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					Information Project
Information Systems
 University of Regina


Statement of Work (SOW)




           Version 1.0.2
     29-September-2006
Information Systems – University of Regina
Information Project                                                          Statement of Work (SOW)


                                    DOCUMENT APPROVALS

The signatures of the individuals below relay an understanding in the purpose and content of this
document. By signing this document, you agree to it as the proposed Statement of Work relating to the
University of Regina’s Information Project and the proposed services being offered to the Office of
Resource Planning by Information Services.



Brian Christie
Director                                Signature                                   Date
Office of Resource Planning

David Wilson
Director                                Signature                                   Date
Information Services

Shannon England
Assistant Director                      Signature                                   Date
Information Services

Scott Lissel
Project Manager                         Signature                                   Date




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)


                                  DOCUMENT INFORMATION



              Document title:                Information Project - Statement of Work
                                             (v1.0.2)

              Document file name:            Information Project - Statement of Work
                                             (v1.0.2).doc

              Revision number:               v 1.0.2

              Issued by:                     Scott Lissel

              Issue Date:                    29-September-2006

              Status:                        Revised Version


                                DOCUMENT REVISION HISTORY



 Revision    Date                   Author                  Description of change

 v 1.0.0     18-July-2006           Scott Lissel            Initial Version.

 v 1.0.1     10-August-2006         Scott Lissel            Revised version based on comments from
                                                            David Wilson.
 v 1.0.2     29-September-2006      Scott Lissel            Revised version based upon discussions with
                                                            David Wilson, Shannon England, Brian
                                                            Christie, and Keith Fortowsky




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Information Systems – University of Regina
Information Project                                                                                                  Statement of Work (SOW)




                                                         TABLE OF CONTENTS


1   GENERAL INFORMATION ............................................................................................................. 5

2   PURPOSE/APPROACH ..................................................................................................................... 6

3   SCOPE .................................................................................................................................................. 8

4   STANDARDS/ASSUMPTIONS ....................................................................................................... 14

5   TASKS/DELIVERABLES ................................................................................................................ 15

6   SCHEDULE ....................................................................................................................................... 26




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Information Systems – University of Regina
Information Project                                                         Statement of Work (SOW)

1       General Information

Project Name:         Information Project           Date:            29-September-2006
Controlling                                         Modification
Dept.:                Office of Resource Planning   Date:            N/A
Prepared By:          Scott Lissel                  Authorized By:   David Wilson




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Information Systems – University of Regina
Information Project                                                              Statement of Work (SOW)

2       Purpose/Approach
The President of the University of Regina has identified several key initiatives that are very high profile
and require immediate attention. The future implementation of an Institutional Data Management
strategy is one item that has lead to the formation of the Information Project to be delivered through the
Office of Resource Planning (henceforth referred to ORP).
The University of Regina currently uses the Banner ERP System while performing day-to-day
management activities. Banner is the central repository for all data information. Although this data is
maintained in one location, the ability to access, analyze and present high level interpretations of the raw
data can be challenging. There are no common definitions and/or documentation regarding the data and
the processes that use it. Different departments have different interpretations of similar or same
information. This inconsistency increases the overall cost of ownership of Banner since reports and ad-
hoc queries continue to be developed as required, sometimes ignoring the fact that similar reports may
already exist and perform the required functionality.
The challenge the University faces at this time is how to find the right pieces of information, how to
grasp and interpret an appropriate understanding of the information, how to effectively manage and
maintain the information, and how best to provide access to information so that ORP can effectively meet
the needs of our stakeholders. Stakeholders require the ability to make decisions based on the most
reliable and accurate data available.
The primary goal of the Information Project is to provide an environment where policies and procedures
are in place to govern and support the management and reporting of accurate, reliable and consistent data
across the University. With the ever increasing needs of business, the university must improve its method
for analyzing institutional data in an efficient and timely manner. Accurate and up-to-date information is
crucial for decision makers to not only maintain existing operations but plan for future strategic
opportunities. By providing an aggregate view of data and simplifying access to current, consolidated
information, University personnel will be better positioned to make decisions on all levels.
Brian Christie (Director – Office of Resource Planning) is responsible for the management, execution,
control, and delivery of the Information Project. Brian Christie has requested Information Services assist
him in the initiation, planning, defining, execution and implementation phases of the Information Project.
Based upon initial discussions with Brian Christie and his staff, it appears that this initiative will be too
large and complex to complete in a short period of time (six to eight months). As a result, the Information
Project will be delivered in two phases: Phase 1 – Data Recognition, Definition, Interpretation and
Access Management and Phase 2 – Data Cleanup and Ongoing Management Strategy. The proposed
“Phased” approach allows for sub-projects to be delivered in smaller more manageable pieces providing
quick wins for all participants and stakeholders.
The Information Project will begin delivering upon stakeholders expectations within Phase 1 by
constructing a foundation upon which the components of a full Business Intelligence system can then be
built. Phase 1 will focus on the definition and interpretation of data being used in the creation and
support of the University’s Fact Book, currently maintained by the ORP. This phase will introduce a
platform and related tool set that will promote a shared understanding of such data across the institution.
Phase 1 will support upper management in their ability to make sound decisions based upon common
business terminology and the best available data. One version of “Truth” will be provided through a
single consolidation of definitions (in the form of metadata). The probability of making decisions based
on wrong information will be greatly decreased as a result.



