Data
Governance
Project
FAMIS 2012
Information Services
School District of Clay County
What is Data Governance?
Data governance is
a set of processes that ensures
that important data assets are
formally managed throughout
an organization.
Why have a Data Governance Plan?
 Ownership of key data elements is often unclear.
 The responsibilities of data owners are not well understood.
 Data is often stored in multiple locations with no identified single
source for the “correct data”.
 Data quality is questionable.
 Data availability to the right people is sometimes difficult.
 Data is released to the public that is in error.
Benefits

Agreement

Empowerment

Accountability
How we’re implementing a
Data Governance Plan?
Scope (Deliverables)
 Phased Approach
(Student Information System, HR/Finance, Other Systems)
 Timeline
 Roles & Responsibilities
Budget (Total Cost)
 Actual
 In-kind
Defining Project Scope
Deliverables
Total Project
Define the organization
Provide a draft listing of data elements
Provide the training material
Define the process for validation and making changes
Obtain agreement on data owners and name the data stewards
Train the data stewards
Oversee the validation of data elements for SDCC
Refine and Repeat
st
1
Decision
Phased Approach
This year as the School District of Clay County converted to
the Focus Student Information System, the School District
of Clay County had an excellent opportunity to implement
a data governance plan.
Other systems such as HR/Finance may be going through
upgrades or new implementations in the future.
Defining Data Elements Ownership
School District of Clay County Governance Project
DOE DATA
ELEMENT
DATA OWNERS
DATA STEWARDS
DOE Required
SYSTEM
FOCUS (Location)
Data Length
Data Type
Data Format
Use
Grades
Permission to Share
Lunch Status
Food
Services
Susan
Glover
Y
Focus
Classified
Tab
1
Alpha
Y/N
L
PK-12
For Example
Roles and Responsibilities
In the Data Governance Plan, there are several different
roles that work together to make sure that data is handled
appropriately and with accuracy.
Director, Information Services
The Director of Information Services position is responsible
for ensuring that information technology is properly
planned for, implemented and effectively maintained to
support and enhance business operations and student
achievement.
Data Quality Manager
This position is responsible for establishing, improving,
monitoring, and training on the data management and data
quality processes and programs for the organization.
Database Specialist
This position is responsible for the design and support of an
organization’s information assets.
Business/Systems Analyst
This job may reside either in the program area or the
technical area. This position has a good working knowledge
of how the business and program processes of the
organization work from end to end.
Data Owner
The data owner is a member of executive management who
ensures the accuracy and integrity for the data
elements/categories in his/her area of responsibility.
Data Steward
The Data Steward is appointed by the Data Owner to
maintain the data assigned by the governance plan.
How it looks now
Sustainable Commitment
Total Cost of Ownership
Project Budget Summary
The budget and costs reflected in the Project Plan should account for all resource labor, hardware,
software, facilities, etc. required to achieve the stated scope and objectives.
Activities/Deliverables
Timeline
Cost
Project Management – CELT consulting
Coordination of meetings
Ongoing status calls with Project management
Aug-Oct 2011
15K$
Data Quality Manager’s time
Aug-Oct 2011
6K$
Data Stewards’ time
Sept – Oct 2011
20K$
Leadership teams’ time
Aug – Oct 2011
.8K$
Data Base Administrator’s time
Sept – Oct 2011
4K$
Total
46K$
Results
 Meeting with district departments to train them on the data
governance plan and helping them understand the data they
own.
 Empowering district departments to build in Focus how
they will present and enter their data.
 Making sure that data entry operators and users are
accountable for the security and handling of the district’s
data.
Philosophy
 AUP
 DL
 CBT
 Roster Verification
 Phase II Tab Building
 Phase III Elementary Scheduling
Focus Training/Development
In order to prepare for the transition to the full implementation of Focus, Phase II included
collaboration between Information Services, District Departments and Schools. As certain
processes and tabs were built in Focus, the following process was used in order to make sure
Focus is the best it can be for the district.
Session A
Session B
Session C
Session D
I.
II.
III.
IV.
V.
I.
II.
III.
IV.
V.
I. Introduction
II. Documentation
Review
III. Data
Validation/Testing
IV. Schedule User
Training
V. Design Survey
I.
II.
III.
IV.
V.
Introduction
Data Governance
Current Tab Layout
Tab Survey
Conclusion
Introduction
Tab Design
Tab Entry
Documentation
Conclusion
Introduction
Project Update
Procedures
Feedback
Conclusion