Data Governance 101 Prepared by: Eva Smith, MSIM, CCP, CDMP Interim Director, Information Technology Edmonds 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 Smith Interim Director, Information Technology Edmonds Community College Susan Maxwell Research, Reporting, and Data Integrity Professional Clark College Carmen McKenzie Data Manager Washington State Board for Community & Technical Colleges Technology & Equipment Facilities / Real Property Shared resources need to be managed. Financial Resources Human Resources Definition source: http://www.yourdictionary.com/resource … and here end up as data here 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: Consistency Is 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.? Shared Stewardship Data Governance Decisions Source: Guide to the DAMA Data Management Body of Knowledge, 1st Edition Technology Information • Useful • Clean Information • Not useful • Dirty Can’t find it Don’t Trust it Can’t Access it Not integrated Not documented Uncertainty Create more or make up our own 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 Architecture: The Master Plan Blueprints 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) Non-Invasive Data Governance Operating Model Exectutive Level 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. Data Governance Committee (New) Strategic Level Sponsored by the Researcher and Planning Commission. Provides oversight and decision making authority over data related issues. Data Domain Stewards (Exists) Tactical Level 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) Operational Level Per Subject Area (i.e. Student, Financial, Personnel) Accountable for execution and maintenance according to the data policies and standards. Focus on what is most important High Impact or risk Shared Data Governance Low Low Shared resource High 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. Stewardship: “An ethic that embodies responsible planning and management of resources.” (Wikipedia). 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.