Data Governance
Process
Rick Rozzelle
Center for Educational Leadership and Technology
April 2013
Agenda
1. Definition and Purpose of Data Governance
2. Goals and Strategies for Data Governance
3. Structure and Roles of Data Governance
4. Data Categories for a Local Education Agency
5. Data Dictionary
6. Data Quality Tools and Templates
Slide 1
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance - Definition

Data Governance establishes the
foundation (policies, standards,
architecture, decision-making
structure, issue-resolution
process) for collecting,
managing, and releasing data for
improved quality, accessibility,
and use.
Slide 2
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance: Purpose
•
•
To establish the policies and procedures
governing data-related matters for the school
district. This includes who is accountable for
various portions or aspects of the data,
including its accuracy, accessibility,
consistency, completeness, and updating.
To define processes concerning how the data is
to be collected, stored, archived, backed up,
shared, and protected from mishaps, theft, or
attack.
Slide 3
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance: Purpose (cont.)
•
•
To develop a set of standards and procedures
that defines how the data is to be used by
authorized personnel.
To implement a set of controls and audit
procedures that ensures ongoing compliance
with government regulations.
Slide 4
© Center for Educational Leadership and Technology (CELT) 2008
10 Goals of Data Governance
1.
2.
3.
4.
5.
6.
7.
8.
9.
Improve data quality
Improve understanding of data within the school district
Increase use of data to make program and policy decisions
Enable easier access to data – for all constituencies
Enable consistent and high-quality data releases
Increase data security
Reduce operational friction
Protect the needs of data stakeholders
Reduce costs and increase effectiveness through
coordination of efforts
10. Ensure transparency of processes
Slide 5
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance ~ Key Strategies
• Increase accountability for data accuracy

Establish management support and involvement

Establish a Data Governance Policy for the school district

Assign Data Managers/Stewards and Data Quality Director

Assign one designated Data Steward for each data element
• Eliminate redundant data
 Collect data one time
 Store data once - share data from its designated source system
 Identify the system of record for all data elements
 Reduce collection of/reliance on aggregate data
 Establish a calendar to manage/control data collection/reporting events
o Document data processes
 Define all data elements
 Ensure processes are documented, standardized and repeatable
 Standardize data processes from year to year
 Reduce manual manipulation of data
Slide 6
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance ~ Key Strategies
• Manage data releases
 Establish a clear process for managing data releases
 Identify the official source of data for all external reporting
• Communicate all data decisions/changes
 Involve the schools in the process – communicate with them regularly
 Establish an annual cycle for requesting all changes to data collections
 Coordinate all database revisions through the Data Management Working Group
• Make data quality a priority

Establish proactive data quality trending processes among all Data Stewards

Maintain and actively pursue a data issues log and issue resolution process

Increase the use of student-level data for external reporting
Slide 7
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance ~ Key Strategies
• Build with the future in mind
 Document the current-state information architecture
 Design the future-state information architecture
 Make all major decisions based upon the future-state architecture
• Make data security everyone’s job
 Provide training program for all new employees
 Require that all employees sign the security policy annually
 Engage Data Stewards in security decisions for their data
• Require that data is treated as a Department asset – not an IT
asset and not a program-area asset.
Slide 8
© Center for Educational Leadership and Technology (CELT) 2008
Data Governance Structure

Tier 1 – Data Policy Committee
(DPC) comprised of appropriate
executive management policy
makers.

Tier 2 – Data Management
Working Group (DMWG) comprised of Data Stewards,
led by a Data Quality Director.

Tier 3 – Temporary work teams assigned to address
data issues.
Slide 10
© Center for Educational Leadership and Technology (CELT) 2008
Data Quality Director Roles
1. Ensure the data stewards are performing their
2.
3.
4.
5.
6.
7.
duties.
Manage and chair the DMWG.
Maintain a data collection and reporting calendar.
Maintain a critical data issues log.
Convene working groups of data stewards to
address critical data issues that involve multiple
program areas.
Facilitate collaboration between program areas.
Review database revisions with the DMWG.
Slide 11
© Center for Educational Leadership and Technology (CELT) 2008
Data Steward Roles
1. Determines how data is defined, collected, quality
2.
3.
4.
5.
6.
7.
assured, and reported.
Establishes access rights and security levels.
Reviews and approves data releases.
Identifies and recommends solutions for data issues.
Verifies that data elements are recorded and kept
current in the data collection and reporting calendar.
Establishes procedures to ensure the data is properly
collected.
Participates on the Data Management Committee.
Slide 12
© Center for Educational Leadership and Technology (CELT) 2008
Tier 1 – DPC Roles
1. Establishes data governance
policy.
2. Assigns data stewards and
members of the Data
Management Working Group.
3. Resolves data and process issues
referred by the Data
Management Working Group.
4. Approves policies as recommended by the Data
Management Working Group.
Slide 13
© Center for Educational Leadership and Technology (CELT) 2008
Tier 2 - DMWG Roles
1. Provides support and strategy for data sharing and
management.
2. Establishes policies for the proper management and use of
data.
3. Is the sponsor organization for the data warehouse.
4. Provides leadership and direction in maintaining a data
collection calendar and data inventory.
5. Works with CIO to establish a data architecture (standards,
policies, processes, and database structures) for the State.
6. Reviews all requests for new data structures and application
systems and recommends their approval.
Slide 14
© Center for Educational Leadership and Technology (CELT) 2008
Data Categories
Data Category
Data Category
School Directory Data
Supplementary Education Services Data
Curriculum and Instruction Data
Early Childhood Data
Student Demographic Data
Financial and Budget Data
Career and Technical Education Data
Attendance and Enrollment Data
School Staff and Certification Data (Highly
Qualified)
Professional Development Data
Child Nutrition and Economic Status Data
School Instructional Programs, Course Data
Discipline, Dropout, Graduation Rate Data
English Language Learner Data
Course Scheduling Information
Immigrant and Migrant Student Data
Grades/Marks Information
Assessment Data
Facilities Information
Special Education Data
Health Conditions
Federal Programs and Grants Data
Transportation/Boundary Data
Slide 15
© Center for Educational Leadership and Technology (CELT) 2008
Issue Resolution
•
Identifying Solutions
•
Escalation Process
Supt.
Data
Policy Committee
(Leadership)
Data Management
Working Group
Data Steward
Data Users
16
© Center for Educational Leadership and Technology (CELT) 2008
Slide 16
Resolving Issues
Data Resolution Process
Issue
Corrected
Data User
Can
solve
issue?
Data Steward
Identifies
Data Issue
Tier 1
Yes
No
Single
Category
What
type
of
issue?
Can
solve
issue?
Multiple
Category
Data Management
Working Group
Yes
No
Tier 2
Data Quality
Director
Application
Issue
No
Data Policy
Committee
(Leadership Team)
Can
solve
issue?
Application Sponsor
© Center for Educational Leadership and Technology (CELT) 2008
Yes
17
Tier 3
Slide 17
Questions
Rick Rozzelle
Center for Educational
Leadership and Technology
rrozzelle@celtcorp.com
(774) 2492112
Slide 18
© Center for Educational Leadership and Technology (CELT) 2008