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Introduction:

The first set of EBOs are nearing completion (see the EBO Repository ).  We are getting ready to start another pass of creating new EBOs.   This is the outcome a SWOT analysis of the PROCESS of creating and maintaining the EBOs.   We want to use this to inform the next round of EBOs.  The goals of the SWOT analysis are to:  build on the STRENGTHS, alleviate the WEAKNESSES, leverage the OPPORTUNITIES and mitigate the THREATS.   Strengths are those things that we thought went well or were good outcomes of the process.  Weakness are areas to improve the process.  Opportunities are welcome outcomes or opportunities that present themselves because of the process.  Threats are outside factors that have a negative impact on the process and the desired outcomes.

Strengths

Weaknesses

  • Having the EBOs documented helps the techs with the web service design
  • Developing them helped to see gaps in the enterprise
  • Showed opportunities for new business design and process improvement
  • Highlighted new customers (of the data) and new services that could be provided
  • Helps get the enterprise using the same definitions and language (e.g. When we say course we mean...)
  • Brainstorming the users and their use cases helped see the scope of the Curricular Data Services
  • Expanded the view and definitions of the objects (beyond the familiar system view)
  • Uncertainty in final product made for a lot of revisions and handwringing along the way
  • Time consuming work
  • Need many different people in the room, face-2-face, to discuss and brainstorm
  • Hard to get away from current system's structure and data views
Building on Strengths and Alleviating Weaknesses

We did well in the first pass of using the EBOs in web service design.  It would be good to capture the following in items in the next pass:

  • Places where the EBOs suggest new business design and process improvements.  These things did happen but we did not capture them as a positive outcome from the work.
  • New customers and the new services that we come up with during the brainstorming process.

We should use the EBO work to build a communications packet to help with getting the enterprise to use the same definitions.

Since we now have had a two passes at the Curricular EBOs, the first weakness should be reduced.  The other weaknesses may be helped by having one iteration of the process behind us.

Opportunities

Threats

  • Getting the campus on the same page/talking the same language
  • Getting the right data displayed the right way
  • Finding and using the correct source for the data
  • Finding new partners to work with
  • Helping with the strategic alignment between groups
  • The EBO work along with the delivery of the CHUB and Web Services is an example of the new architecture and methods for delivering enterprise data.
  • The EBO work created a framework for a more effective policy and governance for managing enterprise data.  It created organizational awareness around the value of enterprise data.  
  • It showed enterprise data as something independent from source systems.
  • Time and budget issues
  • People and resources to attend meetings and review outcomes
  • Maintenance is time consuming
  • Conflicting Priorities
  • Ownership of the EBOs is complex
  • Governance issues around the EBOs and the data is complex
Leveraging Opportunities and Mitigating Threats

To leverage the opportunities, there needs to be an outreach and education effort that goes along with the development of the EBOs.  The campus needs to know that they exist and that they are useful and meaningful.   Parties need to know how to engage with the EBO process.

The threats are common threats to all projects.  Showing the value of the EBOs and their related projects will help with the budget/people/resources issues.   Ownership and Governance issues may be sorted out by the data stewardship initiatives.

Next Steps
  1. Review the current EBO structures and data fields.  Make sure they make sense.
  2. Set up a place to capture the items (gaps in the enterprise, business process improvements, business design, new customers and new services) that are highlighted in the process.
  3. Kick off next round of EBO creation with a 1 hour informational meeting to explain the process and the desired outcomes.  Use this time to educate the team members on what we are trying to do and why.
  4. Have a 1/2 day meeting to brainstorm on the new EBOs.  Since face2face is the best way to build these things, try to get everyone together for a long enough period of time to get a lot of work done.
  5. Possibly set up a campus forum on EBOs - why, what, how, where etc of the EBO world
  6. Develop a marketing/communication packet about the EBOs to help raise awareness on campus
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