Data Governance 101

Prepared by:Eva Smith, MSIM, CCP, CDMPInterim Director, Information TechnologyEdmonds Community College

FOR LIMITED EDUCATIONAL USE ONLY. Please do not share or distribute outside of the Washington State Community & Technical College system.

Data Governance 101

Presenters:

Eva SmithInterim Director, Information TechnologyEdmonds Community College

Susan MaxwellResearch, Reporting, and Data Integrity ProfessionalClark College

Carmen McKenzieData ManagerWashington State Board for Community & Technical Colleges

Technology & Equipment

Facilities /Real Property

Financial Resources

Human Resources

Shared resources need to be managed.

Definition source: http://www.yourdictionary.com/resource

Decisions made here

Purchased Applications

ApplicationDevelopment

State & FederalRegulations

Codes &Definitions

DatabaseDesign

Decisions made here

Purchased Applications

ApplicationDevelopment

State & FederalRegulations

Codes &Definitions

DatabaseDesign

… and hereWhere do I stuff the data?

How do I summarize the data?

How do I interpret the data?

end up as data here

OtherSystems

ReportingRequirements

BusinessDecisions

Or here…

Governance determines who makes decisions

Management is the process of making and implementing decisions

Data is a shared resource. It is used to answer questions…

Data Quality: Conformance

Does data conform to specified format standards?

Data Quality: ConsistencyIs there consistency in definitions and values across data sets?

Are these standards widely known?

Are they enforced by policy, process and structures?

Data Quality: Definition

Are we all speaking the same language?

But wait… isn’t data the responsibility of I.T.?

Data Governance DecisionsSource: Guide to the DAMA Data Management Body of Knowledge, 1st Edition

Shared Stewardship

Data• Raw materials

Technology

Information•Useful•Clean

Information•Not useful•Dirty

Create more ormake up our own

Can’t find itDon’t Trust itCan’t Access it

UncertaintyNot integratedNot documented

Data Governance

An emerging discipline that combines

data management, data quality, and

data policies through a system of decision rights.

WHAT IS DATA GOVERNANCE?

–A program, not a project–Not a one-time effort–Requires ongoing monitoring to

promote continuous improvement.

WHAT IS DATA GOVERNANCE?

• The execution of –enforcement and –authority over the management of data.

There are many possible roads to data governance

Work done to date• BAC and RPC joined forces to create a Data Task Force• Included two members per commission and five

members from RPC• Data Task force met regularly to get educated about

data governance and to create an Operating Model• Data Task Force presented to the WACTC Technology

committee and received the recommendation that RPC sponsor the activity

• RPC agreed to sponsor this activity and created the standing Data Governance Committee.

• We are already managing data in our system.

• A Data Governance program will formalize and standardize the process.

–RPC Data Stewards–BAC Chart of Accounts workgroup

Why do we need data governance?

External Evaluation Recommendations:

• An Efficiency Study recommendation

• Recommended by Gartner for the ctcLink project

Why do we need data governance?

• Increased ability to identify common data quality problems and to target interventions

Why do we need data governance?

• Increased ability to define and implement standard data definitions

• To determine and enforce consistent definitions of data elements across all colleges

Why do we need data governance?

• More efficient use of resources• Save resources and time through fewer

data resubmissions, corrections and audits

The Master Plan Blueprints

Architecture:

DATA TASK FORCE RECOMMENDATION

• Implement a Non-Invasive Data Governance program in two phases

– Phase I will focus on:• Implementing the data governance structure• Standardizing data definitions • The migration into the new ERP system–Requires strong coordination with the ctcLink

project governance

DATA TASK FORCE RECOMMENDATION

• Implement a Non-Invasive Data Governance program in two phases

– Phase II will focus on:• Data Quality• Business Intelligence• Program plan (developed during the end of

Phase I as the program matures)

Info

rmati

on Te

chno

logy

Exp

erts

Exectutive Level

Strategic Level

Tactical Level

Operational Level

Data Domain Stewards (Exists) Per Subject Area (i.e. Student, Financial, Personnel) Will propose data policies and standards to the Data Governance Committee. Responsible for implementing the data policies and standards.

Operational Data Stewards (Exists) 

Per Subject Area (i.e. Student, Financial, Personnel)Accountable for execution and maintenance according to the data policies and standards.

WACTC, State Board and State Board Staff (Exists) Endorses the program and approves policy related decisions.

Information Technology Experts (Exists)

IT staff from the colleges, SBCTC Bellevue and SBCTC Olympia.

Non-Invasive Data Governance Operating Model

Data Governance Committee (New) Sponsored by the Researcher and Planning Commission.  Provides oversight and decision making authority over data related issues.

Comm

unication and Escalation

Focus on what is most importantIm

pact

or r

isk

Shared resourceLow High

High

Low

Shared Data Governance

Data Governance committee

• Provide oversight and decision making authority over data related issues.

• A standing committee within RPC–Requires a vote during the business

meeting

Data Governance committee

• Provide oversight and decision making authority over data related issues.

• A standing committee within RPC–Requires a vote during the business

meeting

Data Governance committee

• One voting member from each commission’s Data Domain Stewards committee (a co-chair).

• Members of the Research and Planning Commission.

• This allows for a cross-functional decision making.

• Many of the existing Data Task Force members have committed to participating in the Data Governance Committee.

“An ethic that embodies responsible planning and management of resources.” (Wikipedia).

Stewardship:

Data domain stewards

• Responsible for proposing standard definitions and implementing the decisions made by the Data Governance Committee.

Data domain stewards

• Each commission forms one or more Data Domain Stewards committee depending upon the amount and complexity of the data within the commission’s functional area.

• Each committee will elect two co-chairs that will occupy the position for a two year period.

• Each committee shall also be staffed by SBCTC policy and IT members.

Operational data stewards

• Accountable for the execution and maintenance of the data according to the definitions, policies and standards.

Operational data stewards

• Already exists in our system, these are the data producers, the people who are entering the data or managing the data entry.

• The job responsibilities of the operational data stewards will not change from what they are today.

• They are being identified not given new responsibilities.

Collaboration with CTCLINK

• The ctcLink project offers an opportunity to implement consistent definitions and use of data elements across the system.

• The ctcLink project teams will communicate data elements and codes to the Data Governance Committee.

• The Data Governance program will provide the definition of the data elements.

• The ctcLink project will align the data elements/codes with the definitions.

NEXT STEPS

• Commissions are currently identifying their representatives and Data Domain Steward’s Committee structure.

• Data Governance Committee Kick-Off meeting planned for March, 2013.