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Data Management Committee

Data Map Project

Purpose

The Data Management Committee (DMC) created a data and business process classification scheme called the "Data Map". The purpose of this classification is to help provide consistency in the cataloging and maintenance of the vast amount of institutional information that is contained within a wide spectrum of systems.

The Data Map:

• Provides a common point of reference for business and technical audiences when discussing information management issues
• Guides data management decisions about access and use of information
• Clarifies the boundaries and interdependencies among different systems and business processes
• Increases effective information sharing by creating a common reference for grouping and disseminating information
• Provides a framework for assisting strategic planning processes for enhancing and building out information systems and analytical reports

Data Map

The Data Map below is Version 2. While it has been reviewed by members of the UW community, it is continuously evolving. The Data Map is divided into seven subject areas:

• Master Data
• Academics
• Research
• Services & Resources
• Financial Resources
• Human Resources
• Alumni & Development

Master Data – Common data shared across multiple subject areas and systems

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Person/Entity/Group Identifiers	Common person, entity, group identifiers,  students, faculty, postdocs, staff, alumni, vendors, contractors, associations, classes, clubs, etc.; Identity management, group management
Calendar Codes	Common time dimensions, academic, fiscal year, biennium, accounting month, calendar month, etc.
Organization Codes	Common organization codes indicating schools, colleges, departments, campuses, programs, labs, centers, Educational Outreach, etc.	Organization Codes are financial accounting artifacts. To successfully reflect organizational structure, they need to be managed with more discipline. An Organization Registry could help to support this.
Budget Indexes	Common financial budget codes and associated business rules regarding budgets
Accounting Codes	Common codes for general ledger, funds, expenditures, revenue and budget transactions, etc.
Planning Indexes	Common business strategy, organizational strategy, operating goals, for the institution and for individual organizational units
Payroll Unit Codes	Identifies what department(s) that budget codes belong	Used for generating reports and sorting payroll checks.
Institutional Values and Objectives Indexes	Workplace environnent, values, diversity initiatives, etc.
Building & Room Codes	Common codes identifying space, buildings, and rooms

 

Academics – Administrative data related to student academics (both undergraduate and graduate)

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Curriculum & Courses	Courses offered and major pathways taken
Applications, Admissions, & Enrollment	Prospects, applications, admissions accepted, registered enrollments
Financial Aid	Financial aid offered and received
Recruiting, Advising, and Retaining	Degree progress, retention rates, recruiting and advising programs
Student Demographics	Age, gender, ethnicity, under represented, resident, non-resident, visiting, foreign study, research/ teaching assistants, interests, clubs, memberships, communities, service organizations, etc.
Transcripts, Degrees & Awards	Credits, grades, grade points, certificates, degrees awarded, petitions and resolutions, alumni,  honors, special recognitions, etc.
Student Accounts	Tuition/fees billed and collected, tuition rates, charge codes, etc.	Student account data merits a business domain in the academics subject area.  It would include tuition table, charge code, and transaction data from the student database.
Student Satisfaction	Instructor evaluations, graduate surveys, etc.
Student Life	Housing and community, school and life balance, health and wellness, aspiration and community building

 

Research – Administrative data related to research activities

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Funded/Sponsored Research	Grants, contracts, awards, cooperative agreements, equipment and resource sharing agreements, etc.	The domain term might have been "Grants and Contracts", but it now is outdated.
Non-funded Research	Annual faculty review of non-funded research	A great deal of research is conducted on campus without external sponsorship, which is not readily captured.
Compliance	Research/faculty effort certification, regulatory requirements, ethical conduct, sponsor imposed requirements, etc.	Examples would include activities like SFI/COI, 1461, Export Control, IRB (Human Subjects), IACUC (Animal Care), BioSaftey (EHS), NIH salary caps, Effort Certifications, Clinical Research Budget and Billing, Cost Sharing, F&A rate negotiation, multiple PI agreements, etc.
Impacts/Benefits/ Partnerships	Outcomes and value generated from research activities including, intellectual property, patents, technology transfer/licensing, global partnerships, interdisciplinary partnerships, inter-institutional partnerships, community service, clinical studies, publications, citation frequency, recognitions and honors, consortiums, recognized centers and institutes, etc.	Technology Transfer’s involvement with research includes assistance with the development of proposals and the creation of IP plans.  As one example, we expended significant energy helping develop the documents and IP plans for several of the Gates Foundation awards. Also, outcomes should include measures of impact that are not traditional measures for technology transfer but which better reflect the utilization and importance of a license.
Research Expertise/ Staffing	Areas of established and developing knowledge, funding qualifications, donor marketing, program assignment and collaboration, retention and recruiting	Many post-docs, lab techs, research faculty, grad students, visiting scholars, adjunct faculty, associate researchers (professional staff positions) aren’t reflected in current HR systems.
Equipment and Instrumentation	Inventory management, title/ownership, facility sharing, transfers, repurposed fabrication, useful life expectancy, etc.
Space & Facilities	Research and laboratory space availability, types, (furnished, not furnished) occupancy rates, redundant (shared) facilities, etc.	Space and utilities from a purely research perspective.  (i.e., grant $ generated per square foot).

