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Microsoft Word Document Data Steward Application Meeting Notes 02_27_2023.docx Feb 28, 2023 by leslie.obourn

  1. Use UVA3 for development
    1. See Also: Pre-Questions for Requesting Changes to Data Stewards
    2. TAPP Tickets:  UVA-306 - Getting issue details... STATUS
  2. Teresa will talk with UVA team about roles, responsibility, resources, and timelines.
  3. Future Ideal – gather data stewards data and put into UBI.
    1. We'll evaluate this once the reports are available/tested and the approval flow is implemented.
  4. Provide Access to Lisa/Jessica to update data steward roles
    1. Complete - Kelli: Create new User Based group "Data Steward Approver"
    2. allow manual access to update to data steward roles
    3. Security Admins do this today
  5. J/Matt: Create Reports:
    1. Data Steward has changed jobs – so it should be reviewed by Lisa’s team
    2. If data steward terminates – reviewed by Lisa’s team.  There should be a backup for each data steward.  Notify of the primary (leaving) and backup.
    3. WD Report that lists all data stewards and their security group.
    4. MBU is trickier. (Lisa does not make changes to these - they are appointed by schools)
    5. Is this the information needed?  If so – can start to add to UBI
    6. Next step: Matt and J to meet
    7. Kelli: Secured on 2 domains (Security Configuration and Security Activation) - which is the best to give view-only to Lisa/Jessica?
    8. Report
      1. List of Data Steward groups and who is in the groups
      2. History of Data Stewards and what they have done
      3. identify employees that have left the University or have changes jobs.
      4. This report or notification would be sent to the Workday Security team and the Data Governance Director. Note: we may need to have a security role for the Data Governance Director and a designated back-up.
      5. Lisa's Report
        1. Filter: 
        2. Point in time - who is in the Data Steard roles
        3. Look up by name
        4. nice to select
        5. List of all Data Stewards and their roles - for all systems (HCM, FIN, SIS, UBI)
          1. name
          2. data steward role - how to pull information from bp condition rules?
          3. system (e.g, UBI, SIS, HCM)
          4. Date assigned the Data Steward role (maybe? user effective date)
          5. search by person, role, system
          6. Backup: capture security group detail in comment box for reporting (maintenance issue)
  6. Workflow
    1. Notification via Change Job and Termination BPs:
      1. Condition Rule: Is the worker in a data steward group?
        1. If yes - send a notification to the data steward group inbox: datagovernance@virginia.edu
        2. And send a todo to "Data Steward Approver" user based group (Lisa Emmons and Jessica Rafter)
          1. Within the ToDo - instructions to run specific reports (how to do it).  Probably won't be able to click to see details - the notifications will provide instructions on how to locate the details.  
        3. Evaluate whether this process changes once Phase 2 process is implemented
      2. Matt will update the BP as part of the HR Role review changes.
  7. Data Steward Update request:
    1. Phase 1: Notification via manual user request:
      1. Document how end users request Data Steward change:
        1. Salesforce vs. Help Desk
        2. Need to work with Teresa
      2. Lisa has ability to update in Workday (for data security groups only).
        1. Stand-alone task for 'Data Steward Approver' to update data steward roles.
        2. Send Lisa screen shots of the reports to use: 'Assign User based security group' and 'Assign Users to user based security group')
      3. Next Steps:
        1. Complete: Grant Lisa access to update data steward roles "Data Steward Approvers" in UVA3.
        2. Complete: Update Group Descriptions
        3. In Progress: Create report (ready to share with Lisa)
        4. Matt In Progress: Update Data Steward Security Groups to add Lisa
        5. Matt to create job aid/documentation for Lisa 
        6. Kelli to meet with Lisa & Jessica Raffter for training/KT
        7. Teresa to let Lisa know next steps and request Lisa think about how she'd like to receive requests.
        8. Lisa to communicate to data stewards (I now have the ability to update Data Stewards so please let me know when you need a change)
        9. Teresa to inform HR Team/Syed and Help Desk - and Syed to let all the teams know that Lisa is maintaining the data stewards.
        10. SBX/Production Migration:
          1. Security Group (currently in UVA3)
          2. Report (currently in Prod)
          3. Note: Data Security Group descriptions already in production
    2. Phase 2: J/Collette: Stand-alone process (in WD Extend)
      1. Requester: Current steward (primary/secondar) or Lisa/Jessica.
      2. Approver 1: Current steward's Supervisor
      3. Approver 2: New 'Data Steward Approvers' - Lisa/Jessica (also confirm training)
      4. Integration will update the data steward assignmen 
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