1 redesigning the educause core data service dan updegrove educause live! may 10, 2010 1
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Redesigning the EDUCAUSE
Core Data ServiceDan UpdegroveEDUCAUSE Live!
May 10, 2010
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Redesigning CDS: Overview
• Rationale for a Core Data Survey• Antecedents & initial vision • How CDS Works• CDS today & the need for an overhaul• Redesign Project: scope, timeline, initial
member feedback & observations• Request for feedback via online survey
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What If?
• EDUCAUSE members could access a database of other institutions’ IT profiles
• The database provided tools for comparing with peer groups, “aspiration groups,” & others
• The database were updated annually, with attn to new issues & technologies; built-in trend analysis
• All data were identified by institution, yet access, usage were restricted to minimize disclosure
• An annual summary report (no institution IDs) were published in PDF format
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Prospective Uses of a CDS
• Improving IT management & planning• Calibrating institutional IT leadership goals • Contextualizing discussions with exec
officers & campus advisory groups• Making the case for new services &
resources• Defending against critiques & budget cuts • Exploring & negotiating CIO job changes • Enabling EDUCAUSE to align programs &
represent the membership
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CDS Antecedents
• Seminars on Academic Computing, C. Warlick: Directory of Computing Facilities in HE, ’71- 90
• CAUSE member surveys, summary reports, “ID Service” for customized requests: ’79-96
• Educom Higher Ed Data Sharing Project - HEDS (spun off as independent consortium), ‘80 -
• Smallen/Leach - COSTS Project, ‘90s - ’06• K.C. Green - Campus Computing Project, ’94 -
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EDUCAUSE Data-related Initiatives
• Org formed ‘98 via merger of CAUSE, EDUCOM• Current Issues Survey established in 2000;
reports published annually• EDUCAUSE Center for Applied Research – ECAR
est, 2000, “culture of evidence”; extensive set of reports, some restricted to subscribers
• A Research Task Force recommended creation of a Core Data Service, ‘01
• COSTS Project merged w CDS, ‘06
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Core Data Service of EDUCAUSE
• Online input, predefined analytics & reports• U.S. Carnegie classes (2000 version) built in;
user-defined peer groups easily configured• Annual summary report published online• Access to identified data: only campuses that
have contributed this year; only individuals authorized by primary rep (usually the CIO)
• No publication, disclosure > “need to know”
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CDS Survey Categories
• IT Organization, Staffing, Planning• Financing & Management• Faculty & Student Computing• Networking & Security• Information Systems
• (Nearly all questions pertain to central IT only)
• (Online glossary provided)
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CDS Analytics & Reports
• Manage Peer Groups• Select year (most recent or prior)• Select survey section & question• View summaries, 2-year trends, inst-by-inst
comparisons, inst breakdowns by 2000 Carnegie Class, control (public/private), student FTE enrollment, user-defined peer groups
• Tables, bar charts, pie charts• (Batch downloading not supported)
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CDS Annual Cycle (2010 example)
• Jan: FY’09 survey introduced; close input to FY’08• Jan-May 14: Member input of FY’09 in time for ASR• Jan-May 14: Access to two previous years (FY’07 +
FY’08) authorized for institutions that completed survey in ’09 (for FY’08) or in ‘10 (for FY’09)
• May 15: Access window now FY’08 + FY’09• May 15-Dec: No access for those w FY’09 undone• May-Dec: Continue member input of FY’09 data• Oct 1: Annual Summary Report (ASR) published
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AUP for Data Access
• Only institutions that have submitted data• Indiv access only if authorized by Primary Rep• No publication of inst-identifiable data• No external sharing of info, even aggregated• No pub of aggregated data w/o permission• Viewing of inst-identified or aggregate data
limited to campus policy/planning groups• Campus contractors may not share w/ company
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Core Data Service Today
• Considered one of EDUCAUSE’s most important services by many members
• Over 950 institutions contributed data in 2008• Essentially all U.S. Carnegie categories, as well
as 29 foreign countries represented • From 2007-2008 ~ 850 indiv users of analytic
& reporting tools, 5K sessions, 80K page views• But, CDS hasn’t had serious review since 2002
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CDS Survey Participants, 2008
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Carnegie Classification (2000)
Respondents
AA (Community Colleges) 148
BA (4-year colleges) 202
MA (masters’ degrees) 261
DR (doctoral/research) 180
Other U.S. institutions 56
Sub-total US 847
International 109
Total 956
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The Need for an Overhaul• Only about half of members contribute data
• About half the contributors appear to “use” it
• While many members report high value use, many shortcomings have been noted
• CDS as a service was conceived in 2001, with rather minor content changes since
• CDS as an operational database service was deployed in 2002; it is difficult to maintain and a barrier to major enhancements
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The CDS Redesign Project
• Launched March 2010• Member advisory group formed• Will include focus groups, interviews, survey, wiki• In scope: content, input process, relation to other
datasets, analytics & online reporting, possibility of downloading, other AUP considerations, more international participation
• Other suggestions, concerns, exemplars welcome• Managing consultant: Dan Updegrove
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Project Timeline
• Member input; working group, May-Summer
• Announcement at Oct Annual Conference: redesigned survey, online service; reconsidered AUP, annual summary report; structure of an ongoing advisory group
• New content input system by Jan, 2011• New analytic & reporting by June, 2011• Annual review by staff and advisory group
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Initial Member Feedback
• One survey for all types of institutions? • Survey content doesn’t reflect latest technology,
services, issues – or distributed IT• Multi-campus systems not addressed well• Content mostly inputs, thin on outputs • Data input process has no built-in delegation• Reporting formats limited; no data download• Participation decline: 1400 (‘02) --> 950 (‘09)
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Other Initial Observations• CDS website rather opaque; assumes only
CIOs access it, and that CIOs already understand it
• Consortium of Liberal Arts Colleges (CLAC) has download rights, why no others?
• Even CLAC, a “tight” peer group, uses CDS data with care, augmented by meetings, email surveys
• Are all expectations realistic?– “The ideal, trusted, all-purpose database”– Suitable for large, special projects, e.g., ERP
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What Do You Think?
• How has your institution -- and peer group or system -- used CDS?
• If your institution hasn’t used CDS, or no longer does, how does CDS fall short?
• Suggestions / enhancements … out of the box?
• Please consider completing this survey
• Email Dan: [email protected]• www.educause.edu/coredata
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