Real-World Data Governance: A Different Way of Defining Data Stewards & Stewardship

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Copyright © 2012 Robert S. Seiner – KIK Consulting & Educational Services / TDAN.com

Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting Twitter About This Webinar at #RWDG

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Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting #RWDG @RSeiner

Robert S. SeinerKIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Real-World Data GovernanceA Different Way of Defining

Data Stewards & Stewardship

Monthly Webinar Series Hosted by DataversityRobert S. Seiner – KIK Consulting / TDAN.com

January 16, 2014 – 2:00 p.m. EST




Non-Invasive Data Governance™ is a trademark of Robert S. Seiner & KIK Consulting

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• Real-World Data Governance – Monthly Webinar Series – 2pm EST

– February 20, 2014 – A Governance Framework for Success

– March 20, 2014 – Agile Data Governance: Truth Be Told *

– April 17, 2014 – How to Write a Data Steward Job Description

– Register On-Line at DATAVERSITY.Net * with guest

Real-World Data GovernanceUpcoming Webinars





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• Data professionals may agree that the Data Steward is the glue that holds theData Governance Program together.

• The role of the Data Steward is widely discussed and dissected, vilified andcertified, self-assured while being uninsured.

• Organizations run the gamut on how they define the role, assign the role,recognized and enforce the role.

• But … Perhaps there is another way to look at the role altogether.

A Different Way of Defining Data StewardsAbstract





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• What if everybody in your organization was considered a steward of the datathey define, produce and use?

• What would it take to get that message across? How would we communicatewith everybody, all the time, in an effective way … or this just a pipe dream?

• What exactly would it take to change the mindset of the organization as tothe value of governance and stewardship of our most critical of assets?

• Bob Seiner thinks he has the answer. And he wants to share it with youduring this installment of his Real-World Data Governance webinar series.






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• This webinar will focus on:

– A Different Way of defining the role of the data steward.

– A Different Way of engaging and operationalizing data stewards.

– Ways to effectively communicate with the masses.

– Changing the mindset of the organization through some simple messages.

– Identifying the best way to define stewards and stewardship in your organization.






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• Data Governance is the execution and enforcement of authority over themanagement of data and data-related assets.

• Data Stewardship is the formalization of accountability for the management ofdata and data-related assets.

A Different Way of Defining Data StewardsDefinitions According to Bob





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• Formalization of Accountability implies that there is already some level ofaccountability for the definition, production and usage of data.

• If we are to consider these definitions … what do we do next?

– Per data resource in your organization – identify who is accountable

– Per data subject area in your enterprise – identify who is accountable

– What value does improving the enterprise view of the data bring?

– Accountable for the definition, production and use of the data.

– “Nobody is accountable.” (Then how are decisions made?)

– Is that what Management thinks?

– Are these people the Data Stewards?

A Different Way of Defining Data StewardsDefinitions According to Bob





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• Industry Standard for Data Steward

– Is there an Industry Standard for the definition of a Data Steward?

– Should there be an Industry Standard for the responsibilities of a Data Steward?

– Who should come up with this definition?

– Won’t the definition of the Data Steward be specific to the Organization?

A Different Way of Defining Data StewardsDefining the Data Steward





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• A Different Way of Defining Data Stewards

– A Data Steward is a person that defines, produces or uses data as part of their job and has a defined level of responsibility for assuring quality in the definition, production or usage of that data.

• Who is a Data Steward?

– A Data Steward can be anybody in

the organization (business or technical)

that defines, produces, and/or uses data

as part of their job if they are held formally

accountable for what they do with the data.






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• Non-Invasive Data Governance™ Rules for Becoming a Data Steward

1. A Data Steward can be absolutely anybody.

2. Being a Data Steward describes a relationship to data and is not a position.

3. A Data Steward is not hired to be a Data Steward.

4. A Data Steward does not need to have the title of “Data Steward”.

5. A Data Steward does not have to be told how to do their job.

6. Public or Industry Data Steward Certification is a load of bunk.

7. There is more than one Data Steward for each type of Data.

8. Data Steward training should be focused on “Formalizing Accountability”.






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• Non-Invasive Data Governance™ Rules for Becoming a Data Steward

You may not agree with all of them.

You may not agree with any of them.

Is this basically a “Do Nothing”

approach?

… Or a“Do Everything”

approach?






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• What approaches have organizations used to identify Data Steward roles andinvoke Data Steward responsibility?

