HR and IDAR Data Partnership Process

An overview of the process between HR and IDAR during the enhanced partnership of data efforts starting in 2023.

With enhanced partnership of data efforts between HR and IDAR in 2023 the information in this knowledge base article will provide clear process steps for solving data problems from our campus partners together.

What is Defined as an HR Data Request?

An HR data request is defined as any data request incorporating: faculty, staff, student workers, temporary workers, retirees, potential employees (candidates), identification, job, compensation, diversity, recruiting, performance, benefit, payroll, or any analytical process involving human capital within the University.

When HR has a New Data Request

1. Review any available resources to help solve the request:
   1. HR Quick Facts Page
   2. IDAR Quick Facts Page
   3. IDAR In-Depth Reports Page
   4. Data Cookbook
   5. Banner Training Center - all University employees get access to trainings by signing up for an account.
   6. Cognos Analytics - review or run any previously built reports
   7. IPEDS Data Center - all mandated reporting for HR, can compare to other universities
   8. HR Sharepoint site for any past documentation
2. If no current resources are available to solve the request HR will enter an HR request for any of the Data, Analytics, and Reporting Services and add specific HR partner name to the HR Partner question in the request form. 
3. The IDAR team is notified through the Tommie Tech Services portal and via email.
4. The request will be viewable in the unassigned request queue to IDAR
5. IDAR will reach out to that partner to collaborate in completing the request.
6. All outputs are documented in Data Cookbook as specifications, data definitions added/updated, and any other process documented in a Knowledge Base Article or on the HR Sharepoint site.
7. Request is completed in Tommie Tech Services by IDAR with:
   1. Any data output files shared as a liquidfile link.
   2. The link to the Data Cookbook documentation.

When a New Data Request Comes into Tommie Tech Services

1. A campus partner, HR or IDAR team member will enter an HR request for any of the Data, Analytics, and Reporting Services or through the general Tech Desk. 
2. The IDAR team is notified through the Tommie Tech Services portal and via email.
3. The request will be viewable in the unassigned request queue to IDAR
4. If the requestor has identified an HR Partner already when completing the request form:
   1. IDAR will reach out to that partner to collaborate in completing the request.
5. If no HR Partner has already been identified when completing the request form then:
   1. IDAR will post the request in the HR + IDAR Partner Teams chat 
   2. An HR Partner will approve moving forward with request or provide language to postponing/canceling request
      1. If request approved: An HR Partner is identified and recorded in the request, then the IDAR and HR members will collaborate on completing request.
      2. If request not postponed/cancelled: IDAR will update the request with the provided HR language.
6. All outputs are documented in Data Cookbook as specifications, and data definitions added/updated.
7. Request is completed in Tommie Tech Services by IDAR with:
   1. Any data output files shared as a liquidfile link.
   2. The link to the Data Cookbook documentation.

When IDAR Receives an HR Data Request through Email/Chat/Meeting

1. IDAR will enter the request in the appropriate Data, Analytics, and Reporting Services creating a request.
2. The IDAR team is notified through the Tommie Tech Services portal and via email.
3. The request will be viewable in the unassigned request queue to IDAR
4. If the an HR Partner was already part of the request discussion:
   1. IDAR will include the HR partner in the request and collaborate to complete the request.
5. If no HR Partner was not already part of the request discussion:
   1. IDAR will post the request in the HR + IDAR Partner Teams chat 
   2. An HR Partner will approve moving forward with request or provide language to postponing/canceling request
      1. If request approved: An HR Partner is identified and recorded in the request, then the IDAR and HR members will collaborate on completing request.
      2. If request not postponed/cancelled: IDAR will update the request with the provided HR language.
6. All outputs are documented in Data Cookbook as specifications, and data definitions added/updated.
7. Request is completed in Tommie Tech Services by IDAR with:
   1. Any data output files shared as a liquidfile link.
   2. The link to the Data Cookbook documentation.

What is a typical turnaround time for requests?

IDAR strives to turn around requests within 10 business days maximum, meaning we always try to turn them around as fast as possible depending on the complexity, availability of the data, and prioritization.

Currently IDAR is following the priorities set by the president and our ITS leadership of Enrollment and Retention first, then Senior leadership requests, issues stopping business production, required accreditation requests, those requests in our Tommie Tech Services queue, then those requests through email/chat. Therefore turnaround times can shift based on these priorities.