship groups.  This is still in draft form so please let Matt know if you have any feedback.

Link to Data Definition Best Practices

Research Data Stewardship – Kickoff Meeting – June 6, 2012

Thursday, June 7th, 2012

Attendees:  Sonia Barragan (RMG), Matt Hoying (Data Governance), Colleen James (RMG), Angel Mayorga (RMG), Kathleen Thompson (RMG)

Deliverables:

  1. List major terms that will be considered to be in the scope of the project (all)
  2. Create wiki pages for known terms (Matt): https://asconfluence.stanford.edu/confluence/display/~mhoying/Home
  3. Schedule weekly meetings (Kathleen)
  4. Send PDF of 2001 definitions to team (Matt): http://dg.stanford.edu/wp-content/uploads/2012/06/Research_Data_Definitions_Summary.pdf
  5. Research composition of 2001 UMG Working Group on Data (Matt)
  6. 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.

Defined Terms:

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.

Research Administration Data Stewardship – Scoping Meeting – 4/2/2012

Monday, April 2nd, 2012

April 2, 2012
Attendees: Russell Brewer (OSR), Kathleen Thompson (RMG), Colleen James (RMG), Angel Mayorga (RMG) and Matt Hoying (UDG)

On February 2nd, 2012, Vijay Gandra, Russell Brewer, Kathleen Thompson and Matt Hoying met to discuss an issue related to different methods of calculating proposals.  In the course of the conversation, all parties agreed that a data dictionary for Research Administration could provide value and reduce the risk of future data issues.

The April 2nd meeting focused on the details related to creating a team to lead the development of this data dictionary and scoping that team’s responsibilities.  We began by reviewing the recent work done by the HR Metrics Data Group and some of the types of information (metadata) that we could plan on developing.

The Research Administration Metadata Team (the team) would limit the initial effort on documenting major Lifecycle Event terms in the Research Administration data subject area.   OSR and RMG will work together to provide an initial list of in-scope terms and gather any currently known data definitions or supporting documents on those terms.

It was agreed that, on the first pass, the team would primarily focus on:

  • Business definitions of major terms
  • (All) Technical derivations (not necessarily deciding which one was best at this point)
  • Which systems and reports create, store, modify or report on the data

Although not the primary focus of the first pass, the team would also document the following when necessary and would focus on documenting the following in a second pass:

  • Business rules
  • Attribute definition/data domain definition
  • System of record

Additionally, in parallel, RMG would take responsibility for the development data quality (DQ) metrics and thresholds.  The details of this process, the approval of these metrics and their technical implementation are outside the scope of the Research Administration Metadata Team at this point.

The team would initially consist of representatives from OSR, RMG, Dean of Research (DOR) and Research Financial Compliance and Services (RFCS).

  • OSR will be represented by Michiko Pane and Pushpa Iyengar.
  • RMG will be represented by Colleen James and Angel Mayorga
  • Russell will talk with both DOR and RFCS regarding their representation.

Meetings will be held once every two weeks, starting in the end of April or beginning of May.

Please reach out to Matt with any questions, corrections or additional information about this subject.

HR Metrics Data Definition Meeting Homework – 2/15/2012

Wednesday, February 15th, 2012
  1. Find More Participants
  2. Prepare for “6-Minute Definitions”
  3. List of Org types

Please continue to evangelize the Data Definitions/Metadata Development/Data Stewardship process to your peers and invite them to attend one of our weekly meetings.  Additionally, anyone that has an interest in the content of our meeting is welcome to attend (regardless of their business function) and as we move more into stewardship, will become an invaluable resource in understanding the impact of and business requirements around HR data throughout the organization.

We are looking to complete our final review of the terms’ definitions in the next few weeks.  Please look at the remaining terms and to expedite the completion of the HR Metrics Data Definitions, please look through the remaining terms and be prepared to finalize a few more definitions (https://asconfluence.stanford.edu/confluence/display/~mhoying/HR+Metrics+Definition+List).  We will only be looking at the terms that exist on the HR Metrics help page.  These are denoted by an “X” in the first column.  In the time before our meeting next week, you can leave comments on the pages (by clicking on the “Add Comment” link at the bottom of the page).  Please use the criteria for a well-defined term from the wiki (https://asconfluence.stanford.edu/confluence/x/1wCGFg) as well as your knowledge of the business.  We will continue “6-Minute Definitions” in our next meeting.

We are still looking to accumulate the various terms for organizations and groupings of organizations at Stanford.  Currently, the HR Metrics Dashboard has School/VP, Area, Sub-area, Department, Sub-department.  What other terms are used in your area of the university?  Please see the homework from January 18th for examples.

HR Metrics Data Definition Meeting Homework – 2/1/2012

Wednesday, February 1st, 2012
  1. Definitions of remaining terms
  2. List of Org types
  3. Find more participants

We are looking to complete our final review of the terms’ definitions in the next few weeks.  Please look at the remaining terms and To expedite the completion of the HR Metrics Data Definitions, please look through the remaining terms and be prepared to finalize a few more definitions (https://asconfluence.stanford.edu/confluence/display/~mhoying/HR+Metrics+Definition+List).  We will only be looking at the terms that exist on the HR Metrics help page.  These are denoted by an “X” in the first column.  In the time before our meeting next week, you can leave comments on the pages (by clicking on the “Add Comment” link at the bottom of the page).  Please use the criteria for a well-defined term from the wiki (https://asconfluence.stanford.edu/confluence/x/1wCGFg) as well as your knowledge of the business.

We are still looking to accumulate the various terms for organizations and groupings of organizations at Stanford.  Currently, the HR Metrics Dashboard has School/VP, Area, Sub-area, Department, Sub-department.  What other terms are used in your area of the university?  Please see the homework from January 18th for examples.

Finally, please spread the word about our weekly data definitions meetings and the proposed movement towards broader stewardship activities.  Effective stewardship requires representation from many parts of the organization to help understand the diverse perspectives and uses of this information.  If there are any questions, or you need material to support the recruiting effort, please email Matt.