• Roles and Responsibility Approaches:

1. Non-Invasive Data Governance™ Approach

• Identifying people into roles rather than assigning people to roles.

• Leveraging existing responsibility






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• What approaches have organizations used to identify Data Steward roles andinvoke Data Steward responsibility?

• Roles and Responsibility Approaches:

2. Command and Control Approach

• Assigning people into roles

• Giving people new responsibilities

3. 2’ x 4’ Approach

• Data Governance is “Not Optional”

• People will have to make time.






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• Remove Obstacles to Accepting Steward Responsibilities

• What are typical responses to the roles that are defined?

– People become concerned about:

• Stepping on people’s toes

• Giving/Getting too much or too little responsibility

• Sharing responsibility and how that takes place

• Putting people in position to make decisions that may not please everybody

• Identifying the people that are/will be the authorities

• Escalating concerns above the authorities

Opportunity






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• Why is it important to clearly identify Data Steward roles and responsibilities?

• Value of Clearly Defining Roles & Responsibilities

– One of Four Primary Components of Data Governance

• Best Practice Critical Analysis → Recommendations

• Operating Model of Roles & Responsibilities

• Actionable Plan

• Communications Plan

– Backbone of

• Actionable Plan

• Communications Plan

• Data Governance Activity Matrices






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• Multiple Types of Data Stewards

– Operational Data Stewards (Operational Level)

• Work in a Business or Technical Unit

• Have Hands-On Knowledge of the Data They Use and Used By Their Unit

• Define, Produce, Use Data Associated With Their Job






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– Data Domain Stewards (Tactical Level)


• Have Hands-On Expertise of a Specific Domain (Subject Area) or Data

• Facilitate Resolution of Issues Pertaining to that Domain of Data

• May/May Not Have Decision Making Authority for That Domain of Data






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– Data Steward Coordinators (Tactical Level)


• Know the Domain Stewards and Operational Data Stewards Residing in Their Unit

• Communicate Effectively with DG Team, Domain Stewards, Operational Stewards






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• Responsibilities of the Operational Data Stewards:

– Defining the data that will be used by their part of the organization, how that data will be used, and how that data will be managed. – Data Definers

– Producing, creating, updating, deleting, retiring, archiving the data that will be managed. – Data Producers

– Using data to perform their job and processes. – Data Users

– Integrity of data usage. – Data Users






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– Creating or reviewing data definition

– Integrity and quality of data definition

– Producing, creating, updating, deleting, archiving the data that will be managed.

– Integrity and quality of the data created or updated in their department or process.

– Supporting and sharing knowledge with other stewards

– Communicating new and changed business requirements to impacted individuals

– Communicating concerns, issues and problems with data to change influencers






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– Doing what is expected of them in their job while being held formally accountablefor how they do it – when it comes to data.

– Doing what is expected of them in their job while being held formally accountablefor how they do it – when it comes to data.

– Begs the question becomes – What does it mean to be held formally accountable?

WorthRepeating






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• Formally accountable –

– Performance Evaluation – Sounds invasive

– Assignment of Responsibility – Sounds invasive

– Sign offs (PMO) – Less invasive

– Put at forefront of people’s consciousness.






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• Responsibilities of the Data Domain Stewards:

– Responsible for ‘enterprise’ management of a domain of data.

– Identified by position (or person) as part of a single business unit or function.

– When acting in role of domain steward, affiliation to business unit secondary.

– Involved/facilitator in cross business unit resolution of data definition, productionand usage issues.

– May or not be the authority (decision maker).

– Depends on position in the organization.






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• Responsibilities of the Data Domain Stewards:

– Responsible for escalating well-documented issues to the strategic level with orwithout recommendation.

– Responsible for documenting data classification rules, compliance rules, businessrules for data in their domain (may delegate this).

– Responsible for making certain the rules are communicated to all stakeholders ofdata in that domain (may delegate).

– Responsible for participating in tactical groups (with other domain stewards,steward coordinators, and operational stewards) for finite periods of time toaddress specific issues and projects related to their domain and business unit.






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• Responsibilities of the Data Steward Coordinators:

– Act as the point communications person for distributing rules and regulations perdomain of data to the operational stewards in their business unit (and makingcertain that the operational data stewards understand the rules & risks).

– Act as the point communications person for their business unit to document andcommunicate issues pertaining to specific domains of data to the proper datadomain steward.

