Data Flow Mapping v2 (IT 400-010)

1.0 Purpose

This policy describes the standard for documenting integrations between systems. It defines the guidelines for creating and maintaining both a high-level diagram to illustrate connection flow, as well as detailed spreadsheets of data field connections/names between systems involved in integrations and the commands to utilize them.

2.0 Definitions

Data Warehouse - The definitive source for report data. Contains data from multiple sources that are normalized, verified, and promoted.

Destination System - An application or database that receives data from a source system (Emma, Hubspot, Navigate)

IdP - Identity Provider (Azure/Entra ID) used to verify user identity and provide SSO

Integration Owner - Lead team member who oversees and coordinates the Integration Team

Integration Stakeholder(s) - The individual or group that has interest in an integration's outcome. They are involved in implementation, planning, and are often users of the integration.

Integration Team - The individual or group that performs the tasks of writing and maintaining applications/integrations.

SIS - Student Information System stores records, including, but not limited to: names, contact, biographical, degree, course, employment positions

Source Systems - An application or database that generates or stores data (Jenzabar J1, FIM, Salesforce)

SSO - Single Sign-on authenticates users for access to multiple applications

3.0 Scope

This policy is applicable to all IT personnel and integration stakeholders, owners, and team members who are involved with any platforms or services related to institutional data.

4.0 Policy Statement

Each integration must be documented following this policy to ensure understanding in what data moves between systems and services utilized by the institution. Integration Team members are responsible for updating documentation anytime a change occurs.
All related documents are to be stored in the Data Flow Mapping Google shared drive.

Master Index Spreadsheet

Documentation is to be tracked on a master index spreadsheet. When an integration is created or updated, the last modified date must reflect the date of the change on the master index spreadsheet.

High-Level Data Flow

All systems and related integrations must be documented on a high-level flowchart style diagram. The diagram will always contain a key describing what each entity shape represents, with connection flow designated using arrows.

Detailed Spreadsheets

All systems and related integrations must be documented on detailed spreadsheets, utilizing the Data Documentation Template.

5.0 Procedures

New Integration

New integrations are requested following guidelines set in the 3rd Party Integrations Policy.

An Integration Team Member is responsible for adding the integration to the Master Index spreadsheet and updating the last modified date.

An Integration Team Member will create a duplicate of the Data Documentation Template and document the integration.

• Name the spreadsheet using the format: <DataSystem1> - <DataSystem2> (i.e. Canvas - J1). If there are more systems the name shall follow the format: <DataSystem1> - <DataSystem2> - <DataSystem3>. One document will be created per integration.
• Each component of the integration is to be placed on its own tab in the spreadsheet with an identifying tab name (usually broken down by specifications designated by the vendor: file, SQL, etc.).
• Designate data flow directions using arrows ( ---->, < ----, <---->)
• Below the data fields, the code/query used to retrieve the data for the component is to be documented, as applicable.

An Integration Team Member will add the new integration to the High-Level Data Flow diagram.

• Entities related to the integration are to be represented by the appropriate shapes, following the document key
• Data Flow will be represented by arrows
• The high-level data flow diagram last updated date will be modified to reflect the date of the change

Modification to existing

Modifications to integrations are requested following guidelines set in the 3rd Party Integrations Policy.

An Integration Team Member will revise the last updated date on the Master Index spreadsheet. 

An Integration Team Member will update the appropriate detailed spreadsheets related to changes with the integration.

• If necessary, update the spreadsheet name using the format: <DataSystem1> - <DataSystem2> (i.e. Canvas - J1). If there are more systems the name shall follow the format: <DataSystem1> - <DataSystem2> - <DataSystem3>.
• Update each component tab of the integration, updating the identifying tab name where appropriate
• Designate data flow directions using arrows ( ---->, < ----, <---->)
• Below the data fields, update the code/query used to retrieve the data for the component is to be documented, as applicable.

An Integration Team Member will update the integration on the High-Level Data Flow diagram.

• Entities related to the integration are to be represented by the appropriate shapes, following the document key
• Data Flow will be represented by arrows
• The high-level data flow diagram last updated date will be modified to reflect the date of the change

Archiving

Discontinuation of an integration is requested following guidelines set in the 3rd Party Integrations Policy.

Decommissioned integration documentation is to be moved by a Team Member into the Archive folder inside the Data Flow Mapping shared drive and the archive date recorded on the Master Index spreadsheet. Archived data may be deleted after one year.

6.0 Responsibilities

Integration Owner

Responsible for communicating with and providing updates to Integration Stakeholders.

Are the point of contact for requests and modifications.

Integration Team

Responsible for documenting which systems connect and the data flow direction.

Responsible for maintaining the high-level data flow diagram

Responsible for creating and maintaining detailed spreadsheets for integrations and Data Documentation Template

Responsible for updating the Master Index Spreadsheet

Integration Stakeholder

Responsible for identifying requirements, defining data points and working with the Integration Team.

Stakeholders are responsible for assisting with documentation as needed

7.0 Citations & Related Information

None