Moving Out of The Shadows: Shining a Light on Data David Rotman Director of Computer Services Mark Mazelin Web Development Coordinator Copyright David.

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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, 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/ 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/ Summary of Presentation Background of Cedarville’s situation Walk through example Describe successes and challenges What about you?

3/21/ 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/ 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/ Utopia Single database It will never happen

3/21/ 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/ CU Business Situation Data in the shadows Lack of communication Lack of coordinated effort Impossible to move all data

3/21/ 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/ CUCMS Project Synopsis Timeline Planning began June 2003 Pilot began August 2004 Launched December 2004

3/21/ 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/ Identifying Shadow Data for CUCMS MS Access Allegiance GoldMine Viking on Oracle Paper Merge file

3/21/ 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/ 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/ Technical Features Separation of data and presentation Collapsible tables Query caching Recent searches Rapid navigation Export options

3/21/ Demo

3/21/ Challenges Comprehensive enough to service multiple departments Focused enough to meet individual needs Adequate security without recreating data stovepipes

3/21/ 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/ 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/ 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/ 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?