Data Governance Committee (DGC)
Meeting Notes
date 03_05_2015
Phone Conference: 10:30am
*Highlighted = attended
Co-chairs
*Susan Maxwell
Clark College
*Carmen McKenzie
SBCTC
Business Affairs Commission (BAC)
*Terence Hsiao
Cascadia Community College
Linda Schoonmaker
Clover Park Technical College
Human Resources & Management Commission (HRMC)
*Kim Garza
Big Bend
Information Technology Commission (ITC)
*Brandon Ray
Lower Columbia College
*Sue Williamson
Highline Community College
Eva Smith
Edmonds Community College
Instruction Commission (IC)
*Tom Nielsen
Bellevue College
*Tod Treat
Tacoma
Public Information Commission (PIC)
*Katie Rose
SBCTC
*Janelle Runyon
SBCTC
Research and Planning Commission (RPC)
*Cynthia Requa
Green River
*Hal Royaltey
Peninsula
Student Services Commission (WSSSC)
Ata Karim
Bellevue College
*Dave Paul
Skagit Valley College
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DGC Meeting 3/5/2015
Next Meeting:
April 2, 2015 at 10:30am
This meeting will be WebX. As you sign in it may help others if you put your commission in parentheses
so everyone knows which commission we represent. Once you enter your name and email you can
enter your phone number and then you receive a phone call (instead of you having to dial in). If you are
not at a computer there is a number to call in.
Meeting Notes:
Agenda:
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Welcome to new IC representative, Tod Treat
Onboarding document, any feedback?
Standardizing Name fields in PeopleSoft
o Where should we document the mononym decision?
o Determine game plan for standardizing other name fields
PLA document update – IC feedback?
New task: Modifying the student INTENT code titles and adding descriptions of use (see
attached workbook)
New task on the horizon: Data categorization
o OCIO policy: https://ocio.wa.gov//policies/141-securing-information-technologyassets/14110-securing-information-technology-assets
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Advocating for Data and Data Quality
o At the commission level
o At your college
Notes:
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Welcome to Tod Treat – Exec VP Tacoma CC, online and knowledge management experience
Onboarding document – Tod said it was helpful, Katie has some minor changes to flow better,
Carmen will work with her on edits.
Looked at the new Data Governance page on sbctc web site.
http://www.sbctc.ctc.edu/college/d_data-governance.aspx Susan shared that she sent it to
people at Clark as a first place to look at data governance.
Names – we have addressed the mononyms. Carmen took our proposal and turned it into the
decision document. It will be posted on the coding schema approvals page
http://www.sbctc.edu/college/_d_data-governance-schema-approvals.aspx
What do we have for a system wide data dictionary? We only have Data warehouse dictionary –
there is no name field in DW. Student and Course coding manual would be a good place to
insert it. Maybe we need a footer about who maintains the master copy – or use links so there
is only one copy. Susan says sends to Data Alerts – that way we have it with other decisions we
have made about data.
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DGC Meeting 3/5/2015
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Who would like to lead a workgroup looking at other name fields and how to enter other “nonstandard” names? We would like to continue to look at this but have no one with time right
now to look at this. As we spend time looking at PeopleSoft please think about this issue.
Credit for prior learning. Initial document was approved and ran through DGC. Carmen has
added HS21 and PeopleSoft procedures. Tom – IC did not review. Carmen felt that HS21
needed some input. Agreed that after Carmen got input into update we could just agree to send
the updates out – we do not need to vote again.
Intent coding – we will have Legacy and PeopleSoft data both coming into the SBCTC Data
Warehouse. This is the data that is one of the primary data sources for institutional researches
and is also what all state level reporting is done from. Intent codes summarize what kind of
program a student is in. We need to update the titles for the codes and some need to be
retired. Would also like to include a section that indicates how certain populations should be
coded (like Running Start). Tod at Tacoma would like to have common definitions as soon as
possible. Need some IR, registrars, fin aid. Need someone at Early Childhood involved. Carmen
is asking for representatives who can participate. Really some input from each group that has
an intent code.
Office of Chief Information Officer (OCIO) – policy, all data that needs to be categorized based
on sensitivity of data. SBCTC and colleges need to do this. Carmen working at sbctc to classify
data and come up with security protocol. Sue says be mindful of collective bargaining
agreements that may discuss data sharing.
o 1-public info
o 4-highly sensitive info
AS Data Governors we should be advocating for data governance within in commissions and
colleges. Quality data, responsible use of data, and data security are all issues. Tacoma has the
Knowledge Management Team (a starting data governance group). Clark is looking at starting a
DGC. Carmen wants to focus on a track at the 2016 Building Bridges Conference on data
governance. DGC agreed that this would be useful.
Data Governors to do:
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Send Carmen names of people from commissions who could serve on the intent committee.
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DGC Meeting 3/5/2015