Enterprise Systems

Framework, Roles and Responsibilities

GUIDING PRINCIPLES

  • Data collected and maintained no more than that required to perform the functions established by senior management of the Chancellor's Office.
  • Corporate data are collected once, electronically, at their source.
  • Integrity and validity of data assured at the time of collection.
  • Data collected in accordance with deadlines which are timed to support systemwide reporting requirements.
  • All data have common, consistent definitions.
  • Data easily accessible by all authorized individuals who need it fulfill their responsibilities.

DEFINITION OF CORPORATE DATA
A data element is considered corporate in nature if it satisfies one or more of the following criteria:

  • It is relevant to the strategic planning needs of the corporation.
  • It is needed for policy formulation and corporate decision making.
  • It is needed for policy monitoring.
  • It is included in an official systemwide report.
  • It is used to derive an element that meets the criteria above.

FUNCTIONAL AREAS OF CORPORATE DATA

Academic Affairs

  • Academic Calendar Database
  • Academic Planning Database
  • Common/COSAR Table System
  • Community Service Learning
  • Enrollment Reporting System
  • Financial Aid Database
  • Governors Teaching Fellowships
  • Library Special Collections
  • Lower Division Transfer Programs
  • Online Services for Curriculum Articulation Review

Advocacy & Institutional Relations

  • Wealth Screen

Financial Operations/Budget/Contracts

  • Accounting Tables
  • Cash Management Operations
  • Contracts System
  • Employee Salary Projection System
  • Financial Information Records Management System
  • Fees Database

Human Resources

  • Chancellor's Office Doctorial Incentive Program
  • Chancellor's Office Personnel System
  • Faculty and Staff Database
  • Grievance and Arbitration

Capital Planning

  • Custodial Database
  • Space and Facilities Database
  • Space Utilization Reporting

Internal Systems

  • Notify
  • Service Ticket

CORPORATE DATA MODEL
The Enterprise Systems (ES) unit is responsible for establishing and maintaining a CORPORATE DATA MODEL which describes all major areas of the corporate data and the relationships among those categories.

DATA MANAGEMENT ROLES
The Chancellor's Office is considered the DATA OWNER of all the corporate data. The individual business units or departments may have stewardship responsibilities for portions of the data.

Chancellor's Office officials who have planning and policy-level responsibilities for data in their functional areas are considered DATA STEWARDS. DATA STEWARDS have management responsibilities for defined segments of the corporate data as it relates to their functional operations.

ES Managers and their staff who have technical operational level responsibilities for information management activities related the collection, maintenance and dissemination of data are considered DATA MANAGERS.

Individuals who need and use corporate data as part of their assigned duties or in fulfillment of their role are considered DATA USERS.

The responsibility for the activities of data management is shared among the DATA STEWARDS and the ES DATA MANAGERS.

PROCEDURE FOR REQUESTING CORPORATE DATA

  • A data element is considered CORPORATE DATA if it meets our definition of corporate data.
  • All data requests should be brought to the attention of the ES unit.
  • ES in consultation with DATA STEWARDS shall consult with the appropriate campus officials/representatives regarding new data requirements.
  • Data requests may be new or may be revised data needs which require modifications in campus data collection procedures or interface programs to corporate systems.
  • DATA STEWARDS and ES will collaborate with the appropriate campus officers/representatives to resolve and document policy issues, for all data requirements, including those which necessitate changes to campus systems.
  • DATA STEWARDS shall provide sufficient information to enable campuses to understand the need for data in support of the corporate functions.
  • Upon approval of any data request issues, ES will provide campuses with the technical specifications for data to be provided by campuses. The documentation shall include:
    • Technical file specifications
    • Record layout(s)
    • Data element definitions
    • Transmission address
    • Frequency of data submission or reporting cycles
  • Campuses shall be given enough lead time between receipt of the technical specifications and the first scheduled submission.

CONFLICT RESOLUTION

  • Any unresolved issues regarding the appropriateness and usefulness of a proposed data request shall be brought by the ES to the attention of DATA STEWARD(s).
  • Any unresolved issues that may cross organizational lines between the functional responsibilities of the DATA STEWARDS will be brought to the attention of the appropriate Vice Chancellor for resolution.

DATA COLLECTION & VALIDATION RESPONSIBILITIES

  • All entities of California State University (including Chancellor's Office) shall submit corporate data in accordance with the established specifications and schedules.
  • The DATA STEWARDS have the responsibility for defining business/data integrity rules.
  • ES is responsible for implementing an automated environment for the validation of campus submissions against user defined valid values, business rules and data integrity rules.
  • ES is responsible for monitoring timeliness of submission of files.
  • ES will verify campus submissions to determine if they meet technical specifications such as:
    • physical characteristics of the file
    • record layout
    • defined valid values
    • defined data integrity rules
    • defined business rules
  • The DATA STEWARDS are responsible for the validation of the content and the qualitative analysis of the submitted data.
  • ES unit will partner with the DATA STEWARDS to review edit/diagnostic report outputs to determine if submitted data have been provided accurately and to the level of detail required.
  • Campuses shall be required to resubmit data if submitted data fail to pass the edit/validation criteria.
  • Data submitted in this form violate the database integrity rules and affect the quality of corporate information.

COMPLIANCE ENFORCEMENT

  • ES will bring any issues that require compliance enforcement to the attention of the DATA STEWARD for resolution.
  • DATA STEWARDS are responsible to enforce compliance.
  • Any compliance issue that can not be resolved by the DATA STEWARDS will be escalated to the appropriate Vice Chancellor for resolution.
  • ES will have overall responsibilities for monitoring the compliance and enforcement procedures.

DATA ACCESS

  • ES is responsible for maintaining an environment for data access.
  • The environment for data access includes the front-end data access tools and technologies allowing users to easily access the corporate data. This includes:
    • On-line access to the data warehouse for Ad-hoc reporting
    • On-line access the corporate report repository of pre-defined reports
    • On-line access to the corporate data element dictionary
  • DATA MANAGERS will work closely with DATA STEWARDS and DATA USER to define useful and meaningful corporate information.

DATA SECURITY

  • The DATA STEWARD is responsible for determining security requirements and access restrictions for their corporate data.
  • ES is responsible for implementing the data security procedures.

TRAINING
ES will partner with the DATA STEWARDS to implement training programs. The training must take place in order for users to use front-end tools to access the data for reporting and navigating through the corporate data element dictionary.

DOCUMENTATION

  • ES is responsible for managing a corporate data element dictionary. The corporate data element dictionary provides information about the data elements definitions, values and structures.
  • ES is responsible for preparing and maintaining the corporate information management warehouse users guide.
  • ES is responsible for any technical documentation related to the campus data submission process and sources of corporate data.