Institutional Data, Identifiers, and CITES May 20, 2004

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Institutional Data, Identifiers, and CITESMay
20, 2004
Mike GradySenior Technology Architect and
Strategist Manager, Integration Software
Engineering
Campus Information Technologies and Educational
ServicesUniversity of Illinois at
Urbana-Champaign
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Institutional Data, Identifiers, and CITES
Subtitle How Banner, Enterprise Application
Service (EAS), and CITES Directory Systems
Interact Today, and in the Future
www.cites.uiuc.edu
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Identifiers - Background

• Transition of SSN to UIN as core identifier
• - I-card Office as authoritative source of
  institutional identity
• Coalescing of NetID Namespace
• - Conflict resolution
• - NetID Change application
• Enterprise ID (EID)

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EAS Background

• AITS Enterprise Application Service (EAS)
• - Initial focus authentication for Banner
  and other enterprise systems
• - Does/will also support authorization
  and session management services
• - Includes registry of EIDs and campus
  NetIDS, initially through batch loading

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Other Background

• University-wide Common Architectural Vision and
  Roadmap Committee (CAV)
• - Representation from each central campus IT
  organization, AITS, and UI Integrate (and faculty
  representative initially) others as needed
• - Identify ways of better aligning campus
  technology directions and taking advantage of
  collaborative opportunities

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Employee data

• Payroll system/extract retired Dec 03
• Analysis of new data source options
• - AITS OpenEAI Messaging system
• Current set of realtime messages that
  are defined do not contain all necessary data
  (no job information)
• - Decision Support Enterprise Data
  Warehouse (EDW)

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EDW

• Data warehouse for Banner, updated daily
• Met with Decision Support beginning of October
  and determined it contained all the information
  needed on employees
• Committed to as new data source Oct 03
• Followed process to ensure accurate consumption
  of data and application to ED

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EDW for Employee Data

• Challenges
• - Learning schema, arranging access,
  understanding new fields and coding systems
• - Lack of effective test system for our needs
• - Security models and CITES needs on behalf
  of the campus
• - Inconsistencies in dates/current
  indicators, and in data, and in University versus
  campus needs -- many now resolved, some current
• - Timing and resources

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Current State of Employee Data

• Nessie New Hire initial source of ED entry for
  almost all new employees
• - CITES part of Nessie application, in
  operation several year, needed minor tweaks
• ED updates from EDW
• - Started in Jan 04, fields updated as ready
• - Full extract from EDW into an XML format of
  all employees/information of interest to CITES
• - Run through entire XML extract and write any
  changes to ED

www.cites.uiuc.edu
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Current State of Employee Data

• Data/fields being updated name, dept, employee
  group, title(s), campus address and phone
• Limitations to date
• - Full updates ran long enough that only
  doing once a week
• - Not updating home address/phone
• - Only add or update data for current
  entries, not creating or deactivating entries
  yet from EDW (due to variety of initial problems
  with data and access, and then critical new
  project)

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Changes expected soon

• Just improved performance that will allow more
  frequent updates
• Queries in the works to identify just changes
  from EDW
• - This should get us to daily updates
• Do something with home address and phone
• Deactivate employees
• Create new employee entries from EDW?
• - Timing in relation to Nessie New Hire

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Changes expected soon

• Title processing (collapse multiple occurrences
  of same title within same unit)
• Campus address, mailcode, and street address
• - Mailcode lookup table for value added
  street addresses is a problem to maintain
• University Administration employees?
• UIC ACCC leveraging some of our work

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New Students for Fall 2004

• Creating of NetIDs/EIDs for students admitted
  for Fall 2004
• - First set of students only present in Banner
• Critical new project in January 2004 that CAV
  was asked to coordinate collaborative effort to
  solve
• Messaging-based solution decided upon
• Project involved/involves UI Integrate, AITS EAI
  group, and staff from each campus central IT unit
  

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Admissions and Messaging

• Any activity in Banner on new students from
  initial admit decision on generates a
  near-realtime message
• Significant admit decisions are routed to
  appropriate messaging topic for each campus
• Campus consumes messages from its topic
• Campus processes messages, determining through
  interaction with local system, and with
  request/reply messages through message broker to
  EAS, if new NetID and/or EID needs to be created,
  and does so if necessary

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Admissions and Messaging

• Consumption of admit messages from topic is
  separate activity from processing those messages
• Timing not yet fully determined, but on regular
  schedule current set of admit messages consumed
  will be processed
• Processing is realtime interaction with EAS and
  i-card through the message broker
• Set of rules concerning EIDs and NetIDs
• Minimal information on student role in current
  admit message

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Admissions -- Current Status

• All admits through beginning of this week have
  been processed (15K )
• Distribution of NetID/password and information
  on EID and setting EID password distributed
  through letter and pamphlet at orientation as in
  past years
• - Letters only printed for freshman who accept
• Needed to access EDW for additional role
  information for appropriate distribution of
  letters
• - Limitation on EDW access to just Urbana
  campus students might be problem

www.cites.uiuc.edu
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Near term and Future Work --CAV/cross campus
collaboration

• Banner and Learning Management Systems (LMS)
  integration
• - Course enrollment information from Banner,
  grade information into Banner
• - CAV and LMS campus representatives working
  with UI Information Technology Priorities
  Committee process Stage I template approved, now
  working on Stage II template
• - Realtime enrollment messaging ruled out for
  now, but help suggest messages for future?

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Near term and Future Work -- CAV/cross-campus
collaboration

• Ids for applicants -- CAV working with UI
  Integrate staff
• Long term NetID/EID lifecycle strategy
• Work with I-card Office to make UIN/I-card the
  core institutional identity management
  component for all person entries created
• - Identity sync, merge messages
• - Leverage de-duplication software in realtime
  mode?

www.cites.uiuc.edu
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Near term and Future Work -- CITES-specific

• Finish all employee-related data maintenance
  tasks
• Ongoing student information from Banner/EDW
• Our part in collaborative efforts
• Tie all our NetID create processes into realtime
  communication with I-card and EAS
• Phase out remaining uses of SSN for UIN
• Smooth transitions as Directory Services project
  progresses

www.cites.uiuc.edu
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Institutional Data, Identifiers, and CITES
Your Questions.?
www.cites.uiuc.edu
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