Data Governance Process Rick Rozzelle Center for Educational Leadership and Technology April 2013.

Data Governance Process

Rick RozzelleCenter for Educational Leadership and

Technology

April 2013

Slide 2© Center for Educational Leadership and Technology (CELT) 2008

1. Definition and Purpose of Data Governance1. Definition and Purpose of Data Governance

2. Goals and Strategies for Data Governance2. Goals and Strategies for Data Governance

3. Structure and Roles of Data Governance3. Structure and Roles of Data Governance

4. Data Categories for a Local Education Agency4. Data Categories for a Local Education Agency

5. Data Dictionary 5. Data Dictionary

Agenda

6. Data Quality Tools and Templates6. Data Quality Tools and Templates


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.

Data Governance - Definition


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.


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.


10 Goals of Data Governance

1. Improve data quality2. Improve understanding of data within the school

district3. Increase use of data to make program and policy

decisions4. Enable easier access to data – for all constituencies5. Enable consistent and high-quality data releases6. Increase data security7. Reduce operational friction 8. Protect the needs of data stakeholders 9. Reduce costs and increase effectiveness through

coordination of efforts 10.Ensure transparency of processes


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



• 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



• 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.


Tier 1 – Data Policy Committee (DPC) comprised of appropriate executive management policy makers.

Tier 2 – Data Management

Data Governance Structure

Working Group (DMWG) comprised of Data Stewards, led by a Data Quality Director.

Tier 3 – Temporary work teams assigned to address data issues.


Data Quality Director Roles

1. Ensure the data stewards are performing their duties.

2. Manage and chair the DMWG.3. Maintain a data collection and reporting

calendar.4. Maintain a critical data issues log.5. Convene working groups of data stewards to

address critical data issues that involve multiple program areas.

6. Facilitate collaboration between program areas.

7. Review database revisions with the DMWG.


Data Steward Roles

1. Determines how data is defined, collected, quality assured, and reported.

2. Establishes access rights and security levels.3. Reviews and approves data releases. 4. Identifies and recommends solutions for data

issues.5. Verifies that data elements are recorded and

kept current in the data collection and reporting calendar.

6. Establishes procedures to ensure the data is properly collected.

7. Participates on the Data Management Committee.


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.


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.


Data Categories

Data Category

School Directory Data

Curriculum and Instruction Data

Student Demographic Data

Career and Technical Education Data

Attendance and Enrollment Data

Professional Development Data

School Instructional Programs, Course Data

English Language Learner Data

Immigrant and Migrant Student Data

Assessment Data

Special Education Data

Federal Programs and Grants Data

Data Category

Supplementary Education Services Data

Early Childhood Data

Financial and Budget Data

School Staff and Certification Data (Highly Qualified)

Child Nutrition and Economic Status Data

Discipline, Dropout, Graduation Rate Data

Course Scheduling Information

Grades/Marks Information

Facilities Information

Health Conditions

Transportation/Boundary Data


Issue Resolution

17

• Identifying Solutions• Escalation Process

Data Users

Data Steward

Data Management Working Group

Data Policy Committee

(Leadership)

Supt.

Issu

e E

scal

atio

n an

d A

ccou

ntab

ility


Resolving Issues

18

Data User

IdentifiesData Issue

Data Quality Director

Data Steward

Issue Correcte

d

What typeof

issue?

Tier 1

Can solveissue?

Yes

No

Tier 2

Data Management Working Group

Tier 3

Data Policy Committee

(Leadership Team)

Data Resolution Process

Can solveissue

?

No

Yes

Application Sponsor

Can solveissue?

No

SingleCategor

y

MultipleCategor

y

Application

Issue

Yes


Questions

Rick RozzelleCenter for Educational

Leadership and [email protected]

(774) 2492112

Data Governance Process Rick Rozzelle Center for Educational Leadership and Technology April 2013.

Documents

data accuracy

data elements

aggregate data

redundant data

understanding of data

data categories

purpose of data governance

data governance policy