Moving Out of The Shadows: Shining a Light on Data David Rotman Director of Computer Services Mark Mazelin Web Development Coordinator Copyright David Rotman and Mark Mazelin, 2005. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors.
Moving Out of The Shadows: Shining a Light on Data David Rotman Director of Computer Services Mark Mazelin Web Development Coordinator Copyright David.
Dec 22, 2015
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Moving Out of The Shadows:
Shining a Light on Data
David RotmanDirector of Computer Services
Mark MazelinWeb Development Coordinator
Copyright David Rotman and Mark Mazelin, 2005. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the authors.
3/21/2005 2
Exploring The Shadows
Where is our data? Is anyone backing it up? How many times are we entering the
same data? I have an address update—where do I
change it?
3/21/2005 3
Summary of Presentation
Background of Cedarville’s situation Walk through example Describe successes and challenges What about you?
3/21/2005 4
Cedarville University
3,000 undergraduate students 50 graduate students 80% of undergraduate students live on
campus 200 faculty, 400 staff (18 IT staff) 4,500 computers
1250 in dorm rooms (University-owned computer in each dorm room)
1250 in labs and offices 2000 student-owned systems
3/21/2005 5
Historical Background
Career Services Radio Network Christian Ministries Advancement DB Scholarships “President’s List” Annual Fund Lists
Bookstore ID card system Library Medical Services Access Control Food Services Chapel Scheduling Room Scheduling Intramurals
3/21/2005 6
Utopia
Single database It will never happen
3/21/2005 7
If we provide a single front-end of the data to the user, then it doesn’t matter as much where the data live
Light Bulb
Perhaps we can simulate utopia…
3/21/2005 8
CU Business Situation
Data in the shadows Lack of communication Lack of coordinated effort Impossible to move all data
3/21/2005 9
CU Contact Management System
Definition Provides a web-based tool for managing
interactions with a variety of constituents
Shining the Light Central location for contact data Easy sharing between departments Facilitate cross-departmental planning
3/21/2005 10
CUCMS Project Synopsis
Timeline Planning began June 2003 Pilot began August 2004 Launched December 2004
3/21/2005 11
CUCMS Project Synopsis
Methodology Identify problem Identify shadow data Evaluate vendor solutions Create project scope Don’t Stop (5D)
“5D Methodology”
Define desired services
Develop infrastructure
Design transaction model
Deliver early wins
Don’t stop
3/21/2005 12
Identifying Shadow Data for CUCMS
MS Access Allegiance GoldMine Viking on Oracle Paper Merge file
3/21/2005 13
Shining the Light
Merge data into institutional repository Career Services (replace) Christian Ministries (replace) President’s List (replace) Advancement (synchronize) Annual Fund Lists (replace)
To do Radio Network
3/21/2005 14
Benefits
Single resource for managing contacts Increased sharing Better coordination Elimination of some shadow databases Reduction in double-entry Security enforced High-visibility project
3/21/2005 15
Technical Features
Separation of data and presentation Collapsible tables Query caching Recent searches Rapid navigation Export options
3/21/2005 16
Demo
3/21/2005 17
Challenges
Comprehensive enough to service multiple departments
Focused enough to meet individual needs
Adequate security without recreating data stovepipes
3/21/2005 18
Successes
Buy-in from multiple departments Change in viewpoint (“Help the
institution” instead of “Guard my data”) Weekly user-group meetings
User initiated Foster inter-departmental cooperation
3/21/2005 19
Outstanding Issues
Replacing our advancement software Recreate stovepipes? Write our own gift-tracking?
Integrating other databases Radio network CU Event Registration
Access by casual users Sometimes users say “no”
3/21/2005 20
What About You?
Approaches EAI (Enterprise Application Integration) Data Warehouse EII (Enterprise Information Integration)
Selling Getting people to talk to each other Getting buy-in Releasing control
3/21/2005 21
Final Thoughts
Are there multiple databases on your campus?
Does merging two or more of the databases make sense?
Would providing a unified view of data from multiple sources be sufficient?
Are you convinced that your team can make a difference?
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