Decision Support

Find your Data Custodian

The following table identifies the Data Custodian and Data Trustee for each data subject area. For each subject area listed below, you will find the Business Domain, a description of the business process and whose role at the University acts as Data Custodian for that area.

UW Data is divided into seven subject areas:

 

Master Data – Common data shared across multiple subject areas and systems
Business Domain Description / Business Processes Data Custodians (working draft) Data Trustees (working draft)
Person / Entity  / Identity Mgmt Identity Management (students, faculty, staff, postdocs, alumni, etc.)  Technology Manager, UW Technology
Associate VP, Advancement Services, Development & Alumni Relations
VP Info Mgmt / CIO
Vice President for Development & Alumni Relations

Group Mgmt / Targeted Communications

Group management, Common entities/groups (affiliates, vendors, contractors, associations, classes, clubs, etc.)

Technology Manager, UW Technology

Associate VP, Advancement Services, Development & Alumni Relations

VP Info Mgmt / CIO

Vice President for Development & Alumni Relations

Targeted Communications

Emails, surveys, postcards, etc. that target university employees or students. 

Assistant Vice President, HR Administration and Information Systems

Assistant Vice Provost, Office of Academic Personnel

University Registrar

Associate VP, Advancement Services, Development & Alumni Relations

VP Human Resources

 

VP Academic Personnel

 

VP Student Life

Vice President for Development & Alumni Relations

Calendar

Common time dimensions, academic, fiscal year, biennium, accounting month, calendar month, etc.

Director, Office of Institutional Studies;


Associate Registrar, Office of the Registrar

VP Planning & Budgeting

 

VP Student Life

Organizations

Common organization codes identifying schools, colleges, departments, campuses, programs, labs, centers, institutes, Educational Outreach, etc.
(Note: CIP codes are disciplinary org structures)

Director, Academic Personnel Information Services


Director, Office of Institutional Studies


Assoc. Director of Academic Data Management


Associate Vice Provost for Research


Associate Controller, Financial Management

VP Academic Personnel

 

 

VP Planning & Budgeting

 

University Registrar

 

VP Research

 

UW Controller

Budgets

Common financial budget codes and associated business rules regarding budgets

Interim Director, Budget Operations, Budget Office, Office of Planning and Budgeting


Director, Student Fiscal Services


Executive Director, Grant and Contract Accounting

Associate VP, Advancement Services, Development & Alumni Relations

VP Planning & Budgeting

 

 

AVP Controller

 

AVP Controller

 

Vice President for Development & Alumni Relations

Accounts

Common codes for general ledger, funds, expenditures, revenue and budget transactions, etc.

Interim Director, Budget Operations, Budget Office, Office of Planning and Budgeting


Associate Controller, Financial Management

VP Planning & Budgeting

 

 

AVP Controller

Payroll Unit Codes

Identifies what department(s) that budget codes belong

Associate Controller, Payroll, Travel, and Records Mgmt

AVP Controller

Institutional Rates

Benefit Load Rates, Facility and Administration Rates

Associate Controller, Financial Management


Executive Director, Management  Accounting & Analysis

AVP Controller


Associate Vice President, Financial Management

Buildings & Rooms

Common codes identifying space, buildings and rooms

Director, Capital & Space Planning Office

VP Planning & Budgeting

Planning Goals

Common business strategy, organizational strategy, operating goals, for the institution and for individual organizational units

TBD

TBD

Institutional Values and Objectives

Workplace environment, values, diversity initiatives, etc.

TBD

TBD

 

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Academics– Administrative data related to student academics (undergraduate and graduate)
Business Domain Description / Business Processes Data Custodians (working draft) Data Trustees (working draft)

Curriculum & Courses

Courses offered and major pathways taken.

University Registrar

VP Student Life

Applications, Admissions, & Enrollment

Prospects, applications, admissions accepted, and registered enrollments

University Registrar

VP Student Life

Financial Aid (Note:  possibly add student employment, awards, etc.)

Financial aid offered and received

Director, Student Financial Aid

VP Student Life

Recruiting, Advising, and Retaining

Degree progress, retention rates, recruiting & advising programs

University Registrar

VP Student Life

Student Demographics

Age, gender, ethnicity, under represented, resident, non-resident, visiting, foreign study, research / teaching assistants, interests, clubs, memberships, communities, service organizations, etc.

University Registrar

VP Student Life

Transcripts, Degrees & Awards

Credits, grades, grade points, certificates, degrees awarded, petitions and resolutions, alumni,  honors, special recognitions, etc.

University Registrar

VP Student Life

Student Accounts

Tuition/Fees billed and collected, tuition rates, charge codes, etc.