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Information Systems – University of Regina
Information Project                                                           Statement of Work (SOW)

Participants within this phase will include the ORP, Student Affairs (Office of the Registrar) and
Information Services. Once common definitions, standards, interpretations, and management processes
are created and the necessary tool(s), platform, and repository established, Phase 2 will commence with
enterprise wide data cleansing and process management activities. These tasks will be completed in
collaboration with all Phase 1 participants and yet to be identified Faculties and Departments.
This proposed Statement of Work (SOW) has been prepared by Information Services to help define and
clarify a working relationship between ourselves (Information Services) and the ORP in their delivery of
the Information Project. Brian Christie has requested this SOW so that the Information Project could
begin with the initial planning stages.




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

3       Scope
The primary scope of the Information Project is to 1) Define common terminology for institutional data
currently being used in the development of the University’s Fact Book, 2) Implement strategy and
platform for the continued capture and management of all institutional data interpretations and meanings
3) Improve statistical and institutional research capabilities and 4) Improve ORP’s capability in providing
data management services throughout the University’s Departments and Faculties.
Due to the size, scope and effort required within Phase 2, it has been decided that a prior phase would be
initiated to address the immediate concerns of the ORP in its capture, interpretation and management of
data being used in the University Fact Book. The Fact Book is the University’s single comprehensive
source of statistical data on students, classes, personnel, space and finances. Statistics are formulated
based upon information extracted directly from the University’s Banner system. These statistics are used
by high level management in their strategic and operational decision making processes. August 2003 was
the last time in which a Fact Book publication was created. Since then, Fact Book statistics and reports
are presented on the University’s Web site.
As shown in Diagram “A” – Current Fact Book Infrastructure, three files are now being extracted from
the Banner system two months after the completion of a Term. These three files, containing class/course,
student, and grade data, form the basis of numerous Caspur reports that are maintained by ORP
personnel. ORP personnel modify (as necessary) the contents of these reports to match the requirements
of the Fact Book. These reports are then generated into PDF formats and published on the University’s
WEB site.




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Information Systems – University of Regina
Information Project                                                              Statement of Work (SOW)
ORP is currently struggling with issues surrounding poor data quality brought forth by the general lack of
understanding of existing raw data and related transformations. The timeliness of data being presented is
of concern. Phase 1 hopes to resolve recognized issues through continued data definition and
interpretation processes. For inquires, Phase 1 will result in the implementation of an interactive Fact
Book.
Phase 1 will begin by delivering a process in which all elements, business rules, and transformations used
in the development of Fact Book statistics will be defined. All underlying data will be associated with
these meanings. Recipients will be able to work and make decisions under the same assumptions.
Underlying data will not be analyzed for correctness at this stage. Data Cleansing will be the focus of
Phase 2.
Metadata, data that describes data, will be used in providing the University with a common context. The
chosen metadata platform and tool set provides the University with a source for overall understanding of
data regardless of its source or storage format. As the data evolves, so will its definition. ORP will be the
custodian of all captured metadata and will therefore be responsible for its maintenance. Decision makers
will then have a consistent source and meaning of information. A road-map of how data is used will
always be available to personnel and will not have to be investigated for every inquiry. This will increase
productivity while providing a single source of “Truth”.
The second deliverable of Phase 1 will be a secondary Fact Book (sharing exact characteristics from that
of the original) that will hold more current data for Terms that are in progress. Once a common
understanding of the data is present, the ORP will be able to inquire and respond to questions through a
dynamic Fact Book.
The proposed Fact Book infrastructure is illustrated below in Diagram “B” – Proposed Fact Book
Infrastructure.


                                                                                               .




