Data Administration

*Data Administration includes the comprehensive management of TeamWeb
data, such as ensuring consistent definitions of data elements and
coordinating the development of data dictionaries.*

**PURPOSE:**

The purpose of TEAM Web Data Administration is to fully support the
FTA's application efficiently and effectively. The data administration
is based on making sure all the data in the tables and in the database
are accurate and up to date. If there are ever any improper data or if
something goes wrong with the data in the tables, the team applies data
administration processes to correct the data correspondingly.

**JOB SCHEDULING PROCESS:**

All the issues and jobs that are required for TEAM help desk application
called CMS (Change Management System). As issues are requested, the help
desk staff inputs the issue and assigns each job to the appropriate
person who can resolve the issue.

**DATA FIXES:**

Data fixes contain all level 2 issues and could include Fund
adjustments, budget adjustments, back out reservations, Delphi
transaction adjustment, or any data changes in tables or reports.

**JOB MONITORING, BACKUPS and ERROR LOGGING:**

All back up logs are check on a daily basis for any error or failure of
nightly back up jobs, which include unload of production database for
back up and to refresh Quality Assurance database.

Log tables are loaded manually in production database into teamweb_log
database and run unload for tape back up on a monthly basis.

**REPORTS:**

Database statistic reports are prepared every week. TEAM DATA (O TRAK)
reports are prepared bi weekly and uploaded by FTP to the web. Delphi
Transaction reports are prepared and posted on TEAM Web bi weekly. New
databases are created when needed and the training databases are
refreshed when requested. Whenever new accounts are added to the TEAM
system, account reports are created and posted on the production server
as requested by TBP.

**MAINTENANCE:**

Maintenance is held periodically on the production, quality assurance,
and training and teamweb_log databases.

## [DATA FIXES]{.underline}

## Purpose:

To correct records held in TEAM-Web's production database---a process
commonly referred to as a \"data fix\"---while ensuring that there are
reasonable and adequate administrative controls over all alterations to
production data.

## Procedure:

This procedure is used in situations in which the FTA users are unable
to correct the production data without the intervention of TEAM-Web Help
Desk or the DBA. The users contact the Help Desk with the issues; Help
Desk reviews the issues, determining whether the issue is Functional or
Transactional, enters the issues in Change Management System
(CMS)---explaining the nature, cause, and magnitude of the issue---and
assigns it a category. Before the data fix is implemented, approval from
FTA management may be required. Generally, the developers handle
functional issues, while the DBA or Help Desk personnel handle
transactional issues.

**Types of Data Fixes:**

There are four types of data fixes:

-   **Level 1 Data Fixes**

-   **Level 2 Data Fixes**

-   **"Suspense" Data Fixes**

-   **Funding Adjustment**

**Level 1 Data Fixes:**

Level 1 data fixes are made by Help Desk Analysts. These are fixes such
as making a change to a password, etc. These fixes don't require
specific approval from FTA.

**Level 2 Data Fixes:**

Level 2 data fixes are usually *Transactional* issues and generally
arise through errors in data input. Users may enter the wrong
information while approving a project, for example, and then, because of
the system's data protections, are unable to change it.

Depending on the CMS issue they are assigned to the appropriate
technicians. Corrections are generated in the form of code scripts,
which are tested in the QA database, and, if error-free, executed by the
DBA against the Production database. The FTA and user are notified by
email when the correction has been made.

**"Suspense" Data Fixes:**

As the electronic grants management system operates, it accumulates
rejected transactions, refunds, obligations, de-obligations, payments,
authorized disbursements, and "budget not balanced" items. Nightly, the
office of Transportation Budget and Policy (TBP) sends the BCF data
files (Batch Control Files) to the system administrators. Every morning
the DBA makes the appropriate resolution for the various types of data
discrepancies.

**Funding Adjustment:**

Other than TEAM-Web's Fund Adjustment tools (Level 1 and Level 2) there
is a similar type of data fix (related to a project's budget) called a
Funding Adjustment that requires prior approval from the FTA. Unlike
level 1 and level 2 data fixes, users are not able to make corrections
to the data they entered. Data changes are generated, then are tested in
the QA database, and, if error-free, executed by the DBA (or Help Desk
Lead) against the Production database.