Director, Student Fiscal Services

AVP Student Fiscal Services

Student Satisfaction

Instructor evaluations, graduate surveys, etc.

Director, Office of Educational Assessment


Director, Graduate School, Computing and Information Resources

VP Student Life

Student Life

Housing & community, school & life balance, health & wellness,  aspiration & community building

University Registrar


Assistant Vice Provost for Campus Life

VP Student Life

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Research – Administrative data related to research activities
Business Domain Description / Business Processes Data Custodians (working draft) Data Trustees (working draft)

Funded / Sponsored Research

Grants, contracts, awards, cooperative agreements, equipment & resource sharing agreements, etc.

Associate Vice Provost for Research Compliance & Operations


Associate Vice President, Financial Management

VP Research


 

Senior Vice President, Finance and Facilities

Departmental Research

Material transfers, Dean / Unit support, internal funding

Associate Vice Provost for Research Compliance & Operations

VP Research

Compliance

Research / faculty effort certification, regulatory requirements, ethical conduct, sponsor imposed requirements, etc.

Associate Vice Provost for Research Compliance & Operations


Associate Vice President, Financial Management


Director, Academic Human Resources

VP Research

 


Senior Vice President, Finance and Facilities

 

VP Academic Personnel

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.

Director of Finance and Business Operations, UW TechTransfer


Associate Vice Provost for Research Compliance & Operations

Associate Vice Provost for Research

VP UW Technology Transfer


VP Research


VP Research

Research Expertise / Staffing

Areas of established and developing knowledge, funding qualifications, donor marketing, program assignment and collaboration, retention and recruiting.  External Affairs

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Equipment &  Instrumentation

Inventory management, title / ownership, facility sharing, transfers, repurposed fabrication, useful life expectancy, etc.

Executive Director, Grant and Contract Accounting


Director, HS Academic Services & Facilities


Manager of Program Operations, Financial Accounting/Equipment Inventory

Associate Vice President, Financial Management

AVP Controller

 

AVP Controller

Space & Facilities

Research and laboratory space availability, types, (furnished, not furnished) occupancy rates, redundant (shared) facilities, etc.

Director, Capital & Space Planning Office

VP Planning & Budgeting

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Services & Resources – Administrative data related to services and physical resources
Business Domain Description / Business Processes Data Custodians (working draft) Data Trustees (working draft)

Instructional Technology

Instructional technology and media availability and use

Director, Bothell Campus Library


Director, Classroom Support Services


Director, Information Technology, UW Tacoma

Chancellor, UW Bothell


Dean Undergraduate Affairs

 

Chancellor, UW Tacoma

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, Resident Hall Building key management

Administrator for Planning and Purchasing, Housing and Food Services


Director, UWB Finance and Administration

 

TBD, Tacoma

VP Student Life


 

Chancellor, UW Bothell

 

Chancellor, UW Tacoma


Transportation & Parking Services

Transportation, travel, and parking usage and costs, parking permits, restrictions, ticketing, etc.

Assistant Police Chief, Support Services, University Police

TBD Bothell

TBD Tacoma

Chief of Police

 

Chancellor, UW Bothell

Chancellor, UW Tacoma

Safety & Security

Safety programs, security auditing and controls, police, crime prevention

Assistant Police Chief, Support Services, University Police

Chief of Police;
VP Student Life

Environmental Health and Safety

Sustainability, Custodial Services, Biohazard Waste, etc.

Director, Environmental Health and Safety

VP Facilities

Emergency Management Services

Crisis communication, emergency preparedness, emergency response, evacuations, etc.

Director, UW Emergency Management

VP Facilities

Risk Management & Compliance

Risk evaluation, internal auditing controls

Executive Director, Risk Management

TBD

Intercollegiate Athletics & Ticketing

Sporting event attendance, revenues, donations, seating priorities, etc.

Senior Associate Athletic Director, Intercollegiate Athletics

Director of Athletics

Business Services

Creative + Communications,
Real Estate Office,Records Management, etc. 

Director, Publications Services


Director of Real Estate, Real Estate Office


Director, Records Management Services

TBD

 

TBD

 

AVP Controller

ID Cards

ID card management (history, photos for students, faculty, staff and retirees)

University Registrar

TBD

VP Student Life

TBD

Facilities / Space Utilization / Building Access

Power, water, sewer, repairs, cleaning, capacity planning, non-class room scheduling, access permissions and restrictions

Director, Facilities Services, Maintenance & Alterations


Director, Facilities Services - Custodial Division


Executive Director Campus Engineering & Operations, Facilities Services


Director, Capital & Space Planning Office

VP Facilities


 

VP Facilities

 

VP Facilities

 

 

VP Planning & Budgeting

UW Technology – Computing Infrastructure

Information related to hosted servers and data storage services, network services,  telecommunication services, managed desktops, software, etc.