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Information Systems – University of Regina
Information Project                                                               Statement of Work (SOW)
Once a tool and platform has been established to support the management of common data definitions
used in the creation of the Fact Book, and after all initial data definitions have been fully defined by
ORP, Phase 2 will expand the scope to find common definitions of all remaining data entities used
throughout the University and Banner. This will entail defining what has been supplied to us through
Banner, what we have internally manipulated and/or added, and finally how our users interpret and use
this data to form information.
A gap analysis will then be performed to evaluate the compatibility of terminologies. Those that are
consistent will remain, while those that have varying context will be reviewed and renewed. After all
data has been analyzed, a data dictionary will be created to support findings.
After all data element definitions and terminologies are agreed upon and authorized, an analysis of all
raw data will take place to fix existing inaccuracies. This data cleansing activity will focus on all existing
Banner data including any user defined elements and/or constructs.
Phase 2 will also consider the implementation of a new data management strategy to be used throughout
the University when requesting information and reports from the ORP.
ORP has identified many opportunities for improvement and each has been itemized below as
independent sub-projects within Phase 1 and Phase 2:


Phase 1 – Data Recognition, Definition, Interpretation and Access Management

Sub-Project 1 – Data Definition (Requirements and Approach)
 Identification of Data Definition requirements
 Identification and evaluation of Data Definition/Metadata technologies and tools
 Build vs. Buy analysis
 Implementation and deployment of Data Definition tool and centralized repository
 Identification of Data Definition Governance


Sub-Project 2 – Data Interpretation and Consolidation (ORP - Fact Book)
 Identification of Fact Book requirements
 Identification of Fact Book inputs/outputs/components
 Documentation of data extraction and load processes (automated and manual)
 Documentation of data element definitions and interpretations (Student Affairs (Office of the
  Registrar))
 Documentation of data transformations (automated and manual)




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Information Systems – University of Regina
Information Project                                                     Statement of Work (SOW)

Sub-Project 3 – Temporary Fact Book Deployment
 Identification of Temporary Fact Book requirements
 Analysis, Design, Development, Testing, and Implementation of Temporary Fact Book

Sub-Project 4 – Analysis of Analytical Tools
 Analysis of analytical tools to be used within ORP.




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

Phase 2 – Data Cleanup and Ongoing Management Strategy

Sub-Project 1 – Data Dictionary
 Understanding Banner database and repository
 Understanding Banner data structures and their intended use
 Understanding any external databases and/or data repositories outside of Banner
 Understanding any external data structures and their intended use outside of Banner
 Understand and document all data element definitions that are inconsistent with Banner base
  definitions

Sub-Project 2 – Information Needs Assessment
 Document recent Information Needs captured in earlier interviews through ORP and analyze results
 Perform Gap analysis based on “as is” capabilities and “to be” requirements

Sub-Project 3 – Reports Analysis
 Identify all reports that are based on Banner and external data structures
 Catalog all reports, their report definitions (inputs and outputs) and data element definitions
 Identify obsolete reports
 Analyze all reports and identify commonalities and differences

Sub-Project 4 – Reports Modifications & Creation Procedures
 Remove obsolete reports
 Re-define reports to meet documented information needs
 Conduct security assessment to ensure information is accessible to the proper parties
 Investigate and implement those Best Practices that can assist in the creation of reports

Sub-Project 5 – Data/Reporting Requests
 Document current Data/Reporting/Query Request procedure
 Analyze strengths and weaknesses of current procedure
 Define policy and related procedures for Data/Reporting/Query Requests
 Define Requirements for update
 Implement procedures for Data/Reporting/Query Requests targeting speed and availability




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

Sub-Project 6 – Data/Reporting Request Tools
 Investigate Banner and its ability to support the procedures for Data/Reporting Requests
 Investigate tools that support the procedures for Data/Reporting Requests
 Document findings and propose solution

Sub-Project 7 – Survey Management
 Research tools that can improve ORP’s ability in the design, development, deployment and tracking
  of surveys, data analysis and processing of survey results, and results presentation and reporting

Sub-Project 8 – Implement Data Management Strategy
 Define common standards for data documentation
 Define common standards for business processes data documentation
 Define change management policies and procedures for any changes to data and or business
  processes
 Document Requirements for routine data and or business process validation
 Conversion of all data documentation and business processes to newly defined standard


Each sub-project can be managed as a single project, or multiple sub-projects can be combined to form
one project if necessary. Due to the large number of sub-projects, it would be advisable (based on limited
resources) to undertake no more than two sub-projects at one time. Since activities have been broken up
into smaller initiatives, the number of resources should be lower thus providing multi-tasking of efforts to
take place within all participating Departments.
The breakdown of activities also provides the ability for project team members to build upon past
deliverables and deliver components in an incremental fashion.
Priorities must be defined through ORP prior to project implementation.




