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.