The Data Stewardship Council, an E-Berkeley subcommittee, is conducting research of locally developed and administered data systems in use throughout UC Berkeley. With this research, the DSC aims to address campus data access, security, and integration issues such as: duplication of data and data entry, incongruencies between local and central campus reporting, and gaps between the needs of local department/unit users and central systems design. We also wish to identify major needs causing the development and use of local systems so that these needs can be incorporated into any strategies for the future development of central campus data structures.

While we would like to be aware of every data system in use throughout the campus, we recognize that goal to be unrealistic, and are therefore requesting information only on those systems that you consider “major” (e.g. departmental financial system). However, if you would like to include information about your smaller systems (e.g., mailing list database) we would be happy to receive that information as well.

If you have more than one system to report, the survey will allow you to go through it as many times as you need. You can also come back to the survey at any time to add information about additional systems.

Please take a few minutes to participate in our survey. Your input is greatly appreciated. Questions about the survey? Contact Jill Martin at: jmartin1@uclink.berkeley.edu

General Information:

Department

Name

Email

Campus Phone

Does your department/unit maintain any locally-administered data systems?
(Including but not limited to Oracle, SQL, Access, Filemaker Pro and Excel databases)
Yes No No response

If yes, how many locally administered data systems does your unit/department maintain? 0 1 2 3 4 5 6 7 8 9 10 11 12+

System Information:

What is the name of your local system?

What is the function of your system? Please be specific about the operational, reporting, or service-based functions of your system. Also, if your system adds data not maintained in a central system or adds a function not centrally supported, please describe what you have added.

Are there other campus systems (central or local) that your system integrates with? Yes No No response

If yes, please name the systems and describe how those integrations are accomplished (e.g. flat file exchanges)?

Do you publish and maintain a data dictionary for your system? Yes No No response

Is any data in your sytem restricted? Yes No No response
Restricted refers to data that identifies or describes an individual, including but not limited to, his or her name, social security number, medical history, and financial matters. Restricted also refers to data whose unauthorized access, modification or loss could seriously or adversely affect the University (e.g., cause financial loss or loss of confidence or public standing in the community), adversely affect a partner (e.g., a business or agency working with the University), or adversely affect the public.

Does your system use authentication to identify users or authorization in order to control access to restricted data or to restricted tasks?
Yes No No response

If yes, please describe the roles and levels of permission that are needed (e.g. students can view some but not all screens, managers can edit data, some staff enter data while others can read-only, etc.) and how you accomplish the authentication (e.g. CalNet AWS, CalNet LDAP lookups, a table of user roles within your application, Windows Domain Credentials, or other third-party solutions, etc.)

Tell us about the technical aspects of your system. Hardware and software platforms? Homegrown application, vendor package, other UC product or open source? Age of application? Core services or components that you have had to buy or build?

Additional Information and Comments:

Is your department developing or planning to develop any new information systems in the near future? Yes No No response

If yes, please describe.

Do you have any specific needs or suggestions that you would like us to consider in our strategies for the development of campus integrated data structures?

Do you have any further information or comments that you would like us to know about?

In additon to using the information that you have provided to support our analysis and recommendations, we also plan to publish a directory of campus data systems with contacts on the Data Stewardship Council Website.

Do we have your permission to publish your system(s) in our directory?
Yes No No response