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

4       Standards/Assumptions
This SOW has been created to provide an understanding as to what activities Information Services can
assist in throughout the Information Project. Although Brian Christie is the Project Manager for this
initiative, Information Services would assist in the creation of Program/Project Planning components
when requested. It is our assumption that Brian Christie will be creating these deliverables in the near
future and that he will be providing the direction and sequencing of items to be completed.
At this time, without knowing the priority and sequencing of tasks it is difficult to predict the timelines
and scheduled milestones for the project. Based on discussions held with Brian Christie, the initial target
date was December 31, 2006. To complete the amount of work detailed below based upon current
resource constraints is extremely optimistic.
Further discussions regarding project scope and deliverables must take place. One suggestion would be to
prioritize the items of importance and determine how many items could be effectively completed within 6
– 8 month periods. The entire project could be then be broken into several “Time-Boxed” phases to be
completed within the next year or two. Each of these phases would be managed as a Project requiring
detailed Project Plan components including detailed tasks, schedules, resources, deliverables, and
acceptance criteria.
The primary assumption is that Phase 1 will occur prior to Phase 2 commencing.




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

5       Tasks/Deliverables
Due to the number of items and resource limitations facing ORP and Information Services, a phased
approach to the implementation and deployment of each phase and related sub-projects may be better
suited to each of the Departments.


Phase 1 – Data Recognition, Definition, Interpretation and Access Management
Sub-Project 1 – Data Definition (Requirements and Approach)
        Our objective for this project is to ensure the University can make faster and more informed
        decisions based upon the transformation, aggregation and analysis of raw data. To fully meet this
        need, a common understanding of the data must exist. Many Departments within the University
        have differing viewpoints on how data is interpreted thus leading to many different versions of
        the “Truth” once analysis is conducted.
        For raw data to be considered information, its full context, end-user representation(s) and the
        applications and business processes requiring it must be known in advance. The first step of
        Phase 1 will be determining the exact context of a limited set of data (Student). ORP will be
        responsible for this activity. Information Services will provide assistance as required.
        Activities Include:
         Determining the scope of a data elements definition. How far must a data definition span?
          What are the required attributes? This must be determined through a Data Definition
          Requirements Determination phase lead by ORP with support from Information Services.
          (1-2 weeks)
         Once the definition phase begins, all data representations must be stored in a central
          repository for easy access. The use of metadata has been suggested. Prior to deploying a
          solution, a decision must be made as to whether or not to build a custom solution or deploy a
          packaged one. In any case, the product must meet our identified business needs without
          being too complex to operate and/or maintain. The selection of technology and tool set will
          be lead by Information Services with support from ORP.
          (2-3 weeks)
         Once a platform and tool set has been chosen, it must either be developed and/or customized
          to meet our unique requirements. The timelines for implementation and deployment phases
          cannot be provided until we know whether we are building or buying. This activity will be
          lead by Information Services with support from ORP.
          (??? weeks)
         The last deliverable from this activity is that of Data Governance. ORP must define the
          appropriate roles and responsibilities pertaining to definition ownership. Who is the
          custodian of the data definitions (metadata)? What authorizations are required when updates
          exist? These policies and conventions must be resolved by ORP. This activity will be lead by
          ORP with support from Information Services.
          (2-3 weeks)




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Information Systems – University of Regina
Information Project                                                              Statement of Work (SOW)
Sub-Project 2 – Data Interpretation and Consolidation (ORP - Fact Book)
        ORP maintains numerous statistics that are published through a Fact Book. As noted earlier, data
        is extracted from the Banner database, loaded into Caspur reports, reformatted and then
        presented on the University’s Web site. ORP is also responsible for the delivery of
        internal/external ad-hoc inquiries and data requests.
        To ensure a clear and consistent message is being delivered to stakeholders in any media, ORP
        requires a better method in which to understand the internal data being used in their analysis
        efforts. The foundation for this will have been established through Sub-Project 1 with the
        implementation and deployment of a data definition platform and tool set.
        ORP and Information Services will begin defining and recording all interpretations of data
        elements used by both themselves and Student Affairs (Office of the Registrar). The management
        of these definitions will provide the University the ability to track the evolution of
        data/information through its lifecycle, from initial inception through to retirement. Information
        Services will assist ORP in the documentation of existing extract, transform and load procedures.
        Data may be transformed prior to extraction, during extraction, or after extraction to meet
        statistical needs. All transformations must be documented since the true meaning of the data may
        have changed.
        The primary deliverable from this activity is a library of data element definitions and their
        properties.
        Activities Include:
         Identification of Fact Book requirements and current framework. The internal definition of
          the Fact Book should be documented (if not already done). Any changes to the Fact Book
          could then be formally tracked and managed. This must be conducted by ORP with
          assistance from Information Services as required.
          (2-3 weeks)
         Documentation of data element definitions and interpretations of data used by both the ORP
          and Student Affairs (Office of the Registrar). This must include manual transformations
          performed by either Department. This process will later be expanded to include all data
          within the institution (Phase 2). This must be lead by ORP with support from Student Affairs
          (Office of the Registrar) and Information Services.
          (3-6 weeks)
         Documentation of data extraction, load processes and data transformations (automated and
          manual). This must be lead by Information Services with assistance from Student Affairs
          (Office of the Registrar) and ORP.
          (2-3 weeks)




