Data, Policy, Stakeholders, and Governance

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Data, Policy, Stakeholders, and Governance

• Amy Brooks
• Enterprise Directory Project Director
• University of Michigan Ann Arbor
• akbrooks_at_umich.edu

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The University of Michigan

• Research I Institution
• 19 Schools and Colleges
• 21 Libraries
• 3 Campuses and Major Medical Center
• Identity Management for
• 100,000 Campus users (40,000 A2 students)
• Worldwide collaborators, prospective students
• Portion of 425,000 living alumni
• Representing the Big Schools

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Enterprise Directory Services

• Outgrowth of previous campus working group
• Team formed in February 2004
• Charge to Team
• Determine campus needs
• Define scope of EDS and resource needs
• Develop business case and funding proposal
• Develop a plan for campus governance
• Define an architecture, recommend software
• Determine campus commitment

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What we Learned

• Campus requirements - we want more than a
  Directory!
• Fix problems with Identities
• Provide better, more timely data
• Provide roles information
• One stop directory data shop
• The service is the key - provisioning
• How soon can we have it?

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The Identity Management Component

• Current Environment Uniqname System
• Key is SSN violates our own policy
• Difficult to create identities for international
  visitors
• Not tied directly to our UMID (primary identifier
  in PeopleSoft)
• Not tied to our authoritative data source for
  students, faculty, staff
• Basic biographical data not collected
• No formalized controls, standards, or training
  for uniqname administrators

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Future Identity Management

• Included in Enterprise Directory Services (no
  single directory)
• Allow for distributed creation of identities with
  minimal set of bio data
• Must not require a physical presence
• Must allow for creation of identities for loosely
  affiliated people
• Must not allow duplicate entries for individuals
• Allow for expiration of identities if desired
• Work with existing authoritative data sources and
  regional campuses

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What about Data?

• Its all about the Data!
• Leverage our integrated data infrastructure
• Get more data to the campus and faster
• The current environment is ugly data feeds are
  everywhere
• Departments have to deal with data discrepancies
• Solution? Create their own directory (not a good
  thing)

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How about Policy?

• Build on existing policy (if you have it)
• Data management policies
• Privacy policies
• Access management processes
• Data precedence setting (if youve implemented an
  ERP youve already dealt with this)

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Stakeholders?

• Theyre everywhere (even in surprising places)
• Data managers/stewards
• System Administrators
• Registrars, Human Resources, Alumni/Development
• Students, Faculty, Staff, Alumni
• Help Desks and Accounts offices

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Engaging the Stakeholders

• Talk to the campus discover requirements
• Publish materials
• Town Hall meeting showing the sausage making
• Governance Board for Enterprise Directory Services

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And Finally - Governance

• Who should help Govern?
• Data stewards from each major data area
• Registrars from all 3 campuses
• Office of Development (Alumni)
• Representatives of major IT areas
• Representatives of Schools, Colleges, others
• Core Board with advisory group
• Existing Privacy Committee

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What will they Govern?

• Board Responsibilities
• Who is in Directory?
• Where is the authoritative data?
• What data and what source takes precedence?
• What is user modifiable?
• Who gets to see what?
• How is data maintained?

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Board Responsibilities (continued)

• Who can create identities
• What are the minimum standards for creation?
• Who can update entries?
• Who can have higher level access?
• What training is required?
• Define institutional roles
• Determine priorities
• Apply funding model for centrally funded versus
  unit-funded enhancements

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Not in the Boards Purview

• Defining or approving technical architecture
• Selecting hardware
• Selecting software
• Defining directory schema

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What about Data, Policy, Stakeholders and
Governance for Large Institutions?

• Multiple authoritative data sources (3 ERPs)
• Hordes of stakeholders
• Decentralization makes decision making difficult
  crossing the cultural divide
• Making the case for Enterprise Directory and
  Identity Management (case studies)
• Not just but saved opportunity
• Who is the caretaker for the IdM/EDS?