Director, Distributed Systems, UW Technology Services


Director, Enterprise Platforms, UW Technology Services

Interim COO UW Technology

 

Interim COO UW Technology

Supplies & Inventories

Materials, quantities on hand, reordering, chemical inventories, etc.

TBD

TBD

Equipment & Leases

Equipment tracking, lease tracking, inventory

State Asset Coordinator, Equipment Inventory Office

TBD

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Financial Resources – Administrative data related to financial systems
Business Domain Description / Business Processes Data Custodians (working draft) Data Trustees (working draft)

General Ledger

Chart of Accounts, Transactions, Maintain Accounts, Period Covered, Overrides, Journal Entries

Associate Controller

Associate Vice President and Controller

Accounts Receivable Billing, Apply Payments, Refunds/Reimbursements, Past Due / Late Charges, Employee Accounts, Student Accounts, GL Transactions

Associate Controller

 

TBD

Associate Vice President and Controller

Associate Vice President, Financial Management

 

Cashiering Receipt of Payment, Account Management

Associate Controller

 

TBD

Associate Vice President and Controller

Associate Vice President, Financial Management

Purchasing Requisitions, Purchase Orders, User Control, Encumbrances Associate Controller Associate Vice President and Controller
Receiving Record Receipt, Validate Receipt, Monitor Status, Returns, Inventoried Items, Notes / Comments Associate Controller Associate Vice President and Controller
Accounts Payable Disbursement, Year End Associate Controller Associate Vice President and Controller
Budgeting Preparation Budget Analyst, Office of Planning and Budgeting Associate Vice Provost, Planning and Budgeting
Fixed Assets Accountable Fixed Asset, Depreciation, Maintain Data

Associate Controller

 

TBD

Associate Vice President and Controller

Associate Vice President, Financial Management

Cost Accounting Customers, Cost Recovery, Rates

Associate Controller

 

TBD

Associate Vice President and Controller

Associate Vice President, Financial Management

Investment Management General Investment Management Functionality Senior Associate Treasurer/COO, Treasury Office TBD
Internal Controls Manager Internal Controls TBD TBD
Service Centers General Service Centers Functionality TBD TBD
Stores Inventory General Stores Inventory Functionality TBD TBD
Vendor Management General Vendor Management Functionality TBD TBD
Physical Plant Key Control, Self Service Maintenance Requests, Work Order Tracking, Construction Project Accounting, Preventive Maintenance, Maintenance Project Tracking, Building Maintenance, Space / Location Management, Utilities Management TBD TBD

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Human Resources – Administrative data related to human resource systems
Business Domain Description / Business Processes Data Custodians (working draft) Data Trustees (working draft)

Workforce Planning

Workforce planning and gap analysis, training and development planning, employee relations planning, positions, schedules, organizational relationships and reorganization, salary/compensation planning

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel

VP Human Resources


 

VP Academic Personnel

Employee Demographics

Gender, race, disability status, veteran status, emergency contact information, etc.

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel

VP Human Resources

 

 

VP Academic Personnel

Staffing

Recruiting, screening, hiring, assignments, responsibilities, competencies, separation, layoff, employment and reemployment eligibility, faculty history

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel

VP Human Resources

 

 

VP Academic Personnel

Compensating

Salaries, distributions, benefits, leave information, hours/time worked by attributes, etc.

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel

VP Human Resources

 


VP Academic Personnel

Relating

Ombudsman, 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.

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel

VP Human Resources


 

VP Academic Personnel

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

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel

VP Human Resources

 


VP Academic Personnel

Compliance

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

Assistant Vice President, HR Administration and Information Systems


Assistant Vice Provost, Office of Academic Personnel


Associate Controller, Payroll, Travel, and Records Mgmt

VP Human Resources


 

VP Academic Personnel

 

 

 

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University Advancement– Administrative data on alumni and gift development programs
Business Domain

Description / Business Processes

Data Custodians (working draft)

Data Trustees (working draft)

Gift Processing

Gift receiving, gift tracking, annual giving programs, etc.

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Prospect management

Prospect targeting and marketing, email and phone campaigns, etc.

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Custodianship

Post donor outreach, gift utilization and maximization, etc.

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Alumni Services

Event planning, travel, insurance, etc.

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Constituency

Development officer support, access and use, Dean’s acknowledgement reports

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Capital Projects

New construction, major renovations

Associate VP, Advancement Services, Development & Alumni Relations

Vice President for Development & Alumni Relations

Please email questions and comments to dmc-support@uw.edu