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

Sub-Project 3 – Temporary Fact Book Deployment
        This activity builds upon the definitions acquired through Sub-Project 2. Since the initial Fact
        Book is only populated two months after a Term has been completed, much of the existing data is
        old and/or outdated. Therefore, a temporary Fact Book will be deployed to hold up-to-date (near
        real time) interim information. The only difference between the two Fact Books will be that of
        their population schedules.
        Inquiries will be built upon the data from both Fact Books.
        Activities Include:
         Analysis, Design, Development, Testing, and Implementation of Temporary Fact Book. This
          activity will be lead by ORP with assistance from Student Affairs (Office of the registrar)
          and Information Services.
          (2 weeks)
Sub-Project 4 – Analysis of Analytical Tools
        This sub-project focuses on the investigation of analytical tools (including “Beyond 20/20”) that
        can be built upon the University’s infrastructure to better enable ORP in their ongoing query
        responsibilities. Can a tool be integrated with the Fact Book(s) to help define cause/effect
        relationships between decisions that can lead to better results?
        Activities Include:
         Analysis of analytical tools to be used within ORP. This activity will be lead by ORP with
          support from Information Services.
          (2-3 weeks)


Phase 2 – Data Cleanup and Ongoing Management Strategy
Sub-Project 1 – Data Dictionary
        One of the primary areas of concern is the apparent lack of documentation surrounding the
        existing data that resides in the Banner system database. Each department will be better enabled
        to conduct research and analysis for their initiatives, both now and in the future, by gaining a
        better understanding of what the data represents and what its’ intended uses may be. A better
        understanding of what data elements and structures exist can be attained through the creation of a
        Data Dictionary.
        This dictionary, in its most simple form would consist of a collection of database columns with
        appropriate definitions and meanings of the types of data present. This dictionary will provide
        representations of how data is structured and build the foundation for all research and reporting
        capabilities.
        Activities Include:
         Defining what the University requires in an internal data dictionary. This would be
          determined through a Requirements Determination phase conducted by ORP in consultation
          with all major stakeholders. Information Services will provide support as necessary.
          (2-4 weeks)




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Information Systems – University of Regina
Information Project                                                            Statement of Work (SOW)

         Investigating whether or not a data dictionary already exists within the Banner environment
          and if so, determining if it meets our requirements derived from the previous activity. This
          Gap Analysis phase would be conducted by Information Services.
          (2-4 weeks)
         Identify and investigate all other external databases and structures residing throughout the
          University for potential inclusion in data dictionary. Although Banner is the central
          repository, other Departments may have systems that function outside of Banner and their
          data definitions and uses must be included to complete the loop. This activity would be
          conducted by Information Services with support from ORP as necessary.
          (2 weeks)
         Determining if a new data dictionary is required.

            If a data dictionary already exists and meets our needs, we can then investigate how to
            document external database elements and linkages from external applications (if any). This
            data will require documentation to complete the link. This activity would be conducted by
            Information Services with support from ORP as necessary.

            (6-8 weeks)

            If a new data dictionary is recommended, further investigation and planning would have to
            be conducted as this would be a major project. This step would take a considerable amount
            of time and effort and would require approx. one year of development effort due to the
            complexities of the current and external systems. This activity would be conducted by
            Information Services with support from ORP as necessary.
            (26-52 weeks)

Sub-Project 2 – Information Needs Assessment
        Based upon an Information Needs Assessment conducted in 2004, senior management has
        identified areas that need to be addressed in order to enhance their abilities in day-to-day
        decision making and planning activities. These results have been captured but have yet to be
        documented and analyzed. The outcome of these results would greatly contribute to each of the
        projects described within.
        Activities Include:
             Consolidate and review all of the data captured through the 2004 Information Needs
              Assessment and document it. This activity would be conducted by ORP.
              (4 weeks)




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

             Once documented, ORP would then analyze the findings to determine patterns and/or
              similarities of requirements. Results would then be compared to the current processes
              and infrastructure (“as is”) to determine potential areas requiring improvements.

                At the time of preparing this SOW, the results of the needs assessment is unknown and
                therefore potential improvements are unknown. The expectation is that improvements
                will support the areas of data management and reporting, survey deployment and
                analysis, and hardware/software procurement for data research and statistical analysis.

                Data management will focus on how data is currently captured and interpreted. The
                expansion or correction to both the data dictionary and related capture processes will
                greatly enhance our understandings of the data for future projects and initiatives.