 

Services & Resources – Administrative data related to services and physical resources

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Instructional Technology	Instructional technology and media availability and use
Housing and Food	Housing and food usage and costs, student resident and housing data including applications, contracts, room assignments, etc.; resident communication history, student judicial information, dining plan spending, Husky Card sales data, student employment data, food inventory management, building key management	HFS overall financial data both accounts receivable and accounts payable, line of business revenue tracking, e.g., housing, dining, conferences, catering, etc.
Parking & Transportation	Transportation, travel, and parking usage and costs; parking permits, restrictions, ticketing, etc.
Safety & Security	Safety programs, security auditing and controls, police, crime prevention, emergency preparedness
Risk Management & Compliance	Risk evaluation, internal auditing controls	Strongly connect this activity to research to meet the expectations of sponsors for the administration and conduct of research.
Intercollegiate Athletics and Ticketing	Sporting event attendance, revenues, donations, seating priorities, etc.
Business Services/ID Cards	Publications Services, Real Estate Office, Records Management, etc.; ID card history, photos for students, faculty, staff, and retirees
Facilities/Space Utilization/ Building Access	Power, water, sewer, repairs, cleaning, capacity planning, room scheduling, access permissions and restrictions
Computing & Communications	Hosted servers and data services, network services,  telecommunication services, managed desktops, software, etc.
Supplies & Inventories	Materials, quantities on hand, reordering, chemical inventories, etc.
Equipment & Leases	Equipment tracking, lease tracking

 

Financial Resources – Administrative data related to financial systems

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Revenues	Student tuition and fees, grants and contracts, sales and services of educational departments, auxiliary enterprises
Expenditures	Salaries, benefits, scholarships and fellowships, utilities, supplies and materials, purchased services, depreciation, grants and contracts gifts, indirect cost negotiations
Budgeting	Budget requests, budget activity, budget impacts, base budgets, budget adjustments, asset and resource allocation, space inventory, equipment inventory/insurance, leased equipment
Assets	Current assets—accounts receivable, cash and cash equivalents, short-term investments, inventories Noncurrent assets–long-term investments, student loan receivables, capital assets
Liabilities	Current liabilities–accounts payable, accrued liabilities, funds held for others Noncurrent liabilities–deferred revenue, U.S. grants refundable
Cash Management	Cash flows from operations, investments, etc.
Consulting and Advising	Decision support, fiscal analysis, management reporting, etc.	Could be subsumed under Revenues and Expenditures, above.
Procurement	Purchase requisitions, purchase orders, invoices, stores and inventory
Stewardship & Risk Management	Compliance, asset protection, insurance, internal controls, auditing, etc.

 

Human Resources – Administrative data related to human resource systems

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Workforce Planning	Workforce planning and gap analysis, training and development planning, employee relations planning, positions, schedules, organizational relationships and reorganization, salary/compensation planning
Employee Demographics	Gender, race, disability status, veteran status, emergency contact information, etc.
Staffing	Recruiting, screening, hiring, assignments, responsibilities, competencies, separation, layoff, employment and reemployment eligibility, faculty history
Compensating	Salaries, distributions, benefits, leave information, hours/time worked by attributes, etc.
Relating	Labor relations (bargaining units, contracts, grievance activity, etc.), employee relations,  performance management (evaluation, corrective action, etc.), workplace event information, accommodation, organizational and staffing relationships, etc.
Training & Development	Organizational, executive, management, and staff development; orientation, training history and goals, education, career planning, certifications, competencies, training offerings, usage, costs Training opportunities, usage, costs
Compliance	Ombudsman, institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g.,  equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements
Communications	Employee communications, surveys, etc.

 

Alumni & Development – Administrative data on alumni and gift development programs

Business Domain	Description/Business Processes	Comments/Examples/ Improvement Ideas
Gift Processing	Gift receiving, gift tracking, annual giving programs, etc.
Prospect management	Prospect targeting and marketing, email and phone campaigns, etc.
Stewardship	Post donor outreach, gift utilization and maximization, etc.
Alumni Services	Event planning, travel, insurance, etc.
Constituency	Development officer support, access and use, deans' acknowledgement reports
Capital Projects	New construction, major renovations