– Act as the point person in the Common Data Matrix (or data steward repository)regular change control process.






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• Responsibilities of the Data Steward Coordinators:

– Identify the operational stewards of data per domain for their business unit. Thistypically requires research and inventory time for the Data Steward Coordinator.

– Work alongside the Data Domain Stewards and operational data stewards onspecific Tactical Data Steward teams that are set up for the duration of issueresolution or project focused task.

– The Data Steward Coordinator typically has no decision making authority but playsa pivotal role in data governance and data stewardship success.






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• “How many Data Stewards will we need?”

• “How long will we need them for?”

• “How will we ________ the Data Stewards?”

– Identify? Note and record

– Recognize? Distinguish responsibility and record

– Assign? Sounds invasive to me

– Activate? Through formal process

– Whoa! This is an open statement.

• Isn’t this also determined by our Governance approach?

Opportunity

Opportunity

A Different Way of Defining Data StewardsEngaging the Data Steward





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• Now that we have defined What a Data Steward is,

We need to define What a Data Steward does.

• How do we figure out What a Data Steward does?

– Proactive Governance activities

– Reactive Governance activities






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• Proactive – Build DG Into What the Data Stewards Do

– Governance Activity Matrix

– Governance Processes RACI Chart

– System Development Life Cycle (SDLC)

– Project Planning

– Do Not Call Them “Data Governance Processes”!


Opportunity





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• Concepts of Non-Invasive Data Governance™:

– Do Not give employees new job titles and recognize that the majority of theirpresent work will not change.

– Data Stewards Are identified & engaged according to their presentresponsibilities.

– The Data Stewardship process will Not create new tasks or time commitments butinstead will ensure that the appropriate Data Stewards are identified, engaged ineach data related task.






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• What Exactly Does a Data Steward Do?

– Do what is expected of them in their job while being held formally accountablefor how they do it – when it comes to data.

– Use Governance Activity Matrices to Engage the Data Steward.

– Again … Not “Governance Processes” – They are processes that are governed.






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• What Exactly Does a Data Steward Do?

– The matrices formalize:

• The people

• The time

• The activity

• The timeline

• The decision makers

• How the results are produced






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DATA DEFINERDATA

PRODUCER

DATA STEWARD

COORDINATOR

DATA GOVERNANCE ACTIVITY MATRIX©

MASTER DATA

DEVELOPMENT

LIFE CYCLE

(MDDLC)

INFORMATION

GATHERING

(DOMAIN, SYSTEM,

STEWARDS)

OPERATIONAL DATA STEWARDS

DATA USER

DATA DOMAIN

STEWARD

(or designee)

DATA DOMAIN / LOB/FUNCTIONAL AREA

ASSESSMENT &

REQUIREMENTS

PLANNING &

ANALYSIS

SOLUTION DESIGN

SOLUTION

DEVELOPMENT

SOLUTION TESTING

SOLUTION

IMPLEMENTATION

SOLUTION

MONITORING &

MAINTENANCE

Activity initiated re: this domain,

Data Domain Steward is involved

in identifying and recording info

related Domains, Systems,

Stewards per issue or task.

Activity initiated re: this domain,

Steward Coordinator is involved in

identifying Operational Stewards

in this LOB/FA that should

participate in this work flow.

Assure appropriate business

meta-data is recorded.

Propose alternatives

for data definition

solution that best fits

with defined

requirements.

Provide input to the

development of the

data production

solution.

Provide definition

requirements &

gathering document.

Define data needed to

operate business &

report results.

Test data solution

from a definition

perspective. Assure

that appropriate

business meta-data is

recorded.

Produce user

requirements. Use

data needed to

operate business &

report results.

Coordinate activities of

Operational Stewards including

project timelines, status reporting,

tactical decision making. Assure

appropriate business meta-data is

recorded.

Provide data

definition guidance to

build the appropriate

solution.

Provide data usage

guidance to build the

appropriate solution.

Coordinate tasks associated

conducting planning and analysis

steps.


for data production

that best fits with the

data definition

solution and defined

requirements.


for data usage

solution that best fits

with defined

requirements.

Coordinate tasks associated

conducting planning and analysis

steps. Accept or Resolve solution

from the Steward Coordinator.

Coordinate activities of all

individuals related to development

work including timelines, status,

tactical decision making.