                Analysis of findings would be a shared activity and collaboration between both ORP and
                Information Services.
                (3-5 weeks)
             ORP to report upon the overall findings and provide suggestions for improvements to the
              current processes and infrastructure (“to be”) with all stakeholders. A committee or
              steering group could then focus on each of the items and derive a list of priority items.
              These items could fall into some of the projects identified within this document but some
              may not. The whole process is to address all areas of concern and act upon those high
              priority needs.
              (2 weeks)
             Information Services would then create plan(s) to implement each improvement based
              upon priorities. Without knowing the improvements, it is difficult to estimate the
              durations. However, for this type of initiative it would make sense to deliver
              improvements in an iterative manner. An iterative approach is proposed so that
              improvements can be recognized early on (and often) rather than on one specific
              milestone date.
              (? weeks)

Sub-Project 3 – Reports Analysis
        A resolution to issues and concerns relating to current Caspur reporting has been identified as
        one area of great concern. The amount of documentation relating to each report is minimal. Many
        reports have been identified as not functioning properly (if at all), while some present inaccurate
        results. Due to the absence of a formal Reporting Request Procedure, many reports have been
        created that duplicate results of others. Due to these inaccuracies, the confidence level users have
        with these reports is decreasing.
        A project needs to be started that will identify all Caspur Report definitions much like data
        elements within a data dictionary. Due to the large number and high complexity of reports, a
        complete inventory of “all” Caspur Reports may not be feasible. The time required to completely
        define the structure of a Caspur Report ranges from 4hrs for low complexity reports to approx.
        16hrs for very complex reports that are tied to various views and external applications.




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Information Systems – University of Regina
Information Project                                                              Statement of Work (SOW)

        Based on these numbers, an average time of 10hrs per report could be required. Since there are
        approx. 400 reports, this effort would take over two person years of work to complete and may
        not be feasible at this point. Information Services recommends that each department contributes
        to this process and only those that require immediate attention be documented first.

        Activities Include:
         Identify all Caspur reports that are based upon Banner and external data structures and
          document their name and owner/users. This initial Catalogue would take minimal effort and
          would be conducted by Information Services.
          (1-2 weeks)
         Once a Catalogue of all reports has been created, stakeholders would then help in the
          identification of those reports that are either obsolete, a duplicate, or no longer produce the
          results expected. These reports could then be targeted for removal or maintenance in a
          separate project phase. This will require minimal effort from the stakeholders and would be
          conducted by ORP.
          (4 weeks)
         Once a Catalogue of all reports has been created, consultations with stakeholders could be
          held to determine the most vital/critical reports that are in use today. This sub-list would then
          form the starting point, or pilot for further report documentation activities. Each report could
          then be documented in greater detail. This detail would then be used to identify
          commonalities amongst the reports and lead to the elimination and/or consolidation of
          various reports.

            Based on the time required to complete these definitions, a decision could then be made as to
            when, and if, other reports should be documented. This is a major endeavor and will take
            time. This would take considerable effort and would be conducted by ORP.
            (8-12 weeks)

            Note: This phase is still advantageous to the University if Caspur Reporting is replaced by
            another reporting tool in the future. These assets would still contribute to the requirements
            and definitions of any new reports created for new reporting applications.

Sub-Project 4 – Reports Modifications & Creation Procedures
        Once Caspur Reports have been reviewed and identified as either requiring enhancements or
        removal from the system, a project can begin to make the necessary updates. Prior to making
        revisions, a standard method or procedure should be derived and implemented based upon
        industry Best Practices. This will ensure that all reports are visited in a consistent manner.
        Activities Include:

         Remove and archive obsolete Caspur reports that are no longer required. This activity would
          be conducted by Information Services.
          (1 week)




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Information Systems – University of Regina
Information Project                                                           Statement of Work (SOW)

         Caspur reports requiring modifications must go through a Requirements Determination phase
          with each report’s owner prior to changes being made.
          This will take a considerable amount of time and effort from Information Services. This
          activity would be conducted by Information Services with support from ORP as necessary.

            .5 day/rpt * 100 rpts (25% of 400 rpts) = 50 Days.

            (10 weeks)
         Once all requirements are finalized, Information Services personnel will make the required
          modifications to identified Caspur reports and provide them to the owners. This will take a
          considerable amount of time and effort from Information Services. This activity would be
          conducted by Information Services with support from ORP as necessary.

            1 day/rpt * 100 rpts (25% of 400 rpts) = 100 Days.

            (20 weeks)
         A Security assessment will be conducted in regards to each report/query to ensure
          reports/queries and related data is only provided to authorized personnel. This activity would
          be conducted by Information Services.
          (2 weeks)
         Completed Caspur reports will be documented in the Catalogue described above. Every
          report that is updated must be defined and catalogued appropriately. Although this may add
          some time to the modifications, it will decrease the number of reports requiring definitions.
          This will take a considerable amount of time and effort from Information Services. This
          activity would be conducted by Information Services.

