Data Management Awareness January 23, 2008 1 University of Michigan Administrative Information Services Data Management Awareness Unit Liaisons January

January 23, 2008 1Data Management Awareness

University of

Michigan Administrative Information Services

Data Management Awareness

Unit LiaisonsJanuary 23, 2008

Presented by Pattie Boettger

Data Administration ManagerMAIS Data Administration


Agenda

• Purpose of discussing data

management

• Data management information

• Q & A

• Wrap up


Purpose of Discussion

• Why discuss data management now? Important to review data management

policy/guidelines with campus periodically

Part of Information Technology Security Program

Part of Business Intelligence initiative


Data access philosophy

• The value of data as an institutional resource is increased through its widespread and appropriate use to enhance administrative effectiveness; its value is diminished through misuse,

misinterpretation, alteration or unnecessary restrictions to its access.


Responsibilities for implementation of 601.12

• Every University Dean and Director is responsible for implementation & compliance. This includes: Applying the policy to the data under

their stewardship Establishing specific methods to

implement the policy Actively supporting strong data

management through data stewardship


Responsibilities for implementation of 601.12 (continued)

Ensuring the availability of data management principles education and training to staff

Providing an appropriate level of security based on sensitivity of the data


Data management roles

• Data Steward

• Delegated Data Steward

• Data Manager

• Integration Coordinator

• Data User


Data management roles:Data Steward

• The Executive Officers of the University.

• Data Stewards usually designate a Delegated Data Steward to assume the responsibilities of Data Steward.


• Specific senior University officials who have been identified by the Data Steward and who have planning and policy-level responsibilities for data in their functional areas.

Data management roles:Delegated Data Steward


• Assign the proper data access sensitivity level to data they manage

• Work together to define a single set of procedures for requesting access

• Document data authorization and access procedures

• Document users access and periodically review for appropriateness

Data StewardDelegated Data Steward Responsibilities:


• University officials and their staff who have operational-level responsibility for information management activities related to the capture, maintenance,

and dissemination of data.

Data management roles:Data Manager


• Develop procedures to ensure accurate, valid and timely data collection

• Implement data storage, protection, manipulation and sharing procedures

• Implement procedures to grant and maintain access to data

• Respond to questions regarding data validity

• Provide appropriate user support

Data Manager Responsibilities:


• University officials and their staff who are responsible for facilitating and resolving shared data management issues among central offices, schools

Data management roles:Integration Coordinator

and colleges and the health system.


Work with Data Stewards and their designees to:

• Facilitate policy, process and practice discussions about institutional data

• Resolve shared data management issues

• Provide appropriate user support

Integration Coordinator Responsibilities:


• Individuals who access the University data in performance of their assigned duties or roles in the University community.

Data management roles: Data User


• Access and use data in accordance with institutional policies, federal and state laws

• Utilize and share data appropriately based on University role and data documentation provided by the data steward

• Report data validity issues to the proper data manager

• Notify the proper data steward of any need to review restrictions or lack of restrictions to data

• Report inappropriate use or handling of data

Data User Responsibilities:


• What should business process owners consider regarding data needed to support databases, files, reports and analysis?

• What should be considered regarding the database, file or report audience(s)?

• What is the impact of combining different sets of data?

• Are there regulatory considerations or requirements?

Some things to think about


• Data on a report may become FOIA-able, is this a concern?

• Did the data manager review the use of this data before it was released?

• Was any individually identifying data used?

• Was any sensitive data used?

• Who received the report, database, or file? How was this determined?

More things to think about


Where to find Data Management documents

• SPG 601.12 Institutional Data Resource Management Policy http://spg.umich.edu/pdf/601.12.pdf

• Data Administration Guidelines for Institutional Data Resources http://www.mais.umich.edu/access/policies.html

• Data Stewards/Data Managers list http://www.mais.umich.edu/access/policies.html


Other useful documents on data management

• University of Michigan Statement on Stewardship http://www.umich.edu/~hraa/stewardship.htm

• e-learning course: “Administrative Data Access and Compliance Overview” Search for course “DCE 101” in My LINC


• SPG 601.7 Proper Use of Information Resources, Information Technology and Networks http://spg.umich.edu/pdf/601.07-0.pdf

• SPG 601.11 Privacy and the Need to Monitor and Access Records http://spg.umich.edu/pdf/601.11.pdf

• SPG 601.19 Identity Misrepresentation http://spg.umich.edu/pdf/601.19.pdf

Other useful documents on data management

Documents

Data Management Awareness January 23, 2008 1 University of Michigan Administrative Information Services Data Management Awareness Unit Liaisons January