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ANALYSIS
CustomersOffice of Planning & Budgeting (OPB)
Application UseUW Tableau – manage access to dashboards
UW Email – communicate with members 
Microsoft Teams – file sharing and collaboration
OPB Reporting Tools – manage access to fiscal vitality reporting tools
Membership (Business Definition)

According to the Financial Organization Codes (FinOrgs) used by the UW legacy financial systems, each School/College level organization (identified by the first 3-digits of the full 10 digit code) needs to have a main Financial Administrator identified. This Administrator (aka Unit Administrator) will be the main point of contact for Budgeting and other related finance-related planning and discussions with the Provost and OPB. 

When that main Unit Admin leaves their position, they will be dropped from the group. There are also some additional Department level Administrators and OPB personnel included in the group when it is deemed necessary for them to stay informed with School/College Unit Administrator information.

Business ProcessMembership is managed via access management process administered by OPB.
System of RecordOPB database (opb01.s.uw.edu)
Business DomainMaster Data (used for both Financial Resources and Academics)
Subject AreaInstitutional Metrics and Objectives, Organizations, Budgets. (subject area(s) from UW Data Map)
DESIGN
TypeGroup
Home Groupuw_opb
Group IDs

uw_opb_unitadmins-acad, uw_opb_unitadmins-adm, uw_opb_unitadmins, uw_opb_unitadmins-dept

Display Names

Academic Unit Administrators, Administrative Unit Administrators, Unit Administrators, Department Unit Administrators

Lifecycle Policy (Creation)

Created by OPB.

Lifecycle Policy (Deletion)

Deleted by OPB.

Membership (Direct)
  • Group uw_opb_unitadmins has its membership controlled via the subgroups uw_opb_unitadmins-acad, uw_opb_unitadmins-adm, and uw_opb_unitadmins-dept
  • Subgroup uw_opb_unitadmins-acad will have its membership controlled via the list of netids in the view OPB.org.uw_opb_unitadminsAcad on the database server opb01.s.uw.edu 
  • Subgroup uw_opb_unitadmins-adm will have its membership controlled via the list of netids in the view OPB.org.uw_opb_unitadminsAdm on the database server opb01.s.uw.edu
  • Subgroup uw_opb_unitadmins-dept will have its membership controlled via the list of netids in the view OPB.org.uw_opb_unitadminsDept on the database server opb01.s.uw.edu
Membership (Exceptions)

None (provisioned from OPB data source)

Membership (Grace Period)

None (provisioned from OPB data source)

Membership (Opt-in)None
Membership (Opt-out)None
Contact Person

Data Architecture Group (uw_opb_fabs_da) 

Description

According to the Financial Organization Codes (FinOrgs) used by the UW legacy financial systems, each School/College level organization (identified by the first 3-digits of the full 10 digit code) needs to have a main Financial Administrator identified. This Administrator (aka Unit Administrator) will be the main point of contact for Budgeting and other related finance-related planning and discussions with the Provost and OPB. 

When that main Unit Admin leaves their position, they will be dropped from the group. There are also some additional Department level Administrators and OPB personnel included in the group when it is deemed necessary for them to stay informed with School/College Unit Administrator information.

Data Quality: Quarterly Review to validate membership for employees who have changed positions but remain at the UW. A daily SQL job is now automatically removing members when their latest HumanResources.sec.WorkerPosition record has a Record Effective End Date that is in the past. Note: A dependency on uw_employee group would be redundant and would theoretically cause the table and group to be out of sync. 

Appropriate use guidelines: Generally this list should only be used for approved Provost-related business. Please contact OPB (Linda Eskenazi) to determine if your use of this UW Group is appropriate.

Access control policy: Only members of the uw_opb group or each group itself can send emails to the given Exchange group. All other access is controlled by OPB.

More InformationN/A 
Application Settings (Exchange)

Exchange enabled. Only members of each group or members of uw_opb group are authorized to send email to each group.

Application Settings (Google)

Inactive.

ACCESS CONTROL
Data CustodianSarah Hall, Vice Provost, Office of Planning and Budgeting
Classification

Restricted

Access Control PolicySee Description above.
Membership Viewer ControlNo restrictions.
Sender ControlOnly members of the group or the uw_opb group may send items to the group. 
IMPLEMENTATION
Data Source

opb01.s.uw.edu

Membership (Technical)

OPB.org.uw_opb_unitadminsAdm, OPB.org.uw_opb_unitadminsAcad, OPB.org.uw_opb_unitadminsDept (SQL data views)

Provisioning

The "OPBGroupMaker.sh" script runs daily, and it builds an XML file named "OPBGroupMembers.xml" that is processed by the "tegeaGSGroupUpdate_opb.sh" script.  Any adds or deleted to the uw_opb_unitadmins* groups are handled this way on a daily basis.

De-Provisioning

There isn't an life cycle policy defined for the UW-HR groups.  The OPB team does own these groups, so they should decide when these groups are no longer needed and then should deprovision them.

Monitoring

The "tegeaGWSGroupUpdate_opb.sh" script runs daily and updates the membership of the uw_opb_unitadmins* groups.  If this job fails an email is sent to iam-support@uw.edu.  This is the same monitoring that occurs in all UW-HR group provisioning.

Group provisioning will be monitored in the same way that other UWHR group provisioning is monitored.  The group construction and the group updater pieces both provide logging and monitoring.  

Data Quality Standards

Daily data check (on the SQL db) to remove any members no longer employed at the UW.

Internal Documentation

Internal groups documentation can be found here: 

Groups Service Automated Group Provisioning Quick Reference

Customer Documentation

Managing Unit Admins in UW Groups SoP

Communication PlanNone
OPERATIONS
Request Fulfillment

Requestors should contact OPB, Administrators of the groups.

Incident ManagementRoutine UW Groups Service support for infrastructure, connectivity or data source issues would be redirected or escalated to OPB (outside of UW Connect).
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