            .5 day/rpt * 100 rpts (25% of 400 rpts) = 50 Days.

            (10 weeks)
         Research standards and best practices to develop a process for creating/updating reports.
          This activity would be conducted by Information Services with support from ORP as
          necessary.
          (2 weeks)
Sub-Project 5 – Data/Reporting Requests
        A standard method in which ad-hoc queries and new reports are requested must be implemented
        throughout the University and its Departments. The current process has lead to a proliferation of
        reports that provide duplicate and sometimes contradictory results. As the ever-changing needs of
        the Departments grow, so does the necessity for up-to-date information and new ways of
        interpretation. To ensure information requests are managed and tracked appropriately, a new
        Data/Reporting Request procedure should be implemented.




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Information Systems – University of Regina
Information Project                                                              Statement of Work (SOW)

        Activities Include:
         Documentation of current process used for requesting ad-hoc queries and reports. This
          activity will require the cooperation of all stakeholders since many channels are used when
          acquiring data. The focus of this analysis will be on how current requests/needs are
          determined, whether or not requests are evaluated against existing assets, how requests are
          submitted, communicated, implemented and tracked. This activity would be conducted by
          ORP with support from Information Services as necessary.
          (2-3 weeks)
         Requirement Determination session(s) with all stakeholders to help determine how best
          information reporting needs can be addressed. Input, along with industry Best Practices, will
          form the foundation for a new campus wide Data/Reporting Request procedure. The intent of
          this activity will be to streamline the reporting process and reduce the sheer number of ad-
          hoc requests. The proposed process would be conducted by ORP with support from
          Information Services as necessary.
          (2-3 weeks)
         Conceptual design of a flexible process and environment for conducting ad-hoc queries and
          report requests through either Information Services or through self-service procedures. Based
          upon the current request/maintenance processes defined in the previous activity, Information
          Services would identify current strengths, weaknesses and potential vulnerabilities and
          propose a new and improved model. This activity would be conducted by Information
          Services with support from ORP as necessary.
          (2-3 weeks)
         Implementation of Conceptual design. This activity would be conducted by Information
          Services with support from ORP as necessary.
          (3 weeks)
         New reports should only be introduced when the current report(s) do not provide the
          necessary detail. Providing the reports catalogue above will provide users with a list of
          reports to choose from. (shopping list) If the details are not present within the current list,
          users could then make a formal request to ORP for a new report and/or query to be added.
          The intent is to decrease the number of reports displaying the same data in various formats.
Sub-Project 6 – Data/Reporting Request Tools
        The University has a goal of creating an information environment that will support decision
        makers within each of the Departments and Faculties through improved data management
        policies, procedures and tools (if required). The first step is ensuring the quality and integrity of
        the data. This has been addressed in earlier sub-projects. The second step is ensuring users have
        easy access to this information through either Banner or 3rd party vendor applications. The ability
        to query data and conduct statistical research and trends analysis in a timely manner needs to be
        improved. Information Services can assist in the evaluation of both current and existing tools
        required for enhanced data access and analysis.




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Information Systems – University of Regina
Information Project                                                              Statement of Work (SOW)

        Activities Include:
         Prior to evaluations of tools, the needs of the University have to be addressed. An initial
          Requirements Determination must be conducted first to determine what actually is required
          by each of the Departments in terms of reporting, research and statistical analysis. What
          percentage of identified data access requirements can be met with the current tools we
          employ (including Banner)? Is it advantageous to build upon what we currently have and
          address the shortcomings, or replace our current reporting infrastructure? This activity would
          be conducted by ORP with support from Information Services as necessary.
          (3-6 weeks)
         Once requirements have been formalized and the scope of changes has been determined, a
          decision can be made as to whether additional tools are required. If so, product research can
          begin with vendors to find products that support our needs. A short list of vendors will be
          created and presentations planned. This activity would be conducted by ORP in collaboration
          with Information Services.
          (3-6 weeks)
         Finally, an evaluation process will be required to select a product that will meet our needs
          both now and in the future. If all parties agree upon the recommendation the procurement
          and planning phases would then begin.
          (4-6 weeks)

Sub-Project 7 – Survey Management
        ORP is responsible for the University’s Performance Measurement Framework that requires
        reporting of new statistical aggregates and results from surveys conducted with both internal and
        external groups. Information Services can assist in the research of tools that can improve ORP’s
        ability in the design, development, deployment and tracking of surveys, data analysis and
        processing of survey results and results presentation and reporting.
        (3 weeks)