SYSTEM SMEs

IT

DATA SMEs

Test data solution

from a production

perspective. Assure

that appropriate


recorded.

Test data solution

from a usage

perspective. Assure

that appropriate


recorded.

Coordinate activities of the

Operational Stewards related to

testing work including timelines,

status, tactical decision making.



solution implementation including

timelines, status, tactical decision

making.



solution monitoring &

maintenance including timelines,

status, tactical decision making.

Perform EIS system testing.

Assure that appropriate technical

meta-data is recorded.

Perform EIS data testing. Assure

that appropriate technical meta-

data is recorded.

Coordinate and manage all

technical aspects of data solution

development. Assure that

appropriate technical meta-data is

recorded.


technical aspects of system

solution development. Assure

that appropriate technical meta-

data is recorded.

Coordinate system design with

Data Domain Stewards and

Steward Coordinators.

Coordinate data design with Data

Domain Stewards and Steward

Coordinators.



planning and analysis with Data


Coordinators.


technical aspects of data planning

and analysis with Data Domain

Stewards and Steward

Coordinators.



assessment & requirements

gathering with Data Domain


Coordinators.


technical aspects of data

assessment & requirements

gathering with Data Domain


Coordinators.


technical aspects of data

information gathering with Data


Coordinators. Assure appropriate

technical meta-data is recorded.



information gathering with Data


Coordinators. Assure appropriate

technical meta-data is recorded.

Participate in data

definition information

gathering as needed.

Participate in data

production

information gathering

as needed.

Participate in data

usage information

gathering as needed.



solution implementation.



solution monitoring &

maintenance.



implementation.



monitoring & maintenance.

Coordinate business tasks

associated with solution testing

steps.


associated with solution

implementation.


associated with solution

monitoring & maintenance.

As part of daily job,

identify operation

data issues pertaining

to their domain of

data.


identify operation


to their domain of

data.


identify operation


to their domain of

data.






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• Reactive – Follow a Data Quality Methodology

– Qualify & Prioritize Data Issue

– Identify Affected Data Domain

– Identify Affected Data Stewards

– Conduct Data Systems & Data Resource Discovery

– Conduct Root Cause Analysis

– Conduct Cost-Benefit Analysis

– Analyze & Recommend Resolution

– Gain Approval, Funding, Resources

– Resolve Data Issue






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• Messages for Management

– We ARE already governing data (but we are doing it informally).

– We CAN formalize how we govern data by putting structure around what we are presently doing.

– We CAN Improve:

• How We Manage Data Risk & Secure Data

• Data Quality & Provide Quality Assurance

• Coordination, Cooperation, Communications Around Data

– We DO NOT Have to Spend A Lot of Money.

In fact … Data Governance only costs the time we put into it.

– We NEED structure. We should consider a Non-Invasive approach.

A Different Way of Defining Data StewardsCommunicating with the Masses





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• Messages for Management

– Data Governance does not have to be A HUGE CHALLENGE.

– Data Governance is NOT A TECHNICAL SOLUTION.

– PEOPLE BEHAVIOR IS GOVERNED, Not Data.

– Data Governance is an EVOLUTION, NOT REVOLUTION.






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• Data Governance Bill of “Rights”

Getting the “Right” People

… Involved at the “Right” Time

… In the “Right” Way

… Using the “Right” Data

… To Make the “Right” Decision,

… Leading to the “Right” Solution,

… Most of the Time.






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• Real-World Data Governance – Monthly Webinar Series – 2pm EST

– February 20, 2014 – A Governance Framework for Success

– March 20, 2014 – Agile Data Governance: Truth Be Told *

– April 17, 2014 – How to Write a Data Steward Job Description

– Register On-Line at DATAVERSITY.Net * with guest

Real-World Data GovernanceUpcoming Webinars





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#RWDG @RSeiner

• Robert S. Seiner

KIK Consulting & Educational Services – KIKconsulting.com

The Data Administration Newsletter – TDAN.com

Post Office Box 112571, Upper St. Clair, Pennsylvania 15241

412.220.9643, 412.220.9644 (Fax)

[email protected]

[email protected]

@RSeiner

#RWDG

Real-World Data GovernanceContact Information

Real-World Data Governance: A Different Way of Defining Data Stewards & Stewardship

Technology

agile data governance

data governance program

operationalizing data

bob seiner

data steward job description

trademark of robert

governance framework

value of governance