Data Management Plan Template Data management is the development, execution and supervision of plans, policies, programs and practices that control, protect, deliver and enhance the value of data. “A data management plan is a comprehensive, written document that addresses all activities associated with your data.” Identify and Document each of the following aspects to create a reference document for your organization: Goals State goals for data management – why is this important? What does it prepare the organization to achieve? Data Dictionary: types of data, definition, source Summarize the types of data you will gather (e.g., participant/client information, etc.) and key sources of this data (e.g. intake application). Include a definition for each data point. Will source documents be preserved? If so, in what format (hard copies, scanned files, etc.) and for how long? Policies for Access and Sharing Describe process for granting access to data within your organization. Will you share data with any external agencies? Data Entry Protocols Who will enter data into the database, and how often? Who will have permission to edit records? Minimize data entry errors and inconsistencies by creating masks & pick lists. Set up naming conventions and make sure clear guidelines are set up around merging records, data import processes and addition of other third party integrations as well as web integration. Who authorizes these? Document the validation rules that have been set up. Data Presentation Describe the various ways you will summarize and present data for staff and other stakeholders. Specify dashboards and reports to be used at an organizational, department and individual level and include

internal as well as external reports that need to be generated. Consider the questions you want your data to answer.

Data Security Who will have access within the organization and to what data? How will you protect data from unauthorized access, both within the database and/or on other data storage locations (e.g. your own server or cloud locations) should you export all or some of the data? Data Archival Describe routine backup procedures and their frequency. Document policies for preserving data over time. Include whether records can be deleted and who has the authority to do so. Roles and Responsibilities Identify the data owners and stakeholders. Document who is responsible for each item on this plan. Designate one individual as the point of contact for all things related to data management. Whether it’s to field questions, take suggestions or troubleshoot problems that come up, having a central authority will help to promote a shared knowledge base and continuous improvement of your data management practices. Budget What will it cost to implement this plan? Make sure that staff time and other costs have been built in and are approved in advance. Factor in costs for database maintenance including additional customizations or coaching that might be needed from time to time. Training and Review Conduct a hands-on training for all staff involved with handling data. Review your data dictionary and data collection processes as a group, and encourage staff to ask clarifying questions. Adoption Tips and Tricks:

• Make it Useful: set up reports and dashboards that help users do their jobs, and they’ll be more likely to enter the right information

• Get Buy-in: Spend time reviewing this document with the whole team and get feedback • Reward and Recognize: choose a theme to recognize each month and identify team members

that did a great job. Public recognition and appreciation go a long way • Train and re-train: Identify gaps and offer refresher trainings often • Revisit processes: Calendar time in advance for the next review of the data management plan to

evaluate what’s working and what tweaks might be needed. Recommended frequency: annually at a minimum!

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