Sub-Project 8 – Implement Data Management Strategy
        As a provider of management information, the University and ORP would benefit from the
        analysis of current data management policies, procedures and methodologies in place today, and
        identify areas requiring enhancements. The manner in which data is collected and entered,
        verified and validated, documented and maintained, aggregated and reported upon must flow in a
        clear and consistent manner.
        The availability of increasing amounts of information presents the challenge of delivering the
        right information, to the right person, at the right time. Data must be relevant, meaningful and at
        the appropriate level of depth. If the data cannot be trusted, new processes that assign
        accountability for the institutions data must be enabled.
        Information Services can assist ORP in the definition and implementation of a new Data
        Management Strategy that will better enable institution-wide decision making and planning
        through a shared understanding of information. Based upon common Best Practices, Information
        Services can adopt and tailor a strategy that would provide a structure that would facilitate the
        presentation of institutional data that could be effectively shared across the university
        communities and improve overall performance and research capabilities.


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Information Systems – University of Regina
Information Project                                                            Statement of Work (SOW)

        Activities Include:
         Identification of all users sharing data within the institution. Who has access to what
          information and who is making decisions based on this data? This activity would be
          conducted by ORP.
          (2-4 weeks)
         Definition of standards for the documentation of business processes and data validation
          amongst all Departments. All parties can understand how data is used within the differing
          environments. This activity would be conducted by ORP in collaboration with Information
          Services.
          (2-4 weeks)
         Investigation and analysis of how data flows between the faculties and departments. This
          would assist in the definition of requirements for an improved architecture. This activity
          would be conducted by ORP in collaboration with Information Services.
          (3-6 weeks)
         Definition of standards relating to how data will be presented and shared. Although the
          internal repository for information is within Banner, new standards for data sharing and
          presentation must be developed. These standards will allow stakeholders to share data in a
          common format. Common definitions result in consist application of data across the
          University. These standards can evolve over time but the foundation will be built. These
          standards will be built based on industry Best Practice. This activity would be conducted by
          ORP in collaboration with Information Services.
          (3-6 weeks)
         Review of current infrastructure to determine where improvements can be made to support
          collaborative data management policies and procedures. This activity would be conducted by
          Information Services in collaboration with ORP.
          (3-6 weeks)
         Definition of a change management strategy relating to how business and data management
          processes can be managed. As of now, no processes are in place and there is a lack of
          accountability for any data changes. This has lead somewhat to the inconsistencies present
          today. By enforcing a strategy for change, all departments will be aware of changes and can
          either approve or disapprove proposed changes. The intent of this process would be to
          promote a shared understanding of changes so that no party is negatively affected. This
          activity would be conducted by Information Services in collaboration with ORP. ORP would
          however be responsible for managing any and all changes to defined processes and/or related
          data.
          (1-2 weeks)
         Converting all data documentation and business processes to newly defined standards. This
          would take a great deal of time and effort and would most likely be a separate project. It has
          been listed here for completeness. This activity would be conducted by ORP in collaboration
          with Information Services.




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Information Systems – University of Regina
Information Project                                                               Statement of Work (SOW)

The goal of this strategy is to build a system that users can count on, one that is more efficient, effective
and accountable. A system that provides objective, timely and accurate information is the basis for sound
decisions that are in the best interest of the University. With better information and through enhanced
information management, the University will be able to accurately measure and track how the institution
is performing.




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Information Systems – University of Regina
Information Project                                                             Statement of Work (SOW)

6       Schedule

                        Task                             Best       Most           Worst
                                                         Case       Likely         Case
                                                                    Case
                                                         (wks)       (wks)          (wks)

                      Phase 1
Sub-Project 1 – Data Definition (Requirements and          5           8             12
Approach)
(does not include implementation of any
implementation and deployment activities as it has
not yet been determined)
Sub-Project 2 – Data Interpretation and Consolidation      7           12            18
(ORP - Fact Book)

Sub-Project 3 – Temporary Fact Book Deployment             4           5              8
              Phase 1 Totals (Weeks):                      16          25            38
                                                        (.3 yrs)    (.48 yrs)     (.73 yrs)

                      Phase 2
Sub-Project 1 – Data Dictionary                            27          54           108

(26 – 52 weeks includes the development of a new
Data Dictionary if required)
Sub-Project 2 – Information Needs Assessment               7           10            20

(does not include implementation of needs as they
have yet to be defined)
Sub-Project 3 – Reports Analysis                           12          16            32
Sub-Project 4 – Reports Modifications                      25          45            90
Sub-Project 5 – Data/Reporting Requests                    6           11            22
Sub-Project 6 – Data/Reporting Request Tools               9           14            28
Sub-Project 7 – Survey Management                          2           3              6
Sub-Project 8 – Implement Data Management                  12          21            42
Strategy
              Phase 2 Totals (Weeks):                     100         174           348
                                                        (1.9 yrs)   (3.4 yrs)     (6.